HomeMy WebLinkAboutCC Reso 2009-51 RESOLUTION NO. _-t.DCq -5
Co A RESOLUTION OF THE CITY OF CATHEDRAL CITY ADOPTING
UPDATED RECORDS RETENTION SCHEDULES AND PROCEDURE FOR
THE DESTRUCTION OF RECORDS OF THE CITY MANAGER'S OFFICE,
CITY CLERK'S OFFICE, POLICE, PLANNING, ENGINEERING, PUBLIC
WORKS, BUILDING, FINANCE, FIRE, AND CODE ENFORCEMENT.
WHEREAS, the keeping of numerous records is not necessary after a certain
amount of time; and
WHEREAS, retention is not required for non-records, preliminary drafts, or notes,
which are not retained by the City of Cathedral City (the "City") in the ordinary course of
business; and
WHEREAS, Section 34090 of the California Government Code provides a
procedure whereby any public record which has served its purpose and is no longer
required may be destroyed, except for specific statutory provisions; and
WHEREAS, pursuant to Government Code Section 34090.7, the City may prescribe
a procedure whereby duplicates of records less than two year old may be destroyed if they
are no longer required; and
C WHEREAS, a records retention schedule is a public agency's legal authority to
receive, create, retain and dispose of official public records, and in the event of litigation, a
Court will accept the retention schedule as establishing which records which are produced
or maintained in the "normal course of doing business"; and
WHEREAS, the City Council has previously adopted the City's records retention
schedule and destruction of records policy and procedure; and
WHEREAS, it is necessary to update and revise the City's records retention
schedule to reflect current law and City policy; and
WHEREAS, the City Council believes that a sound records management policy for
the maintenance and destruction of public records which no longer serve administrative,
legal, fiscal and historical purposes is deemed appropriate and essential for the effective
operation of the City's governmental process; and
WHEREAS, it is the City's policy to maintain public records according to its various
records retention schedules.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CATHEDRAL CITY
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. FINDINGS
The Records Retention Schedules, attached hereto as Exhibit "A": (a) identify the
C official public records that City staff produces or maintains in the "normal course of doing
business"for the following departments/divisions/offices; city clerk's office, City Manager's
office, Police, Planning, Engineering, Public Works, Building, Finance, Fire, and Code
Enforcement; and (b) constitutes a policy for the efficient maintenance and regular
destruction of public records which have outlived their legal, administrative, historical, or
fiscal value, according to the established retention period.
SECTION 2. ADOPTION OF RECORDS RETENTION SCHEDULE
The Records Retention Schedules, attached hereto as Exhibit "A" are hereby
approved and adopted and shall supersede and/or replace any previously adopted record
retention schedule for the City.
SECTION 3. CERTIFICATION
That the City Clerk shall certify as to the adoption of this resolution and shall cause
the same to be processed in the manner required by law.
PASSED, ADOPTED AND APPROVED, this, -t6- of October, 2009.
i
Z ; 1.�i,. L.
C -I- leen J D e-Osa, Mayor
ATT
'4 i ...—
Pat Hammers, City Clerk
APPROVED AS TO FORM:
&jai-A, Aet,i>
Charles R. Green'Ci Att ne
roc Green;City Y
REVIEWED:
h,,,I.t Donald Bradley, E ecutive Director
P:\APPS\WPDATA\CATH\0001\DOC\2744-Records Retention Schedule Reso(City).doc
2
c