City of Brentwood
Home PageContact Us!Back

City Administration

2010 Council Goals and Strategic Plan | City Council Members | Calendar of Events | Elections
eNotification | Sub-Committees| Pledge of Allegiance Sign Ups | Invocation Sign Up
Live Streaming Council Meeting | Streaming PC Help |
Streaming Mac Help |

Current Council Agenda and Past Meeting Information

CITY COUNCIL AGENDA ITEM NO. 10

Meeting Date: April 8, 2008

Subject/Title: Adopt a Resolution establishing a Records Retention Schedule for the Parks and Recreation Department.

Prepared by: Margaret Wimberly, City Clerk

Submitted by: Karen Chew, Assistant City Manager

RECOMMENDATION
Adopt a Resolution establishing a Records Retention Schedule for the Parks and Recreation Department.

PREVIOUS ACTION
On May 10, 1983, Resolution No. 83-19 was adopted implementing Council Policy 00-4 and the City’s Records Retention Program.

On December 10, 1996, Resolution No. 96-208 amended the City’s Records Retention Program and approved the Records Retention Schedule.

On August 10, 2004, Resolution No. 2004-195 was adopted establishing a new Records Retention Schedule for the Police Department and a revised Records Retention Schedule for both the City Clerk and the Finance and Information Systems Department.

On February 14, 2006, Resolution 2006-22 was adopted establishing a revised Records Retention Schedule for the Finance and Information Systems Department.

BACKGROUND
The purpose of a retention schedule is to establish procedures for the orderly transfer or destruction of obsolete records on a continuing basis. The City has an obligation to create and maintain documents in accordance with State law and regulations and accepted records management practices, including the State of California’s Local Government Records Retention Program. The Parks and Recreation Department recently conducted an inventory of files in storage and staff discovered the current Retention Schedule did not include retention guidelines for the many of the obsolete documents maintained by the Parks and Recreation Department.

In accordance with the City’s current Records Retention Program policy No. 00-4, each department submits a written request to destroy obsolete records. The request to destroy obsolete records lists each of the documents the department wishes to destroy. Each request is reviewed by the City Clerk and City Attorney to ensure compliance with the City’s records retention policy and retention guidelines. Once the request to destroy obsolete records has been approved by the City Clerk and the City Attorney, the department may proceed with the destruction of approved obsolete records.

FISCAL IMPACT
None

Attachments:
Resolution
Parks and Recreation Records Retention Schedule

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING ESTABLISHING A RECORDS RETENTION SCHEDULE FOR THE PARKS AND RECREATION DEPARTMENT.

WHEREAS, Resolution No. 83-19 was adopted on May 10, 1983 and established a records retention program, known as Council/Administrative Policy No. 00-4; and

WHEREAS, Resolution No. 96-208 was adopted December 10, 1996 and amended the City’s Records Retention Program as adopted by Resolution No. 83-19; and

WHEREAS, Resolution No. 2004-195 was adopted August 10, 2004 and established a Records Retention Schedule for the Police Department and revised the Records Retention Schedule for the Finance Department; and

WHEREAS, the City of Brentwood has an obligation to create and maintain documents in accordance with government laws and regulations and accepted records management practices; and

WHEREAS, the purpose of the retention schedule is to establish a pattern for the orderly transfer or destruction of records on a continuing basis; and

WHEREAS, the Secretary of State of the State of California established the Local Government Records Retention Program for the purpose of establishing guidelines for local government records retention and provide archival support to local agencies; and

WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and

WHEREAS, the retention schedule will be amended periodically as updates are made available from the Secretary of State and will be reviewed by the City Attorney and Department Heads.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood, that a Records Retention Schedule for the Parks and Recreation department, as is further described in the attached Exhibit “A”, is hereby established.

 
City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov