1.04.001_Authorizing the Destruction of Certain City RecordsPolicy #: 1.04.001
R,Vj N ERT JR? k Type: City Council
CITY OF ROHNERT PARK Effective Date: 2008
19 62 OFFICE OF THE CITY CLERK Former Policy #: 430.1.1
-CA L I F0 R N NOTICE OF COUNCIL/CDC/RPFA ACTION
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Meeting Follow-up Notice
Date of Notice: 10/16/2008
Staff Contact: Judy Hauff, City Clerk
Department : Administration
I Calendar:A consent
4(4)
- - ----- --- -- ----------------- Agenda
iMeeting Date:
10/14/2008 1 -
Agenda Title: Consent Calendar
iCoun -.il/CDC/RPFA: Council�tem#. 2008-164
tem TypeA Resolution
Itern Title:
Authorizing the Destruction of Certain City Records as Provided in Section 34090 of
the Government Code of the State of California
Action: Adopted as Submitted
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'!Vote 1 5-0
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Attachments: Resolution - fully executed returned
lComments:
lFuture Item:
,Copy to: A.1111 Dept. Heads
Michelle Marchetta Kenyon, City Attorney
James AtleInIciol, Assistant City Attorney
lFile (s): POLICY BINDER: LEGAL 430.1.1
SUBJECT FILE: Legal -Records Retention and Destruction (NEW FILE)
File Subtab:
Annual Reminder:
Council Agenda Chron
Agenda Packet Preparation TIMELINES for Regular City Council Meetings
held on the 2°d & 4t' Tuesdays of each month:
Resolutions (other than standard formats for authorizations and approvals), Ordinances &
greements to Assistant City Attorney via email for review and approval as to form DUE
later than NOON Three (3) Mondays prior to Council meeting date
Agenda Items w/attachments via email and hard copy to City Clerk DUE no later than
NOON Two (2) Fridays prior to Council meeting date
Agenda Draft review by Mayor, City Manager, Assistant City Attorney, City Clerk no later
than Tuesday morning One (1) week prior to Council meeting date
Agenda Packets distributed to City Council and Agendas posted/distributed/mailed on
Wednesday afternoon One (1) week prior to Council meeting date in compliance with
Rohnert Park Municipal Code Section 2.08.050
{This section for City Clerk Use Only)
RESO. NO. 2008-164
Council: X
Miscellaneous
Communications
Agenda: 10/14108 X 10/8/08 -TG
Copy to:
CITY OF ROHNERT PARK
COUNCIL AGENDA ITEM TRANSMITTAL REPORT
Meeting Date: October 14, 2008
Department: Administration
Submitted By: James Atencio, Assistant City Attorney
Judy Hauff, City Clerk
Submittal Date: October 6, 2008
Agenda Title: DESTRUCTION OF RECORDS
Requested Council Action: Authorize, by resolution, the destruction of certain city records as
provided in Section 34090 of the Government Code of the State of
California
Summary:
On May 23, 2000, the Council, by Resolution No. 2000-107, adopted the California Local Government
Records Retention Guidelines on file with the City Clerk as the City of Rohnert Park Record
Retention/Destruction Management Policy ("Records Policy"). Once the retention period for certain City
records and documents has expired, California Government Code Section 34090 ("Section 34090")
provides for the destruction ,of those records and documents with the approval of the legislative body by
resolution and the written consent of the City Attorney.
In preparation for the move to the new City Hall, staff is requesting authorization to destroy certain
records and documents that have met or exceeded their retention requirements as provided under the
Records Policy. The attached resolution will allow for the immediate and ongoing destruction of certain
records and documents of the City of Rohnert Park, as recommended by department heads, provided the
records and documents are no longer required to be maintained and have served their useful purpose as
provided by Section 34090. Prior to the destruction of any City records and documents, department heads
must obtain the written consent of the City Attorney and the City Clerk. No further action by the City
Council would be required. The attached resolution also approves the recommendation form to be used
by department heads in requesting City Attorney and City Clerk approval prior to the destruction of City
records and documents.
Staff will continue to review and update the citywide Records Policy and bring forth any recommended
changes for City Council approval as needed.
Enclosures: Resolution Authorizing the Destruction of Certain City Records as Provided In Section 34090 of the
Government Code of the State of California
CITY ATTORNEY'S REVIEW: Relevant documents for this agenda item have been reviewed and approved as
to form by the City Attorney.
CITY MANAGER'S RECOMMENDATION: >Konsent Item ( ) Regular Time
Approval () Public Hearing Required
( ) Not Recommended O Submitted with Comment
( ) Policy Determination by Council
( ) City Comments:
City Manager's Signature: Date:
(Revised 01 (507) J :TG -S:05 -b
RESOLUTION NO. 2008-164
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED IN
SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA
WHEREAS, the keeping of numerous records is not necessary after a certain period of time for
the effective and efficient operation of the government of the City of Rohnert Park
WHEREAS, Section 34090'ofthe Government Code of the State of California provides for the
destruction of certain City records and documents with the approval of the legislative bodyby
Resolution and the written consent of the City •Attorney;
WHEREAS, the City Council' of the City of Rohnert Park adopted Resolution No. 2000-107 on
May, 23 2000 adopting, the California Local Government Records Retention Guidelines on file with the
City Clerk as the City of Rohnert Park Record Retention/Destruction Management Policy ("Records
Policy,).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert Park as
follows;
.SECTION 1, In accordance with Section 34090 of the California Government Code and the
provisions of the Records Policy the records of the City of Rohnert Park which City of Rohnert
Park dy=partment heads recommend for destruction because ' they are no longer required to be
maintained and have served their useful purpose may be destroyed as provided by Section 34090
of the California Government. Code with the consent in writing of the City Attorney, without
further action by the City Council of the City of Rohnert Park.
SECTION 2. Any request made to destroy City of Rohnert Park records must be made by City
department heads on the recommendation form attached hereto as Exhibit A and, prior to
destruction, such recommendation must be approved and signed by the City Attorney and City
Clerk.
SECTION 3. This Resolution shall be in fall force and effect immediately upon the passage and
adoption thereof.
DULY AND REGULARLY ADOPTED by the City Council of the City of Rohnert Park this
14" day of October, 2008. 1 , a W ""0. In -
ATTEST
ler
APPROVED AS TO FORM:
Cij y' Attorney
1135600v 1 80078/0012
ROHNERT PARK
BREEZE: AYE SMITH: AYE STAFFORD: AYE VIDAK-MARTINEZ: AYE MACKENZIE: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
Department:
Prepared by:
Date:
Box No. (if applicable)
-isted below and/or attached is a detailed list of records for which I am requesting destruction. The list includes a
description of each record sufficient for identification, including the retention schedule page number, the record series title
and contents, record dates, record retention requirements, and destruction date. Unless otherwise directed, the method
of destruction proposed is shredding. I hereby certify that the records listed below and/or attached are more than two
years old and/or have been retained for the minimum retention period specified in the records retention schedule. I further
certify that the records listed no longer have any administrative, legal, evidential, fiscal, research, or historic value and do
not affect the title to real property or liens thereon, are not court records, are not, to my knowledge, required to be kept
further by statute, are not the minutes, ordinances or resolutions of the City Council or any City board or committee, and
are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the California
Government Code.
Record Series Title and Descriptor Page Date of Records Retention Citation Destruction
(as listed in Records Retention Schedule) No. From: To: Number: Date:
DEPARTMENT HEAD:
Signature
)ate
DESTRUCTION AUTHORIZATION
CITY ATTORNEY:
Signature
Date
Authorized by City Council Resolution No. 2008-164
EXHIBIT A
CITY CLERK:
Signature
Date
Actual Date Records Destroyed: