R 4153RESOLUTION N0.4153
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE ADOPTING A CITYWIDE RECORDS RETENTION
SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY
RECORDS
WHEREAS, the storage of records which have fulfilled their purpose and are no longer
legally required is a burden on the limited fiscal and human resources of the City of
Arroyo Grande ("City"); and
WHEREAS, Section 34090 of the Government Code of the State of Califomia
establishes a procedure whereby any City record which has served its purpose and is
no longer required may be destroyed, subject to approval by the City Attorney and the
City Council; and
WHEREAS, the State of California has adopted guidelines for retention periods for
various government records; and
WHEREAS, there is a critical need for a comprehensive City-wide records retention
schedule which categorizes and standardizes the length of time records are stored
according to all applicable legal, fiscal, administrative, and historic requirements.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo
Grande, as follows:
1. The Records Retention Schedule dated January 27, 2009, a copy of which is
permanently on file in the Administrative Services Department and is
incorporated herein by this reference as though set forth in full, is hereby
approved and adopted.
2. The records set forth in the Records Retention Schedule are hereby authorized
to be destroyed as provided by Government Code Sections 34090 et seq. and in
accordance with the provisions of said retention schedule, upon the written
request of the Department Director, review by the City Attorney, and the written
consent of the Director of Administrative Services, without #urther action by the
City Council
3. The City Council does hereby authorize the Director of Administrative Services,
in consultation with the City Manager and City Attorney, to review State and
Federal regulations annually and to update the Records Retention Schedule, as
determined to be necessary and appropriate.
4. The term "records" as used herein shall include documents, instructions, books,
microforms, electronic files, magnetic tape, optical media, or papers, as defined
by the California Public Records Act (Government Code Sections 6250 et seq.)
RESOLUTION NO. 4153
PAGE 2
5. This Resolution supersedes all previous Resolutions adopted setting forth
records retention schedules for any and all City departments, including, but not
limited to Resolution No's 2317, 2447, 2460, 3129, 3130, 3148, 3149, and 3824.
6. The City Clerk shall certify to the passage and adoption of this Resolution and
enter it into the book of original resolutions.
6. This Resolution shall become effective immediately upon its passage and
adoption.
On motion of Council Member Costello, seconded by Council Member Arnold,
and on the following roll call vote, to wit:
AYES: Council Members Costello, Arnold, Guthrie, Fellows, and Mayor Ferrara
NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 27~' day of January, 2009.
RESOLUTION NO. 'N 153
PAGE 3
TONYFER AYOR
ATTEST:
~/
KELLY ET ORE, CITY CLERK
APPROVED AS TO CONTENT:
$TE EN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TI OTHY RMEL, CITY ATTORNEY
OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 4153 is a true, full, and correct copy of skid Resolution passed and
adopted at a Regular meeting of the City Council of the City of Arroyo Grande on the
27"' day of January 2009.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 28~' day of
January 2009.
KELLY ET ORE, CITY CLERK