R 4401 RESOLUTION NO. 4401
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE ADOPTING A MODIFIED CITYWIDE
RECORDS RETENTION SCHEDULE AND AUTHORIZING
DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, the State of California has adopted guidelines for retention periods for
various government records; and
WHEREAS, on January 27, 2009, the City Council adopted a comprehensive Citywide
Records Retention Schedule, which standardizes the length of time records are kept
according to all applicable legal, fiscal, administrative and historic requirements; and
WHEREAS, effective July 1, 2009, the City Council approved a•Citywide reorganization,
which resulted in a major restructuring of City departments which has resulted in a need
to substantially modify the Citywide Records Retention Schedule; and
WHEREAS, since 2009, there have also been updates in State and Federal laws
regarding the retention period for various government records; and
WHEREAS, the Citywide Records Retention Schedule has been reviewed and
substantially modified to reflect the organizational changes and legal updates that have
occurred since January, 2009; and
WHEREAS, Section 34090 of the Government Code of the State of California
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.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE
DOES RESOLVE AS, FOLLOWS:
1. The modified Records Retention Schedule, dated October 11, 2011, a copy of
which is permanently on file in the Legislative and Information 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 Legislative and Information Services/City Clerk, without
further action by the City Council.
RESOLUTION NO. 4401
PAGE 2
3. The City Council does hereby direct the Director of Legislative and Information
Services/City Clerk, 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.)
5. 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 by Council Member Brown, seconded by Council Member Guthrie, and by the
following roll call vote, to wit:
AYES: Brown, Guthrie, Costello, Ray, Ferrara
NOES: None
ABSENT: None
the foregoing Resolution was adopted on this 11th day of October 2011.
.RESOLUTION NO. ggol
PAGE-3
TONY FER MAYOR
ATTEST: .
KELLY W MO , CITY CLERK
APPROVED AS TO CONTENT:
STLVEW AAD MS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. C�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. 4401 is a true, full, and correct copy of said Resolution passed and
adopted at a Regular meeting of the City Council of the City of Arroyo Grande on the
11 th day of October 2011..
WITNESS my hand and the Seal of the City of Arroyo Grande- affixed this 12th day of
October 2011.
KELLY W TM E, CITY CLERK