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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JULY 16, 2019 <br />TITLE: <br />APPROVE DESTRUCTION OF PUBLIC <br />WORKS AGENCY OBSOLETE CITY <br />RECORDS AS OUTLINED IN <br />RESOLUTION 2013-014 <br />(STRATEGIC PLAN NO. 5, 1) <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />CITY M AGER <br />RECOMMENDED ACTION <br />Approve the destruction of obsolete records from the Public Works Agency in accordance with <br />the retention schedule outlined in City Council Resolution 2013-014. <br />DISCUSSION <br />On April 1, 2013, the City Council approved Resolution 2013-014 outlining the records retention <br />schedule for the agencies, departments, and offices of the City. City records are governed by the <br />Public Records Act which provides the period in which records need to be retained. The <br />Citywide Records Team compiled the Citywide Records Retention Schedule which sets forth the <br />retention period for a particular record. The Municipal Code requires that the destruction of a <br />City record be approved by the City Attorney. <br />In accordance with Section 5B of the Citywide Records Retention Schedule Resolution, the City <br />Attorney has approved the list of records proposed for destruction from the departments as <br />outlined in the attached documents (Exhibit 1). <br />The Citywide Records Retention Schedule (Schedule) has specific retention periods for many <br />City documents. The Schedule is modeled after the California Secretary of State's sample for <br />local government and incorporates other statutory periods applicable to Santa Ana. These are <br />minimum retention periods. Each department makes discretionary decisions on whether to <br />retain records past the minimum requirements. <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability, <br />Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement <br />initiative to expand access to information and create opportunities for stakeholders to play an <br />active role in discussing public policy and setting priorities). <br />19C-1 <br />