HomeMy WebLinkAbout2011-18 - RESCINDED - SEE 2014-35; Records Retention ScheduleRESOLUTION NO. 2011 -18
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT
BEACH ADOPTING A RECORDS RETENTION SCHEDULE AND,
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND
RESCINDING RESOLUTION NOS. 2003 -39 AND 2006 -104.
WHEREAS, the maintenance of numerous records is expensive, slows document
retrieval, and is not necessary after a certain period of time for the effective and efficient
operation of the government of the City of Newport Beach; 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 State of California has adopted guidelines for retention period for
various government records;
WHEREAS, the City Council of the City of Newport Beach adopted Resolution
No, 2003 -39, adopting the initial records retention schedule in 2003;
WHEREAS, the City Council of the City of Newport Beach adopted Resolution
No. 2006 -104, adopting a revised records retention schedule in 2006;
WHEREAS, The City is continuing to improve its records management program,
including updating the City's records retention schedules to incorporate new laws and business
practices. The adoption of these retention schedules will result in efficiency gains and cost
savings.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH
DOES RESOLVE AS FOLLOWS:
Section 1. Resolution Nos. 2003 -39 and 2006 -104 are hereby rescinded and replaced
by Resolution No. 2011 -18.
Section 2. The records of the City of Newport Beach, as set forth in Exhibit A, attached
hereto and incorporated herein by this reference, are hereby authorized to be destroyed as
provided by Sections 34090 et seq. of the Government Code of the State of California and in
accordance with the provision of said schedule upon the request of the Department Head and
with the written consent of the City Attorney, without further action by the City Council of the
City of Newport Beach.
Section 3. With the consent of the City Clerk, City Manager, and City Attorney,
amendments are hereby authorized to be made to the Records Retention Schedules without
further action by the City Council of the City of Newport Beach.
Section 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.
Section 5. This action is not subject to the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(3) of the CEQA Guidelines, California Code of Regulations,
Title 14, Chapter 3 because the activity is not a project as defined in Section 15378 and has no
potential for resulting in physical change to the environment, directly or indirectly.
Section 6. The City Clerk shall certify to the passage and adoption of this resolution
and enter it into the book of original resolutions.
Section 7. This resolution shall become effective immediately upon its passage and
adoption.
HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted at a
Regular Meeting of the City Council of the City of Newport/Beach on this 8`h day of February,
2011
City Clerk
EXHIBIT A
RECORDS RETENTION SCHEDULES
Not Attached.
Contents protected by copyright laws.
Available in the City Clerk's office for review only.
STATE OF CALIFORNIA }
COUNTY OF ORANGE
CITY OF NEWPORT BEACH }
I, Leilani I. Brown, City Clerk of the City of Newport Beach, California, do hereby
certify that the whole number of members of the City Council is seven; that the foregoing resolution,
being Resolution No. 2011 -18 was duly and regularly introduced before and adopted by the City
Council of said City at a regular meeting of said Council, duly and regularly held on the Ste day of
February, 2011 , and that the same was so passed and adopted by the following vote, to wit:
Ayes: Hill, Rosansky, Gardner, Selich, Daigle, Mayor Henn
Noes: None
Absent: Curry
Abstain: None
IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed the
official seal of said City this 9th day of February, 2011.
V`�- Q 6
City Clerk
Newport Beach, California
(Seal)