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ITEM #4 <br />CITY OF COLTON <br />AGENDA REPORT <br />FOR COUNCIL MEETING OF MAY 5, 2009 <br />TO: HONORABLE MAYOR AND CITY COUNCIL <br />FROM: CITY CLERK <br />SUBJECT: APPROVE AND ADOPT A RESOLUTION FOR DESTRUCTION OF <br />OBSOLETE RECORDS <br />DATE: APRIL 27, 2009 <br />BACKGROUND: <br />On March 17, 2009, the City Council adopted Resolution R-09-09 which established the City's <br />new Records Retention and Destruction Policy. The policy provides the procedure for City staff to <br />follow for destruction of any obsolete City records. These are records which have met or <br />exceeded the legal retention period and are no longer needed by the City. The procedure <br />requires the City Clerk to submit a resolution, along with copies of destruction request forms, to <br />the City Council for approval. <br />DISCUSSION/ANALYSIS: <br />In accordance with the City's policy, staff has submitted to the City Clerk a number of requests for <br />destruction of obsolete records. The City Clerk has reviewed the obsolete records described in <br />the requests and has confirmed with the City Attorney that the records meet the requirements of <br />the City's policy for destruction. Staff has prepared the attached draft resolution for the City <br />Council's approval to destroy the obsolete records described in the request forms, which are <br />attached as Exhibit "A" to the resolution. Many of the obsolete documents staff is requesting to be <br />destroyed are well past the end of their legal retention period by several years or more. <br />Destruction of these obsolete records will make available valuable storage and work space for <br />current records that must be retained by the City. <br />FISCAL IMPACT: <br />No fiscal impact is anticipated for destruction of the obsolete records. <br />r7 ., .. h...J'.e+-A in Inf nl Imhcr• <br />I UIIU0 QIG VUU - <br />Budget <br />Year-to-date <br />Open Encumbrances <br />Available Funds <br />Expenditures <br />ONTARIO\NSTUBBS\303470.1 <br />