06-18-2019 - Item 05 - Destruction of Documents As Prescribed By LawAGENDA ITEM NO.5
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: June 18, 2019
TO: Mayor and City Council
FROM: David Carmany
Interim City Manager
SUBJECT: DESTRUCTION OF DOCUMENTS AS PRESCRIBED BY LAW
RECOMMENDATION:
It is recommended that the City Council adopt the following resolution:
RESOLUTION NO.2019-47 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN DOCUMENTS AS
PRESCRIBED BY LAW
BACKGROUND:
The City of West Covina's Records Management Manual and Retention Schedule is based on state statutes
governing public records (Government Code § 34090 et seq.). The Manual and Retention Schedule provides for the
maintenance, retention, preservation, and disposition of records. One of the objectives of the Manual and Retention
Schedule is the regular destruction of records and documents that are no longer needed and have been retained for
the required period of time.
DISCUSSION:
The record series listed in Exhibit A of the resolution (Attachment No.1) are no longer legally required to be
retained and therefore should be destroyed. As required by State law, the destruction of documents must be
authorized by resolution of the legislative body and with the written consent of the City Attorney. The City
Attorney has reviewed the exhibit and found it to be in conformance with the statutes of the Government Code.
Per the Records Management Manual, any member of the Public may contact the City Clerk's Office and examine
the materials intended for destruction (except materials that are not available for public review pursuant to the
Public Records Act) for a two week period following the approval of the resolution by City Council. Materials will
thereafter be destroyed.
LEGAL REVIEW:
The City Attorney has reviewed this report and the attached resolution and exhibit.
Prepared by: Carrie Gallagher, Assistant City Clerk
Fiscal Impact
FISCAL IMPACT:
The cost for destruction of records with our contracted vendor (Shred -It) is $4.00 per box plus an additional
vehicle gas charge of 14%. The appropriated funds of approximately $450.00 (104 boxes) are budgeted into the
Police Department Account No. 110.31.3110.6210.
Attachments
Attachment No. l- Resolution 2019-47
Attachment No. 2 - Exhibit A