HomeMy WebLinkAboutReso 19-2016 RESOLUTION NO. 19-2016
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION APPROVING CHANGES TO THE CITY
CLERK DEPARTMENT SECTION OF THE RECORDS
RETENTION SCHEDULE
WHEREAS, the City of South San Francisco ("City") has an official records retention
policy ("Policy")that is managed by the City Clerk's Office; and
WHEREAS, from time to time it becomes necessary to modify the Policy and/or the
retention schedules referenced in the Policy; and
WHEREAS, a records retention schedule is necessary to meet the needs of the City and
its citizens to assure storage of records that assist in the conduct of the City's business and the
prompt destruction of records without continuing value; and
WHEREAS, the electronic Meeting Packets ("Epackets") are useful to Council and staff
in their respective study of former actions of the City Council; and
WHEREAS, the City Clerk's Office has not destroyed Epackets since 2002, based on
their intrinsic value to the conduct of the City's Business; and
WHEREAS the separate requirement that Agenda staff reports be stored permanently is
redundant against the Epacket storage requirement as the staff reports are included in the
Epackets.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San
Francisco that the City Council hereby approves modifications to the City Clerk Department
Section of the Records Retention Schedule and the resultant changes to the Index to the Records
Retention Schedule accomplishing a change that will require the storage of Epackets
permanently as opposed to three (3) years and removes the separate requirement that Agenda
staff reports be stored permanently, as indicated in Attachment A and incorporated herein.
* * * * *
I hereby certify that the foregoing Resolution was regularly introduced and adopted by
the City Council of the City of South San Francisco at a special meeting held on the 17th day of
February, 2016 by the following vote:
AYES: Councilmembers Karyl Matsumoto, Richard A. Garbarino, and Liza Normandy
Vice Mayor Pradeep Gupta and Mayor Mark N. Addiego
NOES: None
ABSTAIN: None
ABSENT: None
ATTES .
a Martinelli, City Clerk