HomeMy WebLinkAboutMINUTES - 08041998 - C56 TO: BOARD OF SUPERVISORS
CONTRA
FROM: Victor J. Westman, County Counsel
COSTA
nA ;S
DATE: August 4, 1998 COUNTY
SUBJECT: Destruction of Records - Financial Disclosure Forms (720,730,700)
Retained on File over seven years
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND 3-USTIFICATION
RECOMMENDATIONft
1. ESTABLISH an ongoing policy applicable to all agencies, departments, committees, commissions and
entities governed by the Board of Supervisors in all of its capacities, to authorize the filing officers for
statements of economic interests, to destroy and dispose of such statements which have been filed by
persons other than.elected officials and have been retained on file for seven or more years.
2. ADOPT the attached resolution implementing such policy.
BA+CI£GROUNDIREASo N(S) FOR RECOMMENDATIONS;
The Government Code requires the filing officer to retain original statements of economic
interests for a period of not less than seven years. [G.C. § 81009(e)] Establishing an ongoing policy permitting
the destruction/disposal of statements retained by filing officers over seven or more years will facilitate records
management.
Earlier this year the Board approved this policy for the Clerk of the Board of Supervisors. Adoption of the
attached resolution will make this policy universal for all entities governed by the Board of Supervisors in its
various capacities.
CONTINUED ON ATTACHMENT: XXX YES SIGNATURE:
3
RECOMMENDATION OF COUNTY ADMINISTRATOR
RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S).
ACTION OF BOARD ON�August 4 . 1998 APPROVED AS RECOMMENDED
OTHER
VOTE OF SUPERVISORS:
I HEREBY CERTIFY THAT THIS IS A
x-_ UNANIMOUS (ABSENT — m — --- ) TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED
ABSENT: ABSTAIN ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED: Auaau s t 4 , _U 9 8
PHIL BATCHELOR, CLERK OF
THE BOARD OF SUPERVISORS
Contact: AN COUNTY I. ISTRATO
cc: County Administrator
B � MEPUTY
H:\groins\+7 o\B0-Destr ( U
C4540
THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA
(And acting in all capacities in which it serves ex officio as governing body)
Adapted this Order on August 4 , 1998 , by the following vote:
AYES: SUPERVISORS UILKEMA, GERBER, DeSAULNIER, CANCIAMILLA and ROGERS
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
SUBJECT;
RESOLUTION NO. 2s/3 3
Retention of Statements )
of Economic Interest )
)
1
WHEREAS Government Code section 81009 subsection (e) provides that
original statements of economic interest (forms 700, 720, 780) filed by persons other
than persons holding statewide elective office shall be retained by filing officers for
periods of not less than seven years; and
WHEREAS Government Code section 26202 provides that upon a fourtfifths
vote, the Board of Supervisors may authorize the destruction of any record which is
more than two years old, which is not required by law to be preserved, and which was
prepared or received pursuant to state statute, when the retention of such record is no
longer necessary or required for county purposes;
IT IS RESOLVED THAT;
1. Retention of statements of economic interest filed by persons other than
elected public officials, is not necessary or required for county purposes after such
statements have been on file for seven years;
2. In any department, agency, commission, committee, or entity governed by the
Board of Supervisors in any of its various capacities, when original or duplicate
statements of economic interest which were filed by persons other than elected public
officials have been retained for seven years or more, thereafter, the ding officer having
custody of such statements is authorized to destroy and dispose of such statements.
I hereby certify that this is a true and correct
Grapy of an action taken and entered on the
minutes of the Board of Supervisors on the
date shown,
ATTESTED: s4 1_928
PHIL
9 8
'HiL SATO 'erf� of the Beard
Supe isars runty 4dministrator
S DeputyCONTACT:
Orig. Dept: County Counsel
cc; All Departments, Agencies, Commissions, Committees, Entities governed by Board
of Supervisors in any of its various capacities.
RESOLUTION NO. LD 3