Memorandum
Date: December 17, 2024
To: The Honorable Lake County Board of Supervisors
From: Glen March, Public Works Director
Alicia Ayala, Deputy Director of Public Works
Subject: Authorize the Destruction of Certain Department of Public Works Financial Records, Papers, and Documents pursuant to Government Code Sections 26202
Executive Summary:
Government Code Section 26202 reads “[t]he board may authorize the destruction or disposition of any record, paper or document which is more than two years old, which was prepared or received pursuant to state statute or county charter, and which is not expressly required by law to be filed and preserved if the board determines by four-fifths (4/5) vote that the retention of any such record, paper or document is no longer necessary or required for county purposes. Such records, papers or documents need not be photographed, reproduced or microfilmed prior to destruction and no copy thereof need be retained.”
The Director of Public Works requests authorization to destroy the certain Department of Public Works financial records, papers, and documents described as follows:
• Accounts payable and accounts receivable for FY 10/11 through FY 16/17
• Timecards and daily time reports for FY 10/11 through FY 16/17
• Budget folders and manuals for FY 10/11 through FY 16/17
• Contract documents for FY 10/11 through FY 16/17
• Receipt books for FY 10/11 through FY 16/17
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action:
Authorize the Destruction of Certain Department of Public Works Financial Records, Papers, and Documents pursuant to Government Code Sections 26202