REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
SITTING AS THE GOVERNING BOARD OF THE FOLLOWING:
SAN BERNARDINO COUNTY
BOARD GOVERNED COUNTY SERVICE AREAS
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE FOLLOWING:
BIG BEAR VALLEY RECREATION AND PARK DISTRICT
BLOOMINGTON RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
February 25, 2025
FROM
LYNNA MONELL, Clerk of the Board of Supervisors
SUBJECT
Title
Resolution and Records Retention Schedules for San Bernardino County and Board Governed Entities
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of San Bernardino County, adopt the Department of Public Works Resolution and Records Retention Schedule for the management of records (Four votes required).
2. Acting as the governing body of the Big Bear Valley Recreation and Park District, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
3. Acting as the governing body of the Bloomington Recreation and Park District, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
4. Acting as the governing body of Board Governed County Services Areas, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
5. Acting as the governing body of County Service Area 60-Apple Valley Airport, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
6. Acting as the governing body of the San Bernardino County Flood Control District, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
(Presenter: Lynna Monell, Clerk of the Board of Supervisors, 387-3848)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). Adoption of Records Retention Schedules (Schedule) is anticipated to result in cost savings to San Bernardino County (County) and Board governed entities by avoiding the storage and management of unnecessary, obsolete records.
BACKGROUND INFORMATION
Government Code sections 26201 to 26202.6 and 26205 to 26205.8 describe the Board of Supervisors and Board of Directors’ (Board) responsibilities regarding the retention and destruction of County records, while Government Code section 26206.7 pertains to prescribing procedures for destruction of duplicate records. Similar statutes, such as Public Resource Code section 5786.9(c) and Government Code section 25212.1, apply to records retention for the park districts and Board governed County Service Areas. The San Bernardino County Flood Control District (SBCFCD) is a special district governed by the records retention and destruction laws set forth in Government Code Section 60200 et seq. Government Code sections 60201 and 60203 describe the Board of Supervisors responsibilities regarding the retention and destruction of SBCFCD records. County Policy Nos. 10-07 and 10-08 also describe the Board and departments’ roles in records management. The Records Management Program shall govern the treatment of County and Board governed entity records through the entirety of the records’ life cycle and is designed to apply effective and efficient management methods to the retention, preservation, and disposal of such records. Effective records management ensures that records are kept only as long as they have administrative, fiscal, legal, or historical value.
Each department and Board governed entity is required to ensure that the approved Schedule is implemented on an ongoing basis - this means the proper retention, as well as disposition, of records - and that the retention periods set forth in the Schedule are up-to-date based on legal and other operational requirements. Thus, the Schedule must be reviewed by the department or Board governed entity at least every two years for necessary legal and policy updates. Each department and Board governed entity is also responsible for ensuring that its records are stored in a manner that ensures their physical or electronic safety, their security against unauthorized access, and, if applicable, their confidentiality.
The Clerk of the Board of Supervisors and County Counsel, and in more limited instances, the County Historical Archives, will assist departments and Board governed entities and their respective records management coordinators in complying with and implementing the records retention program.
Changes to an existing Schedule or a newly formed Schedule must be submitted to the Board for review and approval.
A properly prepared and implemented Schedule reduces County and Board governed entity costs, makes records more accessible for their operations and to the public, and ensures the preservation of records that have long-term value to the County and Board governed entities.
The resolutions attached to the item adopt the Schedule for County and Board governed entity records, and authorize staff to destroy records in accordance with that Schedule and County policies and procedures.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest and Sophie A. Curtis, Deputies County Counsel; Julie Surber and Scott Runyan, Principal Assistants County Counsel, 387-5455) on January 31, 2025; Finance (Penelope Chang, Administrative Analyst, 387-4886) on January 31, 2025; and County Finance and Administration (Stephenie Shea, Deputy Executive Officer, 387-5423) on February 4, 2025.