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Records Management

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The City Clerk is custodian of the City’s records and is responsible for administering the City’s records management system utilizing approved procedures for destruction and/or microfilming of inactive records. The City Clerk is responsible for the care and custody of all official records and documents of the City, and researches and disseminates information for staff and the public. These records include all City deeds, contract, leases, ordinances, resolutions, minutes and the Municipal Code.

Public Records: California law designates the vast majority of the City’s records as available for public disclosure. These laws also provide certain categories of records that are exempt from public disclosure, such as personnel records, records related to current litigation, or current real estate negotiations, and such.

Requests for Public Records: Please contact (949) 248-3501 with questions. For a PDF of the form, please click here: Records Request Form.

You may submit a request via:

  • In person at City Hall
  • U.S. Mail
  • Fax Transmission (949) 248-9920
  • Or e-mail Robin Gray, City Clerk Specialist,

Responding to Requests for Public Records: Once a request has been submitted to the City for specific records, the City Clerk Specialist will coordinate a response to your request. If copies are needed, a fee may be applied.

Online Public Records Search

Public Records Requests will be responded to within 10 days. To expedite the process, please utilize the online tools available to the public to conduct research:

SIRE - Online Records Search

eTrakIt - Building Permits

City Council and Commissions: Meetings, Agendas, and Minutes

OpenGov - Financial & Performance Transparency

Community View: Maps & Planning Information

 SB272 - Enterprise Systems Catalog

Senate Bill 272, approved on October 22, 2015, adds a section to the California Public Records Act requiring local agencies to create a catalog of Enterprise Systems by July 1, 2016 with annual updates.  Full text of SB272 is available at

Enterprise Systems Catalog (PDF)

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