TO: LINDA REICH, CITY MANAGER
FROM: NATALIE GONZAGA, CITY CLERK
SUBJECT
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Citywide Digital Signature Policy Update.
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RECOMMENDATION
Adopt Resolution No. 2025-046 updating the Citywide Digital Signature Policy to align with updated state regulations.
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FISCAL IMPACT
There is no fiscal impact associated with this action.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City's values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
* Superior Customer Service
* Effective Technology
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Expenditure:
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BACKGROUND
In 2022, the City implemented a Citywide Digital Signature Policy as part of its ongoing efforts to boost efficiency. The City of Chino had consistently looked for ways to streamline operations and enhance public service. A significant part of daily activities involved managing contracts. Each fiscal year, the City finalized over 250 new agreements to support partnerships with various organizations, including for-profit, non-profit, and government entities, all focused on community benefit. While these collaborations were valuable, the existing methods for securing signatures and maintaining these documents, in line with our records management guidelines, demanded considerable time.
The City's contract processing was largely a manual system. Departments manually collected original signatures, then physically delivered contracts to the Finance, Risk Management, and Administration Departments for review, scanning, and processing. This hands-on approach had created a particularly heavy workload and consumed much time, especially at the beginning of new fiscal years when numerous new agreements, along with amendments and extensions to existing agreements, required attentio...
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