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Home My WebLink AboutAGENDA REPORT 2001 1219 CC REG ITEM 11ML(tt' MOORPARK CITY COUNC I OM :�P M A%1Q _H U jVTE5e + AGENDA REPORT WW+^ M► ! I houh� q peen +� Hy. TO: Honorable City Council FROM: Deborah S. Traffenstedt, ATCM /City Clerk 11 6 DATE: December 5, 2001 (CC Meeting of 12/19/2001) SUBJECT: Consider Approval of a Resolution Authorizing the Destruction of Certain Records BACKGROUND AND DISCUSSION Government Code Section 34090, et. seq., authorizes the destruction of City records that are no longer required, with the approval of the legislative body by resolution and the written consent of the City Attorney. The City Attorney's written consent is included with the attached draft resolution. The records that are intended to be destroyed are listed on Exhibit "A" of the Draft Resolution. The proposed destruction of records is consistent with the City Council's approved Records Retention Schedule. STAFF RECOMMENDATION Adopt Resolution No. 2001- Attachment: Draft Resolution ,, n V -.• RESOLUTION NO. 2001- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, Government Code Section 34090, et. seq., authorizes the destruction of City records, documents, instruments, books or papers after the same are no longer required, with the approval of the legislative body by resolution and the written consent of the City Attorney. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES RESOLVE AS FOLLOWS: SECTION 1. The City Council set forth in Exhibit "A" attached two years; do not affect title to thereon; are not court records or threatened litigation; and are not resolutions of the City Council or of the City. finds that the records hereto, are older than real property or liens matters of pending or minutes, ordinances or any board or commission SECTION 2. The City Council also finds that the City Attorney and the City Clerk have given written consent to the destruction of said records, as shown on Exhibit "A." SECTION 3. The City Council hereby authorizes the City Clerk to destroy the City Records listed in Exhibit "A" . SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original Resolutions. PASSED AND ADOPTED this 19th day of December, 2001. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Attachment: Exhibit "A" EXHIBIT "A" RECORDS DESTRUCTION CONSENT Location Description of Record Date Storage & See Attached Exhibit "A" Prior to Vault Listing 1999 Citation: California Government Code, Section 34090 Consent to Destruction: Z2reph M. Monte Da e City Attorney Deborah S. Traffenstedt Date City Clerk Chronological Files to be Destroyed City Manager's Office Vicki Fox, Administrative Secretary Donald Reynolds, Administrative Aide Associate Planner Management Analyst Sally Coons, Executive Secretary June Dube, Executive Secretary 1991 - 1992 1987 - 1999 1988 - 1992 •:: Approved for Destruction: S "teven Kueny Dat� �"�'� City Manager City Clerk's Office Doris Bankus, City Clerk 1983 - 1986 City Clerk's Department 1986 Maureen Wall, City Clerk 1987 - 1988 Eva Marie Crooks, Deputy City Clerk 1986 - 1989 Carolyn Dyer, Records Clerk /File Clerk 1987 1989 Approved for Destruction: Deborah Traffenstedt Date ATCM /City Clerk Exhibit "A" Listing Administrative Services Department Files to be Destroyed FISCAL YEARS FILE NAME 1989 71995 1099 Files 1991 -1994 A/R 3/91 -6/94 & Admin O/H 1992 -94 & Bank Rec's 1993/94 1992/93 Bank Deposit Receipts - 1 Box 1981 -1983 Bank Deposits - 1 Box 1981/82 Bank Deposits - 1 Box 1985/86 Bank Deposits - 1 Box 1988/89 Bank Deposits - 1 Box 1992/93 Bank Deposits - 1 Box 1994/95 Bank Deposits - 1 Box 1989/90 Bank Deposits & Receipts - 1 Box 1990 -1991 Bank Deposits 1/91- 6 /91,Check Copies - 1 Box 1993- Bank Deposits 1993 1991/92 Bank Receipts - 1 Box 1990/91 Bank Receipts 1990/91 & Deposit Receipts 7 -12/90 - 1 Box 1993/94 Bank Records - Simi Valley Bank - 2 boxes 1988 -1993 Bank Statement Accounts - 2 Boxes 1994/95 Bank Statements & Reconciliation & LAIF & Manual & Reg Warrants 1991 -1994 Bank Statements & Reconciliations & LAIF 1983/84 Banking Information 1995 -1997 Receptionist Receipts 1988 -1994 Cancelled A/P Checks - 2 Boxes 1988 -1994 Cancelled Payroll Checks - 2 Boxes 1992/93 Check Copies - 1 Box 1991/92 Check Copies & Deposits - 1 Box 1991 -1995 Emergency Response A/R 3/91 -6/95 & A/R 4/91 -6/94 - 1 Box 1991 -1993 Emergency Response DUI Reports - 1 Box 1989/90 General Ledgers Posting - 1 Box 1991/92 General Ledgers Posting - 2 Boxes 1994/95 Journal Entries - 1 Box 1992/93 Journal Entry Reports - 2 Boxes 1993/94 - 1997/98 Purchase Order Logs & Dept Copies 1987 -1994 RDA Bank Rec 1993/94 & J/E Edit Listing 1992- 1994 - 1 Box 1993/94 Receipts - 2 Boxes 7/92 -6/94 Receipts - 3 Boxes 1986 -1994 Receipts 1986 -1991 & 1992 -6/94 - 1 Box Exhibit "A" Listing 1987 -1989 Receipts 1987/88 & 1988/89 - 1 Box 1986 Receipts, Ck Copies, Bank Statements & Reports - 1 Box 1983 Receipts, Warrants & Deposits - 1 Box 1992 -1993 Receptionist Phone Message Books - 1 Box 1989 -1993 Receptionist Misc Files - 1 Box 2/88 -3/89 Receptionist Phone Message Books - 1 Box 1993 Receptionist Phone Message Books - 1 Box 3/89 -8/90 Receptionist Phone Message Books - 1 Box 1992 -1994 Receptionist Receipt Books - 1 Box 1992 -1994 Revenue 92/93 & 93/94 & Manuals & Reg Warrants 92/93 - 1 Box 1988 -1991 Revenue Files - 1 Box 1994/95 Revenue Files & Manual & Reg Warrants - 1 Box 1989/90 Vendor Files - 2 Boxes 1987/88 Vendor Files - 3 Boxes 1990/91 Vendor Files - 4 Boxes 1991/92 Vendor Files - 5 Boxes 1992/93 Vendor Files - 6 Boxes 1993/94 Vendor Files - 6 Boxes 1994/95 Vendor Files - 7 Boxes 1985/86 Vendor Files - L -Z - 2 of 2 Boxes 1986/87 Vendor Files A -Z - 1 Box 1988/89 Vendor Files A -Z - 1 Box Approved for Destruction: Dana Shigley, l Administrative Servi s �fyp Date' Director Exhibit "A" Listing