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Home My WebLink AboutRES CC 2022 4093 2022 0518 RESOLUTION NO. 2022-4093 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS (INCLUDING BIDS/PROPOSAL FILES, UNSUCCESSFUL BIDDERS; CALENDARS; CORRESPONDENCE AND CHRONOLOGICAL FILES OF VARIOUS CITY EMPLOYEES AND OFFICIALS; CERTIFICATE AND PROCLAMATION RECORDS AND RELATED CORRESPONDENCE; CITIZEN'S REQUEST FOR SERVICE AND RELATED CORRESPONDENCE; CITY COUNCIL/SUCCESSOR AGENCY SPEAKER CARDS AND WRITTEN STATEMENT CARDS; EXPIRED EMPLOYEE AUTOMOBILE INSURANCE CERTIFICATES; GENERAL REQUESTS FOR RECORDS; LOCAL APPOINTMENTS LIST/MADDY ACT REPORT; DEPARTMENTAL REPORTS TO CITY MANAGER; PERSONNEL FILES FOR TERMINATED PART-TIME AND FULL-TIME EMPLOYEES; TELEPHONE MESSAGE PADS) ON FILE IN THE CITY MANAGER'S DEPARTMENT WHEREAS, Government Code Section 34090 authorizes the head of a City department to destroy City records with the approval of the legislative body by resolution and written consent of the City Attorney after the records are no longer required to be retained, unless another law imposes a different process; and WHEREAS, Government Code Section 34090 does not authorize the destruction of: (a) Records affecting the title to real property or liens thereon; (b) Court records; (c) Records required to be kept by statute; (d) Records less than two years old; (e) The minutes, ordinances, or resolutions of the legislative body or of a city board or commission; and WHEREAS, the retention duration required by the adopted City of Moorpark Records Retention Schedule (MRRS) is utilized to determine retention periods for records maintained by the City for record series' expressly identified in the MRRS; and WHEREAS, the California Secretary of State's Local Government Records Management Guidelines (CLGRMG) is utilized to determine retention periods for records maintained by the City for record series' not expressly identified in the MRRS; and WHEREAS, the retention period required by the MRRS for unsuccessful bids and proposals is two (2) years following submittal and cites California Government Code Section 34090 as authority; and WHEREAS, the retention period for conference room calendar bookings is not specified in the MRRS, and CLGRMG recommends retaining such calendars for two (2) years and cites California Government Code Section 34090 as authority; and ,�rrr�rr Resolution No. 2022-4093 Page 2 WHEREAS, the retention period required by the MRRS for chronological files is two (2) years following creation and cites California Government Code Section 34090 as authority; and WHEREAS, the retention period for Citizen's Request for Service is not specified in the MRRS, and the CLGRMG does not specify a retention recommendation for such records, such that these records are to be retained for two (2) years following submission under California Government Code Section 34090 as authority; and WHEREAS, the retention period for correspondence related to certificates and proclamations is not specified in the MRRS, and the CLGRMG does not specify a retention recommendation for such records, such that these records are to be retained for two (2) years following creation under California Government Code Section 34090 as authority; and WHEREAS, the retention period for correspondence related to citizen complaints, service requests, protests, inquiries and suggestions, and complimentary correspondence is not specified in the MRRS, and the CLGRMG does not specify a retention recommendation for such records, such that these records are to be retained for two (2) years following receipt under California Government Code Section 34090 as authority; and WHEREAS, the retention period for speaker cards and written statement cards is not specified in the MRRS, the CLGRMG specifies a retention recommendation of two (2) years following submittal and cites California Government Code Section 34090 as authority; and WHEREAS, the retention period for expired employee automobile insurance certificates is not specified in the MRRS, and the CLGRMG does not specify a retention recommendation for such records, such that these records are to be retained for two (2) years following expiration under California Government Code Section 34090 as authority; and WHEREAS, the retention period for general requests for public records and associated correspondence is not specified in the MRRS, and CLGRMG recommends retaining such records for two (2) years and cites California Government Code Section 34090 as authority; and WHEREAS, the retention period for lists of gifts received and thank you letters prepared is not specified in the MRRS, and the CLGRMG does not specify a retention recommendation for such records, such that these records are to be retained for two (2) years following expiration under California Government Code Section 34090 as authority; and WHEREAS, the retention period required by the MRRS for the City's Local Appointment List (Maddy Act Report) is two (2) years following completion and cites California Government Code Section 34090 as authority; and Resolution No. 2022-4093 Page 3 WHEREAS, the retention period required by the MRRS for personnel files for terminated full and part-time employees is termination plus twenty (20) years and cites 29 USC 1113 as authority; and WHEREAS, the retention period required by the MRRS for monthly reports from departments to the City Manager is two (2) years following submission and cites California Government Code Section 34090 as authority; and WHEREAS, the retention period required by the MRRS for telephone message pads is two (2) years following completion and cites California Government Code Section 34090 as authority. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council finds that the records set forth in Exhibit "A", attached hereto, are older than the applicable retention period required by State law (including Government Code Section 34090), are older than the applicable retention period recommended by the California Local Government Records Management Guidelines, and are older than the City of Moorpark's adopted Retention Schedule listing of the type of record series. Further, the City Council finds the listed records are not currently subject to a legal hold that would otherwise prohibit their destruction. SECTION 2. The City Council further finds that the records do not affect title to real property or liens thereon, are not court records, are not minutes, ordinances or resolutions of the City Council or any board or commission of the City; and are not records required to be kept by statute. SECTION 3. "Legal Hold", as used herein, refers to the duty of the City to preserve and not destroy any records that are potentially relevant to any of the following in which the City may be involved: a reasonably anticipated claim or litigation; an ongoing claim or litigation; a pending employee grievance; a pending regulatory or governmental investigation; a pending subpoena; a pending Public Records Act request, a pending audit, or similar legal matter. Any records subject to a Legal Hold must be preserved in all forms in which the record exists, including both paper and electronic formats. SECTION 4. The City Council also finds that the City Manager and City Attorney, and the City Clerk have given written consent to the destruction of said records, as shown on this draft resolution. SECTION 5. The City Council hereby authorizes the destruction of, and authorizes the City Clerk to destroy, the city records listed in Exhibit "A". Resolution No. 2022-4093 Page 4 SECTION 6. 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 18th day of May, 2022. 1 . - S. Parvin, Mayor ATTEST: frpp,RK c'V Ky Spa er, City erk -.11#4111 .-4101114p� D Attachment: Exhibit "A" — Listing of Records to be Destroyed o�Ar'"caltl ."o0 '90 s w 9x00 JO'4 Resolution No. 2022-4093 Page 5 EXHIBIT "A" CONSENT FOR RECORDS DESTRUCTION California Government(GC) Code, Section 34090, California Local Government Records Management Guidelines (CLGRMG) and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF CLGRMG CITATION RECORDS TO RETENTION (For longest BE RECOMMENDATION retention period) DESTROYED Bids / Proposals Files, 2017 —2019 Current + 2 Years MRRS Unsuccessful Bidders (GC § 34090) Calendars, Large Conference 2015 — 2017 Current + 2 Years CLGRMG Room (GC § 34090) Chronological File 2018 — 2019 Current + 2 Years MRRS Correspondence: (GC § 34090) City Clerk Maureen Benson Chronological File 2018 — 2019 Current + 2 Years MRRS Correspondence: (GC § 34090) Planning Manager Joseph Fiss Chronological File 2009 — 8/2010 Current + 2 Years MRRS Correspondence: (GC § 34090) City Engineer/Public Works Director Yugal Lall Chronological File 7/2009 — Current + 2 Years MRRS Correspondence: 11/2009 (GC § 34090) David Lasher Chronological File 2/2008 — Current + 2 Years MRRS Correspondence: 10/2008 (GC § 34090) Parks and Recreation Director Mary Lindley Chronological File 7/2005 — Current + 2 Years MRRS Correspondence: 11/2010 (GC § 34090) David Moe Chronological File 7/2008 — 9/2010 Current + 2 Years MRRS Correspondence: (GC § 34090) Tracy Moe Chronological File 1/2008 — Current + 2 Years MRRS Correspondence: 12/2010 (GC § 34090) Kathy Priestley Chronological File 1/2005 — Current + 2 Years MRRS Correspondence: 12/2010 (GC § 34090) Hugh Riley Resolution No. 2022-4093 Page 6 DESCRIPTION DATES OF CLGRMG CITATION RECORDS TO RETENTION (For longest BE RECOMMENDATION retention period) DESTROYED Chronological File 7/2005 — 6/2008 Current + 2 Years MRRS Correspondence: (GC § 34090) Peggy Rothschild Chronological File 12/2006 — Current + 2 Years MRRS Correspondence: 12/2010 (GC § 34090) Jessica Sandifer Chronological File 1/2008 — Current + 2 Years MRRS Correspondence: 12/2010 (GC § 34090) Deborah Traffenstedt Chronological File 1/2008 — Current + 2 Years MRRS Correspondence: 11/2010 (GC § 34090) Joseph Vacca City Council Correspondence 1993 — 1998 Terminated + 4 Years MRRS Chronological File: (GC § 34090) Mayor Patrick Hunter Correspondence, Contract Staff 2007 — 2019 Current + 2 Years MRRS Chronological File: (GC § 34090) Moorpark Police Department, Ventura County Sheriffs Department Correspondence, Contract Staff 1998 — 2000 Current + 2 Years MRRS Chronological File: (GC § 34090) Fire Department, Ventura County Fire Department Citizen's Request for Service 2008 — 2019 Current + 2 Years GC § 34090 City Council Speaker Cards 2015 — 2019 Current + 2 Years CLGRMG, GC § 34090 City Council Written Statement 2015 — 2019 Current + 2 Years CLGRMG, Cards GC § 34090 Correspondence Related to 2015 — 2019 Current + 2 Years GC § 34090 Certificates and Proclamations, paper files (Requests of City/Issued by City) Correspondence Related to 2008 — 2019 Current + 2 Years GC § 34090 Citizen Complaints, Service Requests, Protests, Inquiries and Suggestions Correspondence, Compliments 2008 — 2019 Current + 2 Years GC § 34090 Expired Employee Automobile 2016 — 2019 Closed + 2 Years GC § 34090 Certificates of Insurance Resolution No. 2022-4093 Page 7 DESCRIPTION DATES OF CLGRMG CITATION RECORDS TO RETENTION (For longest BE RECOMMENDATION retention period) DESTROYED General Requests for Records 2008 — 2019 Current + 2 Years CLGRMG and/or Information and Public (GC § 34090) Records Requests and Related Correspondence Gifts to Employees Listing and 2008 — 2019 Current + 2 Years GC § 34090 Thank You Letters Local Appointments List/the 2012 — 2017 5 Years MRRS Maddy Act Report Personnel Files for Terminated 1984 — 2001 Terminated + 20 MRRS Part-Time and Full-Time Years (29 USC 1113) Employees (see attached detailed list) Reports to City Manager (Monthly 2015 - 2019 Current + 2 Years MRRS by Departments) Telephone Message Pads, City 2015 — 2019 Current + 2 Years MRRS Clerk's Division and City Manager Consent to Destruction: K.-4,o 0/Ky Spanr, City • erk Department Head Authorization: I certify that the records on the above list are no longer required, are eligible for destruction, and do not have to be retained based upon any record retention requirements imposed by any statute or law, or pursuant to a grant received by the City or a bond issued by the City, and are not related to or potentially relevant to any of the following in which the City may be involved: a reasonably anticipated claim or litigation, an ongoing claim or litigation, a pending employee grievance, a pending regulatory or governmental investigation, a pending subpoena, a pending Public Records Act request, a pending audit, or similar legal matter. I recommend that said records be destroyed. Trey Bro , ity Manager Attorney Authorization: I do hereby certify that I am the City Attorney for the City of Moorpark, I have reviewed the above list of records and based upon the representations made herein by the department head, agree that the above-mentioned records are not records required to be kept by statute or law, provided destruction thereof has been approved by the City Council. My review has been limited to the descriptions contained on the list and did not involve review of the actual records. Based on the foregoing, I consent to the destruction of the above-mentioned records. Kevin Ennis, City Attorney Resolution No. 2022-4093 Page 8 EXHIBIT A DETAILED EMPLOYEE FILE LISTING Employee Name (Last, First) Termination Eligible for Date Destruction Abbott, Meredith R. 12/1/1989 11/30/1995 Aguilera, Jaime 1/1/1992 12/30/1997 Alldredge, Arthur 12/19/1995 12/17/2001 Arnone, Deborah 3/31/1988 3/30/1994 Arriaga, Joe 8/10/1992 8/9/1998 Bailey, Randal W. 5/18/1989 5/17/1995 Baldemar, Troche 1/1/1997 12/31/2002 Bankus, Doris 7/1/1986 6/29/1992 Barrera, David 5/12/1994 5/10/2000 Barrera, Yolanda 1/4/1999 1/2/2005 Beaver, Faye 1/26/1992 1/24/1998 Blackmer, Ross 3/22/1990 3/20/1996 Boettcher, Gary 4/3/1987 4/1/1993 Bogaardt, Eva M. 8/28/1997 8/27/2003 Boyer, Wayne 08/03/2001 8/2/2007 Bryson, Inez 7/10/1987 7/8/1993 Cauldwell, Susan 7/19/1991 7/17/1997 Cervellini, Vincent 4/14/1998 4/12/2004 Cheney, gail 8/28/1992 8/27/1998 Coons, Sally 8/21/1992 8/20/1998 Coy-bulics, Barbara 9/9/1994 9/7/2000 Coyle, Thomas 2/1/1985 1/31/1991 Crooks, Eva 1/1/1989 12/31/1994 Cummings, Matthew 1/1/1991 12/30/1996 Dombrowski, Eric W. 10/18/2000 10/17/2006 Dube, June 1/1/1988 12/30/1993 Dyer, Carolyn 1/1/1989 12/31/1994 Eaton, Diane 1/1/1988 12/30/1993 Evans, Kirk 12/31/1998 12/29/2004 Fernandez, Ramon 12/19/1990 12/17/1996 Fisher, Abigail 08/16/2001 8/15/2007 Forde, Gerald 8/21/1987 8/19/1993 Fox, Vicki 5/14/1992 5/13/1998 Fritz, Niall 7/16/1985 7/15/1991 Gavin, Chalres 2/15/1989 2/14/1995 Genovese, Thomas 7/8/1988 7/7/1994 Ghens, Carol 02/05/2001 2/4/2007 Gil, Magnolia 1993 1999 Greene, Carolyn 12/20/1991 12/18/1997 Resolution No. 2022-4093 Page 9 DETAILED EMPLOYEE FILE LISTING Employee Name (Last, First) Termination Eligible for Date Destruction Hare, Lillie 1/1/1997 12/31/2002 Hare, Richard T. 09/25/1997 9/24/2003 Harness, Deborah 9/1/1985 8/31/1991 Hatcher, Lori 7/12/1996 7/11/2002 Hayes, Steve 2/3/1998 2/2/2004 Henley, Steve 02/09/2001 2/8/2007 Hoshida, Rebecca 5/19/1988 5/18/1994 Johnson, Rodney 1/1/1990 12/31/1995 Kaufman, Gail 1995 2001 Kearns, Stephen 3/5/1999 3/3/2005 Kelsen, Michael 1993 1999 Kennaley, Timothy 5/20/1988 5/19/1994 Kern, Kevin 1989 1995 Kirnig, Carol 1988 1994 Kosche, Robert 1985 1991 Krone, Valerie 1994 2000 Leaverton, Jeffrey 1988 1994 Lechman, Thomas 5/4/1990 5/2/1996 Lewis, James 1996 2002 Libiez, John L. 12/28/2001 12/27/2007 Lineberry, Marie 1994 2000 Long, Dale 4/6/1988 4/5/1994 Love, Tania 1991 1997 Low, Mark 5/8/1987 5/6/1993 Luevano, Jose 1997 2003 MacDonald, Joe 4/19/1991 4/17/1997 Madison, Tim 1992 1998 Madsen, Paul 1/22/1993 1/21/1999 Malin, Craig 02/06/2001 2/5/2007 Mallory, Kathleen 9/9/1994 9/7/2000 Mancino, Francis 4/13/1993 4/12/1999 Mancino, Frank 1990 1996 Martens, Leah 4/7/1988 4/6/1994 Masterson, Dennis 7/20/1990 7/18/1996 Mayfield, Colasti "Rene" 5/1/1992 4/30/1998 Mcgee, Heather 1987 1993 Meyer, Susan 2/1/1999 1/30/2005 Miller, Nelson E. 03/12/1999 3/10/2005 Mills, Eldon 1990 1996 Resolution No. 2022-4093 Page 10 DETAILED EMPLOYEE FILE LISTING Employee Name (Last, First) Termination Eligible for Date Destruction Mitchell, Graham 03/17/2000 3/16/2006 Mobli, Kimberley 1993-1994 2000 Montalvo, Richard 1987 1993 Morales, Florencio 12/19/1990 12/17/1996 Morales, Lorena 1993 1999 Moreno, Nancy 1989 1995 Morton, Richard 10/1/1986 9/29/1992 Munoz, Rosalina 1997 2003 Murphy, Carolyn 1985 1991 Myers, Bonnie 7/11/1997 7/10/2003 Naismith, Donna 6/30/2000 6/29/2006 Natalie, Bonnie 1985 1991 Neidlinger, Paula 6/2/1994 5/31/2000 Nelson, Eddie 1989 1995 Newhouse, Phil 3/20/1992 3/19/1998 Nguyen, Lien 5/31/1994 5/29/2000 Nicola, David 7/18/1995 7/16/2001 Noseworthy, Robyn 02/01/2000 1/30/2006 Nowak, John E. 03/02/2000 3/1/2006 Oaks, Rudy 9/26/1988 9/25/1994 Ochsenbein, Jeremy 3/3/2000 3/2/2006 Odell, James 12/28/1993 12/27/1999 O'Grady, David 6/28/1999 6/26/2005 Oritz, Sallie 1992 1998 Orsini, Linda 1989-1990 1996 Orsini, Todd 1988-1989 1995 Ortiz, Martin 1994 2000 Palmer, Mike 5/11/1995 5/9/2001 Panossian, Irene C. 1993 1999 Pate, John 1992 1998 Patterson, Shawna 1989 1995 Paxman, Gary 10/14/1994 10/12/2000 Perez, Rodolfo 4/16/1993 4/15/1999 Peterson, Traci Jo 1988-1990 1996 Petrovits, Wendy 10/30/1999 10/28/2005 Phillips, Craig 8/31/1990 8/29/1996 Piehn, Thomas 1996 2002 Pierce, Tony 4/29/1997 4/28/2003 Pope, Lisa 6/4/1999 6/2/2005 Resolution No. 2022-4093 Page 11 DETAILED EMPLOYEE FILE LISTING Employee Name (Last, First) Termination Eligible for Date Destruction Pope, Melissa 1989-1990 1996 Poppe, Sharon 1991 1997 Ramirez, Phillip 1985-1986 1992 Rasey, Mary Jo 7/1/1987 6/29/1993 Reed, Mike 1992 1998 Reynolds, Don 12/17/2000 12/16/2006 Richards, Patrick 5/22/1992 5/21/1998 Richardson, Daryl 1988 1994 Rodriguez, Jesus 1989-1990 1996 Rossnagel, Kellie 1990 1996 Rowe, Caroline A. 11/1/1989 10/31/1995 Rowell, Ben 1987 1993 Rubin, Jill 03/20/1998 3/18/2004 Rubin, Michael 11/11/1988 11/10/1994 Ruiz, Noemi 1990-1991 1997 Ryan, Tim 1991 1997 Schmidt, Karen 05/26/2000 5/25/2006 Serup, Becky 1988-1989 1995 Sevillano, Joseph 1992 1998 Sevillano, Martha 1991-1992 1998 Shaw, Alisa 1996 2002 Shea, Moira 4/2/1993 4/1/1999 Shellabarger, Shelly 8/18/1999 8/16/2005 Shipman, Julia A. 11/11/1999 11/9/2005 Sickman, Jordan 1995 2001 Sidlinger, Joan 12/7/1988 12/6/1994 Skinner, Jillian 1990 1996 Smith, Scott 4/30/1987 4/28/1993 Snow, Florence 1/29/1993 1/28/1999 Spruiell, Phyllis 1985-1986 1992 Sridhar, Linda 4/27/1990 4/25/1996 St. Clair, Chris 1994 2000 Stevens, Peggy 1987 1993 Stilz, Barbara 1987 1993 Straight, Korrin 1991-1992 1998 Sumersille, Dale 1994-1996 2002 Sumersville, Mary 1/1/1997 12/31/2002 Tamayo, Carmen 1992-1993 1999 Tamayo, Hugo 8/22/1999 8/20/2005 Tanhauser, Evadna 1994-1996 2002 Resolution No. 2022-4093 Page 12 DETAILED EMPLOYEE FILE LISTING Employee Name (Last, First) Termination Eligible for Date Destruction Taylor, Kandice 1986 1992 Teel, Rosalee 1/14/1994 1/13/2000 Tharp, Barry 1991 1997 Thompson, Mervin 1988-1993 1999 Tomillson, Sam 1991-1997 2003 Tomlinson, David 1988-1991 1997 Torres, Martha 1987 1993 Troche, Baldemar 1992-1996 2002 Tucker, Chris 1986-1987 1993 Tulser, Bonnie 1991-1992 1998 Turner, Cindy 2/10/1989 2/9/1995 Van Moll, Rene 12/1/1988 11/30/1994 Vandaveer, Dorothy 10/30/1997 10/29/2003 Veitch, David 1988 1994 Villilla, Gloria 1987 1993 Vishon, Ambrose 1985 1991 Wall, Maureen 12/10/1988 12/9/1994 Watson, Kelly 1994-1996 2002 Weaver, Janet 1987 1993 White, Michele 1991-1992 1998 Williams, Steve 1989 1995 Wilson, Winnie 1989-1990 1996 Winnifred, Wilson 9/21/1990 9/19/1996 Wrinker, Stacey 1988-1989 1995 Yamano, Staci 1994 2000 Resolution No. 2022-4093 Page 13 STATE OF CALIFORNIA ) COUNTY OF VENTURA ) ss. CITY OF MOORPARK ) I, Ky Spangler, City Clerk of the City of Moorpark, California, do hereby certify under penalty of perjury that the foregoing Resolution No. 2022-4093 was adopted by the City Council of the City of Moorpark at a regular meeting held on the 18th day of May, 2022, and that the same was adopted by the following vote: AYES: Councilmembers Castro, Enegren, Groff, Pollock and Mayor Parvin NOES: None ABSENT: None ABSTAIN: None WITNESS my hand and the official seal of said City this 19th day of May, 2022. Ky S gl r Cite lerk (seal) p0,4 �K Cg14 4.0441( t � Y � o 9gTFD J0%:4