HomeMy WebLinkAboutRES CC 2010 2900 2010 0421RESOLUTION NO. 2010 -2900
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF SPECIFIED RECORDS (FINANCE
AND HUMAN RESOURCES)
WHEREAS, Government Code Section 34090, et. seq., authorizes the
destruction of City records that are no longer required after the minimum retention
period of two years has been met, with the approval of the legislative body by resolution
and the written consent of the City Attorney; and
WHEREAS, the State Code of Civil Procedure Section 337 prescribes the time
periods for the commencement of certain legal actions, and thereby extends the
minimum retention period for certain types of files, including a minimum four -year
retention for files pertaining to any contract, obligation or liability founded upon an
instrument in writing; an action to recover upon an account; and an action based upon a
rescission of an account in writing; and
WHEREAS, Records currently held by the City of Moorpark, which are no longer
required and which need not be retained as provided for in the Government Code and
State and Federal authorities may be destroyed in accordance with the appropriate
provisions.
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 periods required by the City
Council's approved Records Retention Schedule, the Secretary of State's Local
Government Records Management Guidelines and /or State and Federal law; and the
records do not affect title to real property or liens thereon, are not court records or
matters of pending or threatened litigation, 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 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 ".
Resolution No. 2010 -2900
Page 2
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 21st day of April, 2010.
zy��
ani a S. Parvin, Mayor
ATTEST:
Maureen Benson, Assistant City Clerk
Attachment: Exhibit "A"
Resolution No. 2010 -2900
Page 3
EXHIBIT "A"
RECORDS DESTRUCTION CONSENT
Citations: California Government (GC) Code, Section 34090, et. seq.,
California Code of Civil Procedure (CCP), Section 337,
Code of Federal Regulations, 26 CFR 16001 -1, and
City of Moorpark Records Retention Schedule (MRRS)
Description
Dates of
Retention
Citation
Records
Requirement
(For Longest
(Years)
Retention
Period
Accounts Payable Files,
7/1989 — 6/1994
Audit + 5 Years
MRRS
Vendor Folders: Charles
Abbott Vendor Files,
Contract City Engineer and
Building & Safety
(copies of checks /invoices
Accounts Payable, Vendor
7/1991 — 6/1996
Audit + 5 Years
MRRS
Payment History
Accounts Receivable
1991 —2002
Audit + 5 Years
MRRS
Bank Reconciliations
1993 —1994;
Audit + 5 Years
GC 34090;
7/1995 — 2002
26 CFR 16001 -1
Checks, Manual Check
2/1996 — 6/1997;
Audit + 5 Years
GC 35090;
Stubs
1/1998 — 6/1999
CCP 337
Checks, Blank/Unused
Not Applicable
Audit + 5 Years
GC 35090;
(Numbers 1017 to 1503)
CCP 337
Unsolicited
2005 —2006
Current + 2
GC 34090
Applications /Resumes for
Years
Employment
Approved for Destruction:
Consent to Destruction:
Ron Ahlers, Finance Director
Josep". Monte City Attorney
) Z26t�—
�J
Deborah S. Traffenstedt, WCIerk
Resolution No. 2010 -2900
Page 4
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) ss.
CITY OF MOORPARK )
I, Maureen Benson, Assistant City Clerk of the City of Moorpark, California, do
hereby certify under penalty of perjury that the foregoing Resolution No. 2010 -2900 was
adopted by the City Council of the City of Moorpark at a regular meeting held on the
21 st day of April, 2010, and that the same was adopted by the following vote:
AYES: Councilmembers Mikos, Millhouse, Pollock, Van Dam, and Mayor
Parvin
NOES: None
ABSENT: None
ABSTAIN: None
WITNESS my hand and the official seal of said City this 28th day of April, 2010.
Maureen Benson, Assistant City Clerk
(seal)