HomeMy WebLinkAboutRES CC 2010 2964 2010 1006RESOLUTION NO. 2010 -2964
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION
OF SPECIFIED RECORDS MEETING OR EXCEEDING THE
REQUIRED RETENTION PERIOD (ON -GOING LIST OF ANNUAL
CITY ACCOMPLISHMENTS; UNSUCCESSFUL BIDS/
PROPOSALS FILES; CERTIFICATES /PROCLAMATIONS AND
RELATED CORRESPONDENCE; CITY GENERAL E -MAIL
CORRESPONDENCE; PARKS AND RECREATION COMMISSION
RESIGNATION CORRESPONDENCE; CORRESPONDENCE
RELATED TO CITIZEN COMPLAINTS, SERVICE REQUESTS,
PROTESTS, INQUIRIES, SUGGESTIONS, AND COMPLIMENTS;
GENERAL REQUESTS FOR RECORDS AND /OR INFORMATION;
PUBLIC RECORDS REQUESTS AND RELATED
CORRESPONDENCE; PRIVATE VEHICLE USE FORMS;
REPORTS OF STREET LIGHTS OUT /MALFUNCTIONING; CITY
ENGINEER /PUBLIC WORKS DEPARTMENTAL CLOSED
PURCHASE ORDERS; LETTERS OF PARKING CITATION
HEARING RESULTS; LETTERS OF DISMISSED PARKING
CITATIONS HEARING RESULTS; AND DUPLICATE PARKING
CITATIONS)
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, 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; are not agreement,
development project and /or capital project files; and are not records required to be kept
by statute.
Resolution No. 2010 -2964
Page 2
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 6th day of October, 2010.
ATTEST:
Maureen Benson, Assistant City Clerk
Attachment: Exhibit "A"
A� 4 t�� ",- A-�'
Ja 'ce S. Parvin, Mayor
Resolution No. 2010 -2964
Page 3
EXHIBIT "A"
RECORDS DESTRUCTION CONSENT
Citations: California Government (GC) Code, Section 34090, et. seq., and
City of Moorpark Records Retention Schedule (MRRS)
Description
Dates of
Retention
Citation
Records
Requirement
(For Longest
(Years)
Retention
Period
Annual City Accomplishments
2004 —2007
Current + 2 Years
GC 34090
List, On -going
(Annual combined list of
accomplishments is retained
Bids / Proposals Files,
7/2004 — 12/2007
Current + 2 Years
GC 34090
Unsuccessful Bidders
Certificates of Recognition,
2006 —2007
Current + 2 Years
GC 34090
Certificates of Commendation,
and Proclamations
(Paper and Electronic Files
Certificates and Proclamations,
2006 —2007
Current + 2 Years
GC 34090
Correspondence (Paper and
Electronic Files)
Correspondence, E- mails:
2004 —2007
Current + 2 Years
GC 34090
City of Moorpark In -Box
Correspondence,
1984— 1989
Terminated + 2
MRRS
Parks and Recreation
Years
Commissioner Resignations
Correspondence Related to
2003 —2007
Current + 2 Years
GC 34090
Citizen Complaints, Service
Requests, Protests,
Inquiries and Suggestions
Correspondence, Compliments
2006 —2007
Current + 2 Years
GC 34090
General Requests for Records
2006 —2007
Closed + 2 Years
GC 34090
and / or Information and Public
Records Requests and Related
Correspondence
Private Vehicle Use Forms,
1/2004 — 12/2007
Current + 2 Years
GC 34090
Department Director / Division
Files
Southern California Edison
1/2004 — 12/2007
Current + 2 Years
GC 34090
Reports of Street Lights Out /
Malfunctioning, Departmental
Director/ Division Files
Resolution No. 2010 -2964
Page 4
RECORDS DESTRUCTION CONSENT
Citations: California Government (GC) Code, Section 34090, et. seq., and
City of Moorpark Records Retention Schedule (MRRS)
Description
Dates of
Retention
Citation
Records
Requirement
(For Longest
(Years)
Retention
Period
City Engineer /Public Works
1/2004 — 12/2007
2 Years
MRRS
Departmental Closed
Purchase Orders
Letters of Parking Citation
1/2004 — 12/2007
Current + 2 Years
GC 34090
Hearing Results,
Department Division Files
Letters of Dismissed Parking
1/2004 — 12/2007
Current + 2 Years
GC 34090
Citations Hearing Results,
Department Division Files
Duplicate Parking Citations,
1/2004 — 12/2007
Current + 2 Years
GC 34090.7
Department Division Files
Approved for Destruction: / o
Dave Klotzle Date
Assistant City En eer
Consent to Destruction:
n
�14
[have Bobardt Date
Community Development Director
J-0sepWlQl. Monte
City Attorney
131111)
at
Deborah S. TraffenstW Date
City Clerk
Resolution No. 2010 -2964
Page 5
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 -2964 was
adopted by the City Council of the City of Moorpark at a regular meeting held on the 6th
day of October, 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 10th day of November, 2010.
Maureen Benson, Assistant City Clerk
(seal)