HomeMy WebLinkAboutRES CC 2011 3033 2011 0601RESOLUTION NO. 2011 -3033
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF SPECIFIED RECORDS (1986 — 2002
COMMUNITY DEVELOPMENT DEPARTMENT RECORDS)
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, Code of Federal Regulations (CFR) 7 CFR 3016.42 states records
pertaining to Grants and Cooperative Agreements to State and Local Governments
must be retained for three years from the day the grantee submits its final expenditure
report for the last quarter of the Federal fiscal year; and
WHEREAS, Code of Federal Regulations (CFR) 24 CFR 570.502 states
retention and access requirements for Community Development Block Grant activities
and records shall be for four years; and
WHEREAS, Code of Federal Regulations (CFR) 24 CFR 85.42 states records
must be retained for three years from the day the grantee submits its final expenditure
report for the last quarter of the Federal fiscal year; 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 City Council's approved
Records Retention Schedule, the Secretary of State's Local Government Records
Management Guidelines and /or State and Federal law 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. 2011 -3033
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 1 st day of June, 2011.
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit "A"
f ^
Ja ice S. Parvin, Mayor
Resolution No. 2011 -3033
Page 3
EXHIBIT "A"
RECORDS DESTRUCTION CONSENT
Citations: California Government Code (GC), Code of Federal Regulations (CFR),
and City of Moorpark Records Retention Schedule (MRRS)
Description
Dates of
Records
Retention
Requirement
(Years)
Citation
(For Longest
Retention
Period)
Community Development Block Grant
1986-2002
Closed + 4
MRRS
Files:
Years
7 CFR 3016.42
Annual Performance Reports;
24 CFR 570.502
Bid and Contractor's Information;
24 CFR 85.42
Citizen's Participation Notes;
Compliance Records;
Consolidated Action Plan;
Consolidated Action Plan Evaluation
Reports;
Copies of Agreements and Contracts;
Correspondence;
County Board Plan Reports;
Expenditure Summary and Payment
Requests;
Fair Housing Documents;
Financial Documents:
Copies of Checks, Invoices and
Receipts, Financial Printouts, Fund
Accounting, Sub - recipients Financial
Statements;
i
Monthly Status Reports;
Program Reports;
Project Files;
Proposals (Applications);
Staff Meeting Notes;
Sub - recipient Activity Reports;
Project Notes;
Quarterly Status Reports
Community Development Block Grant
1986 - 2002
5 Years
MRRS
Files:
GC 34090
Proofs of Publication;
Public Hearing Notices
Consent to Destruction:
Joseph ontes, City orney
Maureen Benson, City Clerk
Resolution No. 2011 -3033
Page 4
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) ss.
CITY OF MOORPARK )
I, Maureen Benson, City Clerk of the City of Moorpark, California, do hereby
certify under penalty of perjury that the foregoing Resolution No. 2011 -3033 was
adopted by the City Council of the City of Moorpark at a regular meeting held on the 1st
day of June, 2011, 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 15th day of June, 2011.
Maureen Benson, City Clerk
(seal)