HomeMy WebLinkAboutRES CC 2012 3094 2012 0307 RESOLUTION NO. 2012-3094
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS (TEMPORARY
USE PERMITS, FILM PERMITS, COMMUNITY
DEVELOPMENT DAILY TIME ACCOUNTING
CHARGE/ACTIVITY SHEETS, COMMUNITY
DEVELOPMENT ENTITLEMENT PROJECT NUMBER AND
FINANCE CONTROL CODE TIME ACCOUNTING SHEETS,
COMMUNITY DEVELOPMENT BI-WEEKLY PROJECT
ENTITLEMENT TIME ACCOUNTING TIME SHEETS) ON
FILE IN THE COMMUNITY DEVELOPMENT
DEPARTMENT
WHEREAS, Government Code Section 34090, authorizes the destruction of City
records, unless otherwise provided by law, with the approval of the legislative body by
resolution and the written consent of the city attorney the head of a city department may
destroy any city record, document, instrument, book or paper, under his charge, without
making a copy thereof, after the same is no longer required; 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 adopted City of Moorpark Records Retention Schedule, exceeds
the two-year retention required by Government Code Section 34090 and instead
authorizes the destruction of Temporary Use Permits after Closed / Completed plus 3
years; and
WHEREAS, the adopted City of Moorpark Records Retention Schedule, exceeds
the two-year retention required by Government Code Section 34090 and instead
authorizes the destruction of Accounts Payable Files, including backup data and
supporting documents, after Audit plus 5 years; and
WHEREAS, the Code of Federal Regulations does not include a citation for this
record series.
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 State law
(Government Code Section 34090) and the City of Moorpark's adopted Retention
Schedule.
Resolution No. 2012-3094
Page 2
SECTION 2. 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 3. 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 4. The City Council hereby authorizes the City Clerk to destroy the City
Records listed in Exhibit "A".
SECTION 5. 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 7th day of March, 2012.
Ja ce S. Parvin, Mayor
ATTEST:
K CA
Maureen Benson, City Clerk
- o
Attachment: Exhibit "A" ®�
Resolution No. 2012-3094
Page 3
EXHIBIT "A"
RECORDS DESTRUCTION CONSENT
Citations Sources:
Code of Federal Regulations: None Applicable
California Government (GC) Code, Section 34090, et. seq.
California Local Government Records Management Guidelines (CLGRMG)
City of Moorpark Records Retention Schedule (MRRS)
DESCRIPTION DATES OF RETENTION CITATION
RECORDS REQUIREMENT (For longest
(YEARS) retention period)
Temporary Use Permits January 1990 Current + 3 MRRS
through Years
December 2006
Film Permits January 1984 Expiration + 2 MRRS
Through Years
December 2006
Community Development Daily January 1993 Audit + 5 Years MRRS
Time Accounting Through
Charge/Activity Sheets December 2002
(Accounts Payable Back-up
Data/Supporting Documents)
Community Development January 1995 Audit + 5 Years MRRS
Entitlement Project Number Through
and Finance Control Code December 1996
Time Accounting Sheets
(Accounts Payable Back-up
Data/Supporting Documents
Community Development Bi- January 2002 Audit + 5 Years MRRS
weekly Project Entitlement Through
Time Accounting Time Sheets December 2004
(Accounts Payable Back-up
Data/Supporting Documents)
Consent to Destruction:
Dave Bobardt, Community Development Director
Joseph M o es, City Attafne<
Maureen Benson, City Clerk
Resolution No. 2012-3094
Page 4
STATE OF CALIFORNIA
COUNTY OF VENTURA ss.
CITY OF MOORPARK
1, Maureen Benson, City Clerk of the City of Moorpark, California, do hereby certify
under penalty of perjury that the foregoing Resolution No. 2012-3094 was adopted by the
City Council of the City of Moorpark at a regular meeting held on the 7th day of March,
2012, 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 16th day of March, 2012.
Maureen Benson, City Clerk
(seal)
Past C
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