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Home My WebLink AboutRES CC 2012 3093 2012 0307 RESOLUTION NO. 2012-3093 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS (ELECTRONIC OUTLOOK CALENDARS, CITY TELEPHONE SYSTEM REPORTS AND RECORDS, OUT-GOING ELECTRONIC FAX DOCUMENTS, AND INTERNET MONITORING REPORTS) ON FILE IN THE ADMINISTRATIVE SERVICES 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 Code of Federal Regulations does not include a citation for the listed series of records. 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 approved City of Moorpark Records Retention Schedule. 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". Resolution No. 2012-3093 Page 2 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. 4 – 612-1e4-�2- Janii-�Parvin, Mayor ATTEST: C K Maureen Benson, City Clerk Attachment: Exhibit "A" z Resolution No. 2012-3093 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 Calendar, 9/80 Schedule 2008 — 2009 Current + 2 Years GC 34090 Outlook User) Calendar, Active Adult Center 2008 — 2009 Current + 2 Years GC 34090 Room/Event Reservations Outlook User) Calendar, Administration 2008 —2009 Current + 2 Years GC 34090 Building Conference Room Reservations (Outlook User) Calendar, Administrative 2008 —2009 Current + 2 Years GC 34090 Services Approved Leave 1 Departmental Reports and Deadlines Outlook User Calendar, Annex Conference 2008 —2009 Current + 2 Years GC 34090 Room Reservations (Outlook User Calendar, Arroyo Vista 2008 — 2009 Current + 2 Years GC 34090 Recreation Center Approved Leave / Departmental Reports and Deadlines Outlook User) Calendar, Assistant City 2008 — 2009 Current + 2 Years GC 34090 Manager Approved Leave / Departmental Reports and Deadlines Outlook User) Calendar, Cars (Pool Vehicles 2008 —2009 Current + 2 Years GC 34090 Reservations) Outlook User) Calendar, Cars Arroyo Vista 2008 —2009 Current + 2 Years GC 34090 Recreation Center(Pool Vehicles Reservations) (Outlook User Calendar, Community Center 2008 — 2009 Current + 2 Years GC 34090 Room/Event Reservations (Outlook User) Calendar, Community 2008 — 2009 Current + 2 Years GC 34090 Development Approved Leave / Departmental Reports and Deadlines (Outlook User Resolution No. 2012-3093 Page 4 DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention period Calendar, Community 2008 —2009 Current + 2 Years GC 34090 Development Vehicles (Vehicles Reservations) Outlook User) Calendar, Development 2008 —2009 Current + 2 Years GC 34090 Services Conference Room Reservations (Outlook User) Calendar, Finance Accounts 2008 — 2009 Current + 2 Years GC 34090 Payable Outlook User Calendar, Finance Accounts 2008 — 2009 Current + 2 Years GC 34090 Payable Outlook Public Calendar, Finance Approved 2008 — 2009 Current + 2 Years GC 34090 Leave / Departmental Reports and Deadlines Outlook User) Calendar, Finance Approved 2008 —2009 Current + 2 Years GC 34090 Leave / Departmental Reports and Deadlines Outlook Public Calendar, Finance Payroll 2009 Current + 2 Years GC 34090 Outlook Public Calendar, Large Conference 2008 — 2009 Current + 2 Years GC 34090 Room Reservations (Outlook User Calendar, Master City Events 2008 —2009 Current + 2 Years GC 34090 Outlook User) Calendar, Moorpark Public 2008 —2009 Current + 2 Years GC 34090 Services Facility Conference Room Reservations (Outlook User Calendar, Parks and Facility 2008 — 2009 Current + 2 Years GC 34090 Rentals Outlook User) Calendar, Parks and 2008 — 2009 Current + 2 Years GC 34090 Recreation Approved Leave / Departmental Reports and Deadlines (Outlook User) Calendar, Parks and 2008 —2009 Current + 2 Years GC 34090 Recreation Approved Leave / Departmental Reports and Deadlines Outlook Public Calendar, Parks, Recreation 2008 — 2009 Current + 2 Years GC 34090 and Community Services Approved Leave / Departmental Reports and Deadlines (Outlook User Resolution No. 2012-3093 Page 5 DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention period Calendar, Parks, Recreation 2008 — 2009 Current + 2 Years GC 34090 and Community Services Approved Leave / Departmental Reports and Deadlines Outlook Public Calendar, Public Works 2008 — 2009 Current + 2 Years GC 34090 Approved Leave / Departmental Reports and Deadlines (Outlook User) Calendar, Small Conference 2008 — 2009 Current + 2 Years GC 34090 Room Reservations (Outlook User Calendar, Switchboard 2008 —2009 Current + 2 Years GC 34090 Schedule Outlook User) Calendar, Switchboard 2008 —2009 Current + 2 Years GC 34090 Schedule Outlook Public Calendar, Theater on High 2008 — 2009 Current + 2 Years GC 34090 Street (Outlook User City Telephone Detail Activity 2009 Current + 2 Years GC 34090 Reports by Department City Telephone System 2009 Current + 2 Years GC 34090 Original Data Records Faxes: Administrative Services 2006 — 2009 Current + 2 Years GC 34090 Department (Out-Going) Faxes: Assistant City Manager 2008 —2009 Current + 2 Years GC 34090 Department (Out-Going) Faxes: Arroyo Vista Recreation 2008 —2009 Current + 2 Years GC 34090 Center General (Out-Going) Faxes: City Manager 2008 —2009 Current + 2 Years GC 34090 Department (Out-Going) Faxes: Community 2008 — 2009 Current + 2 Years GC 34090 Development Department (Out-Going) Faxes: Engineering 2008 — 2009 Current + 2 Years GC 34090 Department (Out-Going) Faxes: Finance Department 2008 — 2009 Current + 2 Years GC 34090 (Out-Going) Faxes: City General (Out- 2008 —2009 Current + 2 Years GC 34090 Going) Faxes: Parks, Recreation and 2008 — 2009 Current + 2 Years GC 34090 Community Services (Out- Going) Resolution No. 2012-3093 Page 6 DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention eriod) Faxes: Public Works (Out- 2008 —2009 Current + 2 Years GC 34090 Going) Reports, IntemetNVorld Wide 2008 —2009 Current + 2 Years GC 34090 Web Usage Data for City Network Users and Supporting Documentation Consent to Destruction: D.09� Deborah S. Traffenstedt, Deputy City Manager, Administrative Services Department Director Joseph 101. M e ,S (9,mfCity A 2w— L Maureen Benson, City Clerk Resolution No. 2012-3093 Page 7 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. 2012-3093 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 sea[ of said City this 16th day of March, 2012. Maureen Benson, City Clerk (seal)