HomeMy WebLinkAboutRES CC 2012 3127 2012 0919 RESOLUTION NO. 2012-3127
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION
OF CERTAIN RECORDS (CORRESPONDENCE AND BACKUP
DATA RELATED TO REQUESTS AND/OR PURCHASES FOR
GOODS AND SERVICES, CORRESPONDENCE FROM VARIOUS
VENDORS PROMOTING UNSOLICITED GOODS AND
SERVICES, AND REQUESTS TO BE ON CITY'S BID LIST;
OWNER MANUALS FOR EQUIPMENT; PURCHASING FILES:
COPIES OF PURCHASE ORDERS, VENDOR/SUPPLIER
INFORMATION, CORRESPONDENCE, AND BACKUP DATA) 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 adopted City of Moorpark Records Retention Schedule
authorizes the retention of departmental purchasing files related to requests/purchases
and vendors promoting unsolicited good and services; department copies of purchase
orders; vendor/supplier information; correspondence and back-up data to be 2 years,
pursuant to the Government Code Section 34090, which meets the retention required
by the California Local Government Records Management Guidelines; and
WHEREAS, the California Local Government Records Management Guidelines
requires owner manuals to be retained until superseded or terminated plus 2 years
pursuant to the Government Code Section 34090; which exceeds the retention required
by the adopted City of Moorpark Records Retention Schedule which is terminated plus
1 year, pursuant to the Government Code Section 34090; 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), the California Local Government Records
Management Guidelines, and the City of Moorpark's adopted Retention Schedule.
Resolution No. 2012-3127
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 19th day of September, 2012.
la ice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit "A"
Resolution No. 2012-3127
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)
Correspondence and Backup Data 1983 - 1994; 2 Years MRRS
Related to Requests and/or 1997 - 1999
Purchases for Goods and Services
Correspondence and Backup Data 1983 - 1989; 2 Years MRRS
Related to Vendors Promoting 2000
Unsolicited Goods and Services
and Unsolicited Requests to be on
City's Bid List
Owner Manuals for Equipment 1983 - 1990; Superseded or CLGRMG
1999 Terminated plus 2
Years
Purchasing Files: Copies of 1983 - 1993 2 Years MRRS
Purchase Orders, Vendor/Supplier
Information; Correspondence and
Backup Data
Approved for Destruction: fD
Deborah S. Traffenstedt, t5eputy City Manager
Consent to Destruction: A&,,
Joseph NrMontes,-CipfAttorney
Maureen Benson, City Clerk
Resolution No. 2012-3127
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. 2012-3127 was
adopted by the City Council of the City of Moorpark at a regular meeting held on the
19th day of September, 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 2nd day of October,
2012.
Maureen Benson, City Clerk
(seal)