HomeMy WebLinkAboutRES CC 2014 3349 2015 1217 RESOLUTION NO. 2014-3349
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS
(LEGAL/LEGISLATIVE ADVERTISING FOR THE YEARS 1984
THROUGH 2008 AND ELECTION ADVERTISING FOR THE
YEARS 1989 THROUGH 2009) ON FILE IN THE
ADMINISTRATIVE SERVICES DEPARTMENT
WHEREAS, Government Code Section 34090 authorizes the head of a City
department to destroy City records with the approval of the legislative body by resolution
and written consent of the city attorney after the records are no longer required, unless
another law imposes a different process; 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 California Local Government Records Management Guidelines
recommend retaining the legal/legislative advertising from current year plus four (4) years
and references the following citations as the retention requirement for the records
proposed for destruction in Exhibit A: Code of Civil Procedures Sections 343 and 349 et
seq; and Government Code Sections 911.2 and 34090; and
WHEREAS, the California Local Government Records Management Guidelines
recommend retaining election advertising including notices and publications from the date
of the election plus two (2) years and references the following citations as the retention
requirement for the records proposed for destruction in Exhibit A: Government Code
Section 34090; and
WHEREAS, the approved City of Moorpark Records Retention Schedule
recommends retaining proof of publication of public notices for five (5) years; and
WHEREAS, the approved City of Moorpark Records Retention Schedule does not
make a recommendation on the retention of election advertising including notices and
publications; and
WHEREAS, federal laws does not affect the record retention period for the listed
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
Resolution No. 2014-3349
Page 2
(Government Code Section 34090), are older than the applicable retention period
recommended by the California Local Government Records Management Guidelines; and
are not currently subject to a legal hold. Further, the City Council finds that the proof of
publication of public notice records are older than the retention period recommended by
the City of Moorpark Records Retention Schedule, and that the election advertising
records are not listed on the approved City of Moorpark Records Retention Schedule.
SECTION 2. "Legal Hold", as used herein, refers to the duty of the City to preserve
and not destroy any records that are potentially relevant to any of the following in which the
City may be involved: a reasonably anticipated claim or litigation; and ongoing claim or
litigation; a pending employee grievance; a pending regulatory or governmental
investigation; a pending subpoena; a pending Public Records Act request, a pending audit,
or similar legal matter. Any records subject to a Legal Hold must be preserved in all forms
in which the record exists, including both paper and electronic formats.
SECTION 3. The City Council further finds that the records do not affect title to real
property or liens thereon, are not court records, 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 4. The City Council also finds that the City Attorney, Deputy City
Manager, and the City Clerk have given written consent to the destruction of said records,
as shown on Exhibit "A".
SECTION 5. The City Council hereby authorizes the City Clerk to destroy the City
Records listed in Exhibit "A".
SECTION 6. 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 17th day of December, 2014.
Kih
Ja ice S. Parvin, Mayor
ATTEST: T.
•1 '`.
t )12kxuad‘r---- --1117R
Maureen Benson, City Clerk 1%47qW :.
Attachment: Exhibit "A"
c
as
0
rn
o 'a
Z w O
O Cr) Q,
cn
Q ,og .eoC
N I- Cm_ 0
TJ w
C
L
O
t
U
a)
Cn
a) I-
Z
v 2 O2cn i
a) 0 Zccc a)
E W - W >
ac0i U �Wat�c,
> gccCCW
Z 0
c CC Cr
Lz-,cts co co .0N
E r = LU a0
(.) V ON0 -O m d' O
CC `a 2 a) -8 � O W rn n!
H 0 15 EcoO1" )- T a) M
Wc � ao rn a) Wpsro a
Zc " Q
CC t 2
QNaU2 � 0OW v a)
O inccoa�i � � la Ci a)
H- o � E o -occ 0
m O iii
2 W Lu 2cc aa)) =
W '� aa)) � 10 a) m 'a
5 Tis v�i � c a c o c0
m _ S E E 4 as m n. N
LL N NCL > O L U) c � ot C
LL ♦o m O C Q c .-• - Q
�Z ma ()) 20 ., 'p - E m i s L L
V/ oLU 0 � 8 O Y C c0 O ++E 5 U c O Q 0 % c0
z 0 c 3 B co O i s n rn>� a) on
0 c6:. V � C N Z .O c•= co c C N
v oo � c :cc = a) mc, � }.as 0 ao a_ C/3
c") a C- o Q Ii>„.I0 ca cn =
z (50 o m L N
d' U 0 z s... c2 w m >. � � �UooaeQa
a) m m `� � � — W OU
u) a N .> 1 E � E � ) 3ac , o > 3 '> ;..
a) H as .- mc VI EU -a_ m CL2 +r cpasasm9
M U W � y m � CI oa m E . -a c _a > .- .- d o
r) U) > 0 a� Y- U-0 -oma . = o c +, .4 COC4 E o
CD W 0 Q +, m = 0 mo mc _ c CZ Q %_ O
c 0 4 t O CL 3a) m 0E t0 ag) .CF- . ;g �
O = z cL a) 0 a) --D c u) QZ = c0 = N N
a j �3 2 .E o '> 3 co E .E c\ Q o U c)a 3 •0- 3 v a)
o y - = i }c-, EO m 13 "O O co N cn o $ C N ++ C
M . J -4. a. CD (I) C5- c CU o om a .75-- cm c)o Q CQ4 cca
.4 U m d o)° aa)) � .'U -0 77-)
Q a ai a) .- ami Qw Qom
0 o O o co - o o v o mp = � � [L R O as = c
N a) J sZ•_ } CD "0 m U + m 4-, O U Q U 0 N y 0 7
w a Q p cc — L U c 0 coCL cs - w O C) LL
o 0 J 32oc c� cuc >. m a)_ .n > 30. 3
Z U 4 a) ,_ -a c > �i ct$ -4a' > a) = = 0 a) m a�
C ca 0 Z oQQ QQUU - - ACL Cl- CC ZCCZ
pc W 4.-..
0J r N CO
7 Cr O
To
U)U) a) U
a) as
CC CL
0
8
'a a 0
O 0) a.cn O a) 2710
i= o gcc p c Cp
VW a) Vumcc
a) U 0
0
Z Z Z Z 51
WZ cc a W ce W N
c
wa ,..- Wako
CC W OC w a
CC w
CU co Lu rn
m0 co p CO 0 co N
OI- }ui 1- L r O O }LU '- L
rn c° N in O r rn co
W0Qcv o 111 CC "HCIH D o 43
F
F- CC -
< OW 2 +r a) p0W 0 E
'C fA
3 coO 15 y y N
C C C) o d d U) Y
c a '- s o c ca a
}, 0 CO a_
c00 0 0 a CC CC D
U 5 a
L u i i = i i i- ca z Z
C w . O � w aoLm
O '«• 0)1-0 co U
z co C C V C C C •s Oca
o y :i+ U) w = y N N O V E — c
c 00 O 0 , 0 O O0 .2 a) 0) 0
z az Q. a 3a a z as o 0 g - 0
O z o - o oQ 0 0 O c 0 .0 0 a)
aI= in '> as "> '> a > '> a 3 '> D -0 a, o 0 o
Cc F' VE coNU) ca U) co .00 c 00 0
to > ;C = vUvr cn OECmo . � c�ncccn
W p Q ( Q EQ coo 4 W ( Q U Dip � '(n 0 -C L
4 0 Ne- ce- C :i- U C — 0 •V � ca
Q�
> ' c '3 CO 03 3 ° H '� a' U al a � -av) ccnc
W O co C U) co 7p N co ii co C D 0_ C O
CL c a... "p "O
Q 4 L 004 $ 4 Ta 73; 4 oQ = w a ° a) cV o as o ca �a
1 w L L 3 L C L Q LTa
Q L ta) i Ufn (�
co
0 � � 0 � eaC7caagQ z ca .' = ooDac,w � o
N W 0- y C 0. C 0. 0. 0. 0. c_ + ET 0 •c mu] .� W 2
J u) g cn co Y W U) ,FO co �O O U) o 2 Q a=' C c U O
z elaai a) aDim d aai 0 mapp a °' Zo00.0ai
z z cn z z z W z Q w 5 Q C/) 0 cc
J
IP O J i CD 1 0 C) W ,
O Q)
U) a)
Q) to
CC a.
Resolution No. 2014-3349
Page 5
Consent to Destruction:
Maureen Benson, City Clerk
Department Head Authorization: I certify that the records on the above list are no longer
required, are eligible for destruction, and do not have to be retained based upon any
record retention requirements imposed by any statute or law, or pursuant to a grant
received by the City or a bond issued by the City, and are not related to or potentially
relevant to any of the following in which the City may be involved: a reasonably
anticipated claim or litigation, an ongoing claim or litigation, a pending employee
grievance, a pending regulatory or governmental investigation, a pending subpoena, a
pending Public Records Act request, a pending audit, or similar legal matter. I recommend
that said records be destroyed.
Deborah S. Traffenstedt, Deputy City Manager
City Attorney Authorization: I do hereby certify that I am the City Attorney for the City of
Moorpark, I have reviewed the above list of records and based upon the representations
made herein by the department head, agree that the above-mentioned records are not
records required to be kept by statute or law, provided destruction thereof has been
approved by the City Council. My review has been limited to the descriptions contained on
the list and did not involve review of the actual records. Based on the foregoing, I consent
to the destruction, of the above-mentioned records.
Kevin Ennis, City Attorney
Resolution No. 2014-3349
Page 6
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. 2014-3349 was adopted by the
City Council of the City of Moorpark at a regular meeting held on the 17th day of
December, 2014, 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 8th day of January, 2015.
Maureen Benson, City Clerk
(seal)
NI p :50-41
rut%-::47Mson'
rj r�