HomeMy WebLinkAboutAGENDA REPORT 2012 0307 CC REG ITEM 10D ITEM 10.13.
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AGENDA REPORT
TO: Honorable City Council
FROM: Maureen Benson, City Clerk
Prepared by: Blanca Garza, Deputy City Clerk
DATE: January 20, 2012 (CC Meeting of 3/0712012)
SUBJECT: Consider Resolution Authorizing the Destruction of City 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
BACKGROUND
Staff is requesting authorization to destroy 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.
Government Code (GC) Section 34090, et. seq., authorizes the head of a city department
to destroy any city record, document instrument, book or paper, under his/her charge,
without making a copy thereof, after the same is 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.
In accordance with GC Section 34090, 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; are not agreement, development project and/or capital project files; and are not
records required to be kept by statute.
DISCUSSION
All records proposed for destruction meet the required retention periods, and the applicable
retention periods are included for reference. The City Attorney's written consent is included
with the attached draft resolution. The destruction of the listed records is consistent with
the California Government Code, the Secretary of State's Local Government Records
Management Guidelines, and the approved City of Moorpark Records Retention Schedule.
A retention was not applicable under the Code of Federal Regulations for the listed
records.
395
Honorable City Council
March 7, 2012, Regular Meeting
Page 2
FISCAL IMPACT
The destruction of the specified records noted in the attached draft resolution will not
create an expense and will eliminate the cost to store records which have met their
retention.
STAFF RECOMMENDATION
Adopt Resolution No. 2012-
Attachment: Draft Resolution
396
RESOLUTION NO. 2012-
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".
397
Resolution No. 2012-
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.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit "A"
398
Resolution No. 2012-
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 /
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)
399
Resolution No. 2012-
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)
400
Resolution No. 2012-
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)
401
Resolution No. 2012-
Page 6
DESCRIPTION DATES OF RETENTION CITATION
RECORDS REQUIREMENT (For longest
(YEARS) retention
period)
Faxes: Public Works (Out- 2008 — 2009 Current + 2 Years GC 34090
Going)
Reports, Internet/World Wide 2008 — 2009 Current + 2 Years GC 34090
Web Usage Data for City
Network Users and Supporting
Documentation
Consent to Destruction:
Deborah S. Traffenstedt, Deputy City Manager,
Administrative Services Department Director
AN�7
Jos ont Attorney
Maureen Benson, City Clerk
402