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Home My WebLink AboutAGENDA REPORT 2010 0203 CC REG ITEM 10EITEM 10.E. b' r)F N1OORR RK. CALIFOkNIA City Council Meeting ACTION: MOORPARK CITY COUNCIL- -- AGENDA REPORT TO: Honorable City Council FROM: Deborah S. Traffenstedt, Administrative Services Director /City Clerk T57- Prepared by: Blanca Garza, Deputy City Clerk 6ks- DATE: January 22, 2009 (CC Meeting of 2/3/2010) SUBJECT: Consider Resolution Authorizing the Destruction of City Records (Calendars, Chronological and E -mail Correspondence, Electronic Faxes, Gift Lists and Related Correspondence, Internet Monitoring Reports, Citizens' Request for Service Contact Lists, Monthly Reports to City Manager, and Management Meeting Agendas and Attachments) BACKGROUND Government Code 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. This section 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; or (e) The minutes, ordinances, or resolutions of the legislative body or of a city board or commission. The proposed destruction of records is consistent with the City Council's approved Records Retention Schedule, the Secretary of State's Local Government Records Management Guidelines and /or State and Federal law. 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 The records proposed for destruction are listed on Exhibit A to the attached resolution, all such records meet or exceed required retention periods, and the applicable retention periods are included for reference. The records recommended for destruction include calendars; chronological and email correspondence files from staff, contract staff, and prior Mayors and /or Councilmembers; electronic faxes; the listings of employee gifts received and corresponding thank you letters; internet monitoring reports including usage data and supporting documentation; Citizens' Request for Service contact resource lists; Monthly ic Honorable City Council February 3, 2010, Regular Meeting Page 2 Reports to City Manager submitted by all departments; and Management Meeting Agendas and attachments. Destruction of the records listed in Exhibit A has been approved by the various responsible department heads and consented to by the City Attorney and City Clerk. FISCAL IMPACT The destruction of the specified records noted in the attached draft resolution will create an expense to destroy confidential records by shredding, but will also eliminate the cost to store records which have met their retention. STAFF RECOMMENDATION Adopt Resolution No. 2010- Attachment: Draft Resolution im ATTACHMENT RESOLUTION NO. 2010- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS (CALENDARS, CHRONOLOGICAL AND E -MAIL CORRESPONDENCE, ELECTRONIC FAXES, GIFT LISTS AND RELATED CORRESPONDENCE, INTERNET MONITORING REPORTS, CITIZENS' REQUEST FOR SERVICE CONTACT LISTS, MONTHLY REPORTS TO CITY MANAGER, AND MANAGEMENT MEETING AGENDAS AND ATTACHMENTS) WHEREAS, Government Code Section 34090, et. seq., authorizes the destruction of City records that are 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. 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 the City's approved Records Retention Schedule, the Secretary of State's Local Government Records Management Guidelines and /or State and Federal law. 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; are not agreement, development project and /or capital project files; 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 3rd day of February, 2010. Janice S. Parvin, Mayor ATTEST: Maureen Benson, Assistant City Clerk Attachment: Exhibit "A" :., Resolution No. 2010 - Page 2 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citation: California Government Code (GC), Section 34090 and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF RECORDS RETENTION REQUIREMENT (YEARS) CITATION (For longest retention period) Calendar, 9/80 Schedule 2003— 2007 Current + 2 Years GC 34090 Calendar, Accounts Payable 2007 Current + 2 Years GC 34090 Calendar, Active Adult Center 2007 Current + 2 Years GC 34090 Calendar, Administration Building Conference Room 8/2005 — 2007 Current + 2 Years GC 34090 Calendar, Administrative Services 2003 —2007 Current + 2 Years GC 34090 Calendar, Annex Conference Room 2004 —2007 Current + 2 Years GC 34090 Calendar, Arroyo Vista Recreation Center 2003 —2007 Current + 2 Years GC 34090 Calendar, Assistant City Manager 2003— 2007 Current + 2 Years GC 34090 Calendar, Cars 2003 —2007 Current + 2 Years GC 34090 Calendar, Cars Arroyo Vista Recreation Center 2004 —2007 Current + 2 Years GC 34090 Calendar, City Clerk 8/2005 — 2007 Current + 2 Years GC 34090 Calendar, City Manager 8/2005 — 2007 Current + 2 Years GC 34090 Calendar, Community Center 2005 —2007 Current + 2 Years GC 34090 Calendar, Community Development 2003 —2007 Current + 2 Years GC 34090 Calendar, Community Development Vehicle 2005 —2007 Current + 2 Years GC 34090 Calendar, Development Services Conference Room 8/2005 — 2007 Current + 2 Years GC 34090 Calendar, Finance 2003 —2007 Current + 2 Years GC 34090 Calendar, Large Conference Room 2003 —2007 Current + 2 Years GC 34090 Calendar, Moorpark Public Services Facility 2007 Current + 2 Years GC 34090 Calendar, Parks and Facility Rentals 2001 —2007 Current + 2 Years GC 34090 Calendar, Parks, Recreation and Community Services 8/2002 — 2007 Current + 2 Years GC 34090 Calendar, Public Works 2003 —2007 Current + 2 Years GC 34090 Calendar, Switchboard 2003 —2007 Current + 2 Years GC 34090 Calendar, Theater on High Street 2005 —2007 Current + 2 Years GC 34090 Citizens' Request for Service 2007 and Prior Current + 2 Years GC 34090 Correspondence, Contract Staff Chronological File: Moorpark Police Department, Ventura County Sheriff's Department 1985 —2007 Current + 2 Years GC 34090 Correspondence, Contract Staff Chronological File: Burks, Adam 2007 Current + 2 Years GC 34090 Resolution No. 2010 - Page 3 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citation: California Government Code (GC), Section 34090 and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention period) Correspondence, Contract Staff 7/2006 — 12/2007 Current + 2 Years GC 34090 Chronological File: Diaz, Dick Correspondence, Contract Staff 2003 —2007 Current + 2 Years GC 34090 Chronological File: Gilbert, Ken Correspondence, Contract Staff 10/2007 — 12/2007 Current + 2 Years GC 34090 Chronological File: Hwa, Rick Correspondence, Contract Staff 2007 Current + 2 Years GC 34090 Chronological File: Jones, Rick Correspondence, Contract Staff 2007 Current + 2 Years GC 34090 Chronological File: Nakano, Kim Correspondence, Contract Staff 7/2006 — 12/2007 Current + 2 Years GC 34090 Chronological File: Newman, Mark Correspondence, Contract Staff 2/2007 — 7/2007 Current + 2 Years GC 34090 Chronological File: Peck, Norm Correspondence, Contract Staff 6/1992 — 9/1992 Current + 2 Years GC 34090 Chronological File: Phelps, William Correspondence, Contract Staff 2007 Current + 2 Years GC 34090 Chronological File: Pugh, Jim Correspondence, Contract Staff 7/2007 — 12/2007 Current + 2 Years GC 34090 Chronological File: Robinson, Whitney Correspondence, Contract Staff 2007 Current + 2 Years GC 34090 Chronological File: Schwartz, Earl Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Benson, Maureen Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Bobardt, Dave Correspondence, Chronological File: 1991 Current + 2 Years GC 34090 Boyer, Wayne Correspondence, Chronological File: 1997 —2007 Current + 2 Years GC 34090 Brand, John Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Broussalian Deb Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Carrillo, Freddy Correspondence, Chronological File: 4/1992 — 8/1992 Current + 2 Years GC 34090 Chaney, Gail Correspondence, Chronological File: 1992 Current + 2 Years GC 34090 Daleske, Colleen WE Resolution No. 2010 - Page 4 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citation: California Government Code (GC), Section 34090 and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention eriod Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Fiss, Joseph Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Garza, Blanca Correspondence, Chronological File: 1994 —1995 Current + 2 Years GC 34090 Ghens, Carol Correspondence, Chronological File: 2005 Current + 2 Years GC 34090 Gilbert, Ken Correspondence, Chronological File: 2003 —2007 Current + 2 Years GC 34090 Hogan, Barry Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Klotzle, David Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Kroes, Shaun Correspondence, Chronological File: 1984 —2007 Current + 2 Years GC 34090 Kuen , Steven Correspondence, Chronological File: 11/2005 — 2007 Current + 2 Years GC 34090 Lail, Yu al Correspondence, Chronological File: 1995 Current + 2 Years GC 34090 Lemcke, Patty Correspondence, Chronological and 1991 —2007 Current + 2 Years GC 34090 E -mail Files: Lindley, Mary Correspondence, Chronological File: 1992 Current + 2 Years GC 34090 Mancino, Frank Correspondence, Chronological File: 1/2005 — 7/2005 Current + 2 Years GC 34090 Miller, Brad Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Moe, Tracy Correspondence, Chronological File: 1990 — 1/1992 Current + 2 Years GC 34090 Newhouse, Philip Correspondence, Chronological and 2005 —2007 Current + 2 Years GC 34090 E -mail Files: Nisito, Michael Correspondence, Chronological File: 2/1990 — 6/1990 Current + 2 Years GC 34090 Phillips, Craig Correspondence, Chronological File: 1989 —1991 Current + 2 Years GC 34090 Porter, Paul Correspondence, Chronological File: 1988 — 5/1992 Current + 2 Years GC 34090 Richards, Patrick O Resolution No. 2010 - Page 5 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citation: California Government Code (GC), Section 34090 and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention period) Correspondence, Chronological File: 1990 —2007 Current + 2 Years GC 34090 Traffenstedt, Deborah Correspondence, Chronological File: 2007 Current + 2 Years GC 34090 Vacca, Joseph Correspondence, Chronological File: 1990— 1991 Current + 2 Years GC 34090 Vandaveer, Dorothy Correspondence, Chronological File: 1990— 1991 Current + 2 Years GC 34090 Walter, Allen Correspondence, Chronological File: 1/1990 — 7/1990 Current + 2 Years GC 34090 Winnifred, Willson Correspondence, E -mail File: 3/2007 — 12/2007 Current + 2 Years GC 34090 Atkins, Michael Correspondence, E -mail File: 11/2006 — 2007 Current + 2 Years GC 34090 Blais, Rodger Correspondence, E -mail File: 2/2007 — 12/2007 Current + 2 Years GC 34090 Burks, Adam Correspondence, E -mail File: 12/2000 — 2007 Current + 2 Years GC 34090 Burns, Nancy Correspondence, E -mail File: 2002 —2007 Current + 2 Years GC 34090 Cervantes, Ana Correspondence, E -mail File: 8/2007 — 12/2007 Current + 2 Years GC 34090 Cummings, Peter Correspondence, E -mail File: 4/2005 — 2007 Current + 2 Years GC 34090 Ea,Johnn Correspondence, E -mail File: 6/2001 — 2006 Current + 2 Years GC 34090 Farnell, Deanna Correspondence, E -mail File: 3/2007 — 12/2007 Current + 2 Years GC 34090 Gonzalez, Luis Correspondence, E -mail File: 6/2003 — 2007 Current + 2 Years GC 34090 Hall, Marty Correspondence, E -mail File: 12/1998 — 2007 Current + 2 Years GC 34090 Jones, Teresa Correspondence, E -mail File: 6/2006 — 2007 Current + 2 Years GC 34090 Lemerand, Jon Correspondence, E -mail File: 10/2006 — 2007 Current + 2 Years GC 34090 Naumetz, Denise all Resolution No. 2010 - Page 6 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citation: California Government Code (GC), Section 34090 and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention eriod Correspondence, E -mail File: 4/2001 — 12/2007 Current + 2 Years GC 34090 Rice, Gail Correspondence, E -mail File: 7/2006 — 2007 Current + 2 Years GC 34090 Zastrow, Brandon Councilmember Chronological 1983-1984 Termination + 4 MRRS Correspondence File: Beaulieu, Years Roger Councilmember Councilmember Chronological 1986 — 1990; and Termination + 4 MRRS Correspondence File: Brown, Eloise 4/1996 — 11/1996 Years (Mayor and Councilmember Councilmember Chronological 1996 —2000 Termination + 4 MRRS Correspondence File: Evans, Years Christopher Councilmember Councilmember Chronological 1984-1987 Termination + 4 MRRS Correspondence File: Ferguson, Years Thomas C. (Mayor and Councilmember Councilmember Chronological 1986-1988 Termination + 4 MRRS Correspondence File: Galloway, John Years (Mayor and Councilmember Councilmember Chronological 1986 Termination + 4 MRRS Correspondence File: Hartley, James Years Councilmember Councilmember Chronological 1983 — 1984 and Termination + 4 MRRS Correspondence File: Harper, Clint D. 1986-1991 Years (Mayor and Councilmember Councilmember Chronological 1987-1988 Termination + 4 MRRS Correspondence File: Lane, John Years (Mayor and Councilmember Councilmember Chronological 1988-1996 Termination + 4 MRRS Correspondence File: Lawrason, Paul Years (Mayor and Councilmember Councilmember Chronological 1988-1995 Termination + 4 MRRS Correspondence File: Montgomery, Years Scott (Councilmember) 91 Resolution No. 2010 - Page 7 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citation: California Government Code (GC), Section 34090 and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention eriod Councilmember Chronological 1987 —1997 Termination + 4 MRRS Correspondence File: Perez, Years Bernardo (Mayor and Councilmember Councilmember Chronological 1983 —1986 Termination + 4 MRRS Correspondence File: Prieto, Albert Years (Mayor and Councilmember Councilmember Chronological 1996 —2000 Termination + 4 MRRS Correspondence File: Rodgers- Years Teasley, Debbie Councilmember Councilmember Chronological 1983 —1984 Termination + 4 MRRS Correspondence File: Straughan, Years Jerry (Councilmember) Councilmember Chronological 1991 —1992 Termination + 4 MRRS correspondence File: Talley, Roy E. Years Councilmember Councilmember Chronological 1984 —1986 Termination + 4 MRRS Correspondence File: Weak, James Years (Mayor and Councilmember Councilmember Chronological 1990 —2001 Termination + 4 MRRS Correspondence File: Wozniak, John Years Councilmember Councilmember Chronological 1984-1987 Termination + 4 MRRS Correspondence File: Wollard, Danny Years A. Councilmember Councilmember Chronological 1983 —1986 Termination + 4 MRRS Correspondence File: Yancy- Sutton, Years Leta (Mayor and Councilmember Faxes: Assistant City Manager 9/2006 — 12/2007 Current + 2 Years GC 34090 Department Faxes: Arroyo Vista Recreation 9/2006 — 12/2007 Current + 2 Years GC 34090 Center General Faxes: City Manager Department 7/2006 — 12/2007 Current + 2 Years GC 34090 Faxes: Community Development 7/2006 — 12/2007 Current + 2 Years GC 34090 Department Faxes: Engineering Department 4/2007 — 12/2007 Current + 2 Years GC 34090 Faxes: Finance Department 7/2007 — 12/2007 Current + 2 Years GC 34090 Faxes: City General 2/2007 — 12/2007 Current + 2 Years GC 34090 92 Resolution No. 2010 - Page 8 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citation: California Government Code (GC), Section 34090 and City of Moorpark Records Retention Schedule (MRRS) DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention period) Faxes: Parks, Recreation and 7/2007 — 12/2007 Current + 2 Years GC 34090 Community Services Faxes: Public Works 7/2006 — 12/2007 Current + 2 Years GC 34090 Gifts to Employees Listing and Thank 2000— 2007 Current + 2 Years GC 34090 You Letters Management Meeting Agendas and 2007 and Prior Current + 2 Years GC 34090 Attachments Reports to City Manager (Monthly by 2007 and Prior Current + 2 Years GC 34090 Department) Reports, Internet/World Wide Web 10/2005 -- 2007 Superseded + 2 GC 34090 Usage Data for City Network Users Years and Supporting Documentation Approved for Destruction: Ron Ahlers, Finance Director Tom Kruse, Parks & Recreation Director Hu' iley, Assistan anager Consent to Destruction: JosepK M. onte , City A y /I - ;/ % Dave ob;jrdt, Planning Yugal'Lall, C ublic Works Director Steven Kueny, City Manager Deborah S. Traffenstedt, Clerk 93