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Home My WebLink AboutAGENDA REPORT 2010 0616 CC REG ITEM 10G ITEM 10.G. CIty Council Meeting ACTION: MOORPARK CITY COUNCIL-A LIU AGENDA REPORT TO: Honorable City Council FROM: Deborah S. Traffenstedt, Administrative Services Director/City Clerk Prepared by: Blanca Garza, Deputy City Clerk (Y, DATE: June 7, 2010 (CC Meeting of 6/16/2010) SUBJECT: Consider Resolution Authorizing the Destruction of City Records (Park & Recreation Commission, Planning Commission and Administrative Services Records) 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 various Commission correspondence files, Commission Oaths of Office, and handwritten logs for scanned records tracking (that are no longer needed). Destruction of the records listed in Exhibit A has been approved and consented to by the City Attorney and City Clerk. 139 Honorable City Council June 16, 2010. 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. 2010- Attachment: Draft Resolution 140 RESOLUTION NO. 2010- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED RECORDS (PARK & RECREATION COMMISSION, PLANNING COMMISSION AND ADMINISTRATIVE SERVICES RECORDS) 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; and WHEREAS, Records currently held by the City of Moorpark, which are no longer required and which need not be retained as provided for in the Government Code and State and Federal authorities may be destroyed in accordance with the appropriate provisions. 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 Council's approved Records Retention Schedule, the Secretary of State's Local Government Records Management Guidelines and/or State and Federal law; and 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 2. 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 3. The City Council hereby authorizes the City Clerk to destroy the City Records listed in Exhibit "A". SECTION 4. 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 16th day of June, 2010. ATTEST: Janice S. Parvin, Mayor Maureen Benson, Assistant City Clerk Attachment: Exhibit "A" 141 Resolution No. 2010- Page 2 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citations: California Government (GC) Code, Section 34090, et. seq., and City of Moorpark Records Retention Schedule (MRRS) Description Dates of l Retention Citation Records Requirement (For Longest i (Years) Retention Period) Parks and Recreation 1983 - 1995 Terminated + 2 MRRS Commission Appointment Years Correspondence Parks and Recreation Terminated + 2 MRRS Commissioner Oaths of Years Office/Loyalty Oaths: Arlene Butler 2/6/1995 James Hartley 2/6/1995 Sandra Thompson 2/6/1995 John Hall Jr. 2/6/1995 David Badoud 2/6/1995 Debra Ulis-Judd 1/11/1993 Arlene Butler 1/11/1993 John Hall 1/11/1993 Sandra Thompson 1/11/1993 Ginger Stratton 1/11/1993 Connie Volke 8/12/1991 Ginger Stratton 4/8/1991 John R. Hall, Jr. 12/11/1990 Sandra G. Thompson 12/11/1990 Ronald W. Corzine 12/11/1990 Lynn Crockatt 12/11/1990 Teresa A. Godinez 7/10/1989 Sam Nainoa 12/12/1988 Lynn Crockatt 12/12/1988 Patricia Arambula 12/12/1988 j Tom E. Wheeler 12/12/1988 Teresa Radich 12/12/1988 Patricia Arambula 1/06/1988 Lynn Crockatt 1/06/1988 John Roberts 1/06/1988 Tom E. Wheeler 1/06/1988 Dan Rasey 2/25/1987 Michael Wilson 10/07/1985 Mike McElligott 5/13/1985 Cheryl Zemont 3/27/1985 142 Resolution No. 2010- Page 3 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citations: California Government (GC) Code, Section 34090, et. seq., and City of Moorpark Records Retention Schedule (MRRS) Planning Commission 1983 - 1994 Terminated + 2 MRRS Appointment Correspondence Years Planning Commissioner Terminated + 2 MRRS Oaths of Office/Loyalty Oaths: Years Keith Millhouse 1/13/1997 Gary M. Lowenberg 1/13/1997 Paul G. Norcross 1/13/1997 Barton Miller 1/13/1997 Ernesto J. Acosta 1/13/1997 Theodore H. Martens 5/25/1994 Michael H. Wesner Jr. 1/19/1993 John Torres 1/19/1993 Christina D. May 1/19/1993 Barton Miller 1/19/1993 Steve Brodsky 1/19/1993 Glenn Schmidt 2/25/1987 James A. Hartley 7/21/1986 Paul Lawrason 7/21/1986 Bernardo M. Perez 11/26/1986 John Wozniak 11/26/1986 William Butcher 11/26/1986 Scott Montgomery 11/26/1986 Drew James Keenan 10/07/1985 Daniel P. Claffe 9/24/1985 Correspondence, 1984 - 1996 Terminated + 2 MRRS Planning Commissioner Years Resignations Correspondence, 1983 - 2002 Terminated + 2 MRRS Commissions General Years Log: Scanned Records 1983—7/2001 Current + 2 GC 34090 (Paper) Years Consent to Destruction: Josep M. Montes, CA Attorney Deborah S. Traffenstedt, CitVVerk 143