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Home My WebLink AboutAGENDA REPORT 2010 1006 CC REG ITEM 10LTO: FROM: DATE: MOORPARK CITY COUNCIL AGENDA REPORT Honorable City Council ITEM 10.L. City Council M`Jieetinc r)`lL ACtION: _ .. Deborah S. Traffenstedt, Administrative Services Director /City Clerk Prepared by: Blanca Garza, Deputy City Clerk (�� September 3, 2010 (CC Meeting of 10/06/2010) SUBJECT: Consider Resolution Authorizing the Destruction of City Records Meeting or Exceeding the Required Retention Period (On -going List of Annual City Accomplishments; Unsuccessful Bids /Proposals Files; Certificates /Proclamations and Related Correspondence; City General E -Mail Correspondence; Parks and Recreation Commission Resignation Correspondence; Correspondence Related to Citizen Complaints; Service Requests, Protests, Inquiries, Suggestions, and Compliments; General Requests for Records and /or Information; Public Records Requests and Related Correspondence; Private Vehicle Use Forms; Reports of Street Lights Out/Malfunctioning; City Engineering /Public Works Departmental Closed Purchase Orders; Letters of Parking Citation Hearing Results; Letters of Dismissed Parking Citations Hearing Results; and Duplicate Parking Citations). 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 336 Honorable City Council October 6, 2010, Regular Meeting Page 2 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, in 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 are on- going, annual City accomplishments (Annual combined list of accomplishments is retained); unsuccessful bids /proposals files; certificates /proclamations and related correspondence; City general e-mail correspondence; Parks and Recreation Commission resignation correspondence; correspondence related to citizen complaints; service requests, protests, inquiries, suggestions, and compliments; general requests for records and /or information; public records requests and related correspondence; private vehicle use forms; reports of street lights out/malfunctioning-, City Engineering /Public Works departmental closed purchase orders; letters of parking citation hearing results; letters of dismissed parking citations hearing results; and duplicate parking citations. 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 None. STAFF RECOMMENDATION Adopt Resolution No. 2010- Attachment: Draft Resolution 337 RESOLUTION NO. 2010- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED RECORDS MEETING OR EXCEEDING THE REQUIRED RETENTION PERIOD (ON -GOING LIST OF ANNUAL CITY ACCOMPLISHMENTS; UNSUCCESSFUL BIDS/ PROPOSALS FILES; CERTIFICATES /PROCLAMATIONS AND RELATED CORRESPONDENCE; CITY GENERAL E -MAIL CORRESPONDENCE; PARKS AND RECREATION COMMISSION RESIGNATION CORRESPONDENCE; CORRESPONDENCE RELATED TO CITIZEN COMPLAINTS, SERVICE REQUESTS, PROTESTS, INQUIRIES, SUGGESTIONS, AND COMPLIMENTS; GENERAL REQUESTS FOR RECORDS AND /OR INFORMATION; PUBLIC RECORDS REQUESTS AND RELATED CORRESPONDENCE; PRIVATE VEHICLE USE FORMS; REPORTS OF STREET LIGHTS OUT /MALFUNCTIONING; CITY ENGINEER /PUBLIC WORKS DEPARTMENTAL CLOSED PURCHASE ORDERS; LETTERS OF PARKING CITATION HEARING RESULTS; LETTERS OF DISMISSED PARKING CITATIONS HEARING RESULTS; AND DUPLICATE PARKING CITATIONS) 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; are not agreement, development project and /or capital project files; 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„ 338 Resolution No. 2010 - Page 2 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 6th day of October, 2010. Janice S. Parvin, Mayor ATTEST: Maureen Benson, Assistant City Clerk Attachment: Exhibit "A" 339 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) Description Dates of Retention Citation Records Requirement (For Longest (Years) Retention Period Annual City Accomplishments 2004 —2007 Current + 2 Years GC 34090 List, On -going (Annual combined list of accomplishments is retained) Bids / Proposals Files, 7/2004 — 12/2007 Current + 2 Years GC 34090 Unsuccessful Bidders Certificates of Recognition, 2006 —2007 Current + 2 Years GC 34090 Certificates of Commendation, and Proclamations (Paper-and Electronic Files) Certificates and Proclamations, 2006 —2007 Current + 2 Years GC 34090 Correspondence (Paper and Electronic Files) Correspondence, E- mails: 2004 —2007 Current + 2 Years GC 34090 City of Moorpark In -Box Correspondence, 1984 —1989 Terminated + 2 MRRS Parks and Recreation Years Commissioner Resignations Correspondence Related to 2003 —2007 Current + 2 Years GC 34090 Citizen Complaints, Service Requests, Protests, inquiries and Suggestions Correspondence, Compliments 2006 —2007 Current + 2 Years GC 34090 General Requests for Records 2006 —2007 Closed + 2 Years GC 34090 and / or Information and Public Records Requests and Related _ Correspondence Private Vehicle Use Forms, 1/2004 — 12/2007 Current + 2 Years GC 34090 Department Director / Division Files Southern California Edison GC 34090 1/2004 — 12/2007 Current + 2 Years Reports of Street Lights Out / Malfunctioning, Departmental Director / Division Files 340 Resolution No. 2010 - Page 4 RECORDS DESTRUCTION CONSENT Citations: California Government (GC) Code, Section 34090, et. seq., and City of Moorpark Records Retention Schedule (MRRS) Description Dates of Retention Citation Records Requirement (For Longest (Years) Retention Period City Engineer /Public Works 1/2004 — 12/2007 2 Years MRRS Departmental Closed Purchase Orders Letters of Parking Citation 112004 — 12/2007 Current + 2 Years GC 34090 Hearing Results, Department Division Files Letters of Dismissed Parking 1/2004 — 12/2007 Current + 2 Years GC 34090 Citations Hearing Results, Department Division Files Duplicate Parking Citations, 1/2004 — 12/2007 Current + 2 Years GC 34090.7 Department Division Files Approved for Destruction: y ZL ' G Dave Klotzle, ate Assistant City Engineer Dave Bobardt Date Community Development Director Consent to Destruction: Jose M. Montes ate City Attorney �a" 5 -- q12-q12,010 Deborah S. TraffenstedVV Date City Clerk 341