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Home My WebLink AboutAGENDA REPORT 2009 0715 CC REG ITEM 10I ITEM 10.1. CITY OF MOORPARK,CALIFORNIA City Council Meeting Of MOORPARK CITY COUNCII&CTION: AGENDA REPORT TO: Honorable City Council aY` 4-71- � FROM: Deborah S. Traffenstedt, Administrative Services Director/City Clerk'l ,�9-r Prepared by: Blanca Garza, Deputy City Clerk DATE: June 24, 2009 (CC Meeting of 7/15/2009) SUBJECT: Consider Resolution Authorizing the Destruction of Chronological Correspondence Records BACKGROUND AND DISCUSSION 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. The chronological correspondence records intended to be destroyed are shown on the list attached to the resolution (Exhibit "A") and the applicable retention periods are included. The City Attorney has given verbal consent and his written consent will be included in the exhibit for the final resolution. The proposed destruction of records is consistent with the City Council's approved Records Retention Schedule and/or state law. FISCAL IMPACT The destruction of the specified records noted in the attached draft resolution will not create an expense to destroy the records as they will be recycled. The authorization will also reduce costs by eliminating the need to store the records which have met their retention. STAFF RECOMMENDATION Adopt Resolution No. 2009- Attachment: Draft Resolution 108 RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS (CHRONOLOGICAL CORRESPONDENCE FILES) 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 State law (Government Code Section 34090) and the City's adopted Retention Schedule; 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 15th day of July, 2009. Janice S. Parvin, Mayor ATTEST: Maureen Benson, Assistant City Clerk Attachment: Exhibit "A" 109 Resolution No. 2009- Page 2 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citations: California Government (GC) Code, Section 34090, DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention period) Chronological Correspondence 9/1994 - 6/1996 Current + 2 Years GC 34090 File, Christine Adams Chronological Correspondence 1980 and 1984 Current + 2 Years GC 34090 File, Faye Beaver Chronological Correspondence 2003 - 2006 Current + 2 Years GC 34090 File, Maureen Benson Chronological Correspondence 2004 - 2006 Current + 2 Years GC 34090 File, David Bobart Chronological Correspondence 1991 Current + 2 Years GC 34090 File, Wayne Boyer Chronological Correspondence 12/1997 - 12/2006 Current + 2 Years GC 34090 File, John Brand Chronological Correspondence 7/2002 - 12/2006 Current + 2 Years GC 34090 File, Debra Broussalian Chronological Correspondence 2006 Current + 2 Years GC 34090 File, Freddy Carrillo Chronological Correspondence 4/1992 - 8/1992 Current + 2 Years GC 34090 File, Gail Chaney Chronological Correspondence 2004 - 2005 Current + 2 Years GC 34090 File, Community Development Staff Various Authors Chronological Correspondence 1/1992 - 10/1992 Current + 2 Years GC 34090 File, Colleen Daleske Chronological Correspondence 2006 Current + 2 Years GC 34090 File, Joseph Fiss Chronological Correspondence 7/2002 - 12/2006 Current + 2 Years GC 34090 File, Blanca Garza Chronological Correspondence 1989 - 1991 Current + 2 Years GC 34090 File, Lillian Kellerman Chronological Correspondence 8/1991 - 12/1991; Current + 2 Years GC 34090 File, Mary Lindley 1/1995 - 6/1996 1/1998 - 2003 ; 2006 Chronological Correspondence 1992 Current + 2 Years GC 34090 File, Frank Mancino Chronological Correspondence 2005 - 2006 Current + 2 Years GC 34090 File, Mike Matthews 110 Resolution No. 2009- Page 3 EXHIBIT "A" RECORDS DESTRUCTION CONSENT Citations: California Government (GC) Code, Section 34090, DESCRIPTION DATES OF RETENTION CITATION RECORDS REQUIREMENT (For longest (YEARS) retention period) Chronological Correspondence File, 2005 - 2006 Current + 2 Years GC 34090 Tracy Moe Chronological Correspondence File, 1990 - 1/1992 Current + 2 Years GC 34090 Philip Newhouse Chronological Correspondence File, 2005 - 2006 Current + 2 Years GC 34090 Michael Nisito Chronological Correspondence File, 2005 - 2006 Current + 2 Years GC 34090 Teddy Oko e Chronological Correspondence File, 1989 - 1991 Current + 2 Years GC 34090 Paul Porter Chronological Correspondence File, 6/1992 - 9/1992 Current + 2 Years GC 34090 William Phelps Chronological Correspondence File, 2/1990 - 6/1990 Current + 2 Years GC 34090 Craig Phillips Chronological Correspondence File, 1988; Current + 2 Years GC 34090 Patrick Richards 1/1992 - 5/1992 Chronological Correspondence File, 2004 - 2006 Current + 2 Years GC 34090 Laura Stringer Chronological Correspondence File, 1990 - 1991 Current + 2 Years GC 34090 Deborah Traffenstedt Chronological Correspondence File, 2006 Current + 2 Years GC 34090 Joseph Vacca Chronological Correspondence File, 1990 - 1991 Current + 2 Years GC 34090 Allen Walter Chronological Correspondence File, 1/1990 - 7/1990 Current + 2 Years GC 34090 Willson Winnifred Consent to Destruction: Joseph M. Montes, City Attorney Deborah S. Traffenstedt, City Clerk 111