HomeMy WebLinkAboutAGENDA REPORT 2008 0220 CC REG ITEM 10ETIT EM -10 . E .
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City Council Meeting
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MOORPARK CITY COUNCI AZCEf D_
AGENDA REPORT
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TO: Honorable City Council
FROM: Deborah S. Traffenstedt, Administrative Services Director /City Clerk 11>9T
Prepared by: Blanca Garza, Deputy City Clerk le
DATE: February 4, 2008 (CC Meeting of 2/20/2008)
SUBJECT: Consider Resolution Authorizing the Destruction of City Council and
Redevelopment Agency Records on File with the City Clerk, City
Manager's Office Records, and Administrative Services Department
Records
BACKGROUND AND DISCUSSION
Government Code Section 34090, et. seq., authorizes the destruction of City records that
are no longer required, with the approval of the legislative body by resolution and the
written consent of the City Attorney which are older than two years. The City Attorney's
written consent is included with the attached draft resolution. The records that are
intended to be destroyed are shown on the list attached to the resolution and are City
Council and Redevelopment Agency Records on file with the City Clerk, City Manager's
Office Records, and Administrative Services Department Records. 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 create an
expense of staff's time to destroy the records and may create an expense to have certain
confidential records shredded, if not done in- house. The authorization will also reduce
costs by creating additional space which is presently being taken up by the records, will
increase the efficiency in information retrieval by eliminating the storage of records which
have met their retention, and will reduce expenditures for new filing equipment, supplies
and storage.
STAFF RECOMMENDATION
Adopt Resolution No. 2008-
Attachment: Draft Resolution
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RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MOORPARK, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CERTAIN RECORDS (CITY
COUNCIL AND REDEVELOPMENT AGENCY
RECORDS ON FILE WITH THE CITY CLERK; CITY
MANAGER'S OFFICE; AND ADMINISTRATIVE
SERVICES DEPARTMENT)
WHEREAS, Government Code Section 34090, et. seq., authorizes the
destruction of City records, documents, instruments, books, or papers after the same
are no longer required and are older than two years, 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 two years; 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 20th day of February, 2008.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment: Exhibit "A"
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Resolution No. 2008 -
Page 2
EXHIBIT "A"
RECORDS DESTRUCTION CONSENT
Location
Description of Record
Dates
Administrative
City Council Meeting Written
July 2002 & Prior
Services Department
Statement Cards
Administrative
City Council and Redevelopment
August 2002
Services Department
Agency Speaker Cards and
through
Written Statement Cards
December 2004
Administrative
Redevelopment Agency Meeting
July 2002 & Prior
Services Department
Speaker Cards and Written Statement
Cards
Administrative City Clerk Calendars August 2002
Services Department through July 2005
City Manager's City Manager Calendars August 2002
Office through July 2005
Administrative Telephone Message Pads, August 2004
Services Department City Clerk and City Manager through July 2005
Administrative City Hall Conference Room August 2004
Services Department Calendars through July 2005
Citation: California Government Code, Section 34090
Consent to Destruction:
Joseph Montes, City orney
0
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Deborah S. Traffenstedt, City Clerk
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