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RES-2009-137RESOLUTION NO. 2009R- 137 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD WHEREAS. Sections 34090 et seq., of the Government Code of the State of California authorize the destruction of certain records, documents, instruments, books and papers thereinafter "records of the City upon approval of the legislative body of the City and with the written consent of the City Attorney. provided that said records do not fall within certain specified categories: and WHEREAS, the following described records under the charge of the Planning Director of the City of Anaheim "custodian of records are more than two years old and are documents which are authorized for destruction under the provisions of said Sections 34090 et seq., of t he Government Code without making a copy thereof; and WHEREAS. the custodian of records of each record described herein has determined that said documents are no longer needed or required; and WHEREAS, the City Council concurs in the determination of the custodian of records and finds that said records are no longer needed; and WHEREAS. the City Attorney of the City of Anaheim does by the approval of this resolution hereby give written consent for the destruction of the listed records. NOW. THEREFORE, BE IT RESOLVED by the City Council of the City of Anaheim that the custodian of the described records in Exhibits "A "B" and "C" of the City of Anaheim he, and is hereby. authorized to destroy immediately, in a lawful manner and without making an copies thereof, the records under her charge, as more particularly described in Exhibits "A' "B" and "C" attached hereto and incorporated herein by this reference. BE IT FURTHER RESOLVED that upon destruction of the foregoing records, a certificate of destruction shall he executed and the original thereof filed in the office of the City Clerk together with a copy of this resolution. THE FOREGOI_NG RESOLUTION is approved and adopted by the City Council of the City of Anaheim this 11 of August 2009. by the following roll call vote: A) ES: Mayor Pringle, Council Members Hernandez, Sidhu, Galloway, Kring NOES: NONE ABSENT: NONE ABSTAIN NONE ATTES CITY CLERK OF THE CITY ldF ANAHEIM APPROVED: i 4 ITY ATTORNEY OF THE CITY F ANAHEIM TA5'5il BY CITY OF/AaQAHEIM MAYOR OF TH Y 0 ANAHEIM YEARS) NAME OF RECORD SERIES `REC. RET. CODE 2004 Variances CY +4Y 2004 Conditional Use Permits CY +4Y 2004 Final Site Plan Reviews CY +4Y 1963 -1986; 2004 Reclassifications CY +4Y 2004 Tentative Tract Maps Tentative Parcel Maps Pre -File Cases CY +4Y CY +4Y CY +2Y 2004 2005 -2006 2003 -2004 Special Circumstance Waivers CY +4Y 2004 Administrative Adjustments CY +4Y 1992 -1993; 2000 -2007 Specimen Tree Removal CY +2 2004 Miscellaneous Files CY +4Y 1990 -1999; 2004 Zoning Code Amendments CY +4Y 2004 Determination of Public Convenience CY +4Y 1987 -1988 Specific Plans CY +4Y 2004 Supplemental Files General Plan Amendments CY +4Y CY +4Y 2004 2004 General Plan Conformance CY +4Y 1996 -2006 Large Family Day Care Permits CY +2 2004 -2006 Correspondence Log CY +2Y 2005 -2006 Daily Deposit Reports General Correspondence Budget (work sheets) CY +3 CY +2Y CY +3Y 1997 -2006 2004 -2005 2003 -2005 Accounts Payable (Invoices) CY +3Y 1995 -2006 Financial Records (Departmental) CY +3Y 2006 Telephone Use Reports 2006 CY +2Y 2001 -2002 Time Sheets A 6Y EXHIBIT A RECORDS DESTRUCTION 2009 PLANNING DEPARTMENT PLANNING SERVICES DIVISION The above records are no longer needed in the normal course of business and timing of destruction is in accordance with the adopted retention schedules for the PLANNING SERVIC1ES DIVISION of the Planning Department's office records. Date: CJ 4MSTRUP PLANNING SERVICES MANGER -27.0(oy YEAR(S) NAME OF RECORD `SERIS REC. RET. CODE 2006 Commercial Signs CY 2 2006 Correspondence Reports CY 2 2006 Criminal Complaints /Citations CY 2 2007 Daily Inspection Logs Employee Telephone Bills CY CY 2 2006 2005 Expense Files CY 3 2004 Fortune Tellers T 4Y 2005 Graffiti Consent Files CY 3 2006 Graffiti Logs CY 2 2006 Hold Harmless Agreement CY 2 2005 Internal Financial Records (Monthly Balancing) CY 3 2006 Neighborhood Improvement Cards CY 2 2005 Operators Files CY 3 2003 Personnel Files T 5Y 2006 Photograph Negatives CY 2 2006 Regulatory Permit Files L 2Y 2006 Report of Investigations CY 2 2006 Report of Investigations Business License CY 2 2006 Report of Investigations Scavengers Residential /Commercial Complaints Complied CY 2 CY 2 2006 2006 Service Questionnaires CY 2 2006 Timesheets CY 2 2004 Transient Occupancy Tax (TOT) Case files L 4Y 2004 Transient Occupancy Tax (TOT) Tax Receipts (LIC 49) CY 4 RECORDS DESTRUCTION 2009 PLANNING DEPARTMENT COMMUNITY PRESER VA TION LICENSING DIVISION The above records are no longer needed in the normal course of business and timing of destruction is in accordance with the adopted retention schedules for the COMMUNITY PRESERVATION LICENSING DIVISION of the Planning Department's office records EXHIBIT B SANDRA SEATON COMMUNITY PRESERVATION MANAGER Date: YEARS) N OF RECORD SERIES REC. RET. -CODE 2004 -2006 General Correspondence CY +2Y 2004 -2005 Telephone Use Reports CY +2Y 2005 Sprint/NextelInvoices CY +3Y 2004 -2005 Smart Data Credit Card Statements CY +3Y 2003 -2004 Request for Checks CY +3Y The above records are no longer needed in the normal course of business and timing of destruction is in accordance with the adopted retention schedules for the PLANNING ADMINISTRATION DIVISION of the Planning Department's office records. l i HANNAH JONES ADMINISTRATIVE ANALYST EXHIBIT C RECORDS DESTRUCTION 2009 PLANNING DEPARTMENT PLANNING ADMINISTRATION DIVISION Date: