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RES-2007-131RESOLUTION NO. 2007R- 131 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 (hereinafter "records of the City of Anaheim "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 Public Utilities General Manager of the City of Anaheim (hereinafter "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 the 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 or required; 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 Records of the described records in Exhibit "A" of the City of Anaheim be, and is hereby authorized to destroy immediately, in a lawful manner and without making any copies thereof, the records under her charge, as more particularly described on Exhibit "A" attached hereto and incorporated herein by this reference. BE IT FURTHER RESOLVED that upon destruction of the foregoing records, a certificate of destruction shall be executed and the original thereof filed in the office of the City Clerk together with a copy of this resolution. THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Anaheim this 31st day of July 2007. AYES: Mayor Pringle, Council Members Hernandez, Sidhu, Galloway, Kring NOES: NONE ABSENT: NONE ABSTAIN: NONE ATTEST: OF ANAHEIM C Y CLERK OF THE APPROVED: JACK L. WHITE CITY ATTORNEY By: A son M. Kott ssistant City Attorney 66092.1 MAYOR OF THE 1 Y ANAHEIM 500.70 Bacteria Test Reports Wells 67 85 CY +10 2007 100.30 94 98 Hydrant Repair Slips, 95 Incident Reports, 95 98 Completion 94 98 CY 5 7/2007 500.90 Audit, 96 98 Callout, 97 Grievances, 97 -98 Microfiche, 98 Telephone Reports, 98 Completed Water Programs 300.35 FY 95/96 Schlumberger Contract Invoices FY 95/96 CY 3 7/2007 300.35 FY 95/96 3247, 3248, 3279 Invoices (MFI Box 53 -7369) FY 95/96 CY 3 7/2007 300.35 FY 96/97 3247 3279 (MFI Box 51 -Z1 -017 78) FY 96/97 7/2007 100.55 Water Timesheets 6/27/97 10/30/97 FY 97/98 CY 2 7/2007 100.55 Water Timesheets 10/31/97 3/19/98 FY 97/98 CY 2 7/2007 300.35 FY 97/98 3284 Invoices, Material Slips, Cut Sheets FY 97/98 CY 3 7/2007 500.90 FY 97/98 Dispatch Orders 3284 (Pink Copies) FY 97/98 CY 2 7/2007 300.35 FY 97/98 Invoices, 3247, 3279 (MFI Box 51 -Z1 -017 48) FY 97/98 CY 2 7/2007 CY 3 100.30 1998 3284 Correspondence, IA's, Callout/Refusals, Daily Operation 1998 CY 2 7/2007 Forms, Valve Maint., Jobsite Precheck 100.30 1998 Payroll Stat Reports 1998 CY 2 7/2007 100.55 Water Timesheets 3/20/98 6/25/98 FY 97/98 CY 2 7/2007 100.55 Water Timesheets 6/26/98 11/26/98 FY 98/99 CY 2 7/2007 100.55 Water Timesheets 11/27/98 4/15/99 FY 98/99 CY 2 7/2007 500.90 7/98 6/99 Dispatch Orders (3284 Pink Copies) FY 98/99 CY 2 7/2007 500.90 1998 1999 Schlumberger Service Orders Tap 1 104 98 99 CY 3 7/2007 300.35 FY 98/99 3284 Invoices, Cut sheets, material lists FY 98/99 CY 3 7/2007 300.35 FY 98/99 Invoices 3247, 3279 (MFI Box 51 -Z1 -017 57) FY 98/99 CY 3 7/2007 500.90 1998 1999 Schlumberger Service Orders Tap 105 288 98 99 CY 3 7/2007 500.40 1998 1999 Prism Work Orders 99 800, 1901 4679 98 99 CY 3 7/2007 500.90 Schlumberger Service Orders 1997 CY 3 7/2007 100.55 Water Timesheets 4/16/99 6/24/99 FY 98/99 CY 3 7/2007 100.55 Water Timesheets 6/25/99 11/25/99 FY 99/00 CY 3 7/2007 100.30 1999 Payroll Reports MPS 925, MPS 910, MPS 935, MPS 440, MPS 1999 CY 2 7/2007 100 500.40 1999 Water System Operations Equipment forms (Prism) 1999 CY 2 7/2007 300.35 5/99 6/99 Water Facility Electric Bills, FY 99/00 Water Facility 1999 CY 2 7/2007 Electric Bills, FY 00/01 Water Facility Electric Bills 100.30 1999 Service Requests 1999 CY 2 7/2007 500.90 1999 Fire Hydrant Operations /Flow Test Reports 1999 CY 3 7/2007 100.30 1999 Service Requests, Valve Maint., Jobsite Precheck, IA's, 1999 CY 2 7/2007 500.90 Correspondence, Completion Audit, Fire Hydrant Oper. /Flow Test 300.35 FY 99/00 Invoices 3247 3279; 1999 Callout FY 99/00 CY 3 7/2007 (MFI Box 51 -Z1 -017 71) 100.55 FY 99/00 Cut sheets, 3284 Material Lists, Invoices; 3279 Request FY 99/00 CY 2 7/2007 300.35 for check, printing requisitions CY 3 500.10 Water Field ()aerations EXHIBIT A: Boxes Eligible for Destruction File Ref.: File Name Date Ret. Dest. Page 1 of 3 1 EXHIBIT A: Boxes Eligible for Destruction File Ref.: File Name Date Ret. Dest. 100.55 Water Timesheets 11/26/99 4/27/00 FY 99/00 CY 2 7/2007 100.55 Water Timesheets 4/28/00 6/22/00 FY 99/00 CY 2 7/2007 500.90 FY 99/00 Dispatch orders (3284 pink) FY 99/00 CY 2 7/2007 100.55 Water Timesheets 6/23/00 11/23/00 FY 00/01 CY 2 7/2007 100.30 2000 Payroll Reports MPS 925, MPS 910, MPS 935, MPS 440, MPS 100 2000 CY 2 7/2007 100.30 2000 Claims (Copies),Correspondence, IA's, STD's, Certificates of 2000 CY 3 7/2007 Insurance, Water Safety Committee Minutes, Callout, Service Requests, Vehicle Accident Reports, Fire Hydrant Repair Slips, Completion Audit, Notice to Bill, Standby Memos 100.55 Water Timesheets 11/24/00 4/12/01 FY 00/01 CY 2 7/2007 100.55 Water Timesheets 4/13/01 6/21/01 FY 00/01 CY 2 7/2007 100.55 Water Timesheets 6/22/01 12/6/01 FY 00/01 CY 2 7/2007 500.90 7/00 6/01 Dispatch Orders (3284 pink) FY 00/01 CY 2 7/2007 100.30 FY 00/01 Cut sheets, variance reports, check requests, petty cash FY 00 /01 CY 2 7/2007 500.10 7/00 6/01 Material Lists, Invoices (3284) FY 00/01 CY 3 7/2007 100.30 2001 Payroll Reports MPS 925, MPS 910, MPS 935, MPS 440, MPS 100; STD forms, Callout, Refusals, Callout Memos 2001 CY 3 7/2007 100.30 2001 IA's, Correspondence, Claims, Certificates of Insurance, Water 2001 CY 4 7/2007 100.60 Safety Committee Minutes, Vehicle /Accident Reports, Service 300.20 Requests, Jobsite Precheck, Valve Maint., Supervisor's Safety 400.45 Report, Fire Hydrant Change Notification, Completion Audit, Valve Revisions 100.55 Water Timesheets 12/7/01 5/9/02 FY 01/02 CY 2 7/2007 100.55 Water Timesheets 5/10/02 6/20/02; FY 01/02 Cut sheets FY 01/02 CY 2 7/2007 300.35 FY 01/02 Water Facility Electric Bills, FY 02/03 Water Facility FY 01/02 CY 2 7/2007 Electric Bills FY 02/03 500.90 FY 01/02 Dispatch Orders (3284 pink) FY 01/02 CY 2 7/2007 500.10 FY 01/02 Material Lists 3279, 3284; FY 01/02 3284 Invoices FY 01/02 CY 2 7/2007 500.90 01 04 Temporary Meters removed 01 04 CY 2 7/2007 100.55 Water Timesheets 6/21/02 11/21/02 FY 02/03 CY 2 7/2007 100.55 Water Timesheets 11/22/02 3/27/03 FY 02/03 CY 2 7/2007 100.30 2002 Payroll Reports MPS 925, MPS 910, MPS 935, MPS 440, 2002 CY 2 7/2007 500.90 MPS 100; Fire Hydrant Repair Slips, Notice to Bill 100.30 2002 Correspondence, Claims, IA's, Water Main Break Reports, 2002 CY 3 7/2007 400.45 Service Requests, Safety Inspections, Flow Tests, Callout, Refusals, 500.40 3/00 1/03 Prism Equipment Work Orders #'s 4680 6699 00 03 CY 3 7/2007 500.90 FY 02/03 Dispatch Orders (3284 pink) FY 02/03 CY 2 7/2007 500.10 FY 02/03 Material Lists, Invoices (3284), Cut Sheets FY 02/03 CY 2 7/2007 CY 3 500.40 2003 Prism Work Orders 6700's 7500's, Fire Hydrant Flow Tests, Valve Maint., Jobsite Precheck, Fire Hydrant Change Notification, Work Requests from Cust. Svc., Notice to Bill 2003 CY 2 7/2007 Water Field Operations Page 2 of 3 2 EXHIBIT A: Boxes Eligible for Destruction Date Ret. Dest. File Ref File Name 100.30 400.45 2003 Payroll Reports, Callout, Refusals, Fire Hydrant Oper /Flow Test, 3284 Correspondence, Claims 2003 CY 2 CV 3 7/2007 100.55 Water Timesheets 3/28/03 6/19/03 FY 02/03 CY 2 7/2007 100.55 Water Timesheets 6/20/03 11/20/03 FY 03/04 CY 2 7/2007 100.55 Water Timesheets 11/21/03 4/22/04 FY 03/04 CY 2 7/2007 500.90 FY 03/04 Dispatch Orders (3284 Pink Copies) FY 03/04 CY 2 7/2007 300.35 FY 03/04 Invoices 3279 3284 FY 03/04 CY 3 7/2007 100.30 500.10 FY 03/04 Material Lists, Cut sheets; FY 02/03 03/04 Variance Reports FY 03/04 CY 2 7/2007 100.55 Water Timesheets 4/23/04 7/1/04 FY 03/04 CY 3 7/2007 100.30 2004 Payroll Reports, Callout, IA's, ADHA/ADHP Research 2004 CY 2 7/2007 Water Field Operations The above records are no longer needed in the normal course of business and the timing of destruction is in accordance with the adopted retention schedules for the Utilities Administration Division records. There are o extraordinary events such as litigation to cause them to be removed from the destruction cycle. Mike Jouhari Water Field Operations Manager Concur, Donald C. Calkins Assistant General Manager Water Services Page 3 of 3 3 c 0 9 1 co m D 0 a 0 C 0 N y m cn co 01 0 o 6 O W c 0 5 1 co N OI v v 0) m 0 m O 6 0 S N 0 41 0 r 1 10 y 1 N c c 0 5 -4 m 0 a 9 m o c 0 1 1 N N_ 1 c co 6 5 N P y p_ N c C) 1 N N m O 0 m 0 N 1 c 0 9 -4 N W Q m Z m y CO 0 T m 8 N_ 01 c r 9 N A N_ m v A 0 3 c 0 9 1 N W N 8 Z 0 cn 0 c 0 Fri N W 0 z 0 cn n 8 N_ C) -o c 0 S 01 4 m O N_ N co 0 v 0 0) 0 N c c 0 1 y W 8 N_ J Q 0 0 mC 9 D 8 N c 0 0 9 -4 N W W O A 8 a D 8 8 c 0 0 5 1 N W O J 1 0 8 0 0 1 D a D m 8 8 c c 0 1 co 01 W c m c 8 J 2 8 0 c c f) 1 1 N W Q v r 2 0 rfl m m v 8 c w C) m N 01 m N 8 1 a 0 0 c co 0 1 N O c N m 2 0. D 8 0 O1 V 0 2 m m 8 0 c CO 0 1 y W c N z 9. w D 8 N 0 A m n z m C 8 N O C a d 0 A c 0 1 m N m m z 4 8 A N 0 0 m m z m 8 1 c co 0 9 -4 N N m N W c co 0 1 m N a, m z m y 2 0 m N a) 0 T 0 m N_ a c cn C) 0 m z 0 N c 0 f) S -4 N O 40 Q_ c c C) r 1 0 m z a 0 m 0 S m N A N_ m m v a N m c 0 0 9 f A 1 c 0 9 m (A S N_ A m T 0 c co 0 5 1 2 P A g m m m a a 0 0 x 8 c 0 r r m A) 40 P a 01 0 N c 0 r r -4 N m P m a N i N c 0 C 1 N UI m O m N 1 N c co 0 C 1 co opN_ f. 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10/1/2003 91/1/2003 12/1/2003 12/8/2003 1/8/2004 9/3/2003 10/2/2003 1/5/2004 7/31/2003 8/18/2004 8/26/2004 8/12/2004 8/16/2004 MI 7/28/2004 6/1/2004 7/22/2004 7/26/2004 7/16/2004 7/20/2004 7/12/2004 7/14/2004 7/8/2004 7/1/2001 7/14/2003 7/6/2004 3/14/2003 2/6/2003 1/16/2003 2/27/2003 5/29/2003 5/62003 7/1/2003 6/12/2003 2/4/2003 4/22/2003 3/10/2003 12/30/2003 6/24/2003 5/20/2003 1/1/2000 4/14/2003 1/1/2000 1/1/2000 1/1/1987 9/1/2000 1/1/2001 1/1/2001 6/1/2003 9/5/2002 9/24/2001 10/1/2002 1/14/2004 1/16/2004 1/62004 1/12/2004 1/2/2004 1/6/2004 Np 12/19/2003 11/30/2003 4/13/2004 12/16/2003 6//30/2004 3/12/2004 5/1/2004 2/262004 9/1/2003 2/28/2004 1/7/2004 2/9/2004 10/1/2003 10/30/2003 1/21/2004 9/2/2003 8/19/2004 630/2004 8/13/2004 8/17/2004 8/9/2004 8/11/2004 8/3/2004 65/2004 Np1 Np1 7/23/2004 7/27/2004 7/19/2004 7/21/2004 7/12/2004 7/15/2004 11 R 7/30/2003 7/7/2004 4/2/2003 2/26/2003 2/5/2003 3/13/2003 6/11/2003 5/262003 7/11/2003 6/30/2003 N N g R 4/11/2003 12/31/2003 N g 1 W 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