RES-2012-108 RESOLUTION NO. 2012- 108
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD.
(CITY MANAGER'S OFFICE)
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 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 City
Manager's Office 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 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; 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 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 his charge, as more particularly described in 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 28th day of August , 2012, by the following roll call
vote:
AYES: Mayor Tait, Council Members Sidhu, Galloway, Eastman and Murray
NOES: None
ABSENT: None
ABSTAIN: None
CITY OF AHEIM
MAYOR OF THE ITY OF ANAHEIM
ATTEST:
r
�•1 .,; •
CITY CLERK OF THE CITY OF A AHEIM
APPROVED AS TO FORM:
CRISTINA TALLEY, CITY ATTORNEY
By:
Kristi . Pelletier
Sr. Assistant City Attorney
91023
2
EXHIBIT A
RECORD SERIES CLASS RETENTION YEARS
Administration Subject Series Files CY +3 1999 -2007
Expense Claims Other CY +3 2001 -2007
Financial Records Files CY +3 2003 -2008
Itineraries Other CY +2 2003 -2008
Telephone Usage Reports CY +2 2003 -2008
Staff Meeting Minutes CY +3 2001 -2008
Accounts Payable Invoices CY +3 2004 -2007
Correspondence, External Correspondence CY +2 2005 -2008
Correspondence, Internal Correspondence CY +2 2003 -2008
Budget (as submitted) Other CY +3 2003 -2007
Budget (work sheets) Other CY +3 2003 -2007
Personnel Records Files Duplicate* 2008
Payroll Input Forms Empl Payroll Input Forms CY +3 2002 -2005
Smart Data Smart Data Purch. Receipts CY +3 2004 -2007
Personnel Records Files T +4Y 2002 -2005
SOUTHLAND SHREDDING SERVICE SLIP /INVOICE #
9295 Ninth Street 1- 888 - 747 -3331 16225
Rancho Cucamonga, CA 91730
Balance Fwd: Amt. Enc.
hland Invoice Total: Tech /RT
o red ding Term Balance: $1680 Map Grid: 1/TRUCK 1
TION Date: C.O.D. P.O.# ORG 788
VME p1T pES rRUC Last Date: 9/5/2012
ON -SA Doa Time In: 8/30/2012 Time Out:
Phone: 3:00:00 PM Check #:
Attn: Alt. Phone:
(714)785 -4393
LORI BARTNIKOWSKI
CITY OF ANAHEIM - CITY MGR OFF
200 S. ANAHEIM BLV 7TH FLOOR SUITE 733
ANAHEIM,CA 92805
Comment:
Service Address:
LORI BARTNIKOWSKI,CITY OF ANAHEIM - CITY MGR OFF ONE -TIME SERVICE
200 S. ANAHEIM BLV, 7TH FLOOR SUITE 733
ANAHEIM, CA 92805
Quantity UOM ___ __ __ Services I
C_____4 BOX DOCUMENT DESTRUCTION CALL IN — 'Am ount ''�;
6168.00 -- $168,00
/ A//
OC 768 J5 - /
CERTIFICATE of DESTRUCTION
This document certifies that the materials received and processed by Southland Shredding on behalf of
the above company have been handled in accordance with all applicable state and federal guidelines and
will be properly recycled. This document should be retained in your files as evidence that confidential
formation has been destroyed.
Approx. amount of material troyed: n Ibsdboxes Date: C- - Z
4 I ! c r
fitnessed : • I "!I!�'a( ' I , ' Company representative
Certified by: -j <— Southland Shredding representative