RES-2017-110RESOLUTION NO. 2017- 110
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD
(AUDIT, CITY ADMINISTRATION, CITY CLERK,
COMMUNITY & ECONOMIC DEVELOPMENT,
COMMUNITY SERVICES, CONVENTION SPORTS &
ENTERTAINMENT, HUMAN RESOURCES AND POLICE)
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 Audit
Manager, City Manager, City Clerk, Community & Economic Development Executive Director,
Community Services Director, Convention, Sports & Entertainment Executive Director, Human
Resources Acting Director, and Police Chief ("custodian(s) of records") are more than two years
old and are documents which are authorized for destruction under the provisions of Section
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," "B," "C," I'D," 11E,11 7,11
"G" and "H" 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 the custodian's charge,
as more particularly described in Exhibit "A," "B," "C," "D," "E," "F," "G" and "H" 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 11 th day of July , 2017, by the following roll call
vote:
AYES: Mayor Tait and Council Members Vanderbilt, Murray, Barnes,
Moreno, Kring and Faessel
NOES: None
ABSENT: None
ABSTAIN: None
ATTE .
lic
CITY CLERK OF TH ITY OF ANAHEIM
APPROVED AS TO FORM:
KRISTIN A. PELLETIER,
ACTING CITY ATTORNEY
r�
By:
yn or ey
Dejau4 City Attorney
117548
117548.2
4
CITY OF ANAHEIM
--Z'tt
t-l-zi
i
MAYOR OF THE CITY OF ANAHEIM
EXHIBIT A
RECORDS DESTRUCTION -2017
AUDIT DIVISION
RECORD SERIES
TOTAL
YEARS TO
RETENTION
DESTROY
Audits — Internal Audits / Current Working Papers
AU + 5Y
9/30/2002-
12/31/2011
Audits — Internal Audits / Current Working Papers —
When a Subsequent Audit is Performed Within Five
2Y
2012
Years
Personnel Files — Department -Level Copies
T + 3Y
2009-2013
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
x 4, , �IeO Date:
Jo Romines
Audit Manager
EXHIBIT B
RECORDS DESTRUCTION -2017
CITY ADMINISTRATION
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
City Council Correspondence / Mayor Correspondence
2Y
1998-2007
Legislation
2Y
1995-2007
Personnel Files - Department -Level Copies
T + 3Y
2004, 2013
Proclamations / Commendations / Certificates /
Recognitions
2Y
2000-2013
Requests for Proposals/Qualifications (RFPs, RFQs), Bid
Specifications
5Y
2011
Sister City Commission: Agendas, Agenda Packets
2Y
2014
The above re ds are no longer needed in the normal course of business and timing of
destructio44S ' ccor ce with the adopted Record Retention Schedule.
x
Paul S.
E6,
City Manager
Date:
EXHIBIT C
RECORDS DESTRUCTION 2017
OFFICE OF THE CITY CLERK
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
Action Agendas (City Council and Other
Agencies/Authorities)
2Y
2012-2014
Agenda Packets (City Council and Other
Agencies/Authorities)
5Y
2007-2009
Applications for Boards, Commissions or Committees
(Appointed)
ET + 2Y
2007-2014
Applications for Boards, Commissions or Committees
of Appointed)
2Y
2010-2014
Claims
CL + 5Y
2006-2011
Contracts / Agreements — Non -Infrastructure / General
CL + 10Y
1995-2006
Correspondence — Letters, Memos
2Y
2014
Ethics Training Certificates
5Y
2008-2010
Insurance Certificates not tied to contracts
5Y
2007-2011
Maddy Act List / Vacancy List
2Y
2008-2014
Passport Transmittals
2Y
2014
Personnel Files — Department -Level Copies
T + 3Y
2010
Proposals, Bid Responses Unsuccessful
2Y
2009-2014
Public Records Act Requests
2Y
2013-2014
Statement of Economic Interest / Filings: Designated
Employees
7Y
2007-2008
Subpoenas Duces Tecum
2Y
2012-2014
The above records are no longer needed in the normal course of business and timing of
des ctio is in accordance with the adopted Record Retention Schedule.
Date: (Q jl ��l -7
Linda N. Andal, CMC
City Clerk
EXHIBIT D
RECORDS DESTRUCTION -2017
COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
Contracts & Agreements — Administration Files
CL + 10Y
1998-2006
Correspondence
2Y
1995-2014
Legal Notices / Legal Advertising
2Y
1995-2014
Proposals, Bid Responses Successful
5Y
1994-2011
Proposals, Bid Responses Unsuccessful
2Y
1995-2014
Requests for Proposals / Qualifications (RFPs, RFQs),
Bid Specifications
5Y
1995-2005
Workforce Development Five-year Strategic Plan
E + 5Y
1999
Workforce Development Participant Case Files,
Procurement Records, Property Inventor
5Y
1995-2011
Workforce Investment Board Agendas, Agenda Packets,
Staff Reports
5Y
1994-2011
Workforce Investment Board Committee Meeting
Agendas, Agenda Packets, Staff Reports
5Y
1994-2011
's
1 nger needed in the normal course of business and timing of
e with the adopted Record Retention Schedule.
Date:
& Economic Development Director
EXHIBIT E
RECORDS DESTRUCTION -2017
COMMUNITY SERVICES DEPARTMENT
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
Accounts Payable, Invoices: Backup (not forwarded to
Finance Department)
10Y
2006 & prior
Boards & Commissions Agendas, Agenda Packets
(Community Services Board, Cultural & Heritage
Commission, Parks & Recreation Commission, Library
Board)
2Y
2013-2014
Case Management Files
CL + 5Y
2011 & rior
CDBG (Community Development Block Grant)
Paperwork
5Y
2011 & rior
Collection Agency Statements / Reports - Library
5Y
2010-2011
Complaints / Concerns from Citizens
2Y
2014
Contracts & Agreements - Administration Files
CL + I0Y
2006 & prior
Correspondence - Letters, Memos
2Y
2014 & prior
Daily Vehicle Inspections / Daily Equipment Checks
2Y
2014 & prior
Day Tris One Day Excursions & Waivers
2Y
2014 & prior
Facility Use Permit & Equipment Applications, Books,
Waivers
2Y
2014 & prior
FPPC Form 802 / Tickets (Tickets Provided by Agency
Report)
7Y
2009
Grants / CDBG (Successful)
5Y
2011 & rior
Grants: Library Grants
5Y
1993-2009
Incident Reports
2Y
2014 & prior
Inspections: Park Bicycle Ways, Curbs, Playgrounds,
Sidewalks, etc.
l0Y
2005-2006
Insurance Certificates not tied to contracts
5Y
2011 & rior
LiveScan Response Analysis Sheets - Not Hired /
Unsuccessful Volunteers
3Y
2013 & prior
Maintenance History Equipment Sheet - Minor
Equipment Lawnmowers, etc.
2Y
2014 & prior
Maintenance, Landscaping, Golf Cart Reports
2Y
2014 & prior
Personnel Files - Department Level Copies
T + 3Y
2013 & prior
Personnel - Recruitment Files (Includes Applications,
Advertisements, Job Brochures, Test Data, Rating Sheets,
Questions, etc.)
3Y
2013 & prior
Personnel Work Schedules
2Y
2014 & prior
Pesticide and Herbicide Permits, Application Records
2Y
2014 & prior
Public Records Act Requests
2Y
2014
Registration Forms, Includes Hold Harmless
2Y
2014 & prior
Repair Requests / Maintenance Records Golf Course
2Y
2014 & prior
Reports and Studies
5Y
2010-2011
EXHIBIT E
RECORDS DESTRUCTION -2017
COMMUNITY SERVICES DEPARTMENT
Requests for Proposals / Qualifications (RFPs, RFQs),
Bid Specifications
5Y
2011 &
prior
Sign -In Sheets
2Y
2014 &
prior
Special Events / Special Event Contracts
CL + 2Y
2014 &
prior
Subject Files
2Y
2014 &
prior
Tee Time Reservations
2Y
2014 &
prior
Time Cards / Time Sheets / Timecard Entry
l0Y
2006 &
prior
Training
7Y
2009 &
prior
Volunteers & Reserves - Successful Applicants
T + 3Y
2013 &
prior
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
x Date: � f 3 I
Bren Dennis
Community Services Director
EXHIBIT F
RECORDS DESTRUCTION -2017
CONVENTION, SPORTS & ENTERTAINMENT DEPARTMENT
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
1099's Issued / 1096, etc.
5Y
2009
Accounts Payable, Invoices; Backup
l0Y
1997-2004
Accounts Receivable Invoices, Credit Card Slips for
Receivables
5Y
2009-2010
Bank Statements, Bank Reconciliations
5Y
2009-2011
Cash Receipts, Deposit Slips, Check Stubs
5Y
2009-2011
Cash Reconciliations: Adjustments, Receipts
5Y
2010-2011
Change Fund / PettyCash
5Y
2009-2011
Checks & Warrants
5Y
2009-2011
Event Files
5Y
1996-2004
Journal Vouchers / Journal Entries
5Y
2009-2011
Monthly Accounts Payable Purchasing Card Statement &
Backup
5Y
2010-2011
Parking Lot Summary Sheets
5Y
2007-2011
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
x / Date: !1/M/�
Tom M rton
Executive Director
EXHIBIT G
RECORDS DESTRUCTION -2017
HUMAN RESOURCES DEPARTMENT
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
2011 Reports
5Y
2011
Accident Reports That Do Not Result in a Claim / Patron
Injury Reports
2Y
2007-2011
Cal/OSHA Inspections & Citations, Log 200 and Log 300,
301, 301A, etc.
5Y
2009-2011
Classification Studies — Civilian Positions Study
3Y
2010-2011
Classification Studies (JA
3Y
2006-2013
Correspondence — Letters, Memos Risk Management)
2Y
1984-1988
Deferred Compensation Participant Files — Retired
Employees
CL + 4Y
2012
Employee Relations — Labor Relations
l OY
1999-2006
Fire Inspections
5Y
2006-2008
The above records are no longer needed in the normal course of business and timing of
destructio accordance with the adopted Record Retention Schedule.
x Date:
Ja n Motsick t
cting Human Resources Director
EXHIBIT H
RECORDS DESTRUCTION -2017
POLICE DEPARTMENT
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
Applications (Massage, Taxi Cab, Bingo, Solicitors, etc.
2Y
1970-1989
Cash Register Receipts
4Y
1996-2011
Citation Log Books (numbers/ranges - Parking, Traffic
2Y
2012-2014
Citations — Administrative Initial Reviews, Refunds
2Y
2014
Citations — Parking
2Y
2011-2014
Citations - Traffic(Notice to Appear)
7Y
2008-2009
Collection Officer Receipts
2Y
1998-2014
Correspondence — Letters, Memos
2Y
1991-2001
Housing, Complaint Investigations
CL + 2Y
7/1/2007
12/31/2012
Internal Affairs Investigations / Disciplinary Files /
Complaints / In -Custody Deaths, Major Incident
Response Team MIRT , and Officer Involved Shootings
CL + 5Y
1989-2011
Latent Prints (Crime Scene — Miscellaneous)
11 Y
1986-1990,
1994-1997,
2005
Officer Recordings VICE
2Y
1990-1999
OSHA Inspections & Citations, Log 200 and Log 300,
301, 301A, etc.
5Y
2003-2010
Personnel Background Packet — Unsuccessful —
Employees, Reservists, Volunteers (Disqualification
Files
3Y
2012-2013
Personnel Files — Department Level Copies (Resigned
Non -Sworn
T + 5Y
1998-2010
Personnel Files — Department Level Copies
(Resigned/Retired Sworn Files)
T + 30Y
1986 & Prior
Ride -A -Long Waiver Forms
2Y
2014
Traffic Complaints
5Y
1997-2007
Traffic Hearing Officer Records
2Y
2012-2014
Traffic Statistics
2Y
2002-2009
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with adopted Record Retention Schedule.
x Date:
Raul Quezada
Chief of Police
CLERK'S CERTIFICATE
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, LINDA ANDAL, City Clerk of the City of Anaheim, do hereby certify that the foregoing is the
original Resolution No. 2017-110 adopted at a regular meeting provided by law, of the Anaheim
City Council held on the 11th day of July, 2017 by the following vote of the members thereof:
AYES: Mayor Tait and Council Members Vanderbilt, Murray, Barnes, Moreno,
Kring, and Faessel
NOES: None
ABSTAIN: None
ABSENT: None
IN WITNESS WHEREOF, I have hereunto set my hand this 11th day of July, 2017.
6 11111111061111111 • WON 011,I
(SEAL)
Southern California Shredding
20492 Crescent Bay Drive #112
Lake Forest, CA. 92630
Phone (949) 305-5511
E -Mail: info@socalshredding.com
Service Receipt
Date: 16, i Time: Acct#: 'c�z --z-,
Location: Ayy)(7—�
Boxes # :acr2� I//c:. Weight:
Consoles: 64 -Gal: 96 -Gal
Material Type: ❑ Paper ❑ Other: IND Y !0 G -__76:, 15__3c,
Pick -Up / Del: Console
Total Price:
Payment: Check#
C.C. # (Visa, MC, AMEX)
Exp:
CVC:
64 -Gal 96 -Gal
Cash:
Zip:
Signature•
Driver:
By signing I/WE acknowledge receipt of the listed services in the amount shown
and agree to pay for all services received. So. Cal. Shredding certifies the material
described above was destroyed on the above date by the following destruction
method: O.N-SITE / OFF-SITE
Southern California Shredding, Inc.
20492 Crescent Bay Drive, Ste # 112
Lake Forest, CA 92630
Phone # 949-305-5511
info@socalshredding.com
Bill To Service Location:
Anaheim City - Audit Division Anaheim City - Audit Division
Attn: Accounts Payable 200 S. Anaheim Blvd. 3rd Floor
200 S. Anaheim Blvd. 3rd Floor Anaheim, CA 92805
Anaheim, CA 92805
Invoice
Account #
Invoice #
01023
82529
Date
8/16/2017
Terms P.O. NO
Net 30 DO 102-761530
Date
Description
Location
Qty
Price
Amount
8/16/2017
Standard File Box of Shredding
4
1.00
4.00
Total This Invoice: $4.00
CER TIFICA TE OF DESTR UCTION
This is to certify that the Southern California Shredding, Inc. has
destroyed the materials as received from the destruction location listed
above on the date of service shown. It is further certified that these
materials were destroyed under strict security conditions and then
recycled.
Southern California Shredding, Inc.
BECAUSE THE OUTCOME HAS TO BE CERTAIN!!!
Payments/Credits: $0.00
Total Outstanding Balance
$4.00
Please include this Invoice
Number on your payment.
Southern California Shredding gladly
accepts Credit Card payments for your
convenience.
Southern California Shredding
20492 Crescent Bay Drive #112
Lake Forest, CA. 92630
Phone (949) 305-5511
E -Mail: info@socalshredding.com
Service Recreipt
Date: I ? 17 Time: Acct#: )3 01(--)_?
Location: -c: r-1r'7c),,.1>
Boxes # : C1' ! Weight:
Consoles: 64 -Gal: 96 -Gal
Material Type: o Paper ❑ Other:
Pick -Up / Del: Console
Total Price: I p
Payment: Check#.
C.C. # (Visa, MC, AMEX
Exp:
Signz
64 -Gal 96 -Gal
Cash:
Driver:� t"
By signing I/WE acknowledge receipt of the listed services in the amount shown
and agree to pay for all services received. So. Cal. Shredding certifies the material
described above wa destroyed on the above date by the following destruction
method: ON�SIE3 OFF-SITE
41114 Southern California Shredding, Inc. Invoice
�} �. 20492 Crescent Bay Drive, Ste# 112
lip* Lake Forest, CA 92630. . Phone# 949-305-5511 Fax# 949-305-6611 Account# Invoice#
info(a,socalshredding.com 01004 115165
Date 1/31/2019
Bill To Service Location:
City Clerk City Clerk
200 S.Anaheim Blvd.2nd Floor 200 S.Anaheim Blvd.2nd Floor
Anaheim,CA 92805 Anaheim,CA 92805
Terms P.O. NO
Net 30 DO 730815
Date Description Location Qty Price Amount
1/2/2019 1 Console of Shredding 1 10.00 10.00
Standard File Box of Shredding 5 1.00 5.00
1/30/2019 1 Console of Shredding 1 10.00 10.00
Total This Invoice: $25.00
CERTIFICATE OF DESTRUCTION
Payments/Credits: $0.00
This is to certify that the Southern California Shredding,Inc. has
destroyed the materials as received from the destruction location listed Total Outstanding Balance
above on the date of service shown. It is further certified that these
materials were destroyed under strict security conditions and then $35.00
recycled. Please include this Invoice
Number on your payment.
Southern California Shredding,Inc.
Southern California Shredding gladly
accepts Credit Card payments for your
BECAUSE THE OUTCOME HAS TO BE CERTAIN!!! convenience.
Southern California Shredding
20492 Crescent Bay Drive#112
• Lake Forest, CA. 92630 LR F C E I V E D
S Phone (949)305-5511
• E-Mail: info@socalshredding.com
2020 DEC -q P I: 50
Service Receipt/ Destruction Certificate
OFFICE OF CITY CLERK
Date: Acct# Type: 0 Regular 0 Call-In CITY OF ANAHEIM
Name:
Loc/Address:
Con: 64-Gal: 96-Gal:
Boxes: Weight:
Material Type: ❑ Paper ❑ Other:
Pick-Up/Del: Console 64-Gal 96-Gal
Total Price:
Payment: Check# Cash:
C.0 (Visa,MC,AMEX)#
Exp: CVC: Zip:
Representative:
(PLEASE PRINT)
Driver:
We acknowledge receipt of the listed services in the amount shown and agree to pay for all
services received. So Cal.Shredding certifies the material described above will be shredded
in compliance with NAID,Federal,State and Local Laws.
❑ ON-SITE 0 Off-Site—Destruction at our Lake Forest, CA. Facility
DATE-TIME OF DESTRUCTION \ ! LI ' L C / , 1 • )o ff
JJj
NOTES: \)(_) ..4- "�_ "1 L\ -' Lij.r