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2003-141RESOLUTION NO. 2003R- 141 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD. WHEREAS, Section 34090 of the Government Code of the State of California authorizes 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 Attorney 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 Section 34090 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 records 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 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 thi 8__~ day of July , 2003.~ T~Y MAYOR OF THE OF ANAHEIM ATTEST: - ' O~ THE CITY OF ANAHEIM APPROVED AS TO FORM: B%~~~TY ATTORNEY Box No. Box 1 Box 2 Box 3 Box 4 Exhibit "A" Files of the Anaheim City Attorney for Destruction Description 2000 2000 2000 2000 Attorney & Support Staff Time Sheets Civil & Prosecution Payroll Edit Sheets Sign In Sheets Library Log In 2000 2000 2000 2000 2000 1999 1999 1999 1999 Payroll Register Calendar for Conference times Request for Time Off Sheets Hand Delivery Log In Sheet Statistical Balance Changes Staff Meeting minutes (civil & prosecution) Department Head Meeting minutes Council Minutes Council Action Agendas 1997 1997 1997 1997 1991 -2000 City Council Action Agendas EMB Meetings minutes Staff Meeting Minutes - Civil & Prosecution Council Minutes Miscellaneous correspondence (Carol Flynn) 2000 2000 2000 2001 2001 2000 2000 2001 -01 -01 Payroll Records Miscellaneous Correspondence (Angela Stephens) Telephone Usage Records Affirmative Action Workers' Compensation losses for City Attorney Workers' Compensation Frequency & Severity Workers' Compensation Safety & Statistics Workers' Compensation Vehicle Accident Reports CDBG Interim Reports Exhibit A Page 2 LIST OF CIVIL FILES OFFSITE TO BE DESTROYED Box No. Description 217 Litigation 571 through 574 Litigation 583 & 584 Epson Printer 586 through 607 Litigation 610 Litigation 613 through 624 Litigation 636 1987 General Files 904 Agreements 905 1992 Chron Files 906 & 907 Agreements 911 Agreement 915 through 917 Agreements 936 Agreements 1528 & 1529 1997 Claims Year Sent Off-Site 1987 1992 1992 1992 1992 1992 1993 1995 1995 1995 1995 1995 1995 2000 Exhibit A Page 3 LIST OF PROSECUTION FILES OFFSITE TO BE DESTROYED Box No. P360 P464 to 465 P472 to 475 P482 to 489 P494 to 497 P501 to 503 P507 to 508 P516 P518 P520 to 528 Pl170 to 1172 P1287 to 1292 P1329to 1331 P1339 P1345 P1346to 1347 P1365 P1385 to 1386 P1401 Description Criminal Case File Criminal Case Files Criminal Case Files Criminal Case Files Criminal Case Files Criminal Case Files Criminal Case Files Criminal Case File Criminal Case Files Criminal Case Files Misc. Papers Misc. Reports Misc. Reports Misc. Reports Misc. Reports Misc. Reports Misc. Papers Misc. Reports Misc. Reports Year Sent Off Site 1991 1992 1992 1992 1992 1992 1992 1993 1993 1993 1999 2000 2000 2000 2000 2000 2000 2001 2001 Exhibit A Page 4 Box No. Description Year Sent Off Site P1403 Misc. Reports 2001 P1407 Misc. Reports 2001 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 schedule of the City Attorney's records. Dated: June~0, 2003 "~ITY ,~T-~ORNEY STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF ANAHEIM ) I, SHERYLL SCHROEDER, City Clerk of the City of Anaheim, do hereby certify that the foregoing Resolution No. 2003R-141 was introduced and adopted at a regular meeting provided by law, of the Anaheim City Council held on the 8th day of July, 2003, by the following vote of the members thereof: AYES: MAYOR/COUNCIL MEMBERS: Pringle, Tait, Chavez, Hernandez NOES: MAYOR/COUNCIL MEMBERS: None ABSTAINED: MAYOR/COUNCIL MEMBERS: None ABSENT: MAYOR/COUNCIL MEMBERS: McCracken CY CLER~ OF -I:HE CITY OF ANAHEIM (SEAL)