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RES-2020-077RESOLUTION NO. 2020- 0 7 7 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD (CITY ADMINISTRATION,. CITY CLERK, COMMUNITY & ECONOMIC DEVELOPMENT, COMMUNITY SERVICES, CONVENTION, SPORTS & ENTERTAINMENT, FINANCE, FIRE & RESCUE, HUMAN RESOURCES, PLANNING & BUILDING, POLICE AND PUBLIC WORKS) 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 Interim City Manager, City Clerk, Community & Economic Development Director, Community Services Director, Executive Director of Convention, Sports & Entertainment, Finance Director/City Treasurer, Fire Chief, Human Resources Director, Planning & Building Director, Chief of Police and Director of Public Works ("custodians 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" "D""E" "F" "G" "H", "I", "J" and "K" 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" "I", "J" and "K" 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 1 4th day of July , 2020, by the following roll call vote: AYES:Mayor Sidhu and Council Members Faessel, Barnes, Brandman, Kring, and O'Neil NOES: Council Member Moreno ABSENT: None ABSTAIN: None ATTEST: CITY CLERK Ot THE CITY OF ANAHEIM APPROVED AS TO FORM: ROBERT FABELA, CITY ATTORNEY By: Wir M. Vor e Depu ty Attorney 138324/bmorley 2 EXHIBIT A RECORDS DESTRUCTION -2020 CITY ADMINISTRATION RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Biographies — VIP 2Y 1973-2004 City Council Correspondence / Mayor Correspondence 2Y 2004-2017 Committees, Ad Hoc % Internal (employees) 2Y 2017 Contracts and Agreements - Administration Files CL + 10Y 2004-2009 Correspondence — Letters, Memos 2Y 2017. Personnel Files — Department Level Copies . T + 3Y 2016 Proclamations / Commendations / Certificates / Recognitions 2Y 2017 Project Files 2Y 2005-2017 Sister City Commission: Agendas, Agenda Packets 2Y 2017. . Subject Files 2Y 2017 The above records are no longer needed in the. normal course of business and timing. of destructi is in accordance with the adopted Record Retention Schedule. . x Date: 7 .% Zarci Interim City Manager 0:Ia19.11a:� RECORDS DESTRUCTION -2020 OFFICE OF THE CITY CLERK The above records are no longer needed in the normal course of business and timing of destruct' rdance with the adopted Record Retention Schedule. 7 ly f b Date: eresa Bass City Clerk TOTAL YEARS TO RECORD SERIES RETENTION DESTROY Action Agendas (City Council, Successor Agency to the 2Y 2005-2006 Redevelopment Authority, Housing Authority, Public Financing Authority, Housing & Public Improvements Authority) Agenda Packets (City Council, Successor Agency to the Redevelopment Authority, Housing Authority, Public 5Y 2014 Financing Authority, Housing & Public Improvements Authority) Applications for Boards, Commissions, or Committees ET + 2Y 1996-2015 (Appointed) Applications for Boards, Commissions, or Committees 2Y 1996-2015 (Not Apointed) Billing: Monthly Billing, Fringe Billing 5Y 2014 Claims CL + 5Y 2014 Contracts / Agreements — Non -Infrastructure / General CL + 10Y 1977-2009 Correspondence — Letters, Memos 2Y 2011-2017 Insurance Certificates (not tied to contracts) 5Y 2014 Passport Transmittals 2Y 2017 Public Records Act Requests 2Y 2017 Statement of Economic Interests / Filings: Designated 7Y 2010-2011 Employees Subpoenas (Duces Tecum) 2Y 2017 Time Cards / Time Sheets / Timecard Entry l0Y 2009 The above records are no longer needed in the normal course of business and timing of destruct' rdance with the adopted Record Retention Schedule. 7 ly f b Date: eresa Bass City Clerk EXHIBIT C RECORDS DESTRUCTION -2020 COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT Thea ove re %ac e 1 dZot*is inrd n X led in the adopted 1 John oW o5Tc each—� Direc Xof Community & Economic Development al course of business and timing of 1 Retention Schedule. Date: TOTAL YEARS TO RECORD SERIES RETENTION DESTROY Contracts & Agreements — Administrative Files CL + 10Y 2009 Workforce Development Participant Case Files 5Y 2014 Thea ove re %ac e 1 dZot*is inrd n X led in the adopted 1 John oW o5Tc each—� Direc Xof Community & Economic Development al course of business and timing of 1 Retention Schedule. Date: EXHIBIT D RECORDS DESTRUCTION -2020 COMMUNITY SERVICES DEPARTMENT RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Accident Reports: Public or City Property 2Y 2017 & prior Accounts Payable, Invoices: Backup l0Y 2009 & Prior Boards, Commissions & Committees: Agendas, Agenda Packets (Community Services Board, Cultural & Heritage Commission, Parks & Recreation Commission, Library Board, Senior Citizen Commission, Youth Commission) 2Y 2017 & Prior Case Management Files CL + 5Y 2014 & Prior Collection Agency Statements/ Reports — Library 5Y 2014 Correspondence — Letters, Memos 2Y 2017 & Prior Daily Vehicle Inspections / Daily Equipment Checks 2Y 2017 & Prior DMV -Pull Notices, Waivers for Pull Notices S 2019 & Prior Donation Accounts 5Y 2014 Facility Use Permit & Equipment Applications, Books, Waivers 2Y 2017 & Prior FPPC Form 801 Gift to Agency Report) 4Y 2015 & Prior Grants: Library Grants CL+5Y 2012 Incident Reports 2Y 2016 & Prior Inspections: Park Bicycle Ways, Curbs, Playgrounds, Sidewalks, etc. l OY 2009 & Prior Insurance Certificates not tied to contracts 5Y 2014 & Prior LiveScan Response Analysis Sheets — Not Hired / Unsuccessful Volunteers 3Y 2016 & Prior Maintenance, Landscaping, Golf Cart Reports 2Y 2017 & Prior Personnel Files — Department -Level Copies T + 3Y 2016 & Prior Personnel Work Schedules 2Y 2017 & Prior Pesticide and Herbicide Permits, Application Records 2Y 2017 & Prior Public Records Act Requests 2Y 2017 & Prior Registration Forms, includes Hold Harmless 2Y 2017 & Prior Reports and Studies 5Y 2014 & Prior Requests for Proposals/Qualifications (RFPs, RFQs, Bid Specifications) 5Y 2014 & Prior Sign -In Sheets 2Y 2017 & prior Special Events / Special Event Contracts CL + 2Y . 2017 & prior Subject Files 2Y 2017 & prior Tee Time Reservations 2Y 2017 & prior Time Cards/Time Sheets/Timecard Entry l0Y 2009 & Prior Volunteers & Reserves — Successful Applicants T & 3Y 2016 & Prior EXHIBIT D RECORDS DESTRUCTION -2020 COMMUNITY SERVICES DEPARTMENT 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 rence J. co Director Date: 2� EXHIBIT E RECORDS DESTRUCTION-2020 CONVENTION, SPORTS & ENTERTAINMENT DEPARTMENT RECORD SERIES TOTAL YEARS TO RETENTION DESTROY Billing: Monthly Billing,Fringe Billing 5Y 2012-4/2015 Computer Leases L+2Y 2003-2006 Correspondence 2Y 1970-2017 Event Files 5Y 1998-2013 Incidents CL+7Y 2007- 5/2013 Journal Vouchers/Journal Entries 5Y 2012-2014 Monthly Accounts Payable Purchasing Card Statements 5Y 2011-2014 and Backup Parking Citations/Permit Parking Citations 2Y 2014-2017 Parking Lot Summary Sheets 5Y 2011-2014 Personnel Files—Department Level Copies & Medical T+30Y 1980-1989 Records Schedules—Events, Work Hours 2Y 2005-2017 Timecards/Time Sheets/Timecard Entry 10Y 2008 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 Tom lvforton Executive Director EXHIBIT F RECORDS DESTRUCTION -2020 FINANCE DEPARTMENT TOTAL YEARS TO RECORD SERIES RETENTION DESTROY 1099's Issues / 1096, etc. 5Y 2014 & Prior Accounts Receivable Invoices, Credit Card Slips for FY2014 & Receivables - Includes DUI Invoices SY Prior Accounts Payable Checks / Invoices and Backup l0Y FY2009 & Prior FY20 & Armored Car Manifests / Receipts 2Y prior Bank Statements, Bank Reconciliations (Pooled Cash 5Y FY2014 & Only) nor Cash Reconciliations: Adjustments, Receipts 5Y FY2014 & prior Cost Allocation Report 7Y FY2012 & prior Customer Account Adjustment Backup 2Y FY2017 & prior Depositor Trust Fund Receipts CL + 5Y CL + 5Y Employee Payroll File (Includes W -4s) T + 5Y T + 5Y Escheat 5Y FY2014 & prior External Audit Work Papers / Audit Schedules for 5Y FY2014 & External Audits prior Fixed Asset Working Papers 5Y FY2014 & prior Formal Bids - Successful 5Y FY2014 & prior Journal Vouchers / Journal Entries 5Y FY2014 & prior Miscellaneous Receipts 5Y FY2014 & prior Monthly Accounts Payable Purchasing Card Statements 5Y FY2014 & and Backup prior Notices to Bill 5Y FY2014 & prior PERS Summary, Annual / CalPERS Annual Report 15Y FY2004 & prior Provider Reports - Financial Reports / Statements / 5Y FY2014 & Quarterly Detail Disbursement Report, etc. I prior Purchase Orders & Master Agreements 5Y FY2014 & prior EXHIBIT F RECORDS DESTRUCTION -2020 FINANCE DEPARTMENT Reports: Annual State or Federal: State Controller's l0Y FY2009 & Report, etc. prior Time Cards / Time Sheets / Timecard Entry l0Y FY2009 & 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 9b r pcb0 mh M®rrenO Date: 7 /14120 20 orah k Mcfreno Finance Director / City Treasurer EXHIBIT G RECORDS DESTRUCTION -2020 ANAHEIM FIRE & RESCUE The above records are no longer needed in the normal course of business and timing of destruction is in accordance with t e adopted Record Retention Schedule. x Date: Pat 15,ussell Fire Chief TOTAL YEARS TO RECORD SERIES RETENTION DESTROY Accounts Payable, Invoices: Backup l0Y 2006-2007 Cash Reconciliations: Adjustments, Receipt 5Y 2008-2011 1/1/2010- Correction Notices (Prevention) 5Y 12/30/2010 Notices to Bill 5Y 1991-2004 Patient Care Reports / PCRs / Paramedic Release Forms: 20Y 1995-1999 JUVENILES Programs and Projects (Paramedic Membership Program 2Y 1995; 2012 Applications; Ready Set Go Home Assessment) The above records are no longer needed in the normal course of business and timing of destruction is in accordance with t e adopted Record Retention Schedule. x Date: Pat 15,ussell Fire Chief EXHIBIT H RECORDS DESTRUCTION -2020 HUMAN REOURCES DEPARTMENT The above records are no longer needed in the normal course of business and timing of dest on is in accordance with the adopted Record Retention �S./chedule. Date: r' , �C) Linda N. Andal Human Resources Director TOTAL YEARS TO RECORD SERIES RETENTION DESTROY Classification and/or Compensation Studies 3Y 1988-2009 Subject Files (Computer Loan Program) 2Y 2010-2011 Deferred Compensation Participant Files — Retired CL + 4 Y 2015 Employees Deferred Compensation Participant Files — Separated CL + 7 Y 2012 Employees Job Descriptions / Job Classifications / Job Specifications 5Y 1966-2011 (Obsolete) The above records are no longer needed in the normal course of business and timing of dest on is in accordance with the adopted Record Retention �S./chedule. Date: r' , �C) Linda N. Andal Human Resources Director EXHIBIT I RECORDS DESTRUCTION-2020 PLANNING & BUILDING DEPARTMENT RECORD SERIES TOTAL YEARS TO RETENTION DESTROY Code Enforcement/Abatement Case Files CL+2Y 2009—2014 Correspondence 2Y 2016 Graffiti Removal Consent Forms/Authorizations 2Y 2006—2016 Public Records Act Requests 2Y 2017 Returned Checks(NSF, etc.) 5Y 2014 Subpoenas (Duces Tecum) 2Y 2017 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: 5I0 Ted i e Planning& Building Director EXHIBIT J RECORDS DESTRUCTION -2020 POLICE DEPARTMENT RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Citation Log Books (numbers/ranges) - Parking, Traffic 2Y 2017 Citations — Administrative Initial Reviews, Refunds 2Y 2016-2017 Citations — Parking 2Y 2015-2017 Citations - Traffic (Notice to Appear) 7Y 2012-2012 Collection Officer Receipts 2Y 2017 Correspondence letters & memos 2Y 2016 Emergency Cost Recovery / DUI Claims 7Y 2012 Internal Affairs Investigations / Disciplinary Files / Complaints / In -Custody Deaths, Major Incident Response Team (MIRT), and Officer Involved Shootings CL + 5Y 2009 - 4/30/2015 Latent Print Packets/Makes (Crime Scene Miscellaneous, not Major) 11Y 2008 Monthly Statistics 2Y 2016 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A, etc 5Y 2014 & prior Personnel Background Packet — unsuccessful — employees, reservists, volunteers 3Y 2016 & prior Personnel Files — Department — Level Copies T + 3Y 2013 & prior Personnel Files — Department — Level Medical Records T + 30Y 1988 & prior Personnel Work Schedules 2Y 2016 Photo Negatives (Crime Scene Miscellaneous, not Major) 1 lY 1988-1994, 1998 Pursuit Critiques 2Y 2016 Ride -A -Long Waiver Forms 2Y 2017- 3/31/2018 Suspension Notices (Non -Re ort Related) 2Y 2017 Traffic Hearing Officer Records 2Y 2017 Training Requests & Approvals 2Y 2016 Training requests- (Approved/Denied) 2Y 2016 Vehicle Accident reports (copies) 2Y 2016 Verbal Notice by Peace Officer,'DMV or Court Employee 2Y 2017 Work Request Log and Call for Service Log 11Y 2008 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. Ax Date: b - 0-20 Jorge Cisneros Chief of Police EXHIBIT K RECORDS DESTRUCTION -2020 DEPARTMENT OF PUBLIC WORKS RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Accident Reports: Public or City Property 2Y 2003-2009 Billing: Monthly Billing, Fringe Billing 5Y 2010 Capital Improvement Projects (CIP)- Administrative/Construction File (State & Federal Funds) CL + I0Y 2010 Committees, Ad Hoc / Internal (employees) 2Y 2009-2011 Correspondence — Letters, Memos 2Y 2010 Daily Vehicle Inspection / Daily Equipment Checks 2Y 1999-2003 DMV Pull Notices, Waivers for Pull Notices S 2009 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A, etc. 5Y 1999-2012 Personnel Files- Department -Level Copies T+3Y 2010-2016 Proposals, Bid Responses (Successful) 5Y 2010 Proposals, Bid Responses (Unsuccessful) 2Y 2017 Public Records Act Requests 2Y 2017 Reports and Studies 5Y 1999-2003 Rideshare / AQMD Reports 3Y 1992-2016 Right of Way Permits (Temporary) - RCP, Street Permits, Temporary Construction, Utility Cuts, etc. 5Y 2013-2014 Safety Inspection Reports 5Y 2002-2009 Subpoenas (Ducus Tecum) 2Y 2016-2017 Surveys / Questionnaires 2Y 2010-2017 Time Cards / Time Sheets / Timecard Entry l0Y 2009 Training 7Y 2003-2007 Transportation Permits -Wide Load Permits, Debris Boxes, etc. 2Y 2017 Waste Disposal Contract Administration CL 2011-2014 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: Rudy E Ian Public Works Director CLERK'S CERTIFICATE STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF ANAHEIM ) I, THERESA BASS, City Clerk of the City of Anaheim, do hereby certify that the foregoing is the original Resolution No. 2020-077 adopted at a regular meeting provided by law, of the Anaheim City Council held on the 141 day of July. 2020 by the following vote of the members thereof: AYES: Mayor Sidhu and Council Members Faessel, Barnes, Brandman, Kring, and O'Neil NOES: Council Member Moreno ABSENT: None ABSTAIN: None IN WITNESS WHEREOF, I have hereunto set my hand this 15th day of July. 2020. CITY CL RK OF THE CITY OF ANAHEIM (SEAL) IZES-202,0,Lo77 Southern California Shredding 20492 Crescent Ba( Drive #112 Lake Forest, CA. 92630 Phone(949)305-5511 } «= E-Mail: info@socalshredding.com Service Receipt/Destruction Certificate Date: ` ', Acct# /Or2-9 Type: 0 Regular 0 Call-In Name: Loc/Address: - . Con: 64-Gal: 96-Gal: Boxes: Weight: Material Type: D Paper ❑ Other: Pick-Up/Del:Console 64-Gal 96-Gal Total Price: U t.,)0 Payment: Check# Cash: C.0 (Visa,MC,AMEX)# Exp: CVC: . Zip: Representative: .0,Jl1Ia }23x313 Allot '0 331 1bEASEPRINT) Driver: ! We acknowledge receipt of aaisiid sdiceslin tle f o8p hown and agree to pay for all services received. So Cal.Shredding certifies the materdlIrescribed above will be shredded in compliance with NAID,Federal,State and Local Laws. ❑ ON-SITE 0 Off:Site®1?1\91y t�;clur Lake Forest, CA. Facility DATE-TIME OF DESTRUCTION t� NOTES: RES 2oZD- �7 Z Southern California Shredding 20492 Crescent Bay Drive#112 -;*A' Lake Forest, CA. 92630 Phone(949)305-5511 4-4V N:- E-Mail: info@socalshredding.corn Service Receipt/Destruction Certificate Date:7- `r Acct#0.:610;) Type: 0 Regular 0 Call-In Name: pc, / 1 c, 1,4-"04(E Loc/Address: Con: * 64-Gal: 96-Gal: Boxes: ram- t Weight: Material Type: o Paper o Other: Pick-Up/Del: Console 64-Gal 96-Gal .-.yyecti Total Price: 4'7^it Payment: Check# Cash: C.0 (Visa,MC,AMEX)# Exp: CVC: Zip: • Representative: (A W13NvNb J0 At,(RI.EASEPRINT) Driver: C�" ( VY x'"4 4113 A110 JO 331110 We acknowledge receipt of the listed services in the amount shown and agree to pay for all services received. So Cal.ShOglig1ce tji iesIht nt'1' s. 6ianj�cribed above will be shredded in compliance with NAID,Federal,State and oca ❑ ON-SITE 0 Off-Site—Destruction at our Lake Forest, CA.Facility DATE-TIME OF DESTRUCTION NOTES: 1 Southern California Shredding 20492 Crescent Bay Drive #112 k���` Lake Forest, CA. 92630 RECEIVED �� z� ti Phone(949) 305-5511 E-Mail: info@socalshredding.com 2020 DEC -9 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: 2 Boxes: �?' ` C1� ,ihx a_t.) 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. 0 ON-SITE 0 Off-Site—Destruction at our Lake Forest, CA. Facility DATE—TIME OF DESTRUCTION 1 ` LI . L 4.� / , i • 2}v NOTES: ‘')C) .., \(S L_ Ir 1 -/1> .BUFF ANAHEIM POLICE DEPARTMENT Jorge Cisneros, Chief of Police Date: December 10, 2020 To: Nicole Van Train, Records Manager From: Regina Almanza, Senior Secretary RE: Destruction On December 10, 2020 I deleted the following electronic files for the !1 City's annual records destruction: 2013 Credit Card Statements 2014 Credit Card Statements. Thank you, { 425 S.Harbor Blvd Anaheim,CA 92805 T: (714)765-1900 F: (714) 765-1690 www.anaheimpd.org Community, Teamwork, Excellence Sothern California Shredding • 20492 Crescent Bay Drive#112 4 - Lake Forest, CA. 92630 ` ' •• Phone(949)305-5511 E-Mail:info@socalshredding.com Service Receipt/ Destruction Certificate Date: \ 13 2 r Acct# %`')C X4,(1)0 Type:,.R.Ttegular ❑ Call-In Name: , Iti1 e, .tom it' i 0 t • G Loc/Address: Con: 64-Gal: 96-Gal: 1 �: Boxes: "` ' Weight: Material Type:,Q 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: J' Weacknowledgereceipt 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. EZON-,SITE ❑ Off-Site—Destruction at our Lake Forest, CA. Facility DATE-TIME OF DESTRUCTION NOTES: