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RES-2009-005RESOLUTION NO. R- 2009 -005 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 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 Office of the Cite Treasurer 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 etseq., 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 ofthe custodian ofrecords 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 13th day of January 2009 by the following roll call vote: AYES: Mayor Pringle, Council Members Hernandez, Sidhu, Galloway, Kring NOES: NONE ABSEN1 NONE ABSTAIN: NONE CITY CLERK OF THE CITY OF ANAHEIMM APPROVED: CITY ATTORNEY OF THE CITY OF ANAHEIM 71388.1 CITY 0 AHEIM 9 BY MAYOR OF THE CITY F ANAHEIM RECORD SERIES DESCRIPTION YEAR RETENTION CODE Accounting Transaction Forms 1993 -1994 Generic CY +2 Arbitrage Request for Proposal and Responses 1989 L +3Y Bank Monthly Analysis Statements 2003 -2004 CY +3 Bank Payroll Confirmations 1999 A +2Y Cash Bonds Letter of Credit Deposit Cert. 2002 -2003 L +4Y Cash Receipts COR 1991 A +2Y Cash Receipts COR Police Department Accounts 1983 -1998 A +2Y Custodial Safekeeping Bank Statements 2003 A +2Y Daily Cash Receipts 4/2004 9/2005 A +2Y Def Comp Enrollment Status 2004 CY +3 Def Comp PERS/ICMA Wire Confirmations 2002 -2004 A +2 Def Comp MPE420A &J Address Changes 2001 -2004 CY +3 Def Comp MPS160A D/C Terms 2002 -2004 CY +3 Def Comp MPS160A Term Report 2001 -2003 CY +3 Def Comp MPS160B PTS to PERS 2002 -2004 CY +3 Def ComjMPS420H Excess Sick Leave 2001 -2004 CY +3 Def Comp MPS450A, MPE450A Summary 2002 -2004 CY +3 Def Comp MPS450C Errors 2001 -2004 CY +3 Def Comp New Hires, PTS New Hires 2002 -2004 CY +3 Def Comp Payroll Transmittals 2005 A +2 Def Comp Plan Changes 2004 CY +3 Def Comp PTS Term Participation Agreements 2003 CY +3 Def Comp Printing Requisitions/Budget/Miscellaneous Correspondence 1999 -2002 Generic CY +2 Disbursement Check Images on CD 2001 6/2002 A +5Y Inactive Investments Folders 7/2003 8/2005 L +3Y Payroll Reports Up to 2005 Generic CY +2 Petty Cash Receipts 1993 -2004 CY +3Y Purchasing Card Statement Copies 2001 -2005 CY +3Y Tax Revenue Anticipation Note, 1985, maturity 6/30/86, $22,125,000 1986 1987 1988 1989 CL +10Y CL +10Y CL +10Y CL +10Y Tax Revenue Anticipation Note, 1986, maturity 6/30/87, $23,600,000 Tax Revenue Anticipation Note, 1987, maturity 6/30/88, $13,000,000 Tax Revenue Anticipation Note, 1988, maturity 8/4/89, 810,000,000 Tax Revenue Anticipation Note, 1989, maturity 8/2/90, $16,000,000 1990 CL +10Y Tax Revenue Anticipation Note, 1992,maturitv 7/30/93, $32,800,000 1993 1993 CL +10Y CL +10Y Tax Revenue Anticipation Note, 1992/93, maturity 7/30/93, $19,000,000 Tax Revenue Anticipation Note, 1993, maturity 7/19/94, 834,100,000 1994 CL +10Y Tax Revenue Anticipation Note, 1993, maturity 4/7/94, $66,000,000 1994 1995 1996 CL +10Y CL +10Y CL +10Y Tax Revenue Anticipation Note, 1994, maturity 6/95, $24,500,000 Tax Revenue Anticipation Note, 1995, maturity 6/28/96, $22,000,000 Telephone Usage Detail Reports 2004 -2005 CY +2Y Wire Transfer Reports 1995 -1996 1998 -2000 A +2Y EXHIBIT "A" CITY TREASURER'S OFFICE RECORDS DESTRUCTION SEPTEMBER 2008 RETENTION CODE RECORDS SERIES DESCRIPTION Bank of America Closed Bank Accounts 1431581748 Master Account 1431381749 General Account 7765401047 Controlled Disbursement 1431281754 HUD 108 Loan Repayment 1431481753 HUD 108 Guaranteed Loan Funds 1459402440 HUD 108 Guaranteed Loan Funds Westgate 1459402426 HUD 108 Loan Repayment Westgate 0209105452 Police Economic Crimes 1 431081 755 Police SLESF 1431400022 Police SELSF 1459407037 Electronic Consumer Payments US Bank Closed Bank Accounts 165400011814 Community Development 165400012713 Community Development Union Bank of California Closed Bank Accounts 27400116043 Housing Authority Park Vista 27400116051 Housing Authority Park Vista 9/2004 9/2004 9/2004 9/2004 9/2004 9/2004 9/2004 6/2005 9/2004 9/2004 9/2004 L +3Y 2/2004 4/2004 4/2004 4/2004 L +3Y L +3Y Micr oD Shred T ,IRECORDS S L. � MANAGEMENT Friday, March 27, 2009 City of Anaheim* 7 reasury Department 201 S Anaheim St 91h floor Ste IMI Anahaim, (A 92805 Contacts Gaykan (- 14)76 -4979 Microshred Inc 16201 Stagg St - Van Nuys, CA 91406 18) 341 -1333 - Fax (818) 933 -0006 KAR 31 f (Y: 3 n Site Direc•tion.s OFFICE QPFN;FRQMs9 TO 3 Special Instructions Roont Description Service Item Qty Pick Lp Drop Off 13 Boxes !count) Boxes (count) 13.00 - . - -- . I _ _ , n.:..,,.• lliiantity- i ime try. t t• „+ ��_ < 1111c %aUL. Service I Comments Certificate of Destruction DESTRUCTION STATEMENT - On the date shown, designated confidential material was shredded and destroyed as per our instructions. X x C M WIMM IN $I Ticket # 83335 Routine Instructions NAID 1-1 11 Micro Shred Inc. hereby confirms that the documents, records, files, and products as supplied to MicroShred Inc. have been permanently destroyed. ENVIRONMENTAL STATEMENT By: Builcing STt99 &our We Recycle MicroShred is committed to a clean and safe environment. All shredded material that is recvclable is taken to a paper mill to be processed into new products. is KeeP!,gAYa1Wr Interests Privateff Page 1