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RES-2008-027RESOLUTION NO. 2008R- 0 2 7 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 this 8thday of April 2008. ATTEST: 4w/,,dao CITY CLERK OF THE CITY OF ANAHEIM APPROVED AS TO FORM: BY. 68398 AYES: NOES: ROLL CALL VOTE: Mayor Pringle, Council Members Hernandez, Sidhu, Galloway, Kring NONE ABSENT: NONE ABSTAIN: NONE MAYOR OF THE CITI)OF ANAHEIM Box No. Box 1 2002/2003/2004 Sign In Sheets CY +2Y 2002/2003/2004 Library Log In CY +2Y 2002/2003/2004 Calendar for Conference times CY +2Y 2002/2003/2004 Payroll Edit Sheets CY +2Y 2002/2003/2004 Request for Time Off Sheets CY +2Y 2002/2003/2004 Hand Delivery Log In Sheet CY +2Y 2002/2003/2004 Staff Time Sheets CY +2Y Box 2 2005 Sign In Sheets CY +2Y 2001/2002/2003/2004 Department Head Meeting minutes CY +3Y 2001/2002/2003/2004 Prosecution Staff Minutes CY +3Y 2001/2002/2003/2004 Civil Staff Minutes CY +3Y 2001 Council Action Agendas CY +3Y 2001 City Council Minutes CY +2Y Box 3 2002/2003/2004 Payroll Register CY +2Y 2002/2003 Council Action Agendas CY +3Y Box 4 2002 Attorney Timesheets A +6Y 2000/2001 Monthly Financials CY +3Y 2001/2002 Monthly Financials CY +3Y 2002/2003 Monthly Financials CY +3Y 2003/2004 Monthly Financials CY +3Y Box 5 Exhibit "A" Files of the Anaheim City Attorney for Destruction Description Retention 2001/2002 COR's Notice to Bill CY +2Y 2002/2003 COR's &Notice to Bill CY +2Y 2004/2005 COR's Notice to Bill CY +2Y 2002 Statistical Balance Changes CY +2Y 2002 Accounting Transactions CY +2Y 2005 General Correspondence/ Angie Stephens CY +2Y 2005 Payroll Reports CY +2Y 2004/2005 Worker's Comp. Safety Statistical CY +2Y Report 2004/2005 Worker's Comp. Frequency and CY +2Y Severity Reports Exhibit A Page 2 Box 6 95/96 Budget CY +3Y 96/97 Budget CY +3Y 97/98 Budget CY +3Y 98/99 Budget CY +3Y 98/99 Afram Accounting Reports CY +2Y 04/05 Afram Accounting Reports CY +2Y Boxes 7 8 2003/2004 General Correspondence CY +2Y Angie Stephens 2004 Payroll Reports CY +2Y 2003/2004 Accounting Transaction Forms CY +2Y 2003/2004 Employee Statistical Sheet CY +2Y 2003/2004 Budget Workpapers CY +3Y 2005/2006 Affirmative Action Reports CY +2Y 2003/2004 Safety Statistical Reports CY +2Y 2002/2003/2004 Frequency Severity Reports CY +2Y 2002/2003/2004 Vehicle Accident Statistics CY +2Y 1999/2000 Financial Records CY +3Y 2000/2001 Financial Records CY +3Y 2002/2003 Financial Records CY +3Y Exhibit A Page 3 LIST OF CIVIL FILES OFFSITE TO BE DESTROYED Box No. Description Year Sent Off -Site Retention 11 Litigation 1985 WC +10Y 73 Litigation 1985 WC +I 0Y 166 Agreements 1986 T +7Y M -17 M -18 Litigation 1988 WC +10Y 319 through 335 Litigation 1989 WC +10Y 342 through 348 Litigation 1989 WC +10Y 360 through 385 Library Materials 1990 CY +2Y 419 Litigation 1990 WC +10Y 425 through 433 Agreements 1993 T +7Y 669 and 670 Agreements 1993 T +7Y 683 Agreements 1993 T +7Y 714 1989/90 General Files 1994 CY +9Y 767 and 768 Litigation 1994 WC +10Y 772 and 773 Litigation 1994 WC +10Y 775 through 778 Litigation 1994 WC +10Y 781 through 800 Litigation 1994 WC +10Y 802 through 807 Litigation 1994 WC +10Y 817 through 841 Litigation 1994 WC +1 OY 873 through 887 Litigation 1995 WC +10Y Exhibit A Page 4 Box No. Description Year Sent Off -Site Retention 892 through 903 Litigation 1995 WC +10Y 908 through 910 Litigation 1995 WC +10Y 918 through 935 Litigation 1995 WC +10Y 937 through 956 Litigation/Agreements 1996 WC +10Y 961 through 963 Agreements 1996 T +7Y 967 through 997 Litigation 1996 WC +10Y 1005 through 1020 Litigation 1996 WC +10Y 1028 through 1036 Litigation 1996 WC +10Y 1044 and 1045 Agreements 1997 T +7Y 1088 through 1103 Agreements 1997 T +7Y 1114 Agreements 1997 T +7Y 1143 Agreements 1997 T +7Y 1158 through 1163 1995 Attorney Chron Files 1998 CY +8Y 1173 Agreements 1998 T +7Y 1186 Agreements 1998 T +7Y 1242 Agreements 1998 T +7Y 1244 and 1245 Agreements 1998 T +7Y 1247 Agreements 1998 T +7Y 1249 Agreements 1998 T +7Y 1271 through 1275 1996 Attorney Chron Files 1999 CY +8Y Exhibit A Page 5 Box No. Description Year Sent Off -Site Retention 1282 throughl287 1995 General Files 1999 CY +9Y 1301 Agreements 1999 T +7Y 1311 and 1312 Agreements 1999 T +7Y 1333 and 1334 1995 Accounts Payable 1999 CY +3Y 1355 through 1359 1997 Attorney Chron Files 1999 CY +8Y 1360 through 1363 Agreements 1999 T +7Y 1388 Agreements 1999 T +7Y 1390 through 1393 Agreements 1999 T +7Y 1398 Library Materials 1999 CY +2Y 1405 through 1409 1996 General Files 2000 CY +9Y 1413 and 1414 1996 Accounts Payable 2000 CY +3Y 1415 through 1419 1998 Attorney Chron Files 2000 CY +8Y 1420 1997 COR's 2000 CY +2Y 1421 1996/97 Internal Financial 2000 CY +3Y Records 1995/96 COR's 1462 1463 1527 1990/1991/1992 1993 2000 CY +3Y Closed Session Agendas 1993 1994 Processed 2000 CY +3Y Brown Act Forms 1997/98 COR's Notice 2000 CY +2Y To Bill 1530 through 1536 1997 General Files 2000 CY +9Y Exhibit A Page 6 Box No. Description Year Sent Off -Site Retention 1538 and 1539 1997 Accounts Payable 2000 CY +3Y 1708 and 1709 1998 Claims 2002 CY +5Y 1921 and 1922 1999 Claims 2003 CY +5Y 2009 through 2014 2002 Council Agendas 2004 CY +2Y 2015 and 2016 2002 Planning Commission 2004 CY +2Y Agendas 2209 through 2213 2003 Council Agendas 2005 CY +2Y 2222 and 2223 2003 Planning Commission 2005 CY +2Y Agendas Exhibit A Page 7 LIST OF PROSECUTION FILES OFFSITE TO BE DESTROYED Box No. Description Year Sent Off Site Retention P530 to 534 Criminal Case Files 1993 WC +10Y P537 538 Criminal Case Files 1993 WC +10Y P541 to 546 Criminal Case Files 1993 WC +10Y P548 to 553 Criminal Case Files 1993 WC +10Y P557 558 Criminal Case Files 1993 WC +10Y P560 to 564 Criminal Case Files 1993 WC +10Y P566 to 575 Criminal Case Files 1993 WC +10Y P577 to 582 Criminal Case Files 1993 WC +10Y P584 585 Criminal Case Files 1993 WC +10Y P588 589 Criminal Case Files 1993 WC +10Y P591 592 Criminal Case Files 1993 WC +10Y P598 to 601 Criminal Case Files 1993 WC +10Y P604 to 607 Criminal Case Files 1993 WC +10Y P609 to 612 Criminal Case Files 1993 WC +10Y P619 620 Criminal Case Files 1993 WC +10Y P622 to 630 Criminal Case Files 1993 WC +10Y P636 to 641 Criminal Case Files 1994 WC +10Y P643 to 652 Criminal Case Files 1994 WC +10Y P653 to 658 Criminal Case Files 1994 WC +10Y Exhibit A Page 8 Box No. P662 to 670 P1413 to 1416 P1425 P1441 to 1444 P1496 to 1501 P1542 to 1544 P1607 to 1610 Dated: March P6, 2008 68400 Description Criminal Case Files Misc. police reports, Correspondence lab Misc. Police Reports. Correspondence lab Misc. Police Reports, Correspondence lab Misc. Police Reports, Correspondence lab Misc. Police Reports, Correspondence lab Misc. Police Reports, Correspondence lab 2001 results 2001 results 2001 results 2001 results 2001 results 2002 results Year Sent Off Site Retention 1994 WC +10Y WC +2Y WC +2Y WC +2Y WC +2Y WC +2Y WC +2Y 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.