RES-2012-118 RESOLUTION NO. 2012- 118
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD
(CONVENTION CENTER)
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 Convention
Center Director 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
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 ", 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 25th day of September , 2012, by the following roll call
vote:
AYES: Mayor Tait, Council Members Galloway, Eastman and Murray
NOES: None
ABSENT: Mayor Pro Tem Sidhu
ABSTAIN: None
CITY OF ANAHEIM
MA OR OF THE CITY OF ANAHEIM
ATTEST:
L /.._ 'wL..._I
CITY CLERK OF THE CITY OF A • HEIM
APPROVED AS TO FORM:
CRISTINA TALLEY, CITY ATTORNEY
BY: _ ...AMA
:r Ma rley
Dep ' ity Attorney
91618
2
Convention, Sports & Entertainment
Convention, Sports and Entertainment -- Exhibit A
Record Series Class Retention Years to Destroy
Accounts payable records Invoices CY +2Y 2009 and prior
Accounts receivable records Reports A +4Y 2008 and prior
Budget (as submitted) Other CY +3Y 2008 and prior
Budget (worksheets) Other CY +3Y 2008 and prior
Bank statements Reports A +2Y 2009 and prior
Deposits receipts Reports A +4Y 2009 and prior
Bids, RFP's - successful Other A +6Y 2005 and prior
Bids, RFP's - unsuccessful Other CY +2Y 2009 and prior
Financial records Files CY +3Y 2008 and prior
Payroll timecards Other A +6Y 2005 and prior
Payroll records Reports CY +2Y 2009 and prior
Time sheets, signed Other A +6Y 2005 and prior
Schedules - work hours Other CY +3Y 1997 and prior
Audit records Other A +7Y 2004 and prior
Event files Files CY +10Y 1999 and prior
Event activities Reports CY +5Y 2006 and prior
Telephone usage Reports CY +2Y 2009 and prior
Line up sheets Other CY +3Y 2008 and prior
Maintenance records Files CY +2Y 2009 and prior
Cleaning records Files CY +2Y 2009 and prior
Work requests Forms CY +2Y 2009 and prior
Correspondence external Other CY +2Y 2009 and prior
Correspondence internal Other CY +2Y 2009 and prior
Copies /drafts of contracts Other DI 1997 and prior
Departmental reports Reports CY +2Y 2009 and prior
Contracts - expired Files T +10Y 1997 and prior
Contract insurance records Reports T +5Y 1997 and prior
Inventories Reports CY +3Y 2008 and prior
Stadium subject files Files CY +5Y 2007 and prior
Surveys and studies Files CY +2Y 2009 and prior
Stadium equipment manuals Other WC 1997 and prior
Log sheets Other CY +2Y 2009 and prior
Attendance statistical series Reports CY +2Y 2009 and prior
Calendars Other CY +2Y 2009 and prior
Meeting Minutes CY +3Y 2008 and prior
Scoreboard /readerboard advertising Logs CY +4Y 2007 and prior
Policies, procedures, plans - departmental Other WC +5Y 2007 and prior
• . .
Cornerstone Records Management
05- A...., orilerstone"
Psi;r01 \ I-‘ N \,( N ■
Monday, December 10, 2012 Mobile Purge Ticket # 5027624
Convention Center Directions Routine Instructions
800 west Katelia Please call b4 arrival at least 30min °LEASE CALL •
Aaheim. CA 9 AMANDA ON HER CELL @ 714.423.7959 SHE HAS TO
LET YOU IN, SHE GETS IN AT 8:00-8:30 BUT IF YOUN 1 1
NEED PARI IFR PLEASE CALI. HER
NEED _ _ _ _ . CALL HER.
Contacts:
Amanda Sudduth (71.1)765-8993
Special Mstructions
. '
•
. . .
.,....._,....___ ..„.._ ......__ • _____ ____ ------_, ________ ..,____
Room Description Service Item Qty Pick Up Drop Off
- -------- ---- ---- ______ ____
800 Boxes (count) Boxes (count) 800.00 7 7 ct 1 1 A
Time hill - q 0 Time Out: LI :Oh Driver ..D 6 / 2 uantity: -4-f--
Service / Comments
_...1 ..,......____
DESTRUCTION STATEMENT - On the date shown, designated confidential material was shreddedand destroyed as per our instructions.
rc/ . V A
O t(°"
X . i 4"( : .... Awe c, p 1 ' , _..,LiL'L....._ A
ingsal
Certificate et Destruction
Cornerstone Records Management hereby confirms that the documents, records, files, and products as
supplied to Cornerstone Records Management have been permanently destroyed.
W417 . Vklifs-i• .
- - . Ow'. . . ..
ENVIRONMENTAL
' • ') "(
STATEMENT
4 ilk
- ,,..,..,.. , :f 4 344: 4,•'• *45,44: . • - •
, . S g, '. ,,,, -2,- ;f 4 1giVef•A I -* - • ..***''''';: - 11.Lereli ip, : - ;
Cornerstone Records. ti/lanagement is
committed 10 0 clean and strfe?
elll'ironment. .411 shredded material that
1005 e 1
: Recycle Pap is recyclable is taken 10 0 paper mill to
be processed into 0040 products.
Building 11320
ing Stop 00 ,
"Our Interest is keepLg Your interests Privat"
•;:4W