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Home My WebLink About07 RECORDS DESTRUCTION - COMMUNITY DEVELOPMENT19 Y O AGENDA REPORT LST1 MEETING DATE: TO: FROM: SUBJECT: SUMMARY: NOVEMBER 4, 2014 JEFFREY C. PARKER, CITY MANAGER COMMUNITY DEVELOPMENT DEPARTMENT Agenda Item 7 Reviewed: City Manager Finance Director tt DESTRUCTION OF RECORDS - COMMUNITY DEVELOPMENT DEPARTMENT The Community Development Department is in the process of establishing a new file management system. In an effort to archive and retain City records as required by State law and the City's record retention schedule, and conserve storage space, staff has reviewed and identified outdated reference and information files. The Community Development Department requests permission to destroy the records listed in Exhibit A that are more than two years old. RECOMMENDATION: That the City Council adopt Resolution No. 14 -69, authorizing the destruction of records no longer required to be kept in the possession of the Community Development Department as listed in Exhibit A. FISCAL IMPACT: 1►1567M CORRELATION TO THE STRATEGIC PLAN: Retention and organization of records supports Goal E (Organizational Excellence and Customer Service) of the City's Strategic Plan through: creating and implementing a City -wide information technology plan to prioritize technology investments; and, through ensuring that technology serves the purposes of customer service, staff efficiency, financial accountability, and excellent service delivery. Agenda Report — Destruction of Records November 4, 2014 Page 2 BACKGROUND: The Community Development Department requests that consent be granted to destroy files, records, and documents maintained in the Community Development Department. Resolution No. 01 -91, the Record Retention /Disposition Schedule, authorizes the destruction of City records, documents, and papers which meet certain criteria with the approval of the City Council and the City Attorney. zl 2L- izabeth A. Binsack Director of Community Development Attachment: City Council Resolution No. 14 -69 RESOLUTION NO. 14 -69 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CITY RECORDS AND PAPERS IN THE POSSESSION OF THE COMMUNITY DEVELOPMENT DEPARTMENT OF THE CITY OF TUSTIN, PURSUANT TO THE AUTHORITY GRANTED BY THE CITY OF TUSTIN'S RECORDS RETENTION SCHEDULE WHEREAS, the City of Tustin Records Retention Schedule adopted by the City Council by Resolution No. 01 -91 on September 17, 2001, authorizes the destruction of City documents upon the approval of the legislative body of the City, and with the written consent of the City Attorney, provided that said records are not included within certain specified categories; and WHEREAS, the Director of Community Development of the City of Tustin by this Resolution seeks permission from the City Council to authorize the destruction of certain documents; and WHEREAS, all the records, documents, and papers hereinafter listed were prepared on a date at least two years prior to the date of this resolution; and WHEREAS, the Community Development Department is establishing a new file management system and Department staff are systematically reviewing, archiving, and retaining permanent City records as required by State law and the City's record retention schedule; and WHEREAS, these documents are occupying space needed by the department; and WHEREAS, the City Attorney hereby gives written consent to the destruction of the described documents listed in Exhibit A. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, does hereby resolve as follows: SECTION 1: That the following paper documents are not permanent records and are no longer required to be retained pursuant to the City's record retention schedule by the Tustin Community Development Department, and should be destroyed. SECTION 2: That the proper official of the Community Development Department having custody of the described documents is hereby authorized to destroy said documents in a lawful manner, as scheduled. SECTION 3: That upon destruction of the aforementioned and described documents, a certificate of destruction shall be executed as to the documents destroyed and the original certificate of destruction filed in the Office of the City Clerk. Resolution No. 14 -69 Page 2 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 4th day of November, 2014. ELWYN A. MURRAY Mayor ATTEST: JEFFREY C. PARKER City Clerk STATE OF CALIFORNIA ) COUNTY OF ORANGE ) CITY OF TUSTIN ) I, Jeffrey C. Parker, City Clerk and ex- officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council of the City of Tustin is five; that the above and foregoing Resolution No. 14 -69 was duly passed and adopted at a regular meeting of the Tustin City council, held on the 4th day of November, 2014, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: JEFFREY C. PARKER City Clerk APPROVE: CONSENT: Erica Rabe Date David Kendig Date City Clerk Services Supervisor City Attorney RECORDS DESTROYED BY: Elizabeth A. Binsack Date Community Development Director *::11:3119.1 Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule: 1992 -2005 Farmland Maps Correspondence 1983 -2001 John Wayne Newport Beach OC Correspondence John Wayne Airport John Wayne Airport Airways and Support Facilities 1992 -2008 John Wayne Airport Environs. Land Use Plan Correspondence John Wayne Airport Land Use Commission - Agendas 1971 -1991 Airport General — Land Use 1986 -2004 John Wayne Airport Issues John Wayne Airport Noise — Noise Abatement Meeting John Wayne Airport Site Coalition John Wayne Airport/Helicopter Complaints John Wayne Airport Noise Abatement & Quarterly Monitoring Report John Wayne Navigation System 1997, 1999, 2003 & 2007 Air Quality Management Plans Air Quality General File Air Quality General Plan Air Quality Implementation Actions Air Quality TCM Working Group Air Quality Technical Assistance Program Alternative Fuels /MSRC Air Quality Management District (AQMD) — Rule 2202 AQMD CEQA Handbooks AQMD Compliance Report AQMD Regulation MOU's AQMD Regulation VII - Emergencies AQMD Transportation Control Measure Implementation 1991 -2010 AQMD Vehicle Subvention Fees — AB2766 Correspondence AQMD California Air Resources Board Carl Moyer Program Clean Cities Program Federal Implementation Plan (FIP) Guidance Document -Air Quality Issues in General Plans Mobile Source Air Pollution Reduction Review Committee Rule 1190 (Clean On -Road Vehicles for Government and Airport) Rule 1501.1 (Alternative to Work Trip Reduction Plan) Rule 1504 (Backstop Rule) Rule 1901 General Conformity Rule 22301 (Proposed) State Implementation Plan Alcohol Beverage Control Alcoholic Beverage Sales Establishments Conditions of ABC Licenses Decoy Program Guidelines (Workshop 1995) 1991 -1993 Americans with Disabilities Act Correspondence 1993 -2009 Annexation No. 156 Correspondence Caltrans Property Acquisition 1996 -1997, 2001 -2004 Jamboree Reorganization Correspondence Local Agency Formation Commission ( LAFCO) Application Requirements LAFCO General Information and Legal Interpretation 1995 -2000 LAFCO- County Islands LAFCO Municipal Service Review (MSR) Program 1986 -1996 LAFCO 1984 -1997 Miscellaneous Annexation 1982 -1997 North Tustin Annexation Correspondence 1990 Regional Reorganization 2000 -2005 Santa Ana/County Island Annexation Correspondence 1987 -1996 Sphere of Influence Correspondence All American Program Correspondence 1999 -2005 Tustin Pride Barranca Parkway Improvements Correspondence Irvine Business Center Mitigation Correspondence Jamboree Road Extension EIR and Initial Study Jamboree / Barranca Project Report Long Range Transportation Plan Master Plan of Transit System Measure M Metrolink Access Pathway Myford Road Extension Browning Corridor OCTA 2006 Long Range Transportation Plan OCTA Aesthetics Committee OCTA Authority Correspondence OCTA Fast.Forward OCTA Fast Forward Long -Range Transportation Plan Update OCTA Major Investment Study OCTA Commuter Rail Plan Orangeline People Mover - Guideway (Irvine) Public Works Project Standards Rail Symposium Recreational Trails Regional Transportation Plan 2004 South California Regional Rail Authority (SCRRA) Transit Capital Improvement Grant Transportation Circulation OCTD Info Transportation Control Measure (TCM -93) Transportation Plan — California - 2025 Tree Contract ULI Myths and Facts 1996 Abatement of Shopping Cart Nuisance Correspondence Animal Control /Shelter Contract Bail Schedule Review 1997 -2000 Code Enforcement Miscellaneous Correspondence District Attorney — Prosecution Services Garage Sales Correspondence 1991 Graffiti Ordinance Correspondence Graffiti Removal Correspondence Graffiti Reward Program 2003 Graffiti Contract Correspondence 2003 Mobile Vending Correspondence 1990 News Rack Ordinance Correspondence TEAM 1991 Community Care Drug & Alcohol Recovery Homes Correspondence 1991 Community Care Facility Inspection by Address Correspondence Community Care Facility Large Family Legal Options Handbook 1996 Community Care Licensing Correspondence Newport' Beach Residential Uses Small Family Daycare 2002 Sober Living Facility — 14511 & 14512 Carfax Correspondence Cable Act Cable Service Dish Antenna Regulations General Order 159 1988 SMR Report and Cellular Facilities Correspondence Telecommunications Policy (League of California Cities) Television Antenna Regulations Wireless Communication Background Information Wireless Communication Urgency Ordinances Wireless Communications Legislation Wireless Communications Workshop Materials