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Home My WebLink About04 DESTRUCTION OF RECORDS - COMMUNITY DEVELOPMENT DEPARTMENT�'tY O G.t, AGENDA REPORT GST1 MEETING DATE TO: FROM: SUBJECT: SUMMARY: JANUARY 6, 2015 JEFFREY C. PARKER, CITY MANAGER COMMUNITY DEVELOPMENT DEPARTMENT Agenda Item 4 Reviewed: City Manager Finance Director 11NIA 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by State law and the City's record retention schedule, and conserve storage space, staff has reviewed and identified outdated reference and information files.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. 15 -01, 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: None. 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 January 6, 2015 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. Elizabeth A. Binsack Director of Community Development Attachment: City Council Resolution No. 15 -01 RESOLUTION NO. 15 -01 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. 15 -01 Page 2 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the day of , 2015. CHARLES E. PUCKETT 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. 15 -01 was duly passed and adopted at a regular meeting of the Tustin City council, held on the _ day of 2015, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: JEFFREY C. PARKER City Clerk APPROVE: CONSENT: Erica Rabe Date David Kendig City Clerk Services Supervisor City Attorney RECORDS DESTROYED BY: Elizabeth A. Binsack Date Community Development Director Date EXHIBIT A Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule: 17`h Street Widening Miscellaneous Correspondence 1993 -1995 El Toro Airport Citizen Advisory Commission 1993 -2004 El Toro Airport Miscellaneous Correspondence 1999 -2008 Heliport Correspondence 1992 Helicopter Noise Complaints MCAS Tustin 1990 -1993 Airport — CRAS Membership Dues 1993 Measure W (Central Park and Nature Preserve Initiative) 2001 -2002 SCRAA (Southern California Regional Airport Authority) 2001 -2003 Building Code Amendments 1998 Asbestos Correspondence 1991 BIA — Economic Stimulus — Deferral of Development Impart Fees 2008 Disabled Access (no date on document) Miscellaneous Deed Restrictions 1997 Underground Alert/Legislation 1990 Business License — General 2004 Business License Software — General 2002 -2003 Business License — Realtors 2005 Business License Tax 2004 -2007 Craft Show, The 2003 -2004 Curtain Call Dinner Theater 2006 Hookah /Smoking Clubs 2005 MBIA Biz Link 2003 MBIA Contract Amendment, Background and BetaSite Information 2000 -2001 Pawnbrokers /Secondhand Dealers 1997 Senate Bill 90 Business License Reimbursement Claims 1998 -1999 Solicitation 2002 -2005 Taxi Administration Program 1998 -2004 Tow Trucks 1998 Capital Improvement Background Standards Private 1987 -2000 City of Irvine ITAM 1993 -1995 Congestion Management Program 1990 -2007 Fixed Guideway /Urban Rail - MIS 1994 -1997 Foothill Transportation Corridor 1988 -1997 Growth Management Area #7 1992 -2006 1 -5 Widening /SR -55 1983 -1992 Cellular /800 MhZ 2000 -2001 CPUC Quarterly Mitigation Monitoring Reports 2000 LA Cellular License Agreement, 1021 Edinger Avenue Correspondence 1999 -2001 Metricom Franchise Agreement Correspondence 1996 -1997 RCN Telecom Services Open Video System 1999 Telephone Exterior 1997 Wireless Communication Sandbag Issue Paper 1995 Wireless Facility Legal Issues 2008 Citizen Participation Techniques — Planning 1995 CSP -PATH (Community Services Program — Positive Action Toward Health) 2000 Orange County Deaf Advocacy Center.2001 Volunteerism 2000 Permits Plus Accela Training and Procedures Manuals 2001 Permits Plus Steering Committee 2001 Action Plan for O.C. /OC 20/20 1993 Animal Control — Shelter Control for FY 1998 -1999 Bike Trails and Map Information (Peters Canyon) 1975 -2001 Board of Supervisors - Agendas 2003 COG -OC Performance Indicators Report 1999 County COG Proposal 1996 -1998 Employment Trends 1993 Grant EDA — Public Works Grant 1993 Housing Element of the General Plan (County of Orange) 2001 Library Services 1993 -1994 Musick Branch Jail Expansion — NOP 1998 North Tustin Projects 2002 -2003 North Tustin (Specific Plan) Miscellaneous Correspondence 1993 -2001 Northwood Point Planned Community Miscellaneous Correspondence 1993 -1997 O.C. Comprehensive Economic Development Strategy (CEDS) 1993 -2004 OC COG Board 1997 -2008 OC COG Executive Management Committee 1995 -2001 OC COG Growth Forecast Committee 1996 -1998 OC COG Technical Advisory Committee 1997 -2008 Orange County Agricultural Commission 2001 Orange County Assessor 1994 -2009 Orange County Association of Governments Study /Restructuring Study 1988 -2002 Orange County COG /MPO 1996 -2000 Orange County Department of Education (Home Schooling Program 1994 Orange County General Plan Update 1999 -2000 Orange County GIS 1990 -1998 Orange County Health Service Agreement Correspondence 1987 -2001 Orange County Parks and Recreation 1990 -2001 TAC1 National Council on Fire Protection 1984 Trail Summit 1999 -2001 "The Process of Starting a Child Care Center and Large Family Child Care Home" County of Orange 1990 Crime Prevention in Design Review 1987 Design Review Committee 6 -86 Formation 1983 -1986 Development Agreement Correspondence 1984 Economic Development 1988 -2003 Film Commission 1990 -1997 Filming Permit 1994 -1999 Disaster Training Materials 1994 Emergency Earthquake Awareness 1991 -1993 Emergency Program Committee 1988 -1994 Local Emergency Management 1991 -1997 Plan State and Local 1991 -1996 Aggregate Resources Map 1999 Archeological Resources UCLA Services 1988 California Division of Mines and Geology 1997 California Environmental Quality Act 1993 -2000 California Gnatcatcher 1991 CEQA and Climate Change /GHG 2009 CEQA ND Template 2005 Crime Prevention Through Environmental Design 2001 Department of Fish and Game 1996 -2001 Electro- Magnetic Fields 1993 RDA Negative Declaration Notices 1999 -2011 Sunset Environmental 1993 City of Anaheim 1991 -2010 City of Irvine 2001 -2006 Business License Payment Reports 2007 -2009 Business License Tax — Apportioned, Fixed Miscellaneous Correspondence 2000 -2005 Massage 1992 -2008 Massage — Leroy Engelke Invalid Business License Massage Industry Civilian Employee Network 2008 SBOE SLOPE Program 2008 Secondhand Sales /Drop -Off Stores Miscellaneous Correspondence 2005 -2006 CC & R General Background 1985 -1988 Arterial Highway Plan (MPAH) 1987 and 1995 Bullet Train /High Speed Rail 1983 -1998 Bus Stop Shelters Miscellaneous Correspondence1994 -2005 Eastern Transportation Corridor Initial Study Miscellaneous Correspondence 1988 -1994 Edinger Avenue Widening Miscellaneous Correspondence1997 -2001 City of Irvine Ozone Ordinance 1989 Transportation Corridor Agencies Miscellaneous Correspondence 1999 -2005 Caltrans Environmental Procedures 1996 -1999 Irvine Planning Area 30 (MCAS El Toro) 1996 Local Government Committee Mitigation Monitoring 1992 -1998 State and Local Agencies Other Listing for EIR Info 1993 -2000 UCI 2007 Vector Control (no date) 1988 Fire Code, 1988 -1991 County of Orange Fire Department 1996 -1997 Emergency Vehicle Signal Pre - emption 1993 Fire Fee Schedule Study 2002 Fire Equity Study 1991 -1992 Fire Station #37 Background 1989 -1990 Fire Station #43 Lease Agreement Correspondence 1990 -1994 Fire Station Extinguishes (Residential) (no date) OCFA — City Liaison Program 2000 OCFA — Comment/Responses (includes 4`h of July report) 1999 -2001 OCFA — Grand Jury Report — Residential Fire Sprinklers 2001 OCFA — Traditional Neighborhood Designs 2000 Retrofitting 1987 Sprinkler Background 1990 Urban Forest Plan 1994 Flood Control Correspondence 1988 -2000 Flood Control National Insurance Program /FIRM 1976 -2003 Flood Management Ordinance 1005, 1988 -2000 Reservoir 1993 -1994 General Plan C.I.P. Conformity 1994 -1995 General Plan Amendment 94 -02, 1994 General Plan Amendment 95 -01, 1995 General Plan Conformity Plan 1999 -2010 General Plan Conformity — 14741 -14751 Newport Avenue 2010 General Plan Consistency — CIP Program 2008 General Plan Extension 1991 -1992 General Plan Questionnaire 1991 General Plan Resource Directory 2009 General Plan Update — January 16, 2001, 1991 -1996 Tribal Consultation Guidelines 11- 14 -05, 2005 -2009 Old Town Market Analysis — General Plan 1991 East Tustin Planned Community Erosion Control Program 1985 County Growth Management 1989 -1991 Growth Initiative 1988 -2005 Growth Management Area Boundaries 1991 Growth Management Area Inter - Jurisdictional Forum Meeting 1991 American Communities for Clean Up Equity Membership 1991 -1992 Asbestos Removal 1992 Hazardous Waste Agenda and Minutes 1995 Hazardous Waste Facilities — Other Cities Info 1991 Hazardous Waste Facilities Urgency Ordinance 1070, 1990 -1991 Hazardous Waste General Information 1983 -1998 Hazardous Waste Interim URG Ordinance 1990 -1991 Hazardous Waste Sites Tustin 1993 -1997 National Pollutant Discharge Elimination System 1992 -2002 Toxic Impacts 1990 Underground Storage Tanks 1995 Water Quality Ordinance and Enforcement Guide 1994 -2001