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Home My WebLink About05 DESTRUCTION OF RECORDS - COMMUNITY DEVELOPMENTMEETING DATE: APRIL 21. 2015 TO: JEFFREY C. PARKER, CITY MANAGER FROM: COMMUNITY DEVELOPMENT DEPARTMENT Agenda Item 5 Reviewed: City Manager Finance Director 1A SUBJECT: DESTRUCTION OF RECORDS - COMMUNITY DEVELOPMENT DEPARTMENT SUMMARY: 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by State law and the City's record retention schedule, and conserve storage space, staff has reviewed and identified outdated reference and information files.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 -15, 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 April 21, 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 -15 RESOLUTION NO. 15 -15 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 -15 Page 2 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 215` day of April, 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 -15 was duly passed and adopted at a regular meeting of the Tustin City council, held on the 215` day of April, 2015, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: JEFFREY C. PARKER City Clerk :- --• CONSENT: Erica Rabe Date David Kendig Date City Clerk Services Supervisor City Attorney RECORDS DESTROYED BY: Elizabeth A. Binsack Date Community Development Director EXHIBIT A Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule: Reference Files: Airport Issues Measure S 1996 Phase 2 Commercial Airline Access Plan & Regulation - extra miscellaneous legal documents 1985 -2005 Labor Ready 1999 -2005 Stella's Music 2004 1998 APA Presentation — Preservation Strategies (kept photos only) Alternative Handicapped Provisions /Historical Building Code (no date on document) Americans with Disabilities Act 1992 California Main Street Program 1998 California Preservation Foundation 1991 -1998 California Preservation Foundation Annual Conference 1997 Certificate of Appropriateness 1997 -2005 Certificate of Appropriateness Monthly Report 2005 CLG Grant Program 1993 CLG Grant Program 1998 CLG Grant Program 1999 CLG Grant Program 2002 CLG Grant Program 2003 CLG Grant Program 2004 CLG Grant Program 2005 CLG Seminar Attendance /Follow Up 1995 -2008 Cultural Resources Advisory Committee Membership Information 1987 -2005 Cultural Resource Overlay District (Ordinance No. 1001) 1988 Cultural Resources Advisory Committee /PC Joint Workshop 1997 -1998 Cultural Resources Advisory Committee Tasks 2005 Cultural Resources District Informational Letters and Guides 1997 -1998 El Camino Real 1994 Government Performance and Results ACT Annual Products Reports for CLGS 1994 Historic Building Code 1997 Historic First Street Specific Plan Documents (extra copy) (no date) Historic Preservation Ordinances 2002 Historic Preservation and Property Values 1997 -1998 Historic Preservation Training 1996 -2010 Historic Resource Surveys 2009 Joint Cities Historic Preservation Workshop 1997 Legislation 1991 -2002 National Register Program 1995 -1997 National Trust Preservation Conference 2000 — 1992 -2004 OHP Miscellaneous Correspondence 1991 -2006 OHP Recording Historic Resources 1992 -1997 Old Town Charlotte /Old Town Signs 1991 Other Cities Document Examples 1995 -2001 Press Clippings 1990 -1997 Section 106 1989 -2003 State Historic Preservation Plan 1996 -1999 State Historic Resources 1999 Tax Incentives 1988 -1997 Proposals — Historic Resources Survey 2001 1988 MTG Revenue Bond Program Affordable Housing Habitat for Humanity 1990 Article 34 Referendum (no date on document) Bed and Breakfast 1991 California Home Ownership Assistance Program 1997 CDBG Section 108 Loan Program 1997 -1998 CIPP Innovation 1992 Awards Program CIPP SWIP Correspondence Received 1991 City Housing Reports 1989 Communities in Prevention Correspondence 1997 -1998 Communities in Prevention Report 1996 Community Reinvestment Act 1993 Countywide Housing TSK Force Working Group 1988 -1992 Federal Emergency Shelter Grant 1993 -1994 Home Occupations 1988 -1996 Home Owners Associations 1982 -1988 Homeless 1988 -1999 Homeless Prevention Program 1989 Homeless Resources 1994 -1998 Housing and Urban Development 1990 -1995 Housing Assistance 1988 Housing Assistance Plan 1996 Housing Discrimination 1994 Housing Handicapped 1993 -1997 Housing Income Limits 1993 -1994 Housing Low Income 1990 -1996 Housing Rent Control (no date on document) Housing Services 1990 -1993 HUD — John Heinz Neighborhood Development Program 1993 HUD Emergency Shelter Grant Program (McKinney Act) 1993 Interregional Partnership 2003 Legal (Housing) 1988 -1997 Letter of Support 2004 Livable Places /Communities 1998 -2001 Mobile Home General Information 1986 -2004 Mobile Home Rent Increases 1986 -2004 Multi - Family Improvement Districts 2004 New Income Limits 1994 -1997 OCHA Advisory Committee 1993 -2000 Orange County Affordable Housing Clearinghouse 1988 -1999 Orange County Community Housing Corporation 1993 Orange County Housing Authority 1983 -2000 PD and PC Residential Districts 1991 Regional Housing Needs Assessment (RHNA) 1994 Rental Housing Construction Program 1992 Senior Housing 1992 -1995 Single Room Occupancy 1987 -1995 SRO Supportive Housing Program Application 1990 -1992 Voluntary Managers Certificate Program 1990 Work Furlough Program 1994 Environmental Enhancement Grant 1991 -1993 Landscape Development Study 1986 -1992 Master Street Tree Plan 1972 -1976 SBA Grant (Landscape Guidelines) 1994 Tustin Landscape and Lighting District 1993 -1997 Development Fee Legislation 1987 General Legislation 1992 -2007 Laser Light Shows 1989 Redevelopment Project Area 1993 Building Code Compliance MCAS Tustin 1996 O.C. Legislative Committee Agendas 1996 -2004 Federal Legislation 1998 -2007 League of California Cities Resolutions 1990 -2000 State Redistricting 2001 State Mandate Claims — RHNA 1998 -2002 State Mandate Claims — Open Meetings Act 1998 -2004 Marine MCAS El Toro AICUZ Plan 1989 -1990 MCAS Civilian Helicopter 1983 -1988 MCAS Tustin 1990 -2003 Radius Map of MCAS Tustin 1996 -1997 Veterans Affairs 1989 MCAS- Tustin FEIR/EIS 2000 Noise Complaints 1991 -2000 Noise Control, Pamphlets, Information 1974 -1981 Local Planning Survey 1994 -2009 Office of Planning and Research 1992 -1993 City of Orange East Orange General Plan 1989 -2000 Correspondence Irvine 1991 -1994 County of Orange General Plan 1989 -1991 County of Orange 2001 -2003 Inter City Liaison Committee 1992 Master Plan of Transit (Irvine- Correspondence) 1992 -1993 Commercial Parking Standards 1991 -1998 Municipal Parking Survey 1989 -1993 No Parking Zone Studies 1989 -1993 Parking Old Town Issues 1980 -1981 Joint Use of Facilities 1993 Park Dedication Ordinance 1984 Parks and Recreation Resource Background 1985 -1994 Parks and Recreation Financing File 1988 -1991 Parks and Recreation Department Guidelines and Requirements 1991 -2003 Parks Commission (no date) Tiller Days 1993 Taste of Tustin 1991 -1993 Columbus Tustin Gym 1992 -2001 Frontier Park 1994 -1995 Correspondence from Community Services 1994 -1998 Boys and Girls Club Roller Hockey Agreement Correspondence 1995 TUSD Recreation Department 1995 Portola Park Site (Citrus Ranch Park) 2000 Tustin Legacy Park 2003 Mountains to Sea Trail 2005 Pioneer Park 2002 Administrative Files: California Shopping Cart Retrieval Corporation contract file 1997 -2005 California Title Reporting contract file 1993 CBA Housing Element 5 -Year Update contract file 1996 -1999 Converse Consultants contract file 1994 -1998 Cotton Beland contract file 1994 -2001 Fire contract file 1991 -1993 Knowles- McNiff contract file 2003 -2006 Scott Fazekas contract file 1998 -2001 First American Real Estate Solutions contract file 1996 -2000 Bob McGrann Construction contract file 2001 -2008 Willdan — Harden Carter contract file 2004 Infinite Imaging contract file 1993 Willdan — Reuben Arceo contract file 2004 Keith Companies contract file 1995 Laura McCants contract file 1994 -2000 Municipal Resource Consultants (MRC) contract file 1995 -1999 OCFCD Agreement contract file 1993 -1994 Gary Siegal contract file 1988 -1996 Schmitz, Riach & Associates contract file 1994 -1995 Keyser Marston contract file 1995 30th St. Architects contract file 1988 -2010 Weiland (Acoustical Engineering Services) contract file 1987 -2005 GTS Assessor Parcel Information Update 1992 — 1995 Planning Commission CDD Work Program 1995 -97 Letters of Support 1998 - 2012