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Home My WebLink About04 DESTRUCTION OF RECORDS - COMMUNITY DEVELOPMENT DEPARTMENTMEETING DATE TO: FROM: SUBJECT: SUMMARY: AGENDA REPORT JULY 7, 2015 JEFFREY C. PARKER, CITY MANAGER COMMUNITY DEVELOPMENT DEPARTMENT Agenda Item 4 Reviewed: City Manager Finance DirectorNN/A 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by State law and the City's record retention schedule, and conserve storage space, staff has reviewed and identified outdated reference and information files.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. 15-33, 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 July 7, 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. 15-33 RESOLUTION NO. 15-33 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. 15-33 Page 2 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 7th day of July, 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. 15-33 was duly passed and adopted at a regular meeting of the Tustin City council, held on the 7th day of July, 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 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: Boundary and Annexation Surveys - 1994-2006 Census Data Newsletter, Census Statistics/California Demographics Newsletter - 1988-1995 Census 2000 Count — Question Resolution Program - 2003 Census 2010 - 2009-2013 Census 2000 — 2000 DOF Population Estimates — Back Up Documentation 1995 "New Process" — 1995 Orange County Projections 1996 — 1999-2005 Center for Demographic Research — Technical Advisory Committee — 2004-2010 American Community Survey — 2004 Household Waste Element — 1993-1995 Monthly Report — Great Western 1993-1995 Recycling — 1990-1995 Solid Waste — 1992-1995 Annual Report and Adjustment Methodology — 1995-96 Anti -Scavenging — 1995 Non Disposable Facility Element — 1994-1995 Source Reduction and Recycling Elements— 1991-1996 SRRE Legislation, Correspondence and Miscellaneous — 1991-2006 SRRE Program Implementation — 1991-1995 TUSD School District Recycling Source — 1995 SCAG Aerial Photography — 2000 SCAG Annual Regional Housing Summit — 2004-2008 SCAG Housing Element Compliance Report — 2002 SCAG Jobs/Housing Balance — 2001-2002 SCAG Metropolitan Planning Organization — 1992-1995 SCAG Orange County Non -Motorized Transportation Plan 1995-1996 SCAG Regional Comprehensive Plan — 1991-2009 SCAG Annual Reports — 2002-2004 SCAG Compass Program — 2004 SCAG Media Clips — 2003 SCAG Profile — 2009 SCAG/LRG — 1982-1993 SCAG/Public Participation Plan — 2007 SCAG RTP/SCS and PEIR Staff Report to Planning Commission — 2012 SCAG RTP/SCS Data Review and CLUS — 2012 Schools Legal —1988 Santa Ana Unified School Fees — 2007 - 2010 Surplus Site (TUSD) —1987-1988 TUSD/General Plan Zone Change - 2007 Political Sign Posting Procedures - 1986 Banners — 1995-1997 Billboards — 1992 Political Sign Code 85-1 — 1984-1985 City Entry Signs - 1995 Old Town Freeway Sign - 2000 Old Town Entry Signs - 2004 Sign Code — Other Cities — 1994-1997 Signs SB142 - 1983 Snipe Signs - 1996 City of Santa Ana Agenda - 1997 City of Santa Ana Arena — 1989-1990 City of Santa Ana General Plan - 2000 City of Santa Ana Projects — 1990-2005 City of Santa Ana Material Recovery Facility - 1993 City of Santa Ana Parking and Signs —1975-1990 City of Santa Ana Political Sign Ordinance - 1988 Review of Notice of Preparation of EIR for Revision to Circulation Element and Land Use Element in the City of Santa Ana = 1997 Santa Ana Traffic Study - 1989 Santa Ana/Orange Joint Participation - 1984 Tustin/Santa Ana TSIA Minutes — 1990-2012 Construction Waste - 1992 Great Western Contract Correspondence — 1988-1993 School District Solid Waste Collection - 1993 Solid Waste Management Commission — 1988-2000 Waste Collection and Recycling — 1993-1995 Claremont Graduate School Economic Policy Studies - 1994 Electro Magnetic Fields - 1994 Old Town Lighting Options - 1997 Parking Standards, CA Cities - 2000 State Mining and Geology BD — 1990-91 Studies and Surveys — 1995-2000 Subdivision Ordinance — 1992-1997 CDD Reconfiguration - 1999 Correspondence, General - 2002 General Information (Historical) — 1974-2004 Major Accomplishments — 2000-2003 Old Town Farmers Market — 1997-2003 Old Town Tustin General Information - 2001 Police — Community Oriented Policing - 1994 Steelcase — 1968-2002 Tustin Commuter Rail Station — 2000-2007 Tustin Hospital - 2000 Tustin Old Town Association (TOTA) — Miscellaneous — 2002-2003 Tustin Ranch — Miscellaneous Correspondence — 2002-2007 Tustin War Memorial — 2002 Tustin Town Center Program Proposals - 2011 Using the Land Use Survey - 1995 Web Site, City of Tustin — 2009 Zoning Map Ordinance - 2009 Utilities Contract Information - 2003 Irvine Desalter— 1995 Laguna Beach County Water District Santa Ana Basin Well Project— 1999-2006 Main Street Reservoir Project— 1997 MWD — Cross Connection Control Program — 2009 NEHER Acquisition — 1993 SCE Street Light Agreement, Correspondence — 1994 Southern California Edition — 2000-2010 Southern California Gas Company — 1996 Tustin Auto Center/IRWD Water Issues — 1995 Tustin Water District Area Boundary Map — 1996 Water Master Plan — 1998-2003 Water Supply — SB 610 — 2002 Water System Storage —1990 Water Service Ordinance — 1992 Rawlings Reservoir Booster Station - 1997 Zoning Interpretation — 1988 Zoning Map Orange County (no date) Zoning Ordinance Amendment 87-4 (Old Town Cultural Res. District) Moratorium — 1987-1996 Zoning Reviews — 1999-2004 Subpoenas (General) — 1999-2001 Water Quality Miscellaneous Documents — 2001-2004 Orange County Sanitation District — 2002-2004 Water Quality Procedural Memorandum — 2001 Regional Water Quality Control Board — 2009 Water Quality Training Manuals — 2001 Scanned Interim Use Permits — 2003-2005 Scanned Reference Files — 1975-2012 Scanned Contract Files — K.W. Lawler & Associates — 1997 Cotton/Beland/Associates - 1992 Converse Environmental West — 1997 Katz, Okitsu & Associates - 2007