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Home My WebLink About05 DESTRUCTION OF RECORDS - COMMUNITY DEVELOPMENT DEPARTMENTAgenda Item 5 f Reviewed., AGENDA REPORT City Manager_ Finance Director NIA MEETING DATE: FEBRURARY 7, 2017 TO: JEFFREY C. PARKER, CITY MANAGER FROM: COMMUNITY DEVELOPMENT DEPARTMENT 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by State law and the City's record retention schedule, and conserve storage space, staff has reviewed and identified outdated administrative and entitlement files.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. 17-05, 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 pian 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 February 7, 2017 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. 4'AA�J/ E ' abeth A. Binsack Director of Community Development Attachment: City Council Resolution No. 17-05 RESOLUTION NO. 17-05 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. 17-05 Page 2 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 7th day of February, 2017. Dr. Allan Bernstein Mayor ATTEST: Erica N. Rabe City Clerk STATE OF CALIFORNIA COUNTY OF ORANGE CITY OF TUSTIN I, Erica N. Rabe, 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. 17-05 was duly passed and adopted at a regular meeting of the Tustin City council, held on the 7th day of February, 2017, by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: Erica N. Rabe City Clerk Resolution No. 17-05 Page 3 Erica N. Rabe Date City Clerk RECORDS DESTROYED BY: Elizabeth A. Binsack Date Community Development Director CONSENT: David Kendig City Attorney Date EXHIBIT A Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule COMMUNITY DEVELOPMENT RECORDS Files Scanned and to be Destroyed Administrative Adjustments 94-001 Board of Appeals Cases - 520 S. Pacific, 17271-17289 McFadden Ave., 145 Mountain View Dr. Code Amendments 02-007, 98-001, 94-001, 98-002, 98-003, 98-0036, 99-001, 00-001, 00-002, 01-002, 01-006 CA 92-001 & DR 92-007 Certificate of Appropriateness, 450 West Third St, Conditional Use Permits (CUP) 78-8, 83-6, 88-02, 88-15 & Amendments, 92-014, 92- 036,97-010 CUP 92-032 & VAR 92-007 CUP 94-023 & DR 94-030 Design Review (DR) 88-07, 88-60, 89-05, 90-02, 92-020, 93-18, 96-013, 00-031 DR 87-37, CUP 87-30, VAR 87-06 DR 89-54, CUP 89-16 DR 93-005, CUP 93-28 DR 94-013 & CUP 94-007 DR 96-026, CUP 06-013, VAR 96-005, TTM 15326 DR 97-014 & VAR 97-002 DR 99-006, CUP 99-007, GPA 99-002, ZC 99-003 (file 1) Formal Findings 67-2, 68-1, 68-3, 68-4, 69-5, 69-6, 69-7, 71-8, 71-11, 72-9, 72-10, 73-1, 73-2, 73-3, 73-4, 76-1, 76-2, 77-1, 79-11, 82-1, 83-3, 85-9, 86-1 Final Tract Maps 14914, 14934, 15350, 15380; 15420, 15427/15474, 15427, 15502, 15503, 15504, 15505, 15506, 15507, 15563, 16184, 16506 EXHIBIT A Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule COMMUNITY DEVELOPMENT RECORDS Files Scanned and to be Destroyed FTM 15707, DR 98-021, & ZC 98-002 General Plan Amendment 01-001 GPA 85-1, ZC 85-5, Specific Plan No. 9 GPA 89-02, ZC 88-02, East Tustin Specific Plan Amendment 88-01 GPA 90-1, ZC 89-3, DR 89-78 GPA 90-02, ZC 90-03 GPA 90-03 (A) & (B) GPA 91-01, ZC 91-02, TPM 91-197 GPA 94-001 & ZC 94-004 GPA 96-002, TT 1402, VAR 96-001 & DR 96-002 GPA 98-001 & ZC 98-001 GPA 98-002, ZC 98-005 GPA 99-001, ZC 9-001 Interim Use Permit 09-001 Lot -Line Adjustments 03-002, 05-002 Minor Adjustments 95-001, 95-002, 96-001, 99-001, 99-002, 99-003, 04-001 Parcel Maps 98-161, 99-197, 99-217, 00-219, 01-235, 02-106 Parcel Merger 00-01 Perfit vs. City of Tustin, Utt Juice, 191-195 East Main Street — 1976-1995 TPM 93-170 & VAR 93-007 TPM 2003-139 Tentative Tract Maps 11185, 14396, 14901 EXHIBIT A Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule COMMUNITY DEVELOPMENT RECORDS Files Scanned and to be Destroyed TTM 13796, DR 88-51, TTM 15993, DR 00-046, Hillside Review 00-001 & AA 01-001 TTM 13796, DR 88-51, TTM 15993, DR 00-046, Hillside Review 00-001 & AA 01-001 TTM 15601 & DR 97-035 TTM 15681 & DR 98-012 TTM 16481, ZC 03-002 & CUP 03-012 Tustin Grove Home Buyer Disclosures Use Determinations 88-01, 89-01, 90-01, 90-02, 90-03, 90-04, 91-01, 92-001, 92-002, 93-001, 93-003, 93-005, 94-002, 94-004, 95-002, 95-003, 95-005, 95-006, 96-001, 99-003, 99-024, 00-001, 00-002, 10-002, 10-003, 11-01, 11-02, 12-02, 12-04, 662 B St., Smog Check Stations, All Age Dance Clubs, Medical / Dental Parking in Jamboree Plaza, Interpretative for Children's Intermediate Care Shelter, Furniture Warehouse Sales in 1St Street Specific Plan, Retail Pottery Studio, Automotive Pawn Broker, Martial Arts Studio in ETSP Mixed Use, and Nudity Ordinance Use Permits (CUP's) 72-395, 73-18 Amendment, 75-12, 75-27, 76-14, 76-23, 76-25, 77 23, 83-3, 83-12, 86-30 & Extension, 89-01, 89-09, 09-001 Variances 77-1, 77-7, 88-04, 92-008, 93-001, 93-002, 93-003, 93-006, 93-008, 94-003, 94-008, 94-010, 94-013, 94-014, 95-002, 95-004, 95-010, 95-012, 96-004, 97 003, 98-001, 98-002, 99-003, 98-004, 98-005, 99-008, 02-001 VAR 95-007 & DR 95-031 VAR 93-007 & TPM 93-170 VAR 94-009 & DR 94-009 EXHIBIT A Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule COMMUNITY DEVELOPMENT RECORDS Files Scanned and to be Destroyed VAR 95-001 & DR 95-011 Zone Changes 72-23, 83-1, 84-06, 85-03, 89-01, 90-02, 90-5, 93-001, 94-006, 95-001, 98-02 ZC 86-1, Specific Plan 11 & CUP 86-26 ZC 90-1, CUP 90-3, DR 90-1 ZC 90-04 & DR 90-52 ZC 94-001, DR 94-001 & VAR 94-002 ZC 94-002 & DR 94-010 ZC 96-003, GPA 96-003 ZC 99-002, CUP 99-005 ZC 01-001, DR 01-035 Code Enforcement Case Files 2010 - March 2015 Correspondence files -1971-1980 Contract - SKMG - 1995 Contract - Thomas W. Allen, Hearing Officer - 2009 Design Review 07-010 Correspondence File, TLCP Neighborhood E-. Not Pursued Large Gathering Permits - 2006 Code Amendment (CA) 11-001, 11-002, 11-003,11-004, 11-005, 11-006 Conditional Use Permits (CUP) 2011-01, 02, 03, 04, 05, 06, 07, 08, 09, 010, 011, 012, 013, 014, 015, 016, 017, 018, 019, 020, 021, 022, Design Review (DR) 2011-001, 002, 003, 004, 005, 006, 07, 008, 009, 010 EXHIBIT A Records Authorized for Destruction in Accordance with the City of Tustin's Records Retention Schedule COMMUNITY DEVELOPMENT RECORDS Files Scanned and to be Destroyed . General Plan Amendment (GPA) 2001-001 Large Family Daycare (LFD) 2011-001, 002, 003, 004 Specific Plan Amendment (SPA) 11-001, 003, 004 Sub Division (SUB) 2001-001 Zoning Permit (ZP) 2011-001 Reference Files: Hangar 28 — 2006, Tustin Branch Trail, Eastern Transportation Corridor Initial Study - 1987-2012, Steven's Square Parking Structure at 445 C St., Brookfield Homes -Tract 15681, Office Development at 655 South B St., School Fees 1987-2012, Eucalyptus Trees in Cantada Community Association, Preliminary Reviews - 15502 Moser Ave., 1164 Bryan Ave, Rawlings Way & Tustin Ranch Rd. COMMUNITY DEVELOPMENT RECORDS Files to be Destroyed and Not Scanned Planning Commission Follow -Up — 1994 — 2003 Planning Commission Miscellaneous — 1988 — 2005 Temporary Sign files —1985-1994 Temporary Use Permits — 1992, 1994 Personnel File (Questionnaire) — 2007 Administrative Citation Appeal Files (Sears and 195 EI Camino Real) -- 2010--2011 Administrative Files: City Attorney Projects & Memos, the District Farmer's Market, Massage Establishment at 2981 EI Camino Real, Urgent Care 2560 Bryan Ave.