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Resolution Number 97-5-6-1RESOLUTION NO. 97-5-6-1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, Government Code Section 34090, et seq., authorizes the destruction of certain city records and documents with the approval of the legislative by resolution and the written consent of the City Attorney; and, WHEREAS, in the opinion of the Department Heads concerned, the City Clerk, and the City Attorney, the records and documents hereinafter referred to in Exhibit "A", attached hereto, are no longer required; and, WHEREAS, the City Attorney has consented to the destruction of such documents and records. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Juan Capistrano does hereby authorize the Heads of the City Departments specified in Exhibit "A" to cause the destruction of the City records, documents, books, or papers under his/her charge as described in Exhibit "A". PASSED, APPROVED, AND ADOPTED this .1997. ATTEST: /110 ti'✓u /' 6th DAVID M. SWERDLIN, MAYOR -t- day of 261 262 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF SAN JUAN CAPISTRANO ) I, CHERYL JOHNSON, City Clerk of the City of San Juan Capistrano, California, DO HEREBY CERTIFY that the foregoing is a true and correct copy of Resolution No. 97-5-6-1 adopted by the City Council of the City of San Juan Capistrano, California, at a regular meeting thereof held on the 6th day of May 1997, by the following vote: AYES: Council Members Jones, Greiner, Hart and Mayor Swerdlin NOES: None ABSTAIN: None ABSENT: Council Member Campbell (SEAL) CHERYL JO SO , CITY CLERK -2- 263 Memo: To: City Clerk From: City Attorney Re: Request to Destroy Records Date: April 9, 1997 I hereby give approval to destroy all documents identified in your memorandum dated April 9, 1997, more specifically each and every Records destruction List attachment appended to your ve a dura. n R. v✓ i Attomey 264 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Administrative Services Prepared by : Dawn M. Schanderl / _ REC RDS DESTRUCTION LIST Approved: 7/ wU Date: /a -I3 9ta De went Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To A-08 Payroll Employee Distribution Reports; Payroll Month-end 1986 1987 Reports; Check Requests A-09 Payroll Time Cards: Aalbu, R. - Blanda, L 1987 1988 A-10 Payroll Time Cards: Boone, R. - Fegte, E 1987 1988 A-11 Payroll Time Cards: Ferguson, C. - Hall, A. 1987 1988 A-12 Payroll Time Cards: Hanover, M. - Kimminau, J. 1987 1988 A-13 Payroll Time Cards: Kirkland, S. - Morales, V. 1987 1988 A-14 Payroll Time Cards: Regier, D. - Morales, A. 1987 1988 A-15 Payroll Time Cards: Sotteck, D. - Reynolds, J. 1987 1988 A-16 Payroll Time Cards: M. Stinson - Board Members 1987 1988 A-17 Comprehensive Financial Report; Audit Report 1987 1988 A-53 Cash Receipts: June 1991 1990 1991 A-56 Accounts Payable: San Diego Gas & Electric; 1990 1991 "S" Misc - Union Bank A-58 Accounts Payable: CRA Stradling Yocca et al - "Z" Misc; 1990 1991 Duplicate Checks 265 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Administrative Services Prepared by: Dawn M. Schanderl REORDS DESTRUCTION LIST Approved: K T1 tU _ _ . 7Yto Date: De ent Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To B-13 Journal Entries; Budget Adjustment; Bank Reconciliation, 1987 1988 Payroll Reports; Audit Workpapers B-16 Payroll Month-end Reports; Payroll Attendance Reports 1985 1987 B-48 Accounts Payable CRA: Nibardo Gomez - Spinner Lamar 1990 1991 B-51 Accounts Payable: Urban Design - "W" Misc 1990 1991 B-53 Cash Receipts CRA: July 1990 - June 1991 1990 1991 C-17 Cash Receipts: January - February 1991 1990 1991 C-18 Cash Receipts: April - May 1991 1990 1991 C-22 Duplicate Check Copies (pink) 1990 1991 C-27 Check Duplicates July 1989 - June 1990; Cancelled Checks 1989 1990 January 1989 - June 1990; Cash Receipts CRA July, 1989 - June 1990. E-23 Month-end Adjustments - Work Papers 1984 1986 E-34 Payroll Time Cards: Howard - Killelea 1989 1991 E-56 Payroll Time Cards: DuCoing - Ferguson 1989 1991 E-57 Payroll Time Cards: Morales, V. - Olsen 1989 1991 E-60 Payroll Time Cards: Lisack - Morales, A. 1989 1991 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Administrative Services Prepared by: Dawn M. Schanderl / RECORDS DESTRUCTION LIST Approved: L . Date: Dep went Head City Attorney Date: Box/Loc. Content Description Inclusive Date From To F-02 Journal Entries: July 1987 - September, 1987; 1987 1988 January 1988 - March 1988; June 1988 F-03 Cancelled Checks January - June 1991 1990 1991 F-05 Payroll Time Cards: Vincenti - Ziak 1989 1991 F-06 Cancelled Checks July - December 1988 1988 F-08 Cancelled Checks January - June 1988 1988 F-10 Payroll Time Cards: Bentz - Carlson 1989 1991 F-12 Cancelled Checks January - June 1988 1989 F-16 Payroll Time Cards: Aguilera - Bennitt 1989 1991 F-21 Payroll Time Cards: Chamberlain - Dosherry 1989 1991 F-22 Payroll Time Cards: Kimminau - Lehmann 1989 1991 F-25 Payroll Time Cards: Fegete - Garcia 1989 1991 F-27 Payroll Time Cards: Gee - Hill 1989 1991 F-38 Payroll Time Cards: Steenblik - Vokoun 1989 1991 F-42 Payroll Time Cards: Santibanez - Shimizu 1989 1991 267 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Administrative Services Prepared by: Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: 4uQ C �G�� Date: a 3 glo Dep went Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To F-43 Payroll Time Cards: Parker - Rodriquez 1986 1991 F-44 Payroll Time Cards: Shinkle - Steele 1989 1991 G-01 Journal Entries (October - December 1987) (April - June 1988) 1987 1988 G-04 Current Accrual and Usage Reports December, 1987 - 1987 1988 June, 1988 G-07 Cash Receipts: November, 1987 - January, 1988 1987 1988 G-08 Cash Receipts: March - April 1991 1990 1991 G-09 Cash Receipts: November - December 1990 1990 1991 G-13 Revenue Receipts Reports; Revenue Receipts by Account/By 1990 1991 Batch (January - June) G-17 Cash Receipts September - October 1990 1990 1991 G-18 Cash Receipts July - August 1990 1990 1991 G-19 Revenue Receipt Reports July - December 1990 1990 1991 G-26 Daily Revenue Reports July 1, 1987 - December 31, 1987; 1987 1988 January 1, 1988 - June 30, 1988 G-27 Payroll Check Register; Accrual & Usage Report 1989 1990 July 1; 1989 -June 30, 1990 268 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Administrative Services Prepared by: Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: C v� L �Q/%1 F�1U1/L Date: la 3 7�p De went Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To G-32 Accounts Payable: Eastman - "G" Misc 1990 1991 G-33 Accounts Payable: Capo Valley Water District - "D" Misc 1990 1991 G-34 Accounts Payable: Boise Cascade - Capistrano Sweeper 1990 1991 G-35 Accounts Payable: AT&T - Blue Diamond Materials 1990 1991 G-36 Accounts Payable: Harry Weinroth - "J" Misc 1990 1991 G-37 Accounts Payable: G. Scarborough - So. Orange County 1990 1991 News G-62 Cash Receipts: January 1991 1990 1991 H-30 Business License Records D -L 1991 1991 H-33 Business License Records M -Q 1991 1991 H-35 Business License Records R -Z 1991 1991 H-54 Business License Records A -C 1991 1991 J-03 Extra City Budgets 1972 1990 K-16 Citations: Blank Forms K-17 Citations: Blank Forms 269 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Administrative Services Prepared by: Dawn M. Schanderl n /RECC7S DESTRUCTION LIST Approved: C%"Lo' t� o' C.. ��1�C-- Date: Depaoment Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To K-27 Cable TV (Storer) Records 1985 1985 K-28 Cable TV Records Times Mirror Litigation, Interconnect 1980 1983 Legislation K-29 Home Warranty Program Records - Expired Agreements 1977 1985 K-30 Home Warranty Program Records - Expired Agreements 1977 1985 270 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Administrative Services Prepared by: Dawn M. Schanderl /RECRRDS1 DESTRUCTION LIST / Approved: (� . Y' �!�k /W�-- Date: 1 a I3I96 Deblutment Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To A-67 Duplicate Check Copies (pink) 1990 1991 B-46 Accounts Payable: Anthony Alarcon - F Misc 1990 1991 271 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Engineering Department Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: L%'v cK(�wn_!�K• ,t>�' `� Date: Department Head G-55 Serra Correspondence 1978 1984 G-61 Correspondence: Calle Aviador/Calle Perfecto Sewer; AVE 1965 1982 Staff Master Plan Sewer; Orange County Water District 94; Oso Creek Diversion Well Project (San Juan Basin Authority) Date: City Attorney Box/Loc. Content Description Inclusive Date From To C-56 Capistrano Unified School District Correspondence; Fire 1972 1985 Station #7 Correspondence, Ambuehl School Slope Repair Information; Bullet Train Correspondence, Santa Margarita Water District Correspondence; Moulton Niguel Water District Correspondence; San Juan Creek Proposed Storm Drain Maintenance E-33 Serra Correspondence 1974 1982 E-53 Publications; Water Quality Management Policy Alternatives; 1974 1981 AQMP Control Strategies; SCAG Aviation System Study; California Coastal Plan, Water Quality Control Plan, State; California Litter Plan; California Growth Stock Trees; Santa Margarita Wastewater Reclamation Project; LA/OMA Project Water/Wastewater Miscellaneous F-63 Correspondence Caltrans - I-5; Correspondence Safety Route 1975 1984 G-55 Serra Correspondence 1978 1984 G-61 Correspondence: Calle Aviador/Calle Perfecto Sewer; AVE 1965 1982 Staff Master Plan Sewer; Orange County Water District 94; Oso Creek Diversion Well Project (San Juan Basin Authority) 272 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Engineering Department Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: DDate: epartment Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To A Letter of Interest - Plan Check Services (CDC); 1981 1992 General Correspondence Re Consultant interest in Plan Check Services; 2 Files re Miscellaneous Correspondence for Plan Check Services (BSI/RMG); Copy of Ordinance 364 "System Development Charges; Copies :Environmental Analysis Checklist, Notice of Preparation of EIR, Memos and Letter Re Proposed GPA 89-3 Las Flores; Copy of Memo and Attachement: 1989 Traffic Census Program Report; Copies of Unrecorded Lot Line Adjustments (2 files); Copies: Internal Memos re Sign Regulations and Enforcement, 2 Letters Responding to Sign Regulation inquiries, Copy of Ordinance 700 273 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Building Division Prepared by: Dawn M. Schanderl RECORDSDESTRUCTION ApproveA!"444 Date: 4 -44f -k-17 1' 7 Date: City Attorney Box/Loc. Content Description Inclusive Date From To Building Permits that have been mircrofilmed: 1 Malaspina Maplewood Marbella Vista Marina Road Millpond Court Mission Street Monarch Mission Hills Drive Moonglow Moringstar Nautilus Oakwood Oceana Orangewood Orinda Ortega Oso Road Outpost 2. Imperial Junipero Serra & Camino Capistrano Junipero Serra Kilamey Lane Kildare Killarney Kimberly Kinkerry La Calera 274 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Building Division Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST ApproveW 2Date: Department Head 41 Date: City Attorney Box/Loc. Content Description Inclusive Date From To 3 San Juan Creek Road Shadetree Lane Shamrock Shannon 4 Ridge Road Rosscommon Steeplechase Strawberry Valle Road Via Andalusia Via Conquista Via Santa Maria Via Solis Via Quixote Via Ramona Via Redondo Via Rueda Via San Vicente Via Santo Tomas Via Sequoia Via Sonora Via Tonada Via Viente Viewpoint Village Vista Pointe Woodlake Woodcrest 275 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Building Division Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: Date: 4,1 —W G D partment IAeaJ Date: City Attorney Box/Loc. Content Description Inclusive Date From To 4 (cont) Wildwood Windsong 5 Sacarama Saddleridge San Juan Creek Road Sandlewood Sandpiper Santa Clara Santa Margarita Shadybrook Silverbrook Silvercreek Silverspur Smoketree Somerset Sonoma Spinnaker Southwind Spotted Bull Spyglass Starrise Summerfield Sundance 6 Terrapin Trabuco Creek Tradewind Valle 276 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Building Division Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved:Dater Departure t ead Date: City Attorney Box/Loc. Content Description Inclusive Date From To 6 (cont) Verdugo Via Alano Via Alicia Via Buena Vista Via Ana Via Anzar Via Arboleda Via Banderas Via Barrida Via Belardes Via Bonca Via Buena Via Buena Vista Via California Via Callejon Via Canela Via Cantabria Via Capote Via Capri Via Carlos Via Cascada Via Cervantes Via Chiquero Via Chiquero Via Cocida Via Conquista Via Cordova Via Corta Via Cristal 277 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Building Division Prepared by : Dawn M. Schanderl .i a 91 1 1D�e .. Date: City Attorney Box/Loc. Content Description Inclusive Date From To 6 (cont) Via Cruzada Via Cuartel Via De Agua Via De Aguila Via Del Anza Via De Costa Via De Gavilan Via De Linda Via De Olivo Via De Toledo Via Del Amo Via Del Cerro Via Del Rey Via Del Sereno Via Dulcinea CITY: City of San Juan Capistrano Resolution # _ DEPT: City Manager - CRA E)GIIBIT "A" Prepared by : Dawn M. Schanderl Page of RECORDS DESTRUCTION LIST Approved: N_"� Date: Date City Attorney Box/Loc. Content Description Inclusive Date From To A Copy of 1987 Specification & Fee Schedule - State Board of 1986 1989 Equalization; Memo re: Draft Hotel Operation Selection Process; Unsuccessful EIR Proposals; AudioNisual Proposals; preliminary Drafts; Proposals Copies letters & memos re: Archaeology; Request for Proposals Archaeology Services Historic Town Center; Downtown Assessment Districts Proposals; O.C. Business Development Center Memos, Copies of letters; Commercial Rehabilitation Program Outline & Memo; Inquiries CRA; Inquiries Residential; Neighborhood Preservation In -House Memos, Newspaper Clippings, Flyer; National Organization on Disability Copy of Letter and News Article; O.C. Social Services 1990 Management Plan; Development Review Copies Memos; Cultural Resources Analysis Copies of Memos, Staff Report; Request for Proposal EIR Preparation; Letters; Copies re Proposed Purchase of KFC; Appraisal Consent form (no appraisal), Copies of Memos; Capistrano Terrace MHP Copies Letters & Memos re possible Appraisal B Letters/Brochures re Inquiries from Consultants; Copies: 1979 1988 Lease Memos re The Country Shoppe; Copies: Memos, Agreements, Worksheets re Gutieffez/Macias; Copies: Letters, Memos re 31796 El Camino Real; Copies: Letters Memos, Agreement for 31806 El Camino Real; Copies of Agreements, Staff Report, Memos re Bank of America Rehabilitation Loan Program; Copies: Agreements, Letters, Memos re Danielson Design Group Civic Center Space Needs Study; Copies of Unsigned Agreements, Memos re Security Pacific Rehabilitation Loan Program; 279 CITY: City of San Juan Capistrano DEPT: City Manager - CRA Prepared by: Dawn M. Schanderl City Attorney Resolution # _ EXHIBIT "A" Page _ of LIST Date: Date: Box/Loc. Content Description Inclusive Date From To B (cont) Requests for Proposals HTC Property; Copies of 1979 1988 Agreements, Memos, Letters re Capistrano Depot (Tyson/E&E River RR); Copies Unsigned Agreements, Letters, Memos, Check Requests re Far Western Travel; Copies of Lease Agreement, Minutes, Memos, Letters, Staff Reports, Workpapers re Libros y Artes de SJC; Copies Unsigned Escrow Instructions, Fax Transmittals, Receipts, Memos, Phones Messages re 31781 El Camino Real; Copies Memos, Agreement, Transmittals, Letters re 31806 El Camino Real; Copy of Letter Agreement Paone, Gempvese, Callahan, McHolm & Winton; Copies: Agreement Invoices, Letters re LSA Associates, Archaeological Services; Copies of Agreements E & E River Railway Depot Lease; Copies: Summons, Agreements, Inventory Lists E & E River Railway Company; Copy of OPA Chazan/Las Hadas C Memos Re Newpaper Articles; Draft City Brochure (1988); 1986 1990 Letters, Memos re Archaeological Bids; Copies Letter and Memos re Dial -a -Ride; Copies of Administrative Memos; Copy Inhouse Current Project Lisitng; Copies Letters, Memos, Fax Transmittals re Friends of Historic SIC; Downtown Meeting Flyers, Memos re Downtown Merchants; Copies of Letters Requesting Brochure Proposals; Copies of Letters Requesting Proposals, Interview Schedule re City Brochure; Copy of Summary Investment Data, Copies of Purchase Orders; Copies of Check Requests; Copies Letters, Requests for Proposals Re San Juan Depot Request for Proposal Brochure; Copies Check Requests, lM CITY: City of San Juan Capistrano Resolution # _ DEPT: City Manager - CRA EXHIBIT "A" Prepared by : Dawn M. Schanderl Page of RECORDS DESTRUCTION LIST Approvee74Date: De ent He Date: City Attorney Box/Loc. Content Description Inclusive Date From To C (cont) List of Companies; Costs, Brochures, Memos Re Aerial Photos; Copies Letters, Unsigned Agreements, Memos, Re Area A Proposals; Copies Municipal Code Sections Letters, Proposals Re Appraisal Services Historic Town Center; Reference Information Re Consulting Firms; Proposed Senate Bills; Informational File Re Engineering Services Ortega Highway Improvements; Copies Letters, Proposals Re Property Acquistion; Reference File Re Appraisal Servies; Copy of Agreement, Letter Re Padilla Lease; Copy Letters, Memos, Agreement Re Lease Orr; Copies Letters, Insurance, Agreement, Purchase Req Re Cat's Meow; Copies Letters, Memos, Check Requests, Agreement Re McLaughlin; Copy Letter, Unsigned Agreement Re Sizzler Parking; Copies Letter, Agreement, Purchase Order, Check Requests, Copies Purchase Order Re Botaco Inc.; Copy Agreement, Letter, Memo Re Engineering Service - Mark Gibson; Copies of Agreement Re Schooler Company; Copies Letters, Memos, Hours Worked, Agreement, Purchase Req, Purchase Order Re Synthesis Group; Copies Agreement, Incomplete Easements Documents, Purchase Order, Memos, Letters Re Mark Gibson Consultant El Peon Easements; Copies Minutes Excerpts, Staff Report, Resolution Re Conflict of Interest Code 1986 1990 281 CITY: City of San Juan Capistrano DEPT: City Manager - Administration Prepared by: Dawn M. Schanderl DESTRUCTION LIST Date`?414/-10 Date: City Attorney Box/Loc. Content Description Inclusive Date From To H-28 Salary/Classification Pay Plan - 5 Notebooks (S. Kuhn) 1989 1989 H-31 Salary/Classification Pay Plan - 5 Notebooks (S. Kuhn) 1989 1989 H-37 Ambulance Notebooks 1985 1986 H-38 Ambulance Files 1985 1986 H-39 Ambulance Notebooks; Orange County Jail Site Study 1985 1986 Drafts (EMA) H-69 Service Requests 10/87 6/89 H-70 Chronological Correspondence 1/88 12/88 H-84 Neighborhood Preservation Closed Cases 1/91 12/91 K-03 Recycling Plans 1990 1992 K-06 Chronological Correspondence 1/92 5/92 K-07 Chronological Correspondence 6/92 12/92 K-08 Chronological Correspondence 1/91 5/91 K-09 Chronological Correspondence 6/91 12/91 K-18 Chronological Correspondence 1/90 6/90 282 CITY: City of San Juan Capistrano DEPT: City Manager - Administration Prepared by : Dawn M. Schanderl Approved: City Attorney Box/Loc. Content Description DESTRUCTION LIST Date: O K-19 Chronological Correspondence Date: Inclusive Date From To 7/90 12/90 283 CITY: City of San Juan Capistrano DEPT: City Manager - Personnel Prepared by : Dawn M. Schanderl I RECORDS DESTRUCTION LIST 1Z►4:n111dy.1% Date: ' 96 �� I Dater Ci Attorney Box/Loc. Content Description Inclusive Date From To H-59 Cal Western Dental Files/Copies of Claims Paid 1975 1987 H-79 Pacific Coast Administrators Dental Files/Copies of 1986 6/89 Claims Paid H-80 Pacific Coast Administrators Dental Files/Copies of 7/89 1991 Claims Paid CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Planning Department Prepared by: Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: Date: 10.111.94 Department Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To F-41 Draft Environmental Impact Report, Preliminary 1984 1984 Design Analysis; Geotechnical Investigation Re Trabuco Basin Wastewater Treatment Facilities; Draft Environmental Report Re Coto de Caza Trunk Sewer; Supplemental Environmental Impact Report Re Canada Chiquita Alternative Sites 285 _ CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Planning Department Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: Department Head Date: 10-10-16 Date: City Attorney Box/Loc. Content Description Inclusive Date From To E-43 Tree Removal Permits 1977 1980 A Temporary Use Permits 1986 1992 Temporary Sign Permits 1983 1994 B Tree Permits 1983 1990 C Special Activities Permits 1985 1995 D Zoning Administrator Reference Publications; Development 1977 1992 Inquiries; Building Activities Reports; Copies: Staff Report, Ordinance Re Appeals; Copies: Drafts, Staff Reports, Memos Re Inspection Services; Copies: Memos Re Staff Assignments, Staffing; Copies: Staff Reports Re New Development Applications; Copies: Project Status Reports; Copies: Regulations of Mobile Home Park Board; Copies: Regulations Mobile Home Rent Ordinance; Copies: Correspondence Re General In -House Planning Admin- istration; Planning Administration Re Questionnaires/Surveys; Copies: Weekly Planning Status Reports; Administration Re Planning Inhouse Policy and Procedures; Copies: Planning Commission Agenda Items, Action Reports; Copies: Planning Commission Follow-ups; Copies: Memos Re Planning Commission Administration; Copies: Service Requests; Copies: Animal Facility License Application from County W. CITY: City of San Juan Capistrano EXHIBIT "A" — DEPT: Planning Department Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: Date: 1 D • 18.46 Department Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To E Copies: Agreements, Staff Reports, Purchase Orders 1989 Letters F Copies: Inhouse Administrative Memos; Copies: Memos, 1985 Letters, Resolutions, Minute Excerpts, Staff Reports Re Developer Deposit Fees; Copies: Project Status Reports Land Use Control; Copies: Letters, Memos, Minute Excerpts, Notes, Brochures Re Proposed Westar Assoc; Copies: Staff Report, Minute Excerpts Re Resource Extraction Fees; Land Use Management Code Index (1976); Meeting Information League of CA Cities; Meeting Notices, Newsletter Re Southern CA Association of Government; Planning Consultant Information Booklets; Copies: Lease Agreement Re Sycamore Plaza; Assortment of Brochures G Copies: Budget Workpapers FY 1991-92; Copies: Memos 1984 Re Budget Adjustments FY 1991-92; Copies: Memos Re Budget Adjustments FY 1985-86; Memo Re Development Fees Revenue Projection; Copy Five Year Building Revenue Projections; Copies: File Request Forms; Copies: Invoices Base Map Preparation; Copy 1986-91 Budget; Copies: Memos, Letters Re City BBQ; Copies: Administrative Memos; Copies: Pre Agenda Reports; Public Information Requests (2 files); 1986 CA Parking Association Roster; Homeowner Association Rosters (1988); Copy Memo Re American Planning Assoc. Conference (1986); List of Documents for Future Review (Tickler) Copy of Space Needs Questionaire; Minute Excerpts Re Appointments/Resignations Architectural Board of Review, Department of Planning Policy and Procedures; Planning 1993 1990 1991 287 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Planning Department Prepared by: Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: -9-1w— Department Head Date: 10 -18 -ft Date: City Attorney Box/Loc. Content Description Inclusive Date From To G (cont) Department Functions; Department of Planning Meeting 1984 1991 Memos; Department of Planning Administrative Corres; Copies: Memos, Minute Excerpts of Appointments/ Resignations Re Los Rios Review Committee; Deparmental Accounting Procedures; Memo Re Building Maintenance Requests; Memo Re City Hall Security; Memos Re Computers H 1976 Fire Protection Planning Task Force Report; OC 1973 1982 Report on Sprinklers; DepartmentMeeting Notification Process; Residential Allocations (3 files); Copies: Memos Re Parking Complaints; Copies: memos Re Angled Parking; O.C. Parking Survey; Copies: O.C. Transportation Agendas, Draft Traffic Analysis Zones, 1984 Copy Santa Ana Transit Element EIR (2 files); Records Management Procedures; Copies: Memos, Letters, Notes Re Downtown Merchants Meeting; Copies: Ordinance, Minute Excerpts, Memos Re Moratorium Cases; Copies: Federal Regulations Re Enterprise Zone Act; Copies: Minute Excerpts, Resolutions, Staff Reports; Code Sections Re Off -Street Parking; Copy License Agreement, Letter Re Parking Control; Copies: Minute Excerpts, Staff Reports, Magazine Articles Re Traffic Signals; Copies: Reference Material Re Alcohol; Letters, Copies: Memos, Minute Excerpts, Brochures Re School Site Planning; Letter, Booklet Re CUSD Boundaries/Attendance; Copies: Resolutions, Memos, Booklets, Transmittal Sheets Re Hazardous Spills; Reference Booklets Re Off ShoreOil Drilling; Reference Material Re CA Coastal Commission CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Planning Department Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: Yom— Date: Ib ! B• Q6 Department Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To Reference Materials Re Nose; Brochures, 1985 Federal Guide 1977 Copies: Letters, Memos, Handbook Re National Flood Insurance Program (3 files); Newspaper Articles, Copies: Correspondence, Memos, Minute Excerpts, Reports, Drafts Re Proposed Bullet Train (2 files); Copy of Environmental Overall Re Lossan Rail Service; Copies: Correspondence, Memos, Caltrans Report (1977) Re Amtrak Station; Inhouse Memos Re Environmental Review; Reference Material Re Trees; Copy Draft Planning Data System Report, Copies: Memos from Architectural Board of Review to Various City Hall Group; Copy Staff Report, Minutes Excerpt, Memo Re Department Equipment Purchase; Fee Waiver Requests; Consultant Information/Reference File; Copies: Capital Improvement Program Systems Development/Gas Tax Reports; Information Re Permits Fees; Architectural Review Board Inhouse Follow-up Memos; Copies: Minute Excerpts, Council Policy, Memos Re Duties of Architectural Board of Review; Inhouse Memos Re Property Tax Cancellation; Denial of Business License for Non Conforming Use; Copies: Architectural Review Board Actions Copies: Memos, Minute Excerpts RE Sewers; Copies: two 1985 Letters Re Sewer Charges; Copies: Letter, Memo, Resolution Re Sewer Connections; Street Light Study Infornational File (1976); Copies Memos Re Inhouse Phones; Copies: Letters, Staff Reports Re Street Light Conversion; Caltrans Bikeway Master Plan (1978), Staff Report, O.0 Master Plan Countywide Bikeway No. 4, Proposed Plan/Ramps, 1986 Map of County Plan; Orange County Trail Guide & 1990 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: Planning Department Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: q47' Date: D,18. 9t Department Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To J (cont) Memo; Copy of Chapter 6 of Orange County Master 1981 Plan Re Riding & Hiking Trails; Memos Re Personnel Procedures; Memos Re Planning Departmental Training; Letter, Copy of Intern Evaluation Form, Memo Re Intems; Workshop Brochures and Information; Copy Proposed Ordinance and Memo Re Grading Activities; Memo Re Mobilehome Code Amendment; Copies: of Memos, Minute Excerpts; Ordinances, Public Hearing Information; MIS Report, Letters Re Commercial Property Standards; Two Letters Re Exterior Lighting Exemptions; Copy Ordinance Re Growth Management; Copies: Proposed Ordinances & Approved Ordinances, Memo Re Municipal Code Sections Which Affect Boards & Commissions; Copies: Ordinance, Letter, Minute Excerpts Re Off Street Parking; Copy of Orange County Airport Land Use Plan; Letter & Two Memos Re Heliports; Memo Re Proposed Vacation; Copies: of Orange Dump & Landfill Inventory (1981), Letter, Agenda Report Re Landfills & Dumps; Copies: Inspection Requests Fire Department; Information Bulletin, Copies: Letters, Memo Re Flood Protection; Newletters, Flyers, County Agendas, 1990 Demographic Profile & Survey of Homeless Persons Seeking Services in O.C; 1989 290 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Clerk's Office Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: (Ij� Date: % o% Dep tznent Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To A City Council Packets January - May 1994 1994 B City Council Packets June - December 1994 1994 C Meredith Canyon Slope District: Mail Agendas, Copies 1981 Agendas, Mail Lists; Letter re Proposed Mission County Deannexation; Schematic Site Plan Parcel 4 Hilltop, the Ranch (Project died) D Unsuccessful Bidders: 1994 Installation of Speed Bumps & Appurtenant Signing and Legends on Los Rios Street & Avenida de la Vista Trabuco/Avenida de la Vista Sewer from Alipaz Street to Calle Santa Barbara Preventative Street Maintenance 1993-1994 El Homo Parking Lot (Library) Hilltop Way Sewer Reconstruction and Calle Arroyo Sewer Rehabilitation 1994 Weed and Rubbish Abatement Program E Unsuccessful Bidders: 1995 1995 Weed Abatement Program Sports Park Phase I Demolition of the Quezada House and Construction of Little Hollywood Unit "C" Lacouague Building Renovations City Vehicles River Street Drainage Improvements 1994 1994 1984 1994 1995 Wil _ CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Clerk's Office Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST �/ Q Approved: Date: 46— /' Dep ent Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To E (cont) Unsuccessful Bidders 1995 (cont) 1995 1995 Asphalt Concrete Overlay of Calle Arroyo, La Novia to Avenida Siega San Juan Creek Road Northside Sidewalk from Camino Capistrano to Forster Canyon Road Spring Street Drainage Improvements Drainage Improvements - Calle Delgado Catch Basins Tract 8087 and Misc Work Off-site Records Storage Facility (Informal Bid Process) Trabuco de la Vista Sewer, Calle Santa Barbara to Oso Road F Agenda Approval Slips 1994 Agenda Approval Slips 1995 Agenda Mail Notifications 1994 Agenda Mail Notifications 1995 Special Meeting Notices/Worksheets 1972 1985 Miscellaneous City Correspondence 1994 Miscellaneous City Correspondence 1995 Proclamations/Requests January - December' 1994 Proclamations/Requests January - December 1995 G Miscellaneous Correspondence re Proposed State Initiatives/ 1993 1995 Propositions of the State of California Includes Ballot Pamphlets of November 8, 1994 General Election Correspondence on Proposed State Legislation 1993 1995 Memos, Minutes Excerpt re Community Planning and 1990 Development Departmental Reorganization 292 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Clerk's Office Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: (:� Date: —*0-y Depakment Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To G (cont) Annual Review of Commission, Committee and Board 1991 1993 Appointments Annual Review of Commission, Committee and Board 1988 1990 Appointments Letter, Staff Report and Minute Excerpt re Appointments 1992 1994 and Resignations of the Planning Commission Status Report, Minute Excerpt re Solag Relocation 1993 Committee Memo, Staff Report, Vacancy Notice re Transportation 1993 1995 Commission Staff Reports, Minute Excerpts re Local Appointive List 1990 1994 Staff Reports, Minute Excerpts re Local Appointive List 1984 1989 Staff Report and Letters re Decorative Arts Study Center 1991 1991 Staff Report, Letters, Minute Excerpt re Downtown 1991 1993 Merchants Association Letter re San Juan Task Force 1991 1991 Staff Report, Minutes Excerpt, Letter re Boys & Girls Club 1992 1994 Letters, Copy Newpaper Clippings Re Misc Youth Groups 1991 1991 Letters re South Orange County Community Theatre 1992 1992 Letter and Tour Schedule for Month of March 1992 re 1992 1992 Mission San Juan Capistrano Letter re Capistrano Terrace Mobile Home Park 1994 1994 Letters re Capistrano Valley Mobile Estates 1991 1993 Letters re Casistas Capistrano 1 1993 1993 Letters re Capistrano Villas HOA 1991 1993 Letters re El Nido Mobile Home Park 1991 1991 Letter re Hidden Mountain HOA 1991 19911 Letter re San Juan Mobile Estates 1991 1991 Letter re Stoneridge Estates HOA 1990 1990 293 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Clerk's Office Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: (� Date: % 109-7 DepaKnent Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To G (cont) Letters re Villa San Juan HOA 1992 1992 Letters, Brochure re San Juan Capistrano Research Institute 1991 1991 Staff Report, Minute Excerpt, Letters re Capistrano Valley 1991 1992 Arts Council H Correspondence re Southern California Association of 1991 1993 Governments Correspondence League of California Cities 1995 Correspondence League of California Cities 1992 1994 Correspondence OC League of California Cities 1992 1994 Correspondence OC League of California Cities 1995 Letters re South County Community Clinic 1992 Public Requests for Information 1993 1995 Staff Report, Minute Excerpts, Letters re Public Donations 1993 1995 General City Press Releases 1992 1994 Staff Reports, Minute Excerpts, Letters re 10 K Run 1993 1994 Staff Reports, Minute Excerpts, Letters re Swallows Day 1993 1995 Parade Staff Report, Minute Excerpts re Mercado 1993 Correspondence, Copies of Appointees - Liability Insurance 1989 Letters & Memos from other Cities, Bulletin, Letters & 1988 1989 Memos from Joint Powers Insurance Agency I Correspondence City Hall Remodal 1982 1989 Correspondence City Hall Remodel 1990 Preliminary Plans - City Hall Remodel City Clerk's Office 1984 City Budget - Funding Requests 1991 City Budget Process 1991 Staff Reports, Minute Excerpts re Appropriation Limits 1984 1989 294 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Clerk's Office Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: Date: Departikent Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To I (cont) Statement of Cash Fund Balances 1990 1992 Assessment District Charges - Landscape Maintenance 1989 1990 Assessment District Charges - Landscape Maintenance 1991 1992 Copies of Agendas & Minutes - Environmental Review Brd 1992 Copies of Agendas & Minutes - Environmental Review Brd 1993 General Correspondence re Mobile Home Parks 1991 1993 Staff Reports, Copies Minute Excerpts and Resolutions 1989 1990 re Local Agency Investment Fund (Authorization for Investment) Staff Report, Minute Excerpt re Public Street Safety Issue 1991 1991 around Public Schools Staff Report, Letter, Minute Excerpt re Appointment to 1984 1985 Orange County Senior Citizens Advisory Council Correspondence, Minute Excerpts re Jail Site 1990 1991 License Applications - Alcoholic Beverage Control Board 1980 1984 General Correspondence re Gangs 1990 1992 General Correspondence re Recruiting 1992 1992 Correspondence, Petitions re Solag Relocation 1992 1994 Staff Report, Minute Excerpt, General Correspondence re 1990 1992 County Proposed Legislation Solid Waste Management General Correspondence re State Proposed Legislation 1991 1992 Solid Waste Management Correspondence - Street Name Changes 1985 1987 Correspondence - Street Name Changes 1988 1990 Correspondence - Street Name Changes 1992 1994 Staff Report, Minute Excerpt re OC Transporation Funding 1991 1992 Program, Resolution Copy Staff Report, Minute Excerpt re San Juan Little League 1989 at Buchheim Field 295 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Clerk's Office Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: e7L— Date: 9 Depdriment Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To J General Correspondence re Disaster Assistance 1985 Letters re South Coast Air Quality Management District 1992 1994 Correspondence from San Juan Beqautiful 1992 1993 Letters, Copies Resolutions from other Cities re Graffiti 1992 1994 Weekly Fire Updates & General Correspondence re Fire 1992 1993 Protection Assessment Weed Abatement Program 1988 1990 Assessment Weed Abatement Program 1991 1993 Staff Report, Copies: Minute Excerpt, Correspondence 1992 1992 re Orange County Vector Control District Staff Report, Minute Excerpt, Vacancy Notice re 1992 1993 Appointments to Cable Television Board General Correspondence re San Diego Gas & Electric 1992 1994 General Correspondence re Pacific Bell Company 1991 Telecommunications H.R. 1527 Copy of Application from Pacific Bell re Review of its 1988 Cost of Capital and Capital Structure sent to Public Utilities Commission Correspondence re Capistrano Valley Wastewater Authority 1992 General Correspondence re Municipal Water District of OC 1992 1994 Letter re Water Conservation - Low Flow Toilets & Shower- 1995 heads General Correspondence - Railroad Crossings 1984 1986 General Correspondence - Metroliner 1984 1986 Subpoenas - Demand for Records 1994 Subpoenas - Demand for Records 1995 Summons 1994 Summons 1995 Statement of Economic Interest - Planning Commission 1989 1990 296 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Clerk's Office Prepared by : Dawn M. Schanderl RECORDS DESTRUCTION LIST Approved: Date: Deparfifient Head Date: City Attorney Box/Loc. Content Description Inclusive Date From To K CRA Records: Budget Process Workfiles 1991 Budget Process Workfiles 1992 Agendas - Copies 1990 Agendas - Copies 1991 Agenda Mail Notification Slips 1994 J-71 Rosters - April 12, 1988 Election 1988 1988 297 CITY: City of San Juan Capistrano EXHIBIT "A" DEPT: City Attorney Prepared by : Dawn M. Schanderl CORDS DESTRUCTION LIST ApprovVDnt Date: Date: Box/Loc. Content Description Inclusive Date From To H-05 Chron Files 1985 1986 H-10 Chron Files 1986 1987 H-21 Chron Files 1987 1988 H-26 Chron Files 1989 1989 H-64 Chron Files 1988 1989 H-83 Chron Files 4/90 12/90 IM CITY: City of San Juan Capistrano DEPT: City Attorney Prepared by : Approved City Attorney TRUCTION LIST Date: 7 Date: Box/Loc. Content Description Inclusive Date From To A Work file - Ralph Tomlinson v. SJC et al Chron File - October through November 1994 Chron File - August through September 1994 Chron File - June through July 1994 1986 1988 1994 1994 1994 1994 1994 1994