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Resolution Number 94-11-1-2RESOLUTION NO. 94-11-1-2 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, 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 1st day of November 1994. MAYOR ATTEST: PAw CITY CLEM 284 285 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. 94-11-1-2 adopted by the City Council of the City of San Juan Capistrano, California, at a regular meeting thereof held on the 1st day of November 1994, by the following vote: AYES: Council Members Jones, Ftausdorfer, Nash, Vasquez and Mayor Campbell NOES: None ABSTAIN: None ABSENT: None (SEAL) A CHERYL JOHNSON, CITY CLERK -2- L CITY: City of San Juan Capistrano DEPT: Administrative Services Prepared by : Dawn M. Schanderl DESTRUCTION LIST Head Attorney Resolution # L -La 01111BIT "A" Page of Date: SQ ;? — 9L,/ Date: Box/Loc. Content Description Inclusive Date From To A-0 Revenue Receipt Report; Purchase Order Listing 1987 1988 A-29 CRA Accounts Payable: M Misc - Yoshimura & Johnson 1986 1987 A-43 CRA Cash Receipts 1984 1987 B-15 Annual Financial Report Correspondence, Audit Confirmation 1981 1985 Letters; Tax Records, Wage & Tax Statements; Gasoline Con- sumption Reports, TCI Work Orders; Computer Service, Bulletins; Payroll Distribution Records, Radio Service CVWD Copies and Invoices B-19 Current Payment Reports (Invoice Entry) 1987 1988 B-52 Business Licenses 1987 1987 B-55 Business Licenses S -Z 1988 1988 B-71 Detail Files 1985 1986 C-01 Business Licenses 1488 1988 C-04 Cash Receipts 7/87 10/87 C-06 Cancelled Checks/Statements 1/86 6/86 C-09 Cash Receipts 1/88 3/88 C-10 Business Licenses 1987 1987 C-11 Cancelled Checks/Statements 7/87 12/87 C-12 Business Licenses 1987 1987 C-13 Duplicate Checks (Pink Copies) 2/88 7/88 C-15 Cancelled Checks/Statements CRA 1983 1988 C-16 Business licenses and Misc Correspondence 1986 1986 C-61 Gasoline Logs 7/89 6/90 C-62 Accounts Payable: C&E Misc/Powa Rooter; Gas Logs 7/87 1987 1989 thru 6/89 F-04 Business Licenses A -G 1988 1988 G-05 Cash Receipts Journal 1982-83; 1983-84; 1984-85 1982 1985 W. PON CITY: City of San Juan Capistrano Resolution # DEPT: Planning Department EXHIBIT "A" Prepared by: Dawn M. Schanderl Page a of RECORDS DESTRUCTION LIST Approved: cTa— Date: partment Head Date: Z y City Attorney Box/Loc. Content Description Inclusive Date From To E-58 Copies of County records: 1977 1982 Animal Control Releases, Transit District Correspondence Sphere of influence development, Nichols institute, Marlboro property, Kato property E-68 Copies of County Planning Records 1973 1982 OC Planning Commission, OC Response to Projects Oil Drilling lease, OC Sand & Gravel Extraction Dev Processing Cmmittee, Citrus Grove Park, Misc. Park & Recreation Information E-52 Publications: County applications to HUD, Performance 1978 1984 Report, SCAG Housing Needs Report; John Wayne Airport Master Plan (3 Volumes) CITY: San Juan Capistrano DEPT: Community Services Prepared by: Dawn M. Schanderl Approved: Resolution # EXHIBIT "A" Page 3 Of� RECORDS DESTRUCTION LIST Date: 6 Lc 'rY Date: I�Q� Inclusive Date Box/Loc. Content Description From To Al City Hall Deposit Receipts Money Receipt Books City Hall Receipts and Outdated Rolodex Cards Goal Program: Thomas Baker, Mike Henley, Shari Fortmuller Mailing Lists BI Copy of Check Requests Copy of Check Requests Copy of Check Requests Personnel Info: Rosters, memos, position allocations, copies of staff reports re reclassification Mail in Registrations (pink); receipts for Spring Past Day Camp Employees Purchase Requistion Copies Status Reports Purchase Requistion Copies Petty Cash Requests Correspondence/Memos: Inhouse (General) Office Supply Requistions Correspondence: Inhouse (General) Copies Print Orders/Invoices ROP Activity Evaluation Forms CL Four Memos re Arts & Craft Room Phone Message Books Serra Continuation School; Recreation Program (2 memos) Indian Pow Wow: Memo, Media Release, Flyer, Temporary Use Application Cook Park Questionnaires 1984 1987 1983 1984 1987 1988 1984 1989 1982 1983 1987 1985 1/87 6/87 1976 1986 1983 1981 1987 1986 1986 1988 1987 1988 1986 1986 1980 1983 1/7/85 1982 1982 1977 1983 1981 1984 11/20/90 1983 tM 289 CITY: San Juan Capistrano Resolution # DEPT: Community Services EXHIBIT "A" Prepared by: Dawn M. Schanderl Page-Lj- of -2 Approved. RECORDS DESTRUCTION LIST Date: 6[W (t Y Date: Boa/Loc. Content Description Inclusive Date From To D1 Memos/Correspondence: Summer Recreation 1976 1979 Program '76; Recreation Fees; Oral Board Summer Applications 1982 Information '78 Copies of Registrar of Voters Affadavits 1984 Quarterly Activities Reports 1980 1986 Cost Center Summaries (MSU 1982 1983 Softball Leagues: Forms, News Releases 1980 1988 Games Results, Mail Lists Applications, Time Cards Bulk Mailings (Copies) 1985 1989 Employees Bar BQ Organizational Plans 1984 1987 Questionnaires Parks & Recreation 1975 Questionnaires Athletic Facilities 1975 1983 Check Requests Copies 1988 E1 Outdated Employee Applications 1984 1985 Summer Applications 1981 Summer Applications 1982 Copies of Registrar of Voters Affadavits 1984 Past Employee Info: Personnel Actions, 1983 Applications, Time Cards Past Employee Info: Personnel Actions, 1982 Applications, Time Cards F1 Nina Archbold: Personal Action copies, 1983 1984 Mileage Report (copies), Performance Evaluation copies Ronnie Zaremba: Memos, Check Request copies 1983 1988 Personnel Services Agreement copies, Performance Evaluation copies, Personnel Action copies Shari Fortmueller: Personnel Action copies, 1981 1987 Memos, Performance Evaluation copies Michelle Stinson: Personnel Action copies, 1988 Memos, Mileage Report copies Elaine Cocke: Personal Action copies, Time 1988 1989 Sheet copies, Mileage Report copies Mike Henley: Personnel Action copies; 1987 1988 LI CITY: San Juan Capistrano DEPT: Community Services Prepared by: Dawn M. Schanderl Approved Resolution I{ EXHIBIT "A" Page S of� RECORDS DESTRUCTION LIST Date: 6 Al /.FY Date: /d ZO i Inclusive Date Box/Loc. Content Description From To F1 (cont) Karen Monsen: Personnel Action Report 1987 1990 copies, memos, Performance Evaluation Report copies Personnal Services Agreements, Check Request 1981 1986 copies, 1983 List of Instructors; Class Enrollment 1983 Sheet copies Personnel Actions copies, Check Requests: 1986 1988 D. Flaherty, A. Hall, G. Griffin, D. Hallan, B. Harris, S. LaMothe, M. Markman, J. Morris, M. Neel, M. Saruwatari, B. Slater, K. Weathers, M. Wright, E. Grier (All part-timers) Gi Copies of Invoices 1982 1987 Copies of School Use Permits (Capistrano 1981 1983 Unified School District) Copies of Invoices paid against P.O.'s 1985 1987 Athletic Fields Applications 1982 Liquor Permits 1985 1988 4th of July Committee Corres/Memos 1977 1981 10K Run copies of Thank You Letters, memos, 1986 1986 copies of Agenda Items, Minute Exerpts IOK Run Entry forms, Thank You Letters 1987 1987 Volunteer List, Staff Assignment List, copies Minutes, Staff Reports, Course Outline Group Files including memos, corres, no 1986 1987 longer renting City facilities: Beach Cities Ministries, Blue Bells Baton, Bridge Club Gymboree, Hermandad Mexicana, 4-H Club, Non Denominational Christian Chruch, Saddleback College Applications for Use of Recreation 1986 1987 Facilities Publicity Requests, blank forms 1989 290 291 CITY: San Juan Capistrano DEPT: Community Services Prepared by: Dawn M. Schanderl Approved Resolution # EXHIBIT "A" Page b of� RECORDS DESTRUCTION LIST Date: `S & /F r Date: �L4 L/ Box/Loc. Content Description Inclusive Date From To H1 So. Calif. Assoc. of Governments: Summary 1972 1977 Report; Magazines In-house memos, corresp 1985 Invitation, Letters from Citizens, in-house 1978 1983 memos,letters from organizations, Program Feedback forms 1982 Brochures, Information Parcourse Outdoor 1982 Fitness Systems Playground Evaluation Memo 1980 1981 Pre -10K Run flyer, inhouse memos 1984 1987 Letter of Requests, Disabled Recreation info 1981 Info and signup sheets for Los Angeles Childrens Museum, memos/info re Missing Child Program, Regional Recreational Facilities: Broch., 1963 1977 Booklets Orange County Work Program Recreational 1977 Needs Study Triathlon: Memos, Minute Exerpts, Info 1985 1987 Sheets _ Recreation & Park Conference Pre- 1984 Registration forms Letters re D & J Recycling problem of 1981 1981 Gamemobile: memos, Schedules; Mens Softball 1976 1983 memos Copy of Irvine and Irvine Unified School 1977 District's Jt Development Community Recreation Agreement Public Service Spot Announcements 1980 1982 Information re Conflict of Interest: memos, 1976 blank forms Memos, Brochures re Community Gardening 1978 1983 The City of Long Beach "Concession Policy" 1976 Agreement w/Brentwood Savings & Loan for 1982 City to use their premises for meetings City of Stanton - Request for Recreational 1982 Facility Proposals I� CITY: San Juan Capistrano DEPT: Community Services Prepared by: Dawn M. Schanderl Resolution # EXHIBIT "A" Page-.�—of� RECORDS DESTRUCTION LIST Date: o f% Date: Inclusive Date Box/Loc. Content Description From To H1 (cont) Beep Alert Information Van Radio Information Daily Cash Reports - Recreational Classes Facility Rental Applications Calif Park be Recreation Society "Stop Jarvis" Information Registration Systems - Accurease 11 Instructor Info: Standard forms, memos Copies of Check Requests, Personal Services Agreement for David Ince, Gymnastics Copies of Check Requests, Personal Services Agreement for Leona Poczatek, Ballet do Jazz Copies of Check Requests, Personal Services Agreements for Various Recreational Classes Senior Outpost: Copies Activity Calendars, Newsletters Descanso/Trabuco Recreation Bridge: Memos, listing of Bridge Names, Newpaper Clipping of Bridge Original paste ups of City events CUSD: Committee: Memos, Facilities Use Request, School Calendars, Schedule of Fees, Fee Regulations, School Policies Jt City/CUSD Ad Hoc Recreation Facilities Committee Copies of Memos, agendas, Recreational Needs Study: Copies of Minutes, Agenda items, Questionnaires, results, copy of Element, National Urban Recreation Study Summary Report, City of Garden Grove Community Needs Assessment Study, newspaper clippings, City of Gardena Recreation and Park Needs Survey, Workpapers 1981 1982 1982 1983 1978 1979 1980 1983 1982 1985 1983 1982 1983 1983 1985 1984 1985 1985 1988 1984 1986 1976 1983 1977 1980 1975 1986 292 293 CITY: City of San Juan Capistrano Resolution # q4-11-1,2 DEPT: City Manager - Personnel EXHIBIT "A" Prepared by : Dawn M. Schanderl Page of RECORDS DESTRUCTION LIST Approve Date: t 4 en Head Date: City Attorney Box/Lot. Content Description Inclusive Date From To C-26 Personnel: Salary & Classification Pay Plan Work papers 1982 1983 C-29 Personnel: Meet and Confer Background & Notes 1975 1981 Misc Personnel Programs H-32 Eligibility Lists; Recruitment Files D -Z 1988 1990 H-33 Eligibility Lists; Recruitment Files A -C 1988 1990 H-43 Eligibility Lists 1987 1988 H-53 Personnel. Misc Rules, Salary & Ordinance Background 1978 1985 Information H-54 Personnel: Meet and Confer Duplicates and Notes of Meetings 1978 1986 H-56 Employment Eligibility Lists & Related Applications 1986 1986 H-57 Personnel: Assessment Center Packets 1985 1985 H-58 Employment Eligibility Lists and Related Applications 11/85 11/86 H-60 Personnel: Recruitments 1988 1989 H-61 Personnel: Eligibility Lists H-72 Employment Eligibility Lists; 1987 1987 Cal Western Insurance Claims and Correspondence 1983 1985 on Cancelled policy 294 11 CITY: City of San Juan Capistrano DEPT: City Manager Prepared by : Dawn M. Schanderl DESTRUCTION LIST Resolution # %-//-/ - -Z EXHIBIT "A" Page _ of 9 Date: Date: 9 Box/Loc. Content Description Inclusive Date From To C-69 Legislative Correspondence; City Hall Remodel 1982 1986 Correspondence H-29 Chronological Correspondence 1/89 6/89 H-30 Chronological Correspondence 7/89 12/89 H-35 State/Local Partnership Program; California Arts 1973 1981 Council; Work papers Capital Improvement Information ' H-55 H-73 Copies Correspondence Closed Cases for Neighborhood Preservation Program 1987 1/90 1987 6/90 H-74 Closed Cases for Neighborhood Preservation Program 1/88 12/89 H-75 Closed Cases for Neighborhood Preservation Program 1/89 12/89 H-76 Closed Cases for Neighborhood Preservation Program 1/90 12/90 H-85 Closed Cases for Neighborhood Preservation Program 1/90 12/90