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Resolution Number 89-10-17-4327 RESOLUTION NO. 89-10-17-4 DESTRUCTION OF RECORDS 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 City Department Heads to destroy those City records, documents, instruments, books, or papers after the same are no longer required, with the approval of the Legislative Body by Resolution and the written consent of the City Attorney. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Juan Capistrano does hereby authorize the Head of the City Department(s) specified in Exhibit "A" attached and made a part hereto, to cause the destruction of the City records, documents, books, or papers under this/her charge as described in that certain Exhibit "A." PASSED, APPROVED, AND ADOPTED this 17th day of October , 1989. RY L. AUSDORFER, MAY R ATTEST: 222,E CITY CL K STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF SAN JUAN CAPISTRANO ) 1, MARY ANN HANOVER, 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. 89-10-17-4 adopted by the City Council of the City of San Juan Capistrano, California, at a regular meeting thereof held on the 19th day of October 1989, by the following vote: AYES: Councilmen Schwartze, Bland, Buchheim, Friess and Mayor Hausdorfer NOES: None ABSENT: None (SEAL) MARY ANN F, OVER, MY CLERK -2- 329 CITY: San Juan Capistrano Resolution # r DEPT: Administrative Services EXHIBIT "A"' Prepared by: Dawn M. Schanderl Page_l_of� RECORDS DESTRUCTION LIST Approved: Date: � r _ Dtfipartment Head Date: City A torney Inclusive Date Box/Loc. Content Description From To A-28 Payroll: Employee Attendance Reports 1983 A-29 Property Tax Assess. Roll Rprts(Printouts) 1981-82 1982-83 A-31 Property Tax Assessment Rolls Reports FY83-84 (Printouts) A-31 Purchasing: Dept Supply Requisitions 1984/prior A-43 Business License Records: A - Z 1984 A-52 Accounts Payable: A -Calif. First FY83-84 A-53 Accounts Payable: Calif. Foundation - Don FY83-84 A-54 Accounts Payable: Dou - Lan FY83-84 A-55 Accounts Payable: Low - Pab FY83-84 A-56 Accounts Payable: Pac Bell - Sig FY83-84 A-57 Accounts Payable: Sil - Wild FY83-84 A-58 Accounts Payable: Wilk - Z FY83-84 B-3 Misc: Payroll, Accounting, Worker's Comp., 1977 1979 Audit Admin. B-16 Business License Records 1983 B-27 Misc: FEMA Grant, Payroll Reports, 1974 1981 Accounts Payable B-38 Business License: Alphabetical Listing 9/84-12/84 B-41 Business License: Alphabetical Listing 1/84-6/84 CITY: San Juan Capistrano Resolution 4/ ,ff-/42 7-1f DEPT: Administrative Services EXHIBIT "A" Prepared by: Dawn M. Schanderl Page L of RECORDS DESTRUCTION LIST Approved: Yed '90- R Date: -�? /yy Department Head I / Date: CiQyttorney Inclusive Date Box/Loc. Content Description From To Paid Warrants - 3 boxes/microfiche 1973 1974 Paid Invoices - Fed withholding to Ed Vallevanti (roll 1) 1969 1969 Salaries & A/C payables to State 1961 1971 MV License Fees (roll IA) 1961 1967 Real property Transfer Tax - 1970 L971 Paid vouchers (roll 1B) 1968 1971 Payroll register, expenditures (roll 1C) 1968 1975 Payroll register (roll ID) 1973 1974 Paid vouchers "A" Misc. to Home Oil Co. (roll IE) 1974 1975 Checks FY (roll 1F) 1961 1971 Business License Apps (Roll IG) 1976 1976 Paid vouchers (roll 2) 1970 L971 Vehicle Code Fines, Motor Vehicle Tax, Revenue, Expenditures (roll 2A) 1962 1964 Payroll Tax Registers (roll 2D) 1971 1973 Paid vouchers (roll 2E) 1974 1975 Check FY (roll 2F) 1970 1975 Paid vouchers (roll 3E) 1974 1975 Business License Reports A -Z 1976 1977 Business License Reports A -Z 1976 1977 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Dawn M. Schanderl Resolution #F EXHIBIT "A pace 3 ofd RECORDS DESTRUCTION LIST 823 Date: v--, _ 4/7 Date: "i9 Inclusive Date Box/Loc. Content Description From To B-59 Council Packets: January - June 1986 1986 B-60 Council Packets: July - December 1986 1986 F-25 Council Packets: July - December 1985 1985 F-26 Council Packets: January - June 1985 1985 F-27 Council Packets: July - December 1984 1984 F-28 Council Packets: January - June 1984 1984 F-29 Council Packets: July - December 1983 1983 F-30 Council Packets: January - June 1983 1983 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Dawn M. Schanderl Approved: RECORDS DESTRUCTION LIST 3 3, Resolution # ?9 -le -1-7- EXHIBIT - EXHIBIT "A" Page_!5� of ira Date: Date: Inclusive Date Box/Loc. Content Description From To Approvals, Agenda Items 1986 1986 CRA Agendas 1984 1984 CRA Agendas 1985 1985 CRA Agendas 1986 1986 Council Agendas 1976 1976 Council Agendas 1977 1977 Council Agendas 1978 1978 Council Agendas 1979 1979 Council Agendas 1980 1980 Council Agendas 1981 1981 Council Agendas 1982 1982 Council Agendas 1983 1983 CITY: San Tuan Capistrano Resolution # 37 DEPT: City Clerk EXHIBIT "A" Prepared by: Dawn M. Schanderl Page__5_of� RECORDS DESTRUCTION LIST Approved: Date: J =i 7-4 Date: Inclusive Date Box/Loc. Content Description From To Agenda/Minutes - Parks do Recreation Comm 1985 1986 Action Reports - Parks & Recreation Comm 1984 1986 Correspondence/Reports - Capistrano Valley Symphony 1984 1985 Correspondence/Report - Historical Society 1973 1974 Action Request - Equestrian Commission 1985 1986 Agendas/Minutes - Equestrian Commission 1985 Agendas/Minutes - Equestrian Commission 1986 Correspondence/Reports - Friends of the Library 1983 1986 Correspondence/Reports - OC Transit District 1984 1986 Correspondence - OC Transportation Commission Membership 1984 1986 Correspondence/Reports - Libros Y Artes 1984 1986 Correspondence/Reports - Special Olympics 1984 1986 Correspondence/Reports - Times Mirror Cable Television 1984 1986 Correspondence/Reports - Moulton -Niguel Water District 1984 1986 Agendas/Minutes - CVWD 1985 1985 Agendas/Minutes - CVWD 1986 1986 Correspondence/Reports - Water Conservation 1984 1986 Correspondence/Reports - Water Develop Prog 1984 1984 Returned Public Hearing Notices 1985 1985 339 CITY: San Juan Capistrano Resolution # g—/0 / 7—�4 DEPT: City Clerk EXHIBIT "A" Prepared by: Dawn M. Schanderl Page_ , of 4, RECORDS DESTRUCTION LIST Approved: Date:y = i 7 - epartment Head Date: Y City A orney Inclusive Date Box/Loc. Content Description From To Correspondence/Report - Private Schools 1986 Complaints - Animal Control 1984 1986 Correspondence/Reports - University California Irvine 1984 1986 Correspondence/Reports- Parking Zones 1984 1986 Special Events - Parade Permits 1984 1986 Action Reports - Traffic & Trans Comm 1983 1984 Action Reports - Traffic & Trans Comm 1985 1986 Agenda/Minutes - Traffic & Trans Comm 1984 Agenda/Minutes - Traffic & Trans Comm 1985 Agenda/Minutes - Traffic & Trans Comm 1986 Complaints - Pedestrian Safety 1984 1986 Correspondence/Reports - Book Publishing 1984 1986 Correspondence/Reports - Legislation, Proposed (State) 1984 Correspondence/Reports - Legislation Proposed (State) 1985 Correspondence/Reports - Legislation Proposed (State) 1986 Legislative Bulletins - League of Calif Cities 1985 Legislative Bulletins - League of Calif Cities 1986 Correspondence/Reports- Resource Recovery 1984 1986 Correspondence/Reports - Solid Waste 1984 1986 Mail Agendas 1975 Mail Agendas 1976 Mail Agendas 1977 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Dawn M. Schanderl Approved: RECORDS DESTRUCTION LIST 341 Resolution #1011-10-17— EXHIBIT "A Page. ofd Date: J = 1,7 - Date: '1O t Inclusive Date Box/Loc. Content Description From To Proclamation Requests 1985 1985 Proclamation Requests January -June 1986 1986 Proclamation Requests July -December 1986 1986 Commendation Requests 1984 1984 Commendation Requests 1985 1985 Commendation Requests 1986 1986 City Council Agendas 1984 1984 City Council Agendas 1985 1985 City Council Agendas 1986 1986 Correspondence - City Clerk 1984 1986 Status Report CD&P 1986 1986 Meeting Notices Commission/Chairmen 1984 1986 Applications ARB 1984 1986 Applications Cultural Arts & Heritage Comm 1984 1986 Applications Equestrian Commission 1984 1986 Applications Los Rios Review Committee 1984 1986 Applications Mobile Home Review Committee 1984 1986 Applications Parks & Recreation Commission 1983 1986 Applications Planning Commission 1985 1986 Newsletters League of California Cities 1985 1985 Newsletters League of California Cities 1986 1986 CITY: San Juan Capistrano Resolution # 343 DEPT: City Clerk EXHIBIT "A" Prepared by: Dawn M. Schanderl Page ?of /4 RECORDS DESTRUCTION LIST Date: V Date: Inclusive Date Box/Loc. Content Description From To Unsuccessful Bids: Weed Abatement 1985 1985 Paving Corporation Yard 1985 1985 Backhow, Loader 1985 1985 Brush Chipper 1985 1985 Camino Capistrano Bridge 1985 1985 Fuel Storage Tank 1985 1985 Landscape Maintenance District Tracts 7673,8485,9382,9284,9373, 6L 9373/7654 1985 1985 Landscape Maintenance District No. 1 1985 1985 Little Hollywood Sewer 1985 1985 Los Rios Area 1986 1986 Slurry Seal, City Streets 1986 1986 Restroom/Storage Facility Cook Park 1986 1986 Trucks, Mid -Size Pick-up 1986 1986 Del Obispo Street Pedestrian Safety Project 1986 1986 Vereda Bikeway 1986 1986 Slurry Seal Calle Arroyo 1986 1986 A/C Overlay San Juan Creek Road 1986 1986 Slurry Seal for Mission Hills Drive 1986 1986 45 CITY: San Juan Capistrano Resolution/7— DEPT: City Clerk EXHIBIT "A" Prepared by: Dawn M. Schanderl Page /of RECORDS DESTRUCTION LIST Date: 9' —6, -terDate: Inclusive Date Box/Loc. Content Description From To Action Reports - Cultural Arts/Heritage Comm 1975 1980 Action Reports - Cultural Arts/Heritage Comm 1981 1983 Action Reports - Cultural Arts/Heritage Comm 1984 1986 Correspondence/Reports - Cultural Arts/ Heritage Comm 1984 1986 Copies of Personnel Action/ Christine Thomas 1983 1984 Copies of certified minutes and files 1984 1984 Copies of certified minutes and files 1984 1984 Copies of claims 1973 1986 CITY: San Juan Capistrano DEPT: City Manager Prepared by: Dawn M Schanderl Resolution # 'gV-/6 -/7- EXHIBIT "A" Page /gip ofd RECORDS DESTRUCTION LIST Approv Date: tDpar en leadDate:orney Inclusive Date Box/Loc. Content Description From To C-01 Personnel: Recruiting Records C-02 Personnel: Recruiting Records C-05 Personnel: Recruiting Records C-14 Personnel: Recruiting Records C-67 Administrative Working Files/Correspondence 6/86 & Reports G-15 Correspondence Files G-16 Correspondence Files G-70 Employment Eligibility Lists & Related Apps Legislative Aides Correspondence/Memos Fair Labor Standards Action newsletter, memos, notes Employee handbook information Work hour reports/copies Copy Arbitration briefs, memos Classification workpapers, job description, memos 1985/prior 1985/prior 1985/prior 1985/prior 1977 1984 6/86 12/86 1/86 5/86 12/85 8(86 1980 1982 1985 1982 1986 1983 1976 1979 347 CITY: San Juan Capistrano Resolution # 9 io-/ -'7e DEPT: Community Planning & Development EXHIBIT "A" Prepared by: Hislop Associates Page it of 1 RECORDS DESTRUCTION LIST Approved: e=�&N Date: Department Head �—�] Q--( Date: U/ City AttlSrney Inclusive Date Box/Loc. Content Description From To Proposed City Projects: Correspondence 1977 1984 Planning: Transmittals, Form letters re sign code enforcement; sample contracts 1983 1985 OC Uniform Building Code: photocopies, Co. Code, transmittals, blank agreements 1968 1977 Land Use Inquiry Form 1979 Sign Violation, Letizia: Corresp, Reports 1979 Landscaping Entry, Village San Juan: Corresp Reports 1979 Stratford at Pacific: Corresp. re sign 1979 Land Use Violation, Reed (Dan's Tire Serv.) 1979 Code Violations (Var.): Enforcement Records 1979 Misc. Minor Modifications: Extracts, transmittals, Agenda copies, (Staff reports removed for refiling) 1984 1986 EIR: Correspondence 1979 1980 OC Master Plan, Arterial Streets & Highways: Duplicate Resos., Correspondence 1977 1978 Case Studies: "Growth Management in California." (Oct), seminar info., articles, reference materials 1973 1977 Bikeways: Corres., Reports, dupl. Minutes re: Bike Trails development 1974 1983 Williamson Act: Staff requests for info. 1973 1974 Air Quality: Publications, Corresp, Reports 1978 1984 Conflict of Interest Code: Govt. Code Regulations, memos, sample Resolutions 1976 SCAG: Corres., handbook & guidelines 1980 1984 Computer Information: Corres., Buyer's Guide 1984 Emergency Evacuation Plan (SJC): Corres., memos, copies 1979 Plan, 1983 National Program Outline 1979 1985 Organizations: Corres./memos and listings 1980 1982 SCAG: Procedures, Staff reports/corres. 1981 1983 City Council: Duplicate Resos. and Minute extracts 1984 1986 City Council: Duplicate Minutes extracts 1987 Hillside Development (Other Cities - Samples 1976 1978 CITY: San Juan Capistrano Resolution # 351 DEPT: Community Planning & Development EXHIBIT "A" Prepared by: Hislop Associates Page 12. jo RECORDS DESTRUCTION LIST Approved: -!� Date: Department Head Date: City Attor Inclusive Date Box/Loc. Content Description From To 2 OC Misc: meeting Notices, Summaries, Corresp re Solid Waste Management, Environmental Management Agency information 1982 1985 Misc. City Projects: Staff reports re 4-H Club property lease; Downtown Bench Project 1976 O.C. Tax Assessor: Tax segregation notices, real property tax distribution schedules 1976 1986 Garbage, Trash: O.C.: Correspondence 1982 Confluence Park: Corres., Minutes extracts, Staff Reports re County surplus property 1974 1977 Housing Element Update: Dupl. Staff report re Agenda item 1981 Orange Co. Vector Control: Materials relating to Vector Control District 1977 Equestrian Trails: Corres., trails report (1974), dupl staff reports re equestrian & hiking trails 1974 1986 Budget: Staff reports re budget items 1984 Calif. State Energy Commission: Other cities Energy Element Policy; bulletins, announcements 1977 1985 Census: Transmittals, meeting announcements, guidelines 1979 1982 CALTRANS: Dupl. Minutes, meeting reports 1979 1984 Legislation Correspondence: Legislative Summary, Minutes extracts, Conflict of Interest Guidelines 1978 1984 Planning Consultants: Consultant brochures information letters of interest 1982 1985 Firework Applications: Use permit apps. 1982 1985 Special Activities Permits: Applications, related correspondence 1984 1985 Misc.: Facility use applications, survey request, dupl. commendations, meeting schedule announcements, conference request L978 1985 353 1 CITY: San Juan Capistrano Resolution # DEPT: Community Planning & Development EXHIBIT "A" Prepared by: Hislop Associates Page /3 ofd RECORDS DESTRUCTION LIST Approved: 4=aial Date: Department Head Date: City Attorney Inclusive Date Box/Loc. Content Description From To 3 League of Calif. Cities: Energy strategies publication, related staff reports 1984 1985 General Plan: Cost summary, invoice copies 1984 Recreation: Copies of ERB Minutes, corres relating to park improvements 1981 1985 O.C. Planning Commission 1983 O.C. Noise #19 M.J. Brock & Sons Plan Correction List 1972 Airport Commission: Meeting Notices, Corres re John Wayne Airport 1979 1986 General Plan (Misc): Job Announcements poor photo copies re GPA 76-2 1981 O.C. Transit Districts: Brochures, Corresp., Reports 1981 1982 O.C. General Plan: Draft Land Use Element corres. re proposed amendments 1976 1980 Chamber of Commerce: Correspondence 1980 O.C.: Hearing notices, questionaires, minutes re Housing Element Amendment 1982 1984 CA Coastal Commission: Hearing/Agenda notice 1981 1985 O.C.: Drafts, Land Use and Transportation Elements, Co. General Plan 1980 1982 Fire Station Sites: Staff reports re personnel, traffic signal improvements 1981 1985 CA State: Planning survey, hearing notices guidelines 1982 1985 Redevelopment Agency: EIR invoices 1983 Training Advisory Group: Dupl. Staff training information 1986 SAFECO: Dupl. purchase orders 1985 Public Improvements: Poor copy of proposed improvements report 1986 Agency Supplies: Photocopy, purchase requisition 1984 Water District: Capo Beach property owner's listing in City's Water District, Staff working file 1986 O.C. EMA: Draft letters, workpapers 1984 S55 CITY: San Juan Capistrano Resolution! 29-16-17-Y DEPT: Community Planning & Development EXHIBIT "A" Prepared by: Hislop Associates Pagel*of/( RECORDS DESTRUCTION LIST Approved: <� Date: Department Head Date: City A' rney Inclusive Date Box/Loc. Content Description From To 3 (Cont'd) League of CA Citites: Conference attendance requests 1981 1984 Underground Utilities: Staff reports re projects 1976 Environmental Review Board: Dupl. minutes 1986 Planning Commission: Staff reports re filing Annual Report 1975 1976 Misc.- Announcements, Staff absence notices, thankyou letters 1985 1986 7 Extra copies 8 Chronological Correspondence 1979 1983 EIR Consultants: Corres. & brochures 1978 1984 O.C. Housing Authority: Minutes & Agendas, job announcements 1983 1985 SB 1879: Reference materials re transportation & funding programs (4 copies) 1976 1978 Code Enforcement: Illegal antennaes, home occupation, illegal signs, structure 1978 1983 Pawlowski, S.: Unexecuted agreement re EIR N/A CUSD: Other cities development agreement copies; facilities use request/transmittal letter 1972 1985 Form letter for soliciting N/A Code Enforcement: Out of City 1984 1985 Code Enforcement: Sign violation 1982 1983 LAFCO Sphere of Influence: Corres./memos, filing & hearing schedules, dupl. resos. L976 1994 Incoming Correspondence (3 files) 1983 1985 Outgoing Correspondence (3 files) 1983 1985 9 Duplicate and Extra copies 10 Duplicate and Extra copies 3 50' CITY: San Juan Capistrano Resolution fl g -/D :::?�--�Z DEPT: Community Planning & Development EXHIBIT "A" Prepared by: Hislop & Associates Page 15 14 - RECORDS DESTRUCTION LIST Approved: � Date: Department Head nele9 Date: City- oefiey J -, Inclusive Date Box/Loc. Content Description From To 12 Incoming -Outgoing Correspondence 14 Computer brochures, magazines, news articles 15 Returned mail/applications 16 Permits Temporary Use 1977 1982 Index of Ordinance 1961 1977 Duplicate Ordinances 1961 1977 Application - no action 1972 1973 Misc: Notice Public Hearing, Planning Comm duplicates agendas/minutes 1972 1973 Temporary Use Permits 1978 1985 17 Equestrian Commission Agendas copies 1980 1986 Equestrian Commission staff reports, copies 1983 Equestrian Trail General Corresp 1981 1982 Equestrain Trail Maintanence Infor 1982 Portions of Burbank's Animal Control Ordinance LOCC newletters 1984 Equestrian Trails P O requests 1980 ERB Minutes & Agendas 1982 1983 Equestrian Commission Staff Reports dup 1983 1983 Misc: Energy Conservation N/A 309 CITY: San Juan Capistrano DEPT: Public Works Prepared by: Dawn M. Schanderl Resolution # g -le -17- f EXHIBIT "A" Page__Ll,_of/If RECORDS DESTRUCTION LIST Approved: � ). A',' Date: Department e d n /�,� Date: City At ornev Inclusive Date Box/Loc. Content Description From To Copies of Traffic Accident Reports 1983 1984 Staff Reports 1974 1974 Reclassification Requests, Progress Rep, Job Specs., Obsolete Dept. Org. Charts 1973 1976 Field Crew Activity Reports 1981 1983 Building Industry Assn: Corresp/Fee Schedule Transmittals 1982 1985 Bid Guidelines 1972 1972 Aerial Photos Flyer 1985 1985 Corres: Landscaping and Traffic 1980 1980 Duplication Ordinance Copies 1973 1973 Staff Reports 1984 1984 Dev. Fee Duplicate Corresp re Accts Receivable and Transmittals 1978 1984 Corres/Staff Reports Horno Creek Rd 1978 1983 Cal Trans Maint. Reports, Obsolete Directories, Policies, Procedures 1978 1983 Staff Reports, Transmittals, Dept Policies 1976 1976 Camino Cap Bridge: Unaccepted Consultant Proposals, Inspector Employment Apps, Draft Agreements, Returned Mail 1981 1982 Traffic/Transp Agenda/Staff Reports Corresp 1978 1983 Staff Memos/Agenda Packet Traffic/Trans Comm 1975 1984