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Resolution Number 86-11-18-3RESOLUTION NO. 86-11-18-3 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 his/her charge as described in that certain Exhibit "A". PASSED, APPROVED, AND ADOPTED this 18th day of November ,1986. KENNETH E. FRIESS, MAYOR ATTEST: CITY CLE -I- WJ STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF SAN JUAN CAPISTRANO ) I, 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. 86-11-18-3 adopted by the City Council of the City of San Juan Capistrano, California, at a regular meeting thereof held on the 18th day of November , 1986, by the following vote: AYES: Councilmen Schwartze, Bland, Buchheim, and Mayor Friess NOES: None ABSENT: Councilman Hausdorfer (SEAL) MARY ANN NOVE ,CITY CLERK -2- 39 CITY: San Juan Capistrano E}CBIkRe&�lQlution /86-11-18-3 DEPT: City Manager/Personnel Div. BIT 'A' Prepared by: Hislop Associates Page 1 of 27 RECORDS DESTRUCTION LIST Approved: �• ��� i Date: 10/27/87 Depar n Head " Date: 10/27/87 Cit} ttorney Inclusive Dates- -Box/Loc. Content Description From To 62 Recruiting records 1981 64 Personnel recruiting records 1980 65 Applications for appointment 1982 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates Approved: *This signat RECORDS LIST Corney roval is for all items pp 2-22 Resolution 186-11-18-3 EXHIBIT 'A' Pags 2 of 27 Date: 10/27/87 Dace: 10/27/87 Inclusive Dates Box/Loc. Content Description From To 1 Action agendas 1977/80 Mail agendas 1977 Legislation 1973/79 Protests & complaints: general 1971/81 Public works: prevailing wage scales 1974/80 Personnel: suggested personnel system/locc 1971 Public works: weed abatement 1962/78 City clk: use of council chambers 1973/81 2 Mail agendas 1978/79 Dep city clk: cepo conference 1982 To do list 1974/81 Organizations: general correspondence 1978/83 Organizations: SJ terrace homeowners assoc corres 1971/73 Oragnizations: alliance of homeowners assoc corres 1972 Organizations: harbor estates homeowners assoc 1973 City council: other cities 1980/83 L.A.F.C.O. minutes and agenda 1981/84 Resolutions: other cities 1980/82 Organizations: league of calif cities corres 1980/82 Organizations: LOCC capitol briefing corres 1982 Orange co: solid waste management enforcement corres 1977/84 Orange co: vector control correspondence 1970/84 3 Organizations: ARMA corresponcence 1975/78 Organizations: international inst of municipal clk 1976/77 Organizations: IIMC correspondence 1981/82 Orange co: animal control correspondence 1972/75 Orange co: air pollution correspondence 1973/81 Orange co: health planning council correspondence 1971/79 Legislative bulletins 1981/84 Legislation: general (state) 1980/83 Legislation: Petaluma "no growth" 4 Cap unified school dist: agendas & minutes Consultants: proposals interim planning staff 1972 Capo valley water dist: agendas & minutes 1980/84 Business license: general 1970/74 Business license: request for solicitation 1976/79 Solicitations: requests 1971/75 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates RECORDS DUMUCTI09 LIST Approved: Departuan end 41 Resolution 1 86-11-18-3 1=21T A. Page 3 of 27 Date: 10/27/87 Date: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To 4 Business license: soliciation general (cont) Solicitations: general Insurance: vehicles Bldg & safety: bldg r7ts FPPC bulletins 5 Orange cc: OCTC correspondence Calif state of: cal council on intergovt relations Requests for departmental information Serra: agendas & minutes Finance depart: Durrant registers 10 Budgets, city -extra conies 11 Budgets, city -extra copies 12 Budgets, city -extra conies Program of municipal services Financial statements Annual financial report (4 conies) 13 Budgets, city -extra conies 14 Los Angeles -San Diego corridor amtrack brochures 15 LA -SD corridor amtrack brochures 10 conies retained in inactive storage 16 Budgets, city -extra copies Program of municinal services (2 conies) Financial statement Financial statements (2 conies) Financial statements Financial statements (2 conies) Financial statements 1976/81 1972/75 1971 1972/74 1977/81 1972 1971/72 1973/84 1974 1974/80 FY 1977/86 FY 1972/88 FY 1970/86 1972/73 6/30/77 6/30/80 FY 1971/81 90 conies 80 conies Y 1974,/88 1972/73 6/301172 6/30/73 1974/75 6/30,76 1977/79 42 CITY: San Juan Capistrano ieaolntiom f 86-11-18-3 DEPT: City Clerk E3:10= A. Praparad by: Hislop Associates Pam 4. of 27 IL=W8 DW=CTI03 LIST Approved: Data: 10/27/87 DepartaftIr Head Data: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To 17 Petaluma urban design information 1972/73 Los Angeles regional transnortation studies 1969;'74 Sign industry re,"orts 1973/74 SCAG/Southern California RTD trans_nortation stud- (L.A.) 1972 General plan/' lla Park 1974 General plan & service station rnt/Costa ::esa 1968/70 General nlan/Los Angeles 1967/72 Planning commission report/Santa Ana 1972/73 General nlan/lacentia 1973 General plan/Brea 1968 Seismic safety study/E1 Cerrito, Richmond & San Pablo 1973 Planning commission report/Garden Grove & growth policy 1967/68 General plan/Anaheim 1970 General elan,/Sausalito 1967 Planning commission renort!F;onterey Peninsula 1963 18 Unsuccessful bids 1975/80 19 Unsuccessful bids 1977/83 20 Unsuccessful bids 1979/84 21 Unsuccessful bids 1978/84 22 Unsuccessful bids 1978;84 99 ^reeways & highways General: corresn 1970,76 Dupl funding program AHFP: Corrisp., reports, memos 1968/83 Prev. wage scale conies 1982/84 Fire services/corresn renorts (2) 1970/83 Sherif dent: Reso copies, corresn. SP nrogram info (3) 1971/83 Civil defense: brochures/corresn/inoibulletins (5) 1969/83 Public works: transn services renorts, bus service, petitions/re speed other traff problems, corresn 1074/83 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates 43 Resolution 186-11-18-3 EIIIDIT "A" Page 5 of 27 RECORDS 99STRUCTION LIST Approved: Date: 10/27/87 Departme Head Date: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To 23 O.C. Transit Dist.: Board meeting digests 1977-79 Orange County: Air Quality Management Plan testimony; notices, information; 208 Waste Management Plan notices, information. 1978-79 Noise: Complaints, correspondence re Co ordinance; corresp. re proposed city ordinance 1974-79 O.C. Health Planning Council: Corresp., Newsletters 1980-84 League of Calif. Cities: Newsletters,bulletins 1983-84 Orange County Transit District: Public hearing notices regarding service changes 1980-84 O.C.Transit Dist. Citizens Advisory Committee: Appt. corresp., requests for bus service 1979-80 Orange County Transit District: News releases, route information, general correspondence; Santa Ana Transportation Corridor summary report copy (Phase I) 1980-83 Orange County: Correspondence, newsletters, announcements, rosters, clippings, transmittal letters 1962-82 International Governmental Coordinating Council: Minute copies, auditor reports, general correspondence 1972-79 Village San Juan Association Correspondence 1974-79 Associations: Town Hall Assoc. correspondence 1973-81 Capistrano Comm. Affairs Council correspondence 1975-77 Capistrano Business and Property Owners Association correspondence/newsletters 1975-78 Capistrano Horsemen's Association: Correspondence 1977-81 Alto Capistrano Homeowner's Assoc. Newsletters, correspondence regarding improvements 1974-78 Capistrano Historic Society: Corresp./Newsletters 1975-77 San Juan Beautiful Association correspondence 1972-80 Amer. Record's Mgmt. Assoc. newletters 1979-84 Ca. Municipal Business Tax Association bulletins 1976-77 Bright Light Center: Correspondence regarding center for visually impaired 1980 City Seal: Correspondence regarding use; request for seal copies 1976-84 Organizations: Rosters/Directories of professional organizations, government groups; address corrections 1975-73 City Council correspondence files: By individual CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates Resolution i 86-11-18-3 EXHIBIT "A" Page 6 of 27 RECORDS D STRDCTION LIST Approved:_ �lir Date: Department,, ad Date: ty Attorney 10/27/87 10/27/87 Inclusive Dates Box/Loc. Content Description From To Orange County: Caspers Park, correspondence regarding improvements and equestrian trails County Development: Transcript of Board of Supervisor's Meeting re Colinas de Capistrano 24 Budget: Duplicate fund and revenue estimates Magazine article Meredith Canyon Community Association correspondence Women's Club correspondence Plans and Specs, Los Rios Paint Program, extra cc Request for proposal, Automated Management System,extra Claim: Meredith Canyon Community Association vs. City; extra copy of information already in files Anderson vs. City: Extra copies of litigation related documents, city council minutes Litigation: Extra copies of litigation related documentation already in files Agreements: Draft copies of agreements, duplicate copies of litigation related records Litigation (Two files): Extra cca of litigation related documentation Agreements (Two files): Extra copies of documentation already in records, drafts Agreements: unsigned extra copies of miscellaneous agreements and claims information City Audit: Extra copies of audit financial statements Audits: Extra copies of report and financial statements Auditor Reports and Recommendations regarding financial obligations, extra copies 25 Proclamations: Requests, resolution copies, transmittal letters, staff reports (8 folders) Commendations: Resolution copies, transmittal letters, acknowledgements League of California Cities: Correspondence regarding annual conference Intergovernmental Coordinating Council: By-law copy, membership records Capistrano Homeowner's Association: Petitions regarding street improvements and earth storage 1978 1980 FY 1971/72 1976 1978-83 1976-80 1986 1985 1985 1974-77 1977-78 1976-77 1977-79 1974-86 FY 1974-75 1976-77 1976-77 1976-83 1972-81 1983 1973-76 1974-75 45 CITY: San Juan Capistrano Resolution /86-11-18-3 DEPT: City Clerk EXHIBIT "A" Prepared by: Hislop Associates Page 7 of 27 RECORDS DESTRUCTION LIST Approved: / ^wL_ Date: 10/27/87 Departme Head Date: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To Sister Cities: Agenda copies, letter regarding proposed visit 1984 FCC: Radio operators license, expired 1972-77 Sycamor Plaza: Report re deferral request; corresp. re Co. landscaping (no originals) 1975-76 Transportation: County transportation corresp. 1980-83 Subdivisions: Resolution copies regarding fee schedules, City Clerk developer notifications, Homeowner's Association correspondence, ordinance copies, address change notifications 1975-84 Health Insurance: Expired policy 1973 Tract #7183: Minute order re maintenance funds 1973 Handicapped Olympics correspondence 1984 Cable Television: Service area request corresp. 1982 Senior Citizens Advisory Council: Info bulletins 1983-85 26 O.C. Miscellaneous invitations/announcements 1984-85 Audit: Staff report transmittals regarding city/ redevelopment audit 1984-84 Grand Jury: Information regarding appointment, applications, transmittals 1978-83 Health Planning Agency: Correspondence regarding appointments and resignations 1979-84 Grand Jury: Interim report on school truancy 1983-84 ELECTIONS (17 Files) Candidate nomination papers, vendor invoice 1962-76 Admin corresp., transmittals, extra Resolution copies 1978 Forms, billings 1978 Admin. corresp. re election preparation, proofs 1980 Sample candidates packet 1982 Admin. corresp. election information, extra copies 1982 Regulations: Bulletins, newsletters, correspondence re proposed legislation, legislative advocacy 1980-84 Proposition i9: Materials re Political Reform Act 1974 Campaign Expenditure Statements (campaign expenditure forms are not for any Council Member, which are required to be kept indefinitely) 1976 Planning Commission: Correspondence regarding FPPC filing requirements 1980 Conflict of Interest: Transmittal letters and memos regarding filing dates 1974-83 / dh CITY: San Juan Capistrano Resolution t 86-11-18-3 DEPT: City Clerk WIBIT -A- Prepared by: Hislop Associates Page 8 of 27 RECORDS DESTRUCTION LIST Approved: Date: 10/27/87 Departmen ead Date: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To 27 Duplicates/Minute extrapolations, extra copies N/A , 29 Agenda Approvals: forms, Agenda prep. materials (4) 1982-85 Mail Agendas: Dupl. agendas, mail label copies (4) 1980-83 30 Agendas: "To Do" lists 1982/84 Budget Planning: Worksheets, product information, duplicate purchase orders for office supplies, planning schedules for department 1978-83A- 978-83tBudget: Budget:Dupl. purchase requisitions, check requests 1976-83 City Clerk: Copy of city chart of accounts, copy of fixed asset change requests 1979-81 Budget: Expenditure report copies, department 1978/79 Translation Services: Memos, billing copies, brochures regarding services 1976/77 Personnel: Job announcements, duplicate personnel action notices, memos regarding clerical vacancies (3 folders) 1981-84 Youth Employment Program: Program documentation, requests, handbooks 1983 City Clerk General: Newsletters, proclamations, interdepartment memos, general correspondence, brochures, announcements, newsletters (4 folders) 197144 FPPC Bulletins: 1983/84 FPPC: Transmittal letters, mail receipts 1982-84 Elections: Statements of qualification, Transmittal letters ,1977/78 Elections: Statements of qualifications, campaign expenditure reports 1972-75 Elections: Committee for Competent City Government campaign and organization statements 1974/75 Rezoning: Staff report copies, ordinance copies related to ordinance amendments 1973/74 31 Planning Dept.: Dept. activity reports, photocopies of ordinances, resos., and corresp., absence/vacation notices (4) 1969-84 Public Works: Dept. memos, proclamations, vacation/ absence notices, various Minute extracts, dept. reports (2 folders) 1970-84 City Treasurer: Corresp. regarding City accounts, bank agreement photocopy, vacation/absence notices, CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates 4'7 Resolution / 86-11-18-3 EEHIBIT "A" Page 9 of 27 RECOUP DESTRUCTION LIST Approved: _ Date: Dipartmeg Head Date: City Attorney 10/27/87 10/27/87 Inclusive Dates Box/Loc. Content Description From To interdept. memos, applications for appointment (2) 1970-83 City Attorney: Misc. reports to Council 6 Admin. staff, other mise. correap. (3 folders) 1970-84 City Manager: Reports to Council b Staff, reso copies, absence/vacation notices (2 folders) 1970-84 City Clerk: Check requests, newsletters, subscription information 1977-84 Finance Department: Miscellaneous memos ' 1969-81 Elections: Candidate campaign statements (non -Council) (2 folders) 1974, 1976 32 Chamber of Commerce: Newsletters, correspondence re temporary use permits, expired insurance carts. 1979-81 Chamber of Commerce: Newsletters 1976-78 Legislation: Other copies other city resolutions regarding Assembly and Senate bills 1983/84 Associations, General: Newsletters, invitations, Minute extracts, non -city 1984 Chamber of Commerce: Activity announcements, invitations, newsletters, fund requests, correap. 1974/75 Building and Safety: Administrative memos 1982/83 Chamber of Commerce: Newsletters, activities flyers, 1982-85 Public Works: Department memos, mower bid specs. 1974-80 Public Works: Monthly activity b other reports 1970-78 City Council: Corresp. regarding meeting procedures, liason appointments, Council reorganizations (2) 1971-80 Building and Safety: Gen. Corresp. Council reports 1977-81 Building and Safety: Drafts, copies of County agreements for services; Reso./Ordinance copies, code enforcement logs, mise. correspondence 1970-76 Building and Safety: Ord copies, notices, reports regarding code amendments 1978-80 Growth Management: Ordinance and resolution copies regarding residential allocations 1977/78 33 Deputy Clerk: Recruiting info., related corresp. 1977-83 League of Women Voters: Pamplets, correspondence 48 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates Resolution i 86-11-18-3 EXHIBIT 'A" Page 10 of 27 RECORDS DESTRUCTION LIST Approved: (lG� Date: DepartmWHead Date: City Attorney 10/27/87 10/27/87 Inclusive Dates Box/Loc. Content Description From To re municipal elections and state legislation 1972-82 Human Relations Commission, O.C.: Agendas, Notices 1977,81 Elections: Corresp. re proposed initiative 1982 Orange County Clerk's Association: Meeting 1977-80 announcements, correspondence 1976-79 So. Calif. Clerk's Assn. Newsletters, announcements 1976-81 Building and Safety: Minute extracts, corresp., memos re code enforcement and investigations 1984 Political Reform Act: Filing schedules 1978-82 Transportation, O.C.: Meeting summaries, corresp. re 1971-75 membership and legislative advocacy 1976-83 City Council: Reports re media representatives, Council reorganization, meeting schedules b attendance 1981-84 City Council: Other cities obsolete rosters 1984/85 Transmittal letters 1977 Elections: Copy of argument re parks measure 1974 Conflict of Interest: Memos to Staff re filings, other city codes and California Code extracts 1977-80 Zoning Administrator: Dupl. agendas, staff reports 1981 Elections: Committee campaign statements, organi- zation and organization termination notices for the following: Committee of 100; Town Hall Assn., Citizens for Housing, Orange County 1978 General Plan: Extra copies of corresp. re prep. 1971-75 Land Use Management: draft municipal code 1975 Rezoning: Miscellaneous duplicate staff reports, Minute extracts, transmittals 1972-76 Grading: Staff report regarding adoption of City grading policy 1973 Pueblo Serra Development: Dupl. hydrology report 1975 EIR: Photocopies of correspondence regarding un- paid processing fees 1978/79 1978 Elections: Complaints 1976 Elections: Campaign Statements 1974 Elections: S.J. Civic Assn. campaign statements 1978 FPPC: Instruction manuals, notices re filing requirements, agency bi-annual report (1983/84) 1974-76 CITY: San Juan Capistrano DEPT: City Clerk Prepared by; Hislop Associates 49 Resolution i 86-11-18-3 MIBIT "A" Page 11 of 27 RECORDS iESTRUCTION LIST Approved: Date: Departure Head Date: City Attorney 10/27/87 10/27/87 Inclusive Dates Box/Loc. Content Description From To 34 Calif. Transportation Comm.: Obsolete rosters, Co. info. re commission and membership 1977-82 State Board of Equalization: Annual reports 1979-81 State Controller: Tax estimates/projection reports 1975-84 Coastal Preservation: Draft California plan, related correspondence 1975 Coastal Preservation: Reso. copies, legislative advocacy correspondence 1976 PUC: Rate change applications, notices 1971-83 911: Bulletins, status reports re plan 1972-81 Disaster Planning: Corresp. re questionaire on hazardous building inventory 1982/83 Budget: Governor's office communication regarding State budget 1983/84 Disaster Planning: Co workplan schedule, preliminary draft, State interim plan copy, report to State Legislature 1974 Records Management: Secretary of State questionaire 1982 PUC: Applications, hearing netices 1984 Commissions, general: Attendance records 1980-83 Community Services Department: Telephone number change notices, absence notifications 1985 General Plan: Mesas regarding plan preparation 1974 Boards and Commissions: Applications, Minute extracts, attendance records, meeting notices, miscellaneous memos and correspondence 1976-80 Boards and Commissions: Memos/Correspondence 1964-75 Air Quality: Legislative advocacy correspondence 1982 O.C. Waste Mgmt. Advisory Comm.: Minutes 6 agendas 1982/84 Tax Increment: Dupl memo, printout re CRA 1983/84 O.C.Housing Auth: Corresp, announcements re vacancies, proposed Co. ordinances, communications -re housing; Section 8 Housing Reports 1 1975-81 O.C. Planning Commission: Draft County general plan modification, agendas 1977-80 Orange County Historical Commission: Brochures, conference reports 1982/83 Comm. Counseling Center: Corresp, announcements 1973-83 We Tip: Program brochures, announcements, invitations, conference information 1978-84 Organizations: Misc. organization brochures, meeting 50 CITY: San Juan Capistrano Resolution i 86-11-18-3 DEPT: City Clerk EXHIBIT -A- Prepared by: Hislop Associates Page 12 of 27 RECORDS ESTRUCTION LIST 10/27/87 Approved: Date: epartment ead 10/27/87 Date: City Attorney Inclusive Dates Box/Loc. Content Description From To notices, fund raising, municipal organizations 1973-84 35 General Plan: Corresp, memos re general plan/elements 1973-83 Bids: Unsuccessful weed abatement proposal 1975 LAFCO: Minutes and agendas 1985 City Selection Committee: Correspondence, Minutes 1971-83 Animals: Corresp re litter, shelters, regulations, 1976-80 LAFCO: Public hearing notices regarding special district annexations, related maps; correspondence regarding Board appointments; 1970-82 City commission applications; 1972 His. regiests for info re City/Mission 1975-78 Council/Staff Work Session: Memos 1982 Department of Housing and Urban Development: Correspondence, information items, bulletins, draft agreement 1973-81 Invitations: Invitation to City and Council 1981-84 Swallows: Corresp re nesting problems, parasites 1974-80 Administrative Policy Manual: Preliminary listing of proposed policies 1981 Orange County Health Services: Resolution/Ordinance copies; corresp re proposed Ordinance. changes, fees, grant applications ? 1971-76 Item Pricing in Supermarkets: Correspondence regarding mandatory item pricing 1980/81 Offshore Drilling: Meeting announcements, hearing notices, news bulletins, correspondence regarding subject 1974-79 Public Works: Resolution copies, staff reports regarding Public Works Employment Act 1976 Postal Services: Staff reports, Reso re services 1972-82 SCAG: Announcements, miscellaneous legislative advocacy corresp (no corresp later than 1983) 1974-84 Agenda Information Sheet: Purchase orders 1978 Press Releases: Radio station news releases 1982/83 City Council: Minute excerpts 1972-77 Organizations: Government agency and other general correspondence 1982-84 Department of Health, Education, and Welfare: Correspondence, information 1977 Housing and Community Development Act: News bulletins, information regarding fund applications 1975-78 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates Resolution #86-11-18-3 MIDIT "A" Page 13 of 37 RECORDS DESTRUCTION LIST Approved: Date: 10/27/87 Departme Head Date: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To Policies and Procedures: Correspondence reports regarding City policies and procedures 1971-79 36 Policy and Procedures: Agenda format change memo$ 1919-83 Legal Aid Society: Correspondence/testimony re public funding 1981 U.S. Governement, general: Newletters, NIMLO bulletins, meeting notices, Western Cities magazine correspondence 1974-81 Criminal Justice Council: Police records management proposals, meeting announcements, misc correspondence 1971-73 Cultural Heritage Commission: Minute/agenda 1982/83 Cultural Heritage Commission: Letters of appointments, resignation; vacancy reports, reso copies 1974-83 Arch. Board of Review: Minute copies 1976/77 Arch. Board of Review: Appointments/resignations, applications for appointment 1980-83 Arch. Board of Review: Applications/resignations, administrative correspondence 1964-79 Capital Improvements Committee: (Disbanded 1972)- Reso copy, appointment/resignation correspondence, committee roster (Minutes, report saved) 1971-72 Utilities Advisory Report: Staff report (1977), Minute extract (1983) 1977, 1983 Agricultural Preservation Committee: Appointment letters, meeting notices, brochures, facility use req. 1975/80 CalTrans/CHP: Draft California transportation plan, policy element (1976); Park 6 Ride facility dedication invitation; correspondence and report regarding CHP facility construction 1976-84 Energy Supply and Safety Committee: (Disbanded) - Thank You form letters, federal register, federal register regarding fuel pricing and allocations, related correspondence 1973/74 Arch. Review Board: Reso copies, vacancy and reorganization announcements 1980-83 Sister City- San Juan Capistrano Italy: Corre- spondence regarding proposed Sister City formation (did not happen) 1977 Libros y Artes: Correspondence re funding, 1981-83 Public Facilities and Safety Committee: Minute ccs 1973 Downtown Plaza b Parking Study Cte: Appl. for Appt. 1978 .52 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates RECORDS DESTRUCTION LIST Resolution #86-11-18-3 E%HIBIT "A" Page 14 of 27 Approved: Date: Departme Head 10/27/87 10/27/87 Date: City Attorney Inclusive Dates Box/Loc. Content Description From To Citizens Policy Plan Committee: Correspondence, staff reports 1973 Downtown Plan and Improvement Program Proposal: Proposal for services, unaccepted 1977 General Plan: Staff reports to Council regarding Plan preparation and development 1974 Housing Directory, Orange County 1984 37 Planning Commission: Duplicate Minutes (9 folders) 1970-78, 1981 Planning Commission: Duplicate agendas (2 folders) 1982/83 U.S. Government: Miscellaneous correspondence regarding U.N. Day, info. bulletins, workshop announcements, invitations 1982/84 Cultural Heritage Commission: Draft ordinance, proposed by-laws, memos regarding meetings, pro- posed proposal for historic site survey, meeting notices (historic information has been separated) 1974-84 City Clerk: FPPC transmittal letters, memos re filing requirements, commission appointments 1978-83 Mayor: Product information 1984 Department Heads: Duplicate absence notifications 1985 Coastal Commission: Corresp re agricultural land use 1976 Coastal Commission: Meeting notices 1980-82 Homeowner's Association: Duplicate meeting notices 1981-84 Boards and Commissions: Obsolete rosters 1975-82 Traffic b Transportation Comm: Packet material 9/1982 Traffic and Transportation Commission: Packets 1982 Traffic and Transportation Commission: Packets 1981 38 Planning Commission: Duplicate Minutes (2 folders) 1982/83 Historic Land Marks: Registration form/guidelines 1973 Boards and Commissions: Obsolete roster of City Boards, Commissions, and Committees 1983/84 Traffic and Transportation Commission: Duplicate minutes and agendas 1980-83 Parks and Recreation Commission: Duplicate minutes and agendas 1976-79 Traffic and Transportation Commission: Applications 1978/prior Committees/Agencies: Meeting notices, applications for appointment, misc corresp, City/other agencies 1974-78 Planning Commission: Correspondence regarding appointments, letters of resignation, staff 53 CITY: San Juan Capistrano Resolution i 86-11-18-3 DEPT: City Clerk EXHIBIT 'A' Prepared by: Hislop Associates Page 15 of 27 RECORD DESTRUCTION LIST Approved: Date: 10/27/87 Departure Head Date: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To reports regarding vacancies, code amendments, vacancy notices 1972-79 Planning Commission: Duplicate minutes 1984 Growth Management: Ordinance copies, related staff reports, public hearing notices (2 folders) 1977/78 Boards and Commissions: Vacancy notices 1976-81 Growth Management: Staff reports, reference materials 1973-76 Planning Commission: Applications for appointment 1971-81 Planning Commission: Report on attitude survey (1983), reorganization announcements, planning director absence notifications 1982/84 Planning Commission: Vacancy correspondence/memos 1980/81 Planning Commission: Staff reports re EIRs; P.C. related items, ord. copies, obsolete membership rosters; report re commission by-laws 1970-79 42 Bank auth signatures: Reports, corresp. 1976/83 Ordinance, extra copies Business license correspondence reports 1974-76 Firearms licensing 1975/76 Revenue and expenditure report copies 1983/84 Business license appeal 1980 Business license reports 1975/77 Home Warranty Program: dupl.Correspondence/reports, 1975-83 Firework sale permits 1970 Xerox copies of revenue expenditure reports 1978-82 Finance Department reports 1976-83 Admin. Services activity reports 1971-75 Building 6 Safety activity reports 1973-81 Schools: Correspondence regarding reorganization, boundary changes, information bulletins, curricula information, ped. safety b school improvements 1976-79 Schools: Same as above 1962-75 Schools: School zone safety 5 crossing guard requests 1982 Business license reference authorities (Ord. ccs) 1975-79 Solicitation ordinance 1971-75 Special permit applications 1973-80 Environmental Review: Correspondence and reports 1972-79 Committee applications for appointment 1978 Environmental Review Board Minute copies 1974 41 CITY: San Juan Capistrano Resolution i 86-11-18-3 DEPT: City Clerk MIBIT 'A' Prepared by: Hislop Associates Page 16 of 27 RECORD DESTRUCTION LIST 10/27/87 Approved: _ Date: Depar me Head Date: 10/27/87 City Attorney Inclusive Dates Box/Loc. Content Description From To 59 Election administration=records 1974-80 Duplicate staff reports .t' 1973-76 Budget: City Clerk working documents, prelim. 1978-83 SERRA invoices, duplicate reports 1972-74 Obsolete media listing 1985 Meeting facility listing 1980 Taxes: Correspondence and reports`" 1978/79 Open Space Conservation Program: Extra copies of program (copy removed for archives) 1975 92 Extra copies purged from records/reorganization N/A PLEASE NOTE: The following records were found loose in an old box in the records storage area with no department identification; the key punch cards were in a box by themselves and are obsolete: 94 Key punch cards relating to fiscal impact analysis ---- Administrative correspondence files (Green labels): Utilities (4 ); Trees (2) 1982/Prior U.S. Postal Service correspondence 1976/Prior Capistrano Water District 1982/Prior 95 Geologic Hazard Abatement District: Certified mail receipts and returned mail, City notices 1981 Lighting Districts: Correspondence regarding lighting removal, request for street Lights, obsolete standards and conversion coat reports 1972-81 Weed Abatement Program: Related staff reports, notices, resolution copies 1979-81 Garbage 6 Trash: Correspondence reports (2 files) 1973-81 Litigation: Extra copies, summons and complaint del Obispo, del Obispo Land Corp. 1978 Code Adoption: Other City reference, indexes, models, reports regarding building codes, photo- copies of City Clerk's cardex system 197.4-76 Agricultural Preservation: Duplicate committee - minutes, reference documents relating to State laws; complaints and task force reports, copies of ordinances, related staff reports 1974-80 Ambulance: County proposed ordinance; 1977 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates RECORDS DESTRUCTION LIST 55 Resolution 186-11-18-3 EXHIBIT "A" Page 17 of 27 i r, Approved: -- Date: DepartmqA Head Date: City Attorney 10J27j87 10/27/87 Inclusive Dates Box/Loc. Content Description From To draft City skateboard ordinance, proposed 1980 Parks b Trails: Correspondence supporting County legislation regarding trails 1975-79 Committees: Applications for appointment _ 1981 96 Code Service: Work orders, corresp. transmittals 1980-83 Municipal Code: Newspaper proofs, ordinance copies 1962/63 Municipal Code: Gally proofs of index 1984 Municipal Code: Transmittal letters to code holders 1981-83 Annexation: Reference information, bulletins/news- letter, obsolete procedures 1971-82 San Juan Clinic: Fee waiver reques, correspondence 1983 Staff reports/LAFCO notice re: pro- posed San Clemente annexation 1973 Building and Safety: Miscellaneous correspondence regarding mobile home park, dominantly minute extracts 1970-81 Bidder requests for plans and specifications 1971-80 Civic Center: Correspondence and reports relating to City Hall operations 1973-83 Conflict of Interest: League bulletins, "PC code hearing notices, State statute copies (all permanent material segregated) 1976 Parking: Correspondence regarding City parking 1972-81 Parking: Correspondence reports regarding parking zones 1970-81 Parking: Correspondence regarding oversized vehicle parking, draft ordinances 1975-81 Parking: Correspondence reports regarding zoning 1982/83 Municipal Code: Correspondence reports regarding building code adoption and council salary code adoption 1979/80 Bullet Train: Correspondence/reports 1983 Transportaton: Railroads, correspondence 1973-83 B97 Gas Company: Gross receipts reports 1975-82 Insurance: Obsolete certificates of insurance for one-time events 1975-83 Insurance: Liability correspondence and reports (all policies removed) 1973-78 Environmental Review Board: Minutes and agendas copies (3 folders) 1981-83 Equestrian Commission: Correspondence/reports 1980/81 56 CITY: San Juan Capistrano Resolution I86-11-18-3 DEPT: City Clerk EXHIBIT 'A' Prepared by: Hislop Associates Page 18 of 27 RECORDS ESTRUCTION LIST Approved: Date: 10/27/87 Departmen lead Date: City Attorney 10/27/87 Inclusive Dates Box/Loc Content Description From To Equestrian Committee: Correspondence/reports 1976/79 Applications for Appt., Mobile Nome Park Cte. 1980-83 Schools: Transmittal memos, corresp re Prop.Y26 1984 Mobile Nome Park Review Committee: Meeting notices, correspondence 1978-82 Schools: Staff reports, resolution copies, minute extracts regarding Forster Field/lighting improvements 1980-82 Parks b Recreation Commission: Correspondence and reports 1973-80 Taxes: Correspondence regarding City tax rates 1968-80 B98 Parks 6 Recreation Commission: Minute and agenda 1971-75 Equestrian Commission: Correspondence 1982/83 Boards and Commissions: Historic preservation transmittal letters, transmittals, letters of appointment, extra copy proposed inventory 1974/75 Parks 6 Recreation Commission: Reorganization notices, copy of State legislation, other reports 1980-83 Parks S Recreation Commission: Appl for appointment 1973-78 Planning Commission: Applications, memos, minute extracts regarding vacancies, resignations, and appointments 1974-82 Annexation: Fainbarg maps, LAFCO minutes regar- ding withdrawn application 1978 CABLE TV: Correspondence and reports 1980-82 Gas Company: Newsletters 1983 General Plan: Correspondence 1974-76 Freeways and Niways: Correspondence reports 1977 Insurance: Correspondence and reports 1974-77 Flood Insurance: Correspondence and reports 1974-78 FAU Program: Staff reports regarding Functional Usage Study and program deletions 1978-80 Orange County Cable: Duplicate information regar- ding rate increase request, duplicate application for certificate of compliance 1972-78 Storer Cable TV: Reports/Correspondence regarding request for rate adjustments (Company now merged w/ Times Mirror) 1982/Prior Legal Publications: Correap/transmittals, letters of interest re City legal advertising 1974-83 57 CITY: San Juan Capistrano DEPT: City Clerk Prepared by: Hislop Associates Resolution /86-11-18-3 STBIEIT 'A" Page 19 of 27 RECORDS LIST Approved: Date: Departmenp4Read Date: City Attorney 10/27/87 10/27/87 Inclusive Dates Box/Loc. Content Description From To Streets: Correspondence/reports 1974-76 Grant: Dupl applications, correspondence/reports 1978-82 Boards and Commissions: Vacancy notices, related staff reports 1982/83 Equestrian Commission: Applications for appt. 1979-82 Equestrian Commission: Minutes and agendas 1984 Equestrian Commission: Action reports 1978-82 Equestrian Commission: Packet material 1983 Streetlights: Correspondence and reports 1973-83 Flood Insurance: Correspondence and reports 1974-78 FAU Program: Staff reports regarding Functional Usage Study and program deletions 1978-80 Orange County Cable: Duplicate information regar- ding rate increase request, duplicate application for certificate of compliance 1972-78 Storer Cable TV: Reports/Correspondence regarding request for rate adjustments (Company now merged w/ Times Mirror) 1982/Prior Legal Publications: Corresp/transmittals, letters of interest re legal advertising 1974-83 Streets: Correspondence/reports 1974-76 Grant: Dupl applications, corresp/reports 1978-82 Boards and Commissions: Vacancy notices, related staff reports 1982/83 Equestrian Commission: Appl. for appointment 1979-82 Equestrian Commission: Action reports 1978-82 Equestrian Commission: Packet material 1983 Streetlights: Correspondence and reports 1973-83 Flood Insurance: Staff report 1975 Historic Preservation: Conference corresondence 1983 Envelopes (2): Certified mail receipts 1984 Parks: Unsuccessful bid, correspondence -2 folders 1971-82 84 Airport: Airport landing permits/applications 1978/Prior 5 C2Tl: San Juan Capistrano DEM City Clerk Prepared by: Hislop Associates "solution #86-11-18-3 InMjkrT A. Pap 20 of 27 RECORDS DESTRUCTION LIST Approved: Date: 10/27/87 Departure Head 10/27/87 Date: City Attorney Inclusive Dates Box/Loc. Content Description From To 100 Tree removal: reruests, notices, corresn 1573/83 Drainage: staff re)orts re problems/improvements, subdivisions, fees 1971/79 Council chamber: scheduling notices 1982/85 Taxi cab license corresn 1972/77 Landfill: corresn/reports re _grim Descheca disposal site, :etition re truck route 1974/78 Public works vehicles: dual bid surmaries, stat' renorts, transmittals 1970/83 Sewers: corresn/reports re sewer service, charges and reinbursements 1969/82 Flood control: district, co. corresn/re-orts, co. zone code cop;, district right of way mans 1963/73 Aviation: corresn re O.C. gen aviation 1975/80 Traffic: corresn/reports requests re si nals, signs, parking zones ord cony 1971/75 101 Records mgmt. other citys RFPs, consultant corresn, invoices (3) 1975/83 Library: corresp/reports re operations and equinment nurch 1973/83 Purchasing: corresp/renorts,3ales catalogs/lit (3) 1969/79 Streets C&R maint request, _planting, landscaping improve- ments, regulations 1971/83 Bikeway financing program and ec_uestrian trails, var street and Highways, s7)eed limits (16) 102 Undergrounding: dept corresn re/requests/ budget allocations 1969/77 Records: completed request °orris 1977,/83 Sewers: Methes: staff renort on lock u,, 1977 Sidewalks: corresn/re_orts re requests, ma_nt, _ed safety 1973/78 Water: Fed handbook re assistance -ro-rams 1977 Data processing corresn/reports 1974/77 Transnortation: corresn renorts re O.C., master erication plan; bullet train 19741/82 Ambulance services corresn/renorts 1962/83 Hospitals: dual corresn; articles 1975/83 Fire dent: activity reports, corres^'re:lortr re code adoption, facilities use/operations 1973/80 Utilities: SDG&E: Corresp/reports re rates, undergrounding allocations, signal improvements 1971/83 Library r)arade -•ermit 1983 Parks & rec: Dept re_)ort3, re activates 1973/83 Trash collection rates 1977/79 59 CIT'!: San Juan CapistranoSIT os+i 86-11-18-3 DEF's. City Clerk Prepared by: Hislop Associates past of 27 &ECOIDS DUMCLI09 LIST Approved: _ Data: 10/27/87 Departasa Head Data: 10/27J87 City Attorney Inclusive Dates Box/Loc. Concent Description Pros To 102 Transportation corresp/reports 1979/80 (cont) Oso Creek: Dept staff reports, transmittals 1980/83 Street improvements (2): staff reports 1973/79 Publications: dupl/obsolete publications, other city documents 1976/82 Complaints: Misc, largely animals 1982/83 Trash: corresp reports re clean up program 1970/81 Personnel rosters, obsolete 1980/83 Ord proposal re color/reflectivity code amendment not adj 1982 103 & Extra copies/dupl pulled from files during reorganization N/A 104 105 Rejected bids, requests 1964 Playground equipment request corresp 1981 Subpoenas (staff/records), affidavits (ap7r by CA 2or destruction) 1983/83 Fire protection: co. study, draft nronosal 1974/76 Bd of supervisors draft ordinances, legislation corresp 1961/83 Settled claim: Warden 1983 Easement: blank forms 1977 Water: Bd of Supr. reso conies, corresa re water conservation, ord copy 1970/82 Training Programs:PEP, CETA corresp, duel memos, holiday schedules 1971/83 Employment: job flyers, rosters, staff reports 1976/79 Employee Assn: meeting notice, dual NOU, meeting minutes 1975/80 Retirement: draft agreement, meeting notices re retirement plan (no records of value) 1974/81 Personnel: draft b:OUs, reports, surveys, reso conies, YES program info 1970/74 Off -shore oil drilling: legislature bulletins, corresp & other material, obsolete, misfiled 1971/83 106 Credit Union corresp re city participation, O.C. 1974 Employment procedures 1978/80 Anaheim CRA newsletter 1984 Agriculture preserve fencing reports, transmittals 1980 State controller rev/expend reports 1967/81 Traffic & trans!) comm action reports 1978/80 No9 cm San Juan Capistrano DOT: City Clerk Prepared by. Hislon Associates RasOlntion i86-11-18-3 EZETftr! A. Pa`e 22 of 27 RECORDS DESTEDCfIOU LIST Approved: /1_Gc_ Data: Dapartas Hasd Data: it Attorney 10/27/87 ^ 10/27/87 7 }� Inclusive Data$ BOX/Loc. Content D�scriotion From To 106 Equest comm apnts/resignations 1979/80 (cont) SERRA budget adj requests 1973/81 Expenditure statements 1973/74 Traffic & transo comm anpts/resignations 1975/81 Parks & rec comm aunts/resignations 1972/80 Mobil home nark rev cte aunts/resignations 1979/81 Grant Apnl copy, office of traffic safety No Date Los Angeles -San Diego corridor -extra conies Admin Serv. Bank Statements 4/80 5/80 CITY: San Juan Capistrano DEPT: City Attorney Prepared by: Hislop Asa Approved: D rt e. C1 torney DESTRUCTION LIST 61 Resolution i 86-11-18-3 EXHIBIT "A" Page 23 of 27 Date: Date: Box/Loc. Content Description From To 68 Miscellaneous publications/reference materials 62. CITS: san Juan Capistrano DEPT: Administrative Services Prepared by: Hislon Associates DESTRUMON LIST Approved: Basolution 186-11-18-3 EXHIBIT -A- Paga24 of 27 Date: Z �6 Date: 10/27/87 inclusive nares Box/Loc Content Description _ From To 7 Accounts Payable N -W 1973/74 8 Accounts Payable . JE -OR 1981,/82 A -JA & OS -Z Were authorized ''or destruction 8/86 9 Accounts Payable A-111 1973/74 CITY: San Juan Capistrano DEPT: Public Works Prepared by: Hislop Associates RECORDS D TRDCTION LIST Approved: �� De a me Head City Attornev 6.3 Resolution #86-11-18-3 MIBIT "A" Page 25 of 27 Date: //- 24—g(. Date: 10/27/87 inclusive nates Box/Loc. Content Description From To 58 Miscellaneous administrative correspondence, budget documentation 1973/Prior 60 CETA printout, related program records 1978/Prior 61 CETA program information 1976/Prior 66 Department employee time records 1974/75 69 Woodside Kubota Engineers: Admin corresp. to City 1973/Prior 76 Department payroll reports 1978 77 Department employee time sheets 1977/78 87 Extra copies of specifications - improvement projects; technical info manuals; product information literature @1976 93 Duplicate copies of specifications, street improvement projects (Alipaz); other planning reference documents, County; dupl publications ----- 6 Department time sheets 1974/76 107 Budget information 1969/78 AHFP #307 Agreement/Alipaz 1969/78 SJC & SC painting agreement 1969/78 World repair agreement 1969/78 Capital imporvements committee 1969/78 Maintenance agreement -E1 Camino Real Park (2 folders) 1969/78 Emergency generator requests 1969/78 Energy Supply study committee 1969/78 64 CITY: San Juan Capistrano DEPT: Planning/Community Development Prepared by: RECORDS Approved: LIST Resolution /86-11-18-3 EXHIBIT "A" Page 26 of 22 Date: 10/27/87 Date: 10/27/87 City ,ttorney Inclusive Dates Box/Loc Content Description From To 56 County/Regional Planning: Prelim plans, ref, materials, Studies 57 Miscellaneous reference materials, other City Ordinances, government publications and seminar information 63 Redevelopment Agency packet materials 67 Completed survey forms 71 Administrative correspondence 73 Laguna Niguel Planned Community Development Plan, Air Quality Management Plan 72 Building inspector's daily work records (call back registers) 1973 1975 1983 undated 1978/prior Old CITY: San Juan Capistrano DEPT: Planning/Community Development Prepared by: Hislop Associates RECORDS DESTRUCTION LIST Approved: City At 65 Resolution t 86-11-18-3 EXHIBIT 'A' Page27 of27 Date: 10/27/87 Date: 10/27/87 Box/Loc. Content Description From To 74 Miscellaneous reference publications 75 Publications: Ref documents, other City; Regional planning documents b Master Plans (may be obsolete) ---- 78 General Plan Elements: Loose documentation re General Plan preparation @1974 79 Development status reports (printouts) 1978 80 Reference/planning materials ---- 81 Extra copies Forster Canyon P1. Comm. Development Plan ------ 82 Extra copies of specifications, planning reference materials, Orange Co. Regional Planning, air quality -- 83 Other City's reference materials/Ordinances,guidelines ------ 85 SCAG bulletins, Studies, reference documents ----- 86 General correspondence: Bikeways, housing element, other city's reference materials 1981/Prior 89 Copies of Public Hearing Notices, dupl staff reports re to General Plan/Elements prep. 1973/74 90 Staff workpapers: Dupl corresp/reports, reference docs. packet materials, former employee (BECERRA) 1980 91 Miscellaneous duplicate publications o. 66-A STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF SAN JUAN CAPISTRANO ) I, MARY ANN HANOVER, City Clerk of the City of San Juan Capistrano, California, DO HEREBY CERTIFY that I witnessed the destruction of the records described in Resolution No. 86-11-18-3 at the Prima Deschecha Landfill on Tuesday, October 27, 1987, at 11:30 a.m. (SEAL) MARY ANN HANOVER, City Clerk San Juan Ca istrano, California WITNESS: 10 gzt5t�-� Jua amacho DATED: THIS 27th day of October, 1987.