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Resolution Number 86-7-15-7269 RESOLUTION NO. 86-7-15-7 DESTRUCTION OF RECORDS (ADMINISTRATIVE SERVICES A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS (ADMINISTRATIVE SERVICES DEPARTMENT) 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 by the City Council of the City of San Juan Capistrano, that it 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 15th day of July , 1986. ATTEST: � L CITY CLER3( -1- KENNETH E. FRIESS, MAYOR 270 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. 86-7-15-7 , adopted by the City Council of the City of San Juan Capistrano, California, at a regular meeting thereof held on the 15th day of July 1 1986 , by the following vote: AYES: Councilmen Schwartze, Bland, Buchheim, Hausdorfer, and Mayor Friess NOES: None ABSENT: None (SEAL) MARYANN NOVER, CITY CLERK -2- 273 CITY: US JUAN C►PIST&AHO DEPT: Administrative Services _Prepared by: B.J. Hislop Resolution 0 BIOZIBIT -V Page of Approved: Jw- Bssn Date: d b Department Dater say ett n Inclusive Dates Box/Loc. Content Description Prom To A-1 Administrative Services: Duplicate photocopies, correspondence and reports, unsigned agreements, duplicate resolution copies 1984 Orange County Transportation Commission.: Minatas and Agendas; Corridor Reports - 1979/80 Coswunity Housing Corporation minute copies 1984 Inanranca Broker: Duplicate copies of Best Bay WD insurance broker selection (Reference) 1976 Insurance: Broker proposals 1983/84 Bask Management: Correpondence, invoices 1976/77 Risk Management: Other city program copies, agendas relating to risk management 1977/78 General Maintenance Agreement Index; 1980/prior Remodeling memos and notes 1984 Unemployment Insurance: Copies of contribution reports, magazine articles, staff work papers, newletters 1977-79 Risk Management: Obsolete nmlettars 1979/80 Liability Insurance: Expenditure ladger work papers 1978-82 Claim: Copies of correspondence regarding insurance, transmittal latter@ 1979-81' Boards and Commissions: Duplicate memos 1980-84 Montane Adobe Imprevemmuts: Duplicate memos 1980/81 Landscape Maintonauce: Staff reports regarding bid awards, duplicate agreement copies 1979180 Badevelo, Agency: Duplicates, drafts regarding Central Radevelopmmnt Project 1982-84 Obsolete maintenance agreements, Office Bgpt. 1981-82 Obsolete maintenance contract and work orders, calculator 1971-82 Obsolete landscaping agreemnut (copy), California Landscape 1984 Demands: Staff work papers regarding demand account 1975/76 CITY: SAN JOAN CAPISTRANO Resolution i DEPT: Admtuistrative Services RMBIT Prepared by: N.J. Hislop Page -2 of RECORDS DESTROCTION LIST Approved: Dater Department sad Date:� City Artorna Inclusive Dates Box/Loc. Content Description _ From To A-1 cont'd. Intergovernmental Coordinating Council: Reports as C. Russell Cook Park: Staff reports, purchase req. crime in California and advisory committee report copies, draft lease agreement re stable facilities: on integrity in government 1974/75 Investments (2 folders): Monthly reports, photo- Goaden Company: Agenda staff reports copies re copies of bank deosits, bank investment status Development. Arterial Righmay Financing Program: Staff reports reports, staff Work Papers relating tocity fund Neighborhood Watch Program: Staff reports investments 1973/76 Redevelopment Central Project: Draft resolutions, change order and report regarding work completion reports 1983/84 Building end Safety Department: Building activity invoices, correspondence and reports report Capias - 1979-83 Redevelopment Agency: Draft agendas, mimta copies 1982-84 Credit Card: Obsolete telephone credit Card rosters 1979 Obsolete Maintenance agreement, dictating maebinas 1976-78 Petty cash duplicate receipt book 197%78 A-2 Investments: Supercedod deposit authorization, resolutions, resolution copies and staff reports 1978-83 C. Russell Cook Park: Staff reports, purchase req. copies, draft lease agreement re stable facilities: reports regarding proposed lasso. 1982-84 Goaden Company: Agenda staff reports copies re Development. Arterial Righmay Financing Program: Staff reports 1984 1979-83 Neighborhood Watch Program: Staff reports 1982 Assessment District 78-1: Mama regarding contract - change order and report regarding work completion 1980 Stowebill Drive Rztaesion: Duplicate copies of invoices, correspondence and reports 1982-84 1981-83 Product information brochurae, computer systems Management services agreement, expired: duplicate 1982 Property Acquisition: Drafts, duplicate copies of documents and correspondence purged from Property acquisition records (All Property acquisition files have been reorganized and copies of these documents are integrated in department records). 1984/85 Capistrano School Distritt: Draft agreements, 1983/84 duplicate staff reports Group Insurance: Correspondence regarding plan change . and brochure regarding plan . 1980-82 Group Insurance: Pbotocepy of policy, cerrasPondenta regarding coverage, proposed legislation information 1974-82 275 'CITY: SAB JOAN CAPISTRANO Resolution DEPT: Adsinistrative Services 1=11T L. Prepared bye B.J. Hislop Page of (L_ RBCOBDS OBSTRUCTION LIST Approved: e" Dopar Brat Bea Date: _ �O aST�� Data: Boz/Loc. .Content Description _ From To A-2 cont'd. Croup Insuranu: Photocopy of policy, correspondence regarding coverage. proposed legislation information 1974-82 Labor Relations: Information regarding benefits, Replays" Association meeting announcements; benefit surveys, obsolete, copies of city Treasurer letters authorizing aback payments 1975-78 Sister City Program: Travel itinerary copies 1981 Records Managammat Program: duplicate me000 1983 Salary Range Information: Benefits Plan amendment drafts; employes I.D. numbers; related correspondence. 1976-79 Contract Services: Staff report regarding insurance coverage 1981 Community Concealing Canter: Organization goals, status reports, curvespondauca regarding funding request; obsslata membership rosters 1977-82 Recreation: Dayeamp applications 1978/79 Cultural Heritage Commission: Duplicate reports 1977/Prior • Chamber of Commerce: Staff reports regarding proposed agreement. copy of organization goals, funding . requests, minutes of meetings, partially executed services agreement 1974-81 Capistrano Valley HighSchool: Staff reports copies regarding Proposed general plan amendment modifying school boundaries 1982 School Pees: Draft ordinances, staff reports, District Board resolutions regarding SB201, staff work papers. 1981-83 Assessment Distraict 1973-1: Extra copies of assess- ment diagram 1974 Agricultural Presmrvatlon: Staff reports, correspondence regarding proposed agricultural ordinance; ocher city agricultural preservation plana 1975/76 Pappertree Project: Staff reports regarding proposed ame—tfan 1980/81 Rousing and Community Development: Proposed draft agreements, :cosigned copies of Rowing and Community Development fund contracts 1979 Budget procedures 1984/85 Budget preparation instructions 1984 Redevelopment: Correspondence reports, duplicate copies of proposed and AND preliminary Redevelop- ment Plan, Central Redevelopment Project 1982183 Fees: Building Department fee resolutions, obsolete 1979-82 2"76 CITY: SAN JOAN CAPISTRANO DEPT:' Admealstrative ServiCes Prepared by: N.J. Hialop RBCOIDS DISTRDCTION LIST Resolution # ffiIBIT "A' Page_ of s= Data: 44-ao Approved: / Department Bea Data:��4C City Attorney Lnelwive Dates Box/LAC Content Description _ From TO A-2 cont'd Personnel: Resolution re Imployse Classification plan 1981 Bmployse Benefits: Insurance proposals 1984 Agreements: Drafts, duplicate, unsigned copies of various agreements; draft Pascal Impact Analysis, Redevelopment Project 1983 Copy of land uss/parking survey 1983 A-3 prallsinary sum", report, Santa Ana Transportation Corridor summary report Santa Ana Transportation Corridor: Reports 1 A4. 1980 1979 Transportation tax fund apportionment reports 1981-82 Financial Reports to Controller: obsolete instructions 1980-82 Redevelopment Agency: Duplicate warrant register Nov 1985 Audits: Staff reports.ragarding audit proposals, waigasd agreement for servicse, related corra- spondence and invoices 1978-81 Property Tax: Qaestionaires, surveys, transmittals 1980-83 Mandated Programs: Guidelines for rsimbureement c:.+m preparation, obsolete 1981/82 Bids: Duplicates of Public Works landscape maintenance bids, staff workshasts, agandas. related staff reports 1981/prior Assessment District 78-2: Staff reports re improvements 1980 Bankruptcy: Remedy Mechanical Contractors corresp. re bankruptcy claim, completed. 1984 Personnel: Copy of City Statement of Assurances re Affirmative Action compliance; cortesp. to Certificate of Iusurence requirements for contractors 1976 Heating and air conditioning service invoices 1978 Pest Control: Obsolete service agreement 1979 Consulting Services: In purchase order and staff report regarding planning Consultant services 1979 Agreement Contract: Preparation of Environmental Impact Import, General Pian 80-2 1980 Circulation Study: Copy of joint powers agreement, related staff report 1960 Gentocbmieal Consultant Services: Correspoadeace copies, copy of proposal 1980 Burroughs Check Writing Machine meintapasca agreement 1979 Agreement copy, obsolete: Treatment plant repair foods, California First Bank (SERRA) 1981 Building Inspection Services: Obsolete dapl. agreement with Orange County 1976-77 CAL/OSHA Newletters 1981 Recreation facilities use agreement, vniigned, related staff reports 1979 RIM CITY: SAS JUAN CAPISTRANO Resolution ► D9PT: Administrative Services m3mrr "A - prepared by: S.J. Hislop Pap -'T of BB ARDS DESTRUCTION LIST Approved: �� part a ad Deter- siw� i Dace:-��%r� �city Attorney [ - Inclusive Dates Box/Loc. Content Description From To A-3 eont'd. Liability Insurance: photocopies, aspired insurance certificates for various city organisations to community activities and facilities we 1977-83 Life Insurance: Miscellaneous correspondence, infor- mation re benefits, insurance company anm:al reports, guestioaairee, and surveys 1976-82 .Insurance: Proposals, quastionaires, mmoe re Claims adduistratlom and liability insurance; duplicate copy of 1980 library lease 1976-83 - - Credit Cards: Bspired/terminated card listings, corraspomdes.ea and reports 1974-81 Litter Clean -Up: Duplicate ussacutod sgreesmat with Orange County 1979 Concept Communications: Duplicate, terminated agreement for fila preparation 1983 Solag Disposal: Copy of aspired agmamant, fees surveys, reports re rate +-crew requests, meting notes 1978-81 Liability Insurance: Duplicate correspondence, vendor information 1979-82 Claim Administration: Correspondence regarding administrative services contract, draft service agreamanc contracts 1978-83 Liability Insurance: photocopies insurance policies 1978/79 Liability Insurance: Be" bullatings, clippings, reports re insuranta policies 1977/78 Agreement, Typewriter maintenance, obsolete; 1973 related correspdence es 1979 a Terminated ed Fire Services agreement 1976-81 Streets Safety Inspection: Staff reports and copy of safety inspection logs 1977-79 Self-insurance Accounting: Information and loan& Papers relating to self-insurance program 1979/80 Banking: Savings and bankiug institution letters regarding serevices, transmittal letters, duplicate resolution copies, staff reports 1977-83 Entre Copies of Bead start site plan, meso re refuse collection agreement - 1980 Administrative Services budget workpapers 1981-83 UK MAG Cards: Contain name and addresses of developers, obsolete 1983/prior Procedures: Cash receipts procedures for Racre- cion vehicle storeage (Dunivan). 1984 2'78 CITY: SAN JUAN C MTRAND Resolution I DEPT: /ddaistratiw Services EXHISIT Prepared by: B.J. Rislop Page,,,_ of RECORDS DESTRUCTION LIST CABLE TF: Nswletters Approved:— Data-.� Dipartmest sad Data: icy ttorney reports, led & copies, Quit Claim Dead "copies - Inclusive Dates Box/Lot Content Description From To A-4 miscellaneous duplicate reports of records in file 1983-85 CABLE TV: Obsolete County C►BLE TV fact books/drafts 1983-84 CABLE TF: Nswletters 1977-84 Duplicate warrant registers 1985 Capistrano Airport: Duplicate correspondence, reports, led & copies, Quit Claim Dead "copies - (originals all with City Clerk) 1969-78 Claim against City: Correspondence re claims status, administration, and legislative advocacy 1980-83 '. Revenue projections correspondence- 1981-83 Assessment District V78-3: Extra copies of resolutions, cemsrraspandsoea, drafts input for 1979-84 Air conditioning 1"utsaance agreements, expired 1979-81 State Code Book regarding business tax. obsolete 1977 Uniform supply invoice copies 1975-81 Flood Insurance: Correspondents report copies re City study 1978/79 Del Obispo Street: Photocopy of staff report n parking restrictions 1985 1975 Orange County tentative plan 911 Emergency System Controller Reports: Duplicate copies and worksheets 1985 California Federal Bank statements 1980 WeTip: correspondence and reports re funding nquasts 1981/83 Chamber of Commerce fund requests 1974-83 Community Counseling Canter fund requests 1977-83 Budget: Revenue Estimate Reports, bulletins, staff reports, work papers 1983/84 Budget: Bulletins, reveme estineta information, staff same re adjustments 1982/83 Budget: Nems. League bulletins. work papers, uses bulletins, code &xcsrpre 1981/82 1971/73 pail& Road Improvement District staff reports San Diego Cao: Franchise fee statements, check copies obsolete purchase orders, billing correspondence 1971-82 Traffic Signal maintenance: Doplieat& terminated agreements for maintenance and signal eadificstioa/ installation (1983) 1973-81 Stesuson Business machines: Obsolete maintenance agreements, saws, and work orders - 1978-83 Xerox: Duplicating mechine work orders 1980-82 Xerox Corporation: Cost summary reports, corresp. re maintenance, use analysis reports 1974-83 Weed Abatement: Duplicate terminated agreements 1976-81 2'79 CITY. SAB JUAN CAPISTRANO DEPT: Administrative Services Prepared by: N.S. Hislop RECORDSMTRUCrION LIST Approved: v� a C_ UjZcrest Read Resolution / EERIErf -A- Paga_Z— of 1C_ Date: Dam: MY Attorney elwive Daces Sox/Loc. _ Content Description From TO . A-4 eont'd. Swear maintenance agreements, terminated, duplicate 1978-82 Controller Reports: Extra photocopies, work papers 1984/85 Loa Rios Plan summary copy 1979-82 Claims Administration: Superseded agreement for services, related staff reports 1983/84 Insurance: Expired certificates for facilities use; 1982 Freedom Notices - 1978-82 Financial Surveys: Ravenna sharing surveys, drafts-, photocopies 1983/84 Orange County Risk Management Authority: corresp., reports, proposed agreements, terminated agreements for admdnistrativa services 1975-81 A-5 CABLE SCAB msmlettere 1983/84 CABLE TF: Proposed legislation, workshop announce - wants, copies of legislative Mlle 1978-84 CART -3 Tp: Extra copies of meson and letters purged from current records N/A CABLE TF: College grant application copy, corresp. to sssbership, Foundation for Community Service 1982/83 CABLE TF: Other city litigation documentation - 1975-79 CABLE TF: Proposals for consultant services, unaccepted 1982 CABLE TF: Copy of City of Pittsburg litigation 1982 Assessment District #78-3: Pd/Cancellad Bond - Coupoos, is 361-1060 Pd. 85 Assessment District 78-3: Pd/Cancel"d Bond Coupons is 291-1060 Pd 85 Block Grant Program: Now re administrative services 1983 Permits: Copy of engineering permit procedures, related staff reports 1982/83 A-6 Bids: Unaccepted bids, related documentation for 1974-80 rolling stock, equipment A-7 Dniforam: Obsolete epees., complaints, saws 1971-75 Purchasing: County Coop Program price lists, notices 1975-82 Purchasing: Misc. obsolete specs. 1974-77 Senior pan: Duplicate sero, registration tag 1980 Planning Dept: Meso re Records Management Program 1979 Claims: Misc. reports, setas, traffic accident report copies 1980-62 Bldg. Permit photocopies to Ear Warranty Program, 1982 Tr. 10319, Clandsals Federal 280. CITY: SAN JUAN CAPISTRANO Resolution / DRPT: Addnistratiw Services MMMT •A" . Prepared by: N.J. Hislop Paga__z of D6.4THUCIION LIST uC Approved f7t!!" "L Daus � o Department Head Dater 1j City Attormy 7Inclusive Dates Box/Loc Content Description Fres TO A-7 cont'd. Purchasing: Duplicate pnrelwa orders, mise. 1977-82 vendors Claim: Settled property damga claims by City 1982-83 Fixed Assets: Misc. workpapers, photocopies of City-owmed property and equipment, tax notices 1976-82 AD 78-2: gxtra photocopies, unsigned Ramos, draft Sugimering Report, correspondence 1979-80 . CRA: duplicate warrant registers 1984-86 Purchasing: Names re gas shortage, use Priatent 1979-80 _ Bids: Letters of interest, unaccepted bids, 1977-82 transmittal letters Furchasing: Beach City Graphic Co. P.O.s, price list 1982/prior Claims: Traffic _ accident report copies, cofaesp. to property damage claims, status reports 1981-83 Homs Warranty Progress Photocopies of Carts. of Occupancy, Tr. 8087; 1980 Bldg. Permit photocopies, approvals, Tra. 11094, _final 11095, 6381 1983-86 3 Horn Warranty Program Complaints: Telephone masesgea 1979 A -g Payroll: Va"tion/Sick Leave dupl. reports 1980-81 Bank billing statemuts, staff worksbaars 1979 Work papers 1980-81 Accts. Payable: Gasoline consumption logs 1981/Prior Acets: Receivable: Mandated met claim copies, Co. property tax revenue reports 1979-82 Prom forest Inv. Carton 766: Environmental Review Board: Minutes 6 Agenda copies Audit: Confirmation letters, Correspondence 1983-85 80-82 A-9 accounts Receivable billings for Signal Maintenance 1981/prior Bosamner Warranty Program Bldg. Permit photocopies, Cera. of Occupancy, Tr. 11086, Tr. 11765 1983-64 Parsomoels Salary Compensation Schedule copies 1971-81 Name of Understanding copies, Personnel Rules 6 Rsgalatione, pay schedules 1979-84 Recreation 6 Maintsuanca expenditure reports 1983-85 Backing: Bank reconcilliation werkpaPers 1978-81 Budget: Cost celculation worksbsets Extra copier 1981 Extra copies 6 photocopies, Various reports t copies (4 files) 1981-83 1977-81 Payroll: Vacation SickleaveBarecords 1981-82 Photocopies, Payroll reports 6 worksheets 1979 281 OLD IIVZNTOBY BOXES: 780 (1) Council Miaute/Agenda copies, Action Reports, Dept. chronological correspondence 1981-84 (2) Director's Reading files; Chron. correspondence, inter -office Memos, Employee Landbook drafts, business license correspondence (81) 1979-82 (3) Ravenee/Expenditure Summary report photocopies PT83-84 Purchase Order dupl. copies (green) 1981-84 CITT: SAN JUAN CAPISTRANO Resolution f DEPT: Administrative Services BXEIBIT -A- Prepared by: N.J. Rislop Pass of RECORDS DISTIMION LIST Approved: � Data=_,% , Department o" Z7 6 t, attorney nsive Dates .� Bos/Loc. Content Descriptio: Prom To .p A-10 Payroll: Bank computer batcbcsrds, transmittals 1977-78 s ' A-11 Paroll: Bank computer betcbeards, transmittals; 1976/prior Rork papers 1979-80 Bank reports on Federal Tax deposits 1974-76 Federal Income Tsz Withholding Quarterly f Reports 1973-75 A-12 Property Tax Roll, County: computer printout 1980-81 Building Dept. Activity Report copies 1979-80 Rom Warranty Program: Developer correspondauca, copies of certificates of Occupancy 1475-g1 SER Lwaatmants Bldg. Permit appl. copies 81979 Bldg. Permit, Carts. of Occupancy copies, Tr.10283 1980-84 Reference Materials, Nacos To City regulations 1976-80 Staff Reports to Tr. 11646 1962 Control Sheet copies, blank form 1978-79 Draft procedures, aorksbaats 1976 Status Reports to Divisions of Land, Coastal ares 1976-77 Dupl. into. re !cat sales 1977/prior Bldg. Permit copies, Tr. 9284, 6788 lot sales 11980-81 Gen. Correspondence 1980-81 7 Payroll: Wage i Tax Statement copies 1982 Acets. Payable: Daily Gas consumption logs 1982 Audit: Workpapers, copies of Rev./Expend. summaries 1973-74 Admin Correspondence to: property appraisal services, Mayor's 'Botlina" (telephone); City Rall burglary; CalTrans; Empl. Day. Dept.; SNIP Program, grant appl; agpt. lose reports 1982/Prior State Controller Annual Reports 1980-81 Harbor Insurance: Dupl. photocopies, liability insurance policies 1977-80 Payroll: Sec. Pan. Bank to ledgers 1975-77 OLD IIVZNTOBY BOXES: 780 (1) Council Miaute/Agenda copies, Action Reports, Dept. chronological correspondence 1981-84 (2) Director's Reading files; Chron. correspondence, inter -office Memos, Employee Landbook drafts, business license correspondence (81) 1979-82 (3) Ravenee/Expenditure Summary report photocopies PT83-84 Purchase Order dupl. copies (green) 1981-84 �a CITY: SAN JUAN CAPISTRANO DEPT: Administrative Services Prepared by: N.J. Hislop Resolution i RYNxaIT wk - Page -:/O of L/. SRCO 8 DBSTRDCTION LIST Approved-• joa Dater Department Head Dater Inclusive Dates Boz/L++ Content Description From To OLD INFBNTORY BOZ6S: (Coat'd) 'i 757 O.C.R.R.S. Board Agendas 1976-80 Sec. Pae. Bank billing statements 1975-77 Dupl Chacks/Invoices, O.C.R.R.S. 1976-77 Parks 6 Bac. Projent report copies 1974-17 ;j Liability Insurance correspondence/bid specs. 1976-77 -,i Audit Correspondence, workpapers 1973-74 Flood Control correspondence 1974 Gan. Plan Report copies 1974 } Health Insurance claim copies 1972-74 Hoc Improvement grant checks, photocopies 1979-80 -�7 Mobile Boss license code enforcement 1974-77 743 Budget: extra copies; (3 copies palled for Archives) 1979-60 Financial Statements: extra copies (see above) 1979-80 69-70 Accounts Payable FY81-82 29 Accounts Payable FYSI-82 31-33 Accounts Payable FYSI-82 71 Cash receipts, Recreation activities PY81-82 3742 Budgets: Staff working copies FY77-82 'q extra copies (some removed to Archives) FY82-87 i CITY: SAH JUAN CAPISTRANO Resolution # DEPARTMENT: Administrative Services Exhibit "A' Prepared by: N. T. Hislop Page // of 1L /J Q®RECORDS DESTRUCTION LIST Approved: PDQ Date: 7T Dopa nt Head Date: CS ittorney I7 Box/Loc. Content Description Inclusive Dates OLD INVENTORY BOXES: (Cont'd) . 757 CORNS Board Agendas 1976-80 Security Pacific Bank Billing Statements 1975-77 OCERS Duplicate Checks/Invoices 1976-77 Parks A Bee Project Report copies 1974-77 Liability Insurance Correspondence/Bid Specs 1976-77 Audit Correspondence, workpapers 1973-74 Flood Control Correspondence 1974 General Plan Report copies 1974 Health Insurance Claims copies 1972-74 Home Improvement Grant checks, photocopies 1979-80 Mobile Home License code enforcement 1974-77 743 Budget: extra copies (5 pulled for Archives) 1979-80 Financial Statementa: extra copies as above 1979-80 69-70 Accounts Payable F781 -82 29 Accounts Payable FY81-82 31-33 Accounts Payable FY81-82 71 Cash receipts for Recreation activities FY81-82 Business License Applications 1976 3739 Accounting: Cancelled Checks/Bank Statements PY81-82 283 CITY: SAB JOAN CAPISTRANO Resolution P DEPT: Pin.... EXHIBIT 'Ae Prepared by: N. J. Rislop Pq• / of .T RECO ESTRUCTION LIST / J Approved for Destruction I Date 6/S,T S7S� Date t)attorney BOX Content/Description Inclusive Dates From To 746 Check Copies - 1978-80 755 Admlalstr.tive Expenditur.., Correspondent. Notes, Purchase Order Copies 1976-79 Audits, Cash Balances: Staff Work Papers, Purchase Order Copies, Warrant Lists, List of Demands, Extraneous Materials 1977-80 Agenda A Minute Copies 1979-81 756 Budget, Administrative Work Papers 1975-81 758 Purchase Orders 1971-73 Cash Receipts 1977-78 Utility Billing Copies 1979-80 759 Municipal Code Draft., Auditor Listings, Audit Proposals 1983 760 Check C.pies (filed somatically) PT 80-81 752 Check Copies (filed ..maritally) 1981 786 Trial Balance, Audit Import Revenue and Expense Reports, Bank Reconcilllations 1976-77 Payroll Work Papers 1977-78 Administrative Work Papers - 1975-79 Administrative Correspondence/Mesas 1978-79 Overtime Reports 1978-79 Bank Statements 1979-80 Proposition 13 Reference.Documents 1978-81 Recreation Trust Work Papers FY 80-81 Bask Statements, Improvement Districts 1980-81 Budget Adjustment Work Papers 1980-81 SERRA: Correspondence, Work Papers, Agenda Item Copies 1980-81 787 Senior Citizen Request for Reimbursement 1977-78 1 { Audit Work Paper. 1979-80 iBudget Work Papers 1980-81 ' Council Agenda Packet Copies 1982 1 812 Housing: Correspondence, Staff Work Papers, 1 Muoe 1981-83 j� 798 Complaint Logs 1981-83 799 Cable TV Sorveya, Other Cities 1979-81 N..glsttens, Cable TV Bulletins and Fliers 1983-84 801 Vendor. - A through X: Purchase Order Copies and Backup 1972-81 802 Vendors - L through Z: Purchase Order Copies and Backup 1972-81 j 808 Catalog. and Brochures - Other Cities 1980-81 765 City Attorney Correspondence Memos, Work Papers 1974-78 Capistrano High School Correspondence, Memos 1976-78 285 CITT: SAN JOAN CAPISTRANO Naolutian M DEPT: Finance "VISIT "A" Prepared by: M. J. gialop Paha �� of, RECORD DESTY TIO- LI32 Approved for Destruction Data `6 .Part —// t & Dat. L7 4 �Tity Ac rmey 802 Coateac/Dnacription inclusive &tee From To 755 County Delinquent Tat Information, Correspondence 1977-78 (cont) State of California Department of Aging Correa. 1978 County Correspondence re: Pava111ng Hates 198L City Council Agendas and Minutes 1982 State of California Property Tat Reports 1980-83 Stare Bailout Information, Correspondence, Reports 1981-83 Council Agendas and Minutes 1983 State Comptroller Annual Street Reports 1973-80 State Comptroller Annual Reports of Financial It ansa. tions 1973-80 Council Agendas and Minutes. 1984 766 Dana Point Boosters Correspondence, Work Papers 1977 Business License, Correspondence, Work Papers 1977 Miscellaneous Organisations. League, Homeowners Associetiome, SCAG Carrsapoadence, He Parts, Newsletters 1977-78 Postage Forme and Reciepts 1977-78 Business Licenas Application Forms, Fee Schedules (2 files) 1979 Complaints- Mlscallaneaus, Correspondence and Work Papers 1978-80 Government Esploys.st Persoaael Census 1978-80 Audit Services Proposal 1980 Hillside Maintenance Program Correspondence 1981 Fourth of July Association:- Correspondence. Work Papers 1977-82 Organisations General: Correspoodeace, Memos 1976-83 Public Works Department Memos, Correspondaace, Work Papers 1978-83 768 Employment Services - Personnel: Correspondence, Work Papers. Maass 1977-81 773 Accident Report - 1978-79 Claim Reports (Printouts) 1975-81 0005 Accounts Payable - Alphabetic A through Z FT 78-79 thru FT 79-80 0013 0014 Ivvole ss, bvenuw Deposit Receipts 1978-79 0015 Hevevue Race 1pts 1980 0016 Accounts Payable - A through Z 1975-77 thru 0019 0020 Cash Receipts. Deposits 1978-19 0021 Revenue Receipts, Deposits 1978-79 0025 Accounts Payable - S through Z 1976-77 0026 Copies of Warrants, Sewer Refunds 1975-77 0027, Accouvta Payable - A through 0 1975-76 0020 CITY: SAN JUAN CAPISTRANO Resolution p DEPT: Flsasce SXRIBIx A" Prepared by: N. J. Rislop Page 3 of _ -- . RECOtS2R0_CSIQM LIST �"-� Date�„[�:K—� Approved for Destruction AQ Depart ss - =7 City attorney Data T as nFrom BOX Caetent/Deacriptlos To 0035, Deal ... a License Applications, Printouts 1980-81 0036 0037 Ac.... to Payable - A through M 1977-78 j chru 0039 0042 CETA Reports, Titles II and III 1975-77 0049 Business Ll cense Reasual Application Pri.to.cs 0050 Purchase Order., N... rlcol 1977-80 Accounts Payable - T through Z 1979-80 0051 Business License Applications, Bsckgrouad Materials 1977-80 0052 Business License Applications Backup 1978-79 Reerestlo4 Program, Registration Forns 1978-80 0053 Business License Applications, Background Info. 1977-81 , chru 0056 0059, Accounts Payable - M through 2 1977-78 0060 0065 Gane rel: Bank Roconc1111ation, Star* ... to, ± Daily Cash Receipts 1969-74 0066, Accounts Payable - A through D 1980-81 0067 0091, Accounts Payable - P throu3h U 1980-81 0092 j 0094, Accounts Payable - A through 0 1980-81 0095 + 0110 Purchase Orders, Cash Receipts, Nmeerickl 1980-81 0111, Purchase Orders, Cash Receipts, Numerical 1980-81 0112 0721 Numerical Check Copies 1979-80 0734 Cancelled Checks. Bank Statements - 1975-77 0735, Cancelled Checks, Bank Star ... Are 1977-80 thre 0737 0740 Cancelled Checks, Bank Statements 1980-81 0109 Paid A Cancelled Bonds/Coss Vona (Inpr 64-1) Series 64-1 (Register Renewed) - 1966 _ 2 R6 -A CERTIFICATION OF DESTRUCTION I hereby certify that I have inspected and supervised the destruction of the records described in Exhibit "A" of the foregoing City Council Resolution No. 86-7-15-7 authorizing said destruction. Date: July 22, 1986 (SEAL) MARY ANN HP40VER, CITY CLERK