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Home My WebLink About19C - DESTRUCTION OF RECORDS CITY COUNCIL MEETING DATE: REQUEST FOR COUNCIL ACTION CLERK OF COUNCIL USE ONLY: MAY 21, 2007 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS M/2. CITY MANAGER APPROVED D As Recommended D As Amended D Ordinance on 1" Reading o Ordinance on 2nd Reading D Implementing Resolution D Set Public Hearing For CONTINUED TO FILE NUMBER RECOMMENDED ACTION Approve the requests for the destruction of obsolete records from various Ci ty departments in accordance with the retention schedule outlined in City Council Resolution 2006-045. DISCUSSION On July 3, 2006, the City Council approved a resolution outlining the records retention schedule for the agencies, departments, and offices of the City. City records are governed by the Public Records Act which provides the time in which records need to be kept. The Citywide Records Team compiled the Citywide Records Retention Schedule which sets forth the retention period for a particular record. The Municipal Code requires that the destruction of a City record be approved by the City Attorney. In accordance with Section 58 of the Citywide Records Retention Resolution, the City Attorney has approved the list of records for destruction from the departments as outlined in the documents. Schedule proposed attached FISCAL IMPACT There is no fiscal impact associated with this item. 19C-1 .'tl111/4r CII'r c. . '7 4It . Cll:' ~:i ~ h-. <::f?,.{ . v< , C)ai~?~ MEMORANDUM TO: Laura Sheedy, Assistant City Attorney City Attorney's Office FROM: Patricia E. Healy, Clerk of the Council DATE: May 2, 2007 RE: Request for Destruction of Records The Clerk of the Council requests your consent to destroy city records on the attached listing, in accordance with the retention scheduled outlined in City Council Resolution No. 2006-045. Thank you. Patricia E. Healy, Clerk of the Council 19C-2 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL 2007 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES FPPC Campaign Statements Councilmembers, candidates for elected office, 1965-2004 Form 700 Conflict of political action committees Interest Statements Government Code 81009(g), original may be Originals destroyed after storage in City Clerk's Laserfiche system PREPARED BY: CONSENT BY: Patricia E. Healy Clerk of the Council ~ S/tf7 / D te RECORDS DESTROYED: APPROVED BY: 3 Number of Boxes / Y; '.' j fl eL<- <- l{q' <-., icb<-t oseph Fletcher r_. City Attorney v May 2007 I:\Records Destr\Clerk Destruction Documentation\Clerk's Records Destroyed Original Campaign Statements. doc 19C-3 CANDIDATE CAMPAIGN STATEMENTS (460, 470, 410) & CORRESPONDENCE: (All contained in Laserfiche data base) Acosta, John Andres, Ann Brandt, David Bricken, Gordon Brooks, Walter Burk, Davis Castro, Arthur Christy, Alberta Covington, Winston D'Carpio, Vital Dickerson, Coween Elizondo, Eleazar Evans, Vernon Fernandez, Jose Franklin, Brett Garthe, John Gilmore, James Gortarez, Elizabeth Greek, Don Griset, Dan Griset, Dan Griset, Lorin Hart, Wilson Harvey, Harry Herrin, Wade Ibarra, Irene Johnson, Lee Lutz, Nancy Lutz, Tom Luxembourger, Robert Macias, Jose Markel, Ogden May, Ron McGuigan, Patricia Mendoza, Sal Mill, Sean Mills, Lisa Mondo, Glenn Morales, Mauro Moreno, Ted Moreno, Ted (St. Assembly) Morrisey, Michele 1986-93 1994 1975-78 1975-92 1965-69 1965 1994 1994-04 2000-04 2000-03 1993 2002-03 1974-78 1999 1996-04 1973-78 1963 1999-00 2000 1979-93 1984-95 1967-74 1984-89 1963 1965-69 2002 1983-87 2000-01 1992-00 1978-90 2002-04 1965-96 1986-90 1981-03 1994 1993 1991-97 1993-99 2000-04 1992-04 2000 1999-01 19C-4 Norton, Rick Ortiz, David Palacios, Roman Patterson, Jerry Patterson, John Pulido, Miguel Rameriz, Armando Raya, John Richards, James Richardson, Robert Rocha, Mark Romero, Noemi Sarmiento, Vincent Serrato, Al Solorio, Jose Thurman, Thomas Vasquez, Deborah Vazquez, Ana Villa, Ray Villasenor, Jennifer Wagstaff, Joseph Ward, Jim Weymonth, Kay Williams, Frances Yamamoto, Harry Young, Daniel Young, Randell 19C-5 1989-94 1975-78 1999 1969-73 1993 1986-90 2000-01 1994 1994 1990-98 2000 1994 & 99 2002-03 1979-83 1996-01 1967 2004 1992-94 1969- 73 2003 1994 1973-80 1997 1992-94 1973-80 1982-95 1994 CAMPAIGN STATEMENTS (460, 470, 410) & CORRESPONDENCE: (All contained in Laserfiche data base) A Better Santa Ana Committee Association of Orange Co. Deputy Sheriffs PAC Children & Education First Hospital & Service Employees Union, Local 399 Labor Community PAC Lincoln Club of Orange County Local 47, IBEW Orange County Federation of Labor Comm. Residents & Businesses Against Rent Control Santa Ana Citizens PAC Santa Ana Good Government Committee Santa Ana Mobile Home PAC Santa Ana Residents & Taxpayers Against Measure C Santa Ana Traditional Values Committee Service Employees International Local 347 United Food & Commercial Workers PAC Correspondence Form Letters 19C-6 1991-94 1999-00 2000 2000 2000 2000 2000 2000 1991 1991-94 1991-92 1991-93 1999 1991 1999-0 I 1999-01 2000-2004 MEMORANDUM To: From: Subject: Laura Sheedy City Attorney's Office Martha Ramirez Commission Secretary ~. ... .,..". '.'~,.,i"...' . J:'''!,! ..;:~ Date: April 17, 2007 REQUEST FOR DESTRUCTION OF RECORDS The Planning & Building Agency - Planning Division requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you, ("")g ~ r~ 0"1-< :a: =< - 0 ~ ',.-" ~" "'9 -',I'. nJ> -% ~, r)> ... 19C-7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PLANNING AND BUILDING AGENCY 2001 - 2003 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Home Occupancy Preliminary work materials; CORRESPONDENCE incoming general correspondence 2001-2003 Incoming/Outgoing General Correspondence Neighborhood Review Preliminary work materials; 2001-2003 outgoing general correspondence, may contain Certified Mail receipts Occupancy Permits Preliminary work materials; 2001-2003 - Denial outgoing general correspondence, - Request for contain Certified Mail receipts more information - Approval Conceptual Review Preliminary work materials: 2001-2003 outgoing general correspondence Verification of Zoning Preliminary work materials: 2001-2003 Compliance outgoing general correspondence Letters of Denial Preliminary work materials; 2001-2003 outgoing general correspondence, contain Certified Mail receipts PREPARED BY: CONSENT BY: M . prepa~/ ~J1~1 Date S-.Z-. Dr Date \k '? Executiv Director Planmng & Building Agency RECORDS DESTROYED: APPROVED BY: 13 O/" ~ ) 0 ( Date Number of Boxes L..C." YZc Joseph Fletcher City Attorney 19C-8