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the hearing officer are the property of the City and must be maintained <br />in accordance with the Agency's record retention schedule. It is <br />therefore imperative that the files are returned to the Agency within 30- <br />days of the date of the final decision. <br />4. Upon notification that the agency has received a request for a <br />document pursuant to the Public Information Act, the relevant document <br />must be provided to the City immediately. <br />G. The hearing officer shall prepare and submit to the Planning and Building <br />Agency a standard invoice detailing the activities and expenses by case. <br />Payment for services and reimbursement of expenses by the City to the hearing <br />officer are further conditioned upon: <br />1. The reasonableness of the amount of time spent by the hearing officer <br />- - on - the case(s) for which the hearing officer is seeking <br />payment/reimbursement, <br />2. The hearing officer's timely submission of reasonable and acceptable <br />documentation supporting all expenses being claimed by the hearing <br />officer; and <br />3. The hearing officer's prompt return to the City of all file materials <br />relating to closed cases; <br />H. Providing hearing officer services to other clients is not barred so long as the <br />hearing officer does not decline the request for hearing services more than two <br />consecutive times; specifically, the hearing offer must: <br />1. Maintain the ability to respond to requests for hearings and prehearing <br />motions within 24-hours; <br />2. Meet all applicable time lines; and <br />3. Demonstrate that such outside practice does not conflict with <br />contractual work with the City of Santa Ana. <br />4. Comply with the decision format requirements set by the City pursuant <br />to the rules governing a hearing officer's decision as per the SAMC <br />(Chapter 2 Sections 1-21 through 1-21.8, Chapter 16 Section 119, <br />Chapter 17 Sections 17-108 and 135). The decisions of the hearing <br />officer must include formal findings of fact, and meet in all respects the <br />minimum requirements applicable to the decisions of executive <br />agencies conducting contested cases. <br />5. There is no guarantee as to the number of cases that will be assigned <br />to a hearing officer. The City anticipates that it will establish a list of <br />