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Home My WebLink About19zAA - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 21, 2014 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS {STRATEGIC PLAN NO. 5, 11 CITY MAN ER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Approve the requests for the destruction of obsolete records from City departments in accordance with the retention schedule outlined in City Council Resolution 2013 -014. DISCUSSION On April 1, 2013, 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 period in which records need to be retained. 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 5B of the Citywide Records Retention Schedule Resolution, the City Attorney has approved the list of records proposed for destruction from the departments as outlined in the attached documents. The Citywide Records Retention Schedule has specific retention periods for many City documents. The Schedule is modeled after the California Secretary of State's sample for local government and incorporates other statutory periods applicable to Santa Ana. These are minimum retention periods. Each department makes discretionary decisions on whether to retain records past the minimum requirements. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 Community Health, Livability, Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement initiative to expand access to information and create opportunities for stakeholders to play an active role in discussing public policy and setting priorities). FISCAL IMPACT There is no fiscal impact associated with this item. Attachment 19AA -1 19AA -2 7014 it "T —3 All II: 16 MEMORANDUM CITY OF SANTA .`MA Lisa Storck CLERK CAF- )L'd(, {P To: Assistant City Attorney Date: May 27, 2014 Terri Eggers From: Community Development Agency Subject: REQUEST FOR DESTRUCTION OF RECORDS The Community Development Agency requests your consent to destroy the city records identified on the attached listing in accordance with the retention schedule outlined in City Council Resolution 2006 -045. Thank you, Terri Eggers 19AA -3 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Community Development Agency Mav, 2014 Record Record Category Series Record Description Record Dates HOUSING Loan Files All Approved paid -off Rehabilitation 1999 -2009 Loans PREPARED BY: Terri Eggers Date 9 Senior Manageme Analyst Community Development Agency RECORDS DESTROYED: Number of Loan Files CONSENT BY: WWII � S elly Landry-OWyle Housing Manager Community Development Agency APPROVED BY: Sonia R. Carvalho Date City Attorney 19AA -4 n CD to i s- 'Z xY.J 0. Box Number Borrower !Paid ADDRESS Off /Forgiven /Written Off Date Allowable Destruction Date 20DS Vinod Kakkar '935 S. Minnie Street 2/27/2001 2/27/2006 Orange County Comm. Housing Corp 1001 W. MacArthur, #82 _ 7/18/2002 7/18/2007 Orange County Comm. Housing Corp 1001 W. Stevens, #176 3/2912002 3/29/2007 Kris Kakkar French Park Model Block Grant Prograi Kris Kakkar 1018 S. Minn_ ie 2/27/2001 10/17/1994 2/27/2006 10/17/1999 French Park Neighborhood ! 21 DS _ -_ iVinod 1018S. Minnie 2/27/2001 2/27/2001 2/27/2006 2/27/2006 Kakkar 1010S. Minnie Vinod Kakkar 10145. Minnie 2/27/2001 2/27/2006 Vinod Kakkar ,1006 S. Minnie 2/27/2001 2/27/2006 Vinod Kakkar 1114S.Minnie 5/18/2001 5/18/2006 William J. Kennedy Trust 1126 S. Minnie 10/10/2001 10/10/2006 Robert Sullivan 128 Aloha Street 2/9/2007 _ 2/9/2013 600 W. Third, A206 12/30/1999 1/1/2005 22 DS Civic Center Barrio Housing Corp. Civic Center Barrio Housing Corp. 600 W. Third, A116 11/4/1999 11/4/2004 Civic Center Barrio Housing Corp. 711 W. First St., E203 10/4/1999 Historic French Park Neighborhhod Ass (Civic _ - -- 825 N Lacy -- --- -- 3/1/1992 _10/4/2004 3/1/1997 2.3 DS _ Center Barrio Housing Corp. _ 700 W. Third St, B307 10/13/1999 111112004 _ Civic Center Barrio Housing Corp. 711 W. First St. E201 , _ 10/18/1999 11/1/2004 Civic Center Barrio Housing Corp. _700 W. Third St., C106 _ 10/18 11/1/2004 Civic Center Barrio Housing Corp. 700-W. Third St., C203 _ 9/18/1999 10/1/2004 Civic Center Barrio Housing Corp. 700 W. Third St., B115 10/13/1999 11/1/2004 Allowable Destruction Date 1/26/2014 Address 31_01 S. Fairview, Sp. 16 Construction Files Box Number Borrower Caro Paid Off /Forgiven /Written Off Date 3 1/26/20091 6 Civic Center 600 W. Third, A116 11/22/19991 11/22/2004 6 Civic Center ,600 W. Third, A117 600 W. Third, A207 _ _ 12/14/1999 10/13/1999 _ 12/14/2004 10/13/2004 61 Civic Center 6 Civic Center '600 W. Third, A206 _ 12/30/1999 12/30/2004 8 9 Civic Center 600 W. Third, C207 12/14/1999 Civic Center 700 W. Third, A108 7/13/1999 _12/14/2004 7/13/2004 10 Civic Center 700 W. Third, A208 10/18/1999 10/18/2004 10 Civic Center 700 W. Third, A115 _ 7113/1999 7/13/2004 10 Civic Center Civic Center Civic Center 700 W. Third, A202 8/5/1999 8/5/2004 12 12 13 700 W. Third, B307 10/13/1999 10/13/2004 10/13/2004 700 W. Third, B115 700 W. Third, C203_ 10/13/1999 Civic Center 9/18/1999 9/18/2004 13 Civic Center _ 700 W. Third, C106 10/18/1999 10/18/1999 10/18/2004 10/18/2004 14 Civic Center 711 W. First, E201 14 Civic Center ,711 W. First, E203 11633 E. Sixth Street 10/13/1999 10/13/2004 16 Southland EDC 10/25/1999 10/25/2004 161Southland EDC 14501 W. Flight 6/10/1999 6/10/2004 16�Southland 16ISouthland 17101iot, 171Estrine 1- 8iDel EDC —T ,2309 Monica Lane 14501 W. Sunswept 14211 W. First, #50 1720 Poinsettia 8/30/1999 8/2/1999 _ _ 8/30/2004 - EDC - Roger Naomi _ _ _ _ Pozo 8/2/2004 8/15/2007 5/19/2005 8/15/2013 1500E Warren, #106 5/22/2007 _ _ _5/19/2010 5/23/2013 19AA -5 Box Number !,Borrower Dorion Habitat for Humanity ADDRESS Paid Off /Forgiven /Written Off (Date Allowable Destruction Date 18 432 S. Harbor, #36 7/19/2004 7/19/2009 20 20 320 -322 E. Adams 12/12/2003 12/11/2003 _ 12/12/2008 12/11/2008 Habitat for Humanity _ _ 1641 E. Adams 21 Huerta 3929 W. Fifth, #83 1/21/2009 1/21/2014 21 loane 602 S. Bamdal 1996 1/1/2001 4/9/2006 21 Jones, Barbara LaRoche Long, Evelyn 4211 W. First, #36 4/9/2001 22 _ 2002 W. Trask _ 3/2/2001 3/2/2006 22 111 Monaco 1917 S. Rousselle 1 1/15/2009 1/15/2014 23 Lucio 1998 1/112003 241 McCulloch, Laura 2210 S. Rosewood 2/27/2009 2/27/2014 25 Navejas 905 W. Glenwood 1001 W. Stevens, #266 12/8/2003 12/8/2008 26 Orange County Comm. Housing Corp. 4/30/2002 4/30/2007 26 Orange County Comm. Housing Corp. 1001 W. Stevens, #404 10/1/2007 26 Orange County Comm. Housing Corp. 1001 W. Stevens, #406 1001 MacArthur #82 1001 Stevens #176 _1.0/1/2002 4/8/2002 4/8/2007 27 27 28 Orange County Comm. Housing Corp. 7/18/2002 7/18/2007 Orange County Comm, Housing Corp. j 3/29/2002 3/29/2007 Johns, Thomas _ 205 Niagara -- 9/21/2005, 9/21/2010 30 Guerrero, Salvador 111 Persimmon Lane 5/7/2002 5/7/2007 321Waahila,Joyce 1316 Baker 7/28/2003 7/28/2008 35 1 Rivard, Patricia 112300 W. Lilac, #516 1/26/2009 1/26/2014 19AA -6 MEMORANDUM Lisa Storck To: Assistant City Attorney Terri Eggers From: Community Development Agency 2019 M -3 AN 11: 16 CITY OF SANTA ANA. Date: May 30, 2014 CLERK OF Cf)f,1 ll.. Subject: REQUEST FOR DESTRUCTION OF RECORDS The Community Development Agency requests your consent to destroy the city records identified on the attached listing in accordance with the retention schedule outlined in City Council Resolution 2006 -045. Thank you, Terri Eggers 19AA -7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Community Development Agency P EPARED By -�o -I q4 ISeni rs Date mmunityDevelopment Analyst Community Development Agency RECORDS DESTROYED: Number of Boxes 11� CONSENT BY: S��DI1� Shelly La ry -Bayle ate Housing Vanager APPROVED BY: v � Sonia R. Carvalho D to City Attorney Vi=i .cam r rt-C �*t Co _,n w A rn RECORD RECORD DESCRIPTION RETENTION RETENTION REMARKS DEPT W SERIES START DATE PERIOD RETAINING Expired I Applicant file through 2010 3 Years CFR Housing Voucher voucher issuance Authority HOUSING Tenant Application, 2010 3 Years CFR Housing File correspondence and all Authority paperwork related to tenant's participation on the program P EPARED By -�o -I q4 ISeni rs Date mmunityDevelopment Analyst Community Development Agency RECORDS DESTROYED: Number of Boxes 11� CONSENT BY: S��DI1� Shelly La ry -Bayle ate Housing Vanager APPROVED BY: v � Sonia R. Carvalho D to City Attorney Vi=i .cam r rt-C �*t Co _,n w A rn