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HomeMy WebLinkAboutPolicies & Procedures- Records Destruction, Retention and Co THESE ITEMS WI7.% EITHL'c MOVED OR DELETED OR COMBINED WITH ANOTHER CATEGORY: rYJ1yG� ,�01Z!' j'A,-F,✓ , J✓-� f E7- --- 21* Aset. Administrator A GONE - WHERE: �^-- '� �'tL/ • 21* (NOW: Pee Schedule dIV /0-V 22 Alleys A MOVED TO 1,16 Vacatiooa � 26 Annexations - Other Cities •A- A+1, I+1-- J GONE - WHERE: . I � i 30 Beach Erosion (See 114 - US Vng Corps) AR ' GONE - WHERE: 3 p 5,A, I 42 Resolutions from other cities AR E GORE - WHERE: 46 GommunicatGno ) AR GONE - WHERE: / 7 61* Invitations AR GONE - WHERE: 61* NOW: Mobilehomes A ITEMS MOVED OR DELETED OR COMBINED (Cont) f 85 Liming Districts - Street Lighting AR GONE - WHERE: �- t AR 79 Parking meters h' GONE -- WHERE: 4 -7 3 Phi 80 Parkin -- Off-street l- ��-� 1� AR GONE -- WHERE: 88 Private Patro% A J j GONE - WHERE: 89 Proclamations AR MOVED TO 19 Miscellaneoua 1 - 5 (by wears) 91* Protests and Ramplsints AR GONE - WHERE: '1r'�AL � ' 91* NOW: Deeds (Numberical Sequence (w e P eq 97 Requests AR GONE - WHERE: f / 102 Solicitation AR GONE - WHERE: I 9 ..7*rh15 n16vFD ait l- ETC- 110 Trailers A � MOVED TO 61 Mobilehomes i i Ill Traaefrzr of funds CL� A GONE -- WHERE: 112 Transpor�tntion A GONE - WHERE: ' i 120 Zone - No 4arking AR GONE - WHERE: j i A3CDEGH ,.If I _1._.. FILE CATEODRIES 100 ADNINISiRATION (/`"( L�'' RETJTION 100 GENERAL ADM10-TU IUM 100.10 Policy and Procedures _ S 100.20 Organization Charts CY + MY 100.30 Department Monthly/Annual Reports Y t l0Y < <; 110 QOARDS/ ISSIONSf CONNITTEES ` Y 3 r�' 110.10 Administration + sY 110.20 Application/Appointment/Resignation CY 3Y 110.30 Recognitions CY 1 11"9---Rvstrs-/fndeii- (6 .e /K �ria d 4 110.50 Maddy Act CY + 4Y --e- 120 CITY COUNCIL 120.10 Policy and Procedures . P _._ 120.?u Liaison. Appointments CY ± -41- 120.25 Ad Hoc Committees CY t 4Y 120.30 Goals and Objectives CY + 5Y_ 120.40 Appointments/Resignations to Council „CY + 4Y 120.50 Adjourned and Special Meetings P 120.55 Agenda Postings __.P..__� 120.60 Proclamations CY ± 10Y 120.70 Commendations/Acknowledgmaits _120.80.. Closed Session 12'_. OTHER CITY ENTITIES --- -----•--------------------. ------------------- 125.10 Public Facilities Corp (PFC) 125.20 Civic Improvement Corp (CIC) 125.30 Redevelopment Agency 125.35 Public Finance Authority (PFA) 125.40 Parking Authority 130.70 Civic Improvement Corporation Seal --P--� 130.80 HB Public Financing Authority Seal L40 QR ANIZATION - LOCAL 140.10 Administration CY + At 140.20 Downtown Merchants Guild CY + 9 { 140.30 Chamber of Ccmmerce CY + 4Y 140.40 HB/FV Board of Realtors CY + 4Y 140.50 HB Boys and Girls Club Qy t 4Y 140.60 HB/FV Boys and Girls Club a +. 4Y_ 140.70 HB Visitors and Convention Bureau CY + 4:( 140.80 VFW Posts CY + •J 150 S)RGANILITIQS - AT LARGE _ 150.10 Administration I& 150.20 So. Calif. Assn. of Governments (SCAG) CY -• 4Y 150.30 Sister Cities �t t0Y 150.40 League of California Cities 150.50 Orange County Housing Authority CY + 4Y f . CY - current year; L • life; P • permanent; S - retain until superceded; WC • while current; Y .• year • 7/19/91 - Page 2 RETENTION fiQ __PUBLIC JWFORM&TION/RELAIrOH� 160.10 Administration CY + l0Y 160.20 Informal Petitions P 160.30 Public Comments _ + l0Y 160.40 Presentation:/Donations Cy JM RECOUS MANAGEMENT 170.10 Administration _S-t-u_. 170.20 Vital Records Storage P 170.30 Microfilm Program ._ P- - 170.40 Regulations/Policy P 170.50 Disposition of records _ P ._.. � Y 180 RISC( MANAGENEN ���►-� 180.10 Administration cY +-IDy 180.20 Liability Insurance/Policies Imo+ 1QY 19ee- 180.40 Claims against the City L + ,ZY 180.50 Incident/Accident Reports CY + 2GY ZV FACILITIES Z.QQ CIVIC CkNTER 200.10 Administration/Operation/Maintenance CY + I5Y 200.20 Capital Improvements ,..CY..+ 15Y 200.30 Council Chambers CY + 15Y 205 COMMITY CENTERS 205.10 Administration/Operation and Maintenance CY + 15Y 205.20 Capital Improvements .;Y_+ 15Y 210 _L_IHMRY_FACILI)LU 210.10 Administration/Operation and Maintenance Cy + 15Y 210.20 Construction/Capital Improvements CY t 15Y 210.30 Advisory Groups M..t_m 215 CORPORATION YA Q 21S.10 Administration/Cperation and Maintenance CY.,+ 15Y f 215.20 Capital Improvements CY + 15Y 22Q POLICE BUILQW 220.10 Administration/Operation/Maintenance . CY + 15Y 220.20 Capital Improvementsf CY + 15Y 2SCID SENIOR'S CENTER pti'.r 225.10 Administration/Operation and Maintenance „ Y + 15Y 225.20 Capital Improvements CY + 15Y 225.30 Advisory Groups 230 CITY OMIPML 230.10 Administration/Operation and Maintenance CY + 15Y 230.20 Capital Improvements CY +--15Y 235 K YIEM CENTER 235.10 Administration/Operation/Maintenance _ 0+ 15Y 235.20 Capital Improvements - CY--+-15Y CY = current year; L = life; P • permanent; 5 • retain until superceded; WC = while current; Y • year _.. .-,- • 7/19/91 - Page 3 RETENJIQR 240 _ HU P L .RJER 240.10 Administration/Operation/Maintenance Y 240.20 Capital Improvements CY +, 15Y 240.30 Advisory Groups CY_t_4Y.. 240.40 Proposed Pier Plaza/Pier Area CY t 15Y15Y 241- REM FACILITIES 245.10 Administration/Operation/Maintenance CY + 15Y 245.20 Capital Improvements ,CY + 1.5Y 245.30 Sunset Vista Camping tY 29fIATER ER91ON5 BUI I►`G 250.10 Administration/Operation/Maintenance _CY + 15Y, 250.20 Capital Improvement _U_± 11Y 255 FIU,-Sjj&M. LS 2S5.10 Administration/Operation and Maintenance -2 +15Y 255.20 Capital Improvement _CY+1SY I 26Q HE_.i. ' 260.10 Administration/Operation and Maintenance .CY�. 1SY 260.20 Capital Improvement CY+i5Y l 265.10 Administration/Operation an iT-a tenance :t 25Y 265.20 Capital Improvement ,U+2ff 265.30 Advisory Groups CY + 4Y 270.10 Administration/Operatio�arid Maintenance _ + 25% 270.20 Capital Improvement CY +_25Y 270.30 Advisory Groups ,CY, :t A 175 P KIN JTMMBES 275.10 Administration/Operation and Maintenance -M+25Y (Downtown Main Street Parking Structure/ Promenade) (North of Pier Parking Structure) CY_+ 25Y 275.20 Capital Improvement CY ± 25Y I (Downtown - Main Street Parking Structure/ ' Promenade) CY+.25Y ! (North of Pier Parking Structure) + 25Y 2fi0 HUNTINGTON MM SHE TER 280.10 Administration/Operation and Mainter.3nce CY + aff 280.20 Capital Improvement ! 300 FINANCIAL/FISCAL 300 AJDI?S 300.10 Administration __p I 300.20 City , P 300.30 Redevelopment Agency _� 300.40 Public Facilities Corporation p 300.50 HB Civic Improvement Corporation 300.60 HB Public Finan E Authorit ,.Y - current year; L R life; P • permanen S - retain until superseded; WC • while current; Y year 7/19/91 - Page 4 RETENTION 310 FINANCIAL STA ' NTS/REPORTS 310.10 Administration P 310.20 City 310.30 Redevelopment Agency P - 310.40 Public Facilities Corporation P_ 310.50 HB Civic Improvement Corporation E'__. 310.60 HS Public Finance Authority ._._„P_ 310.70 Cable Television P,.._ 310.80 Parking Authority . P 320 BUDGET }: CY 4 l o y 320.10 Administration CY .gY_ 320.20 City Annual Operating '�5� IVA �, P 320.30 Preliminor Budget �' �f� CY + lOY .O. 0 ap Tai Improvemen CY + 20Y 320.60 Advisory Croups CY *Y- 330 T SE 3300.10��Admii ni stration _ 330.20 General Obligation Bonds P _ 330.30 Revenue Bonds - City 330.40 Revenue Bonds - Public Facilities Corp P 320.50 Revenue Bonds - Civic Improvement Corp P 330.60 Re?enue Bonds - H6 Public Finance Auth _ P ' 330.70 Tax Anticipation Reve.nua Bonds/Notes _..,...P..�„ i 340 REVENUE AND TAXATIQN j 340.10 Administration CY + 25Y 340.20 Fee Schedule CY + 10Y 340.30 Businegs License CY + 3Y_ m,n rec.�/ 340.0 Utilities-Tax �\P 340.55 Transient Occupant Tax F,..,_. re 340.70 Federal Grants/Programs P 340.80 State Grants/Programs P 1'4.90 Taxes 350 SPE g IIN ENTS DISTRICTS 350.10 Administration P I 350.20 Underground Utilities P 350.30 Reservoir Hill ., _..^,P 350.40 Mello-Roos Community Oistrict P 400 OOMMJNIT:' DEVELOPNENT 400 REDEVELOPMENT 400.10 Redevelopment Agency CY + 25 400.20 Special Studies/Reports CY t 25Y 400.30 Policy/Regulations CY + Z5Y 400.40 Biennal Public Hearing P 400.50 Redevelopment Agency Closed Session _P_ i I CY a current year; L - life; P permanent; S • retain until superceded; WC • while current; Y • year 7/19/91 - Pdgo 5 Rmur QN 410 REDEVELJPMFNTPROJECT AREAS 410.10 Huntington C nter Redevelpmnt Proj Area P__ (Huntington Center Mall) .. P (One Pacific. Plaza) P (South Side of Edinger) P (Gothard-Hoover Extension) _ P _.__ 410.20 Main-Pier Redevelopment Protect Area _ P (Main-Pier Ph I - Pierside Village) P (Villas del Mar) .,_. P __ (Town-Square [HOLA]) P (Main-Pier Ph II) (Retail Parking Structure Project P 200 Block [Koury]) (Lake/Atlanta Residential) P (The Waterfront [Hilton Hotel]) P (The Breakers) _ P _ (North of Pidr Parking Structure) _.L',_— (Huntingtou Bayshore) P (Demonstration Block- Main/Olive/5th/Walnut) P 410.30 Oakview Redevelopment Project Area P (Charter Centre/Guardian Center) P _. (Koledo Lane Demonstration Project) P 410.40 Talbert-Beach Redevelopment Proiett Area P (Windward Cove) _. P (Capewood) (Talbert-Beach Industrial Project) (Happy Drive Residential Project) , P _ 410.50 Yorktown-Lake Redevelopment Project � .F - 410.60 Civic Center .__P __ 410.7C Commodore Circle Funding Area P 420 LAND USE CONTJ 420.10 Administration P 420.20 42B-3B-fPoo dl ai c-E,�/RegUltion!,�l' CY + , 5- p s P420.35 Signs/Sign code/a nr 420.40 Condlt*Onal Use Permits - Appeals � P 420.50 Conditional Exceptions - Appeals P 420.60 Final Tract Maps P 420.70 Parcel Maps P 420:800 CovssoryDeroupsmentlPla�ns/Permit + �`Lt 4Y 4JQ_ HQ SING 430.10 Administration P 430.20 430.30 Preservdt ion/Rehab ili tat ion//''�cl'�-.�r�+►�zi � P __ 430.40 430.50 Affordable Housing P -�- 430.F5 Senior Housing P (Emerald Cove) 430.60 Mobilehome Parks 430.70 Studies and Reports P � 430.80 Advisory Groups CY + 4Y CY - current year; L. • life; P • permanent; S a retain until superceded; WC while current; Y •• year 7/19/91 - Page 6 EIENIION 440 PLANNING 440.10 Administration ,QY + l0Y 440.20 Census Information .,P 440-30 Master Plan - Land Use P (Holly-Seacliff) P 440.40 General Plan Conformance P 440.50 General Plan Amendmento P (Housing Element Up-dates) ..._.�_._,. (Circulation Element Up-dates) P (Recreation Element Up-dates) P 440.60 Regional Planning ! +..2V (Bolsa Chico) CY+ �Y (Bluff Top) CY + ,255Y (White Hole) CY__+ 25Y 440.70 Moratoriums 1 P 440.75 Pei i ►. ci2 �._..._ T,yi� 440.80 Special Studies CY :P 440.90 Advisory Groups P 450 ZONING 450.10 Administration CY_ + 25Y 450.20 Zoning Change Case Files 450.30 Specific Plans P 450.40 Special Studies 25Y 450.50 12914_yopevu!46 vrflT. 460 EMO MIC DEVELOMEN 460.10 Administration CY + 7Y 460.20 -t°1''- - "-"- 460.30 Industrial/Business CY + l0Y 460.35 Advisory Groups C 4Y 500 HEALTH, SAFETY AND NELFARE 5QQ ANILMAL CON_TRAUL 500.10 Administration CY + Y 500.20 Regulations S 510 EMERGENCY SE[VICES 510.10 Administration WC 510.20 Dis:irter Plans' QY + 25Y 510.30 Civil Defense CY-+ 75Y 510.40 Mutual Assistance/Paramedics _CY + 25Y 510.45 Fire Med Program CY + 25Y 510.50 Ambulance / s 3'_.2. Y �,, 510.60 'S sVttA s _�;-- 510.70 Geological Hazards CY_+ 520 ENVIROMIIENDL PROTECTION 520.10 Administration P 520.15 Policy/Position C + 19Y 520.20 Fazardous Materials CY + 5Y 520.30 COaStdl Protection/Off Shore Oil CY + l0Y 520.35 Beach Erosion CY + l0Y 520.40 Oil/Methane Gas CY + l0Y 520.50 Noise Pollution CY w current year; L life; P a permanent; S retain until superceded; WC while current; Y year I I ' I 7/19191 - Page 7 i RETENTION i 520.60 Energy Conservation CY + 1:iY 52C.70 CEQA/EIR/ND _, 1' + 25Y 520.75 Air Quality ,_ -P...._ 520.80 Wee.. Abatement P - 520.85 Orange Caunty Vector Control CY + SY 520.90 Advisory Groups P _._ 530 POLICE PROTECTTQN 530. 10 Administration CY + lox 530.20 Helicopter Program Y + My i 530.30 Police Towing Program CY + 10Y } 540 FIRE PR07ECfIQM 540.10 Administration CY + _l0Y 550.10 Administration CY + 550.20 Flood Control Districts/eXAs=- �-�y' _____.P,,.,.__ 550.30 XUa - s - 550.40 Drainage �� 550.50 Reports/Studies �� 560.60 3a►tic�tis. -„ - 550.70 Advisory Group + 4Y 560 PARKING WhIrROL 560.10 Administrationf + 1QY 560.20 Enforcement i 560.30 Signs P 560.40 Residential Parking Permits/Cul de Sac Parkin E.._ (parking Districts) -550.100�JAd =pr -t �, � `',�.. -`Y_+4L_ 570_ PUBLIC NELVAgE 570.10 Administration CY + 5. 570.20 Drug and Alcohol Abuse CY-+ 15Y 570.30 Obscenity/Pornography CY + 15Y 57U.40 Handicapped P 570.50 Social Services Organizations/Groups + t0Y ! (Project Self-Sufficiency) a + l0Y !, 570,60 Nuisance Abatement P I� 570.70 Advisory Groups CY + Y- 4 580_ TRAFFIC C0MTR0L j i 580.10 Administration CY 3Y_ 580.20 580.30 Special Studies CY + 3Y 580.40 Enforcement + ]51 i 580.50 Control' Devires CY + 5Y (Crosswalks, Signs, Signals) 580.60 Reoulatiuns/Speed Limits P 580.70 Pedestr:an Safety + 3Y 580.80 Bicycle Safety/Equestrian Safety 58 40 Advisory Group CY + 4Y CY = current year; L = life; P = permanent; S = retain until suparceded; WC - while current; Y • year RETENTUM 590 -SENIOR CITUENs 590.10 Administration CY t_15Y 1 ric c 590.20CY 151 590.30 Tender Loving (:are/i!ea1s on Wheels yF�.1 r�f(r,_f CY + 15Y 590.40 Advisory Groups r' "'''` SY+ 4Y- 600 LEGAL/LEGISLATIVE 600 AGRE KIT/C(1NTElACTS 600.05 Administration P __._ 600.10 Agreements ____L�._ 600.15 Federal Agreements P 600.20 State Agreements ___. P._�.. 600.25 County Agreements P 600.30 Redevelopment Agency Agreements ._._.P 600.35 Concession Agreements _,_.. P _ (Beach/Pier) (Equestrian) 600.40 Joint Powers Agreements P 600.45 Franchises r__._P 600.50 Cash Contracts - Streets P 600.55 Cash Contracts - Signals .......�_ i 600.60 Cash Contracts - Drainage!Sewer � P + 600.65 Cash Contracts - Parks ..P 600.70 Cash Contracts-Wheelchr ramps/curbs/gut P 600.75 Cash Contracts - Hater P 600.80 Cash Contracts - general public works 600.85 Cther City Entities (Bolsa Chica Conservancy) _.r..,P..� (Civic Improvement Corporation) .�_. P - �uf (HB Public Facilities Corp) (PFC) C B Public Finance Authority) (PFA) ,.�.P _ 600.9 C (Misc Service Contracts) "P- E00.95 Furchase Order i ,10*10 r MPDRA.TIQd 610.10 Artici:; ,,f Incorporation _fir_, (City of Huntington Beach) P (Public Facilitie3 Corporation) (PFC) P (Bolsa Chica Conservancy) . P�_ 610.15 State Code Adopted by Reference ,.___Q__,_ 610.2v Charter 2 610.30 Annexations P (6olsa Chica) 610.40 Local Agency Formatijn Comm (LAFCO) + 4Y 620 ELECTIONS 620.10 Administration CY + MY 620.20 General Municipal Elect',,ns CY + l0Y 620.30 Special/Other Elections CY + 10Y 620.40 Fair Political Practices Comm (FPPQ 2 + 1QY 620.50 Regulations/Procedures S 620.60 Oaths of Office - Elected Officials P 620.65 Oath of Office - Other p (Planning Co:'nission) P (Chief of Police) •' �. (City Administrator) CY . current year; L • life; P • permanent; S retain until superceded; WC • while ! current; Y x year I 1 Zi ' 7/19/91 - Page 5 RETENTION 620.70 Election Certificates _.�- 620.80 Successful Candidates Campaign Disclosur Statements: too Council P Council CoMi ttees ....._.P..._.._ City Attorney 7 ' City Clerk + 7Y City Treasurer f M 620.85 Unsuccessful Candidates Campaign Disclosure Statements: Council Council Committees t by City Attorney CY + 5Y_ City Clerk .gY + 5Y City Treasurer 630 LEGAL OPERATIC 630.10 Administration ...�Y� 14Y. 630.20 Cod,-n me forzi nt =-� ---p ��u -� � 63030 Legal Opinions P � 630:40 Litigation 630.50 Legal Procedures S I 630.60 Conflict of Interest Code M- 630.70 Statements of Economic Disclosure Council (Form 721) + 4Y Planning Commission ('brm 721) _CY + 4Y City Attorney (Form 721) CY + 4Y Ci!y Clerk (Form 730) CY_t_.IX ( City Treasurer (Form 721) CY + 4Y f Boards/Commissions (Form 730) CY :t 7`L City Employees (Form 730) 7Y_ ? Note: Form 721 originals 'iled with Secretary of State ! Form 730 originals z.leel iith City Clerk 630.80 Affidavits of Publication/Or6 nances CYIlQY ! 640__ LEGISWION 640.10 Ordinances/Amendments P 640.15 State Cote Adopted by Reference Q_ 640.30 County CY + 5Y 640.40 State CY + 5y 640.50 Federal CY + 2Y 640.60 Resolutions - Other Cities CY + 5Y 630 L ?ROPERTY 650.10 Administration P__� }� 650.20 Appraisals and Acquisitions u 65C.30 Acq - ��, -.nun J� 650.40 Acquisitions - parks!fire stations __ P _-_ 650.50 Acquisitions by eminent domain P 650.60 Tax Collector's sales __P 650.70 Surplus Property!Property sold -P 650.80 Easements granted _�.. 650.85 Quitclaims CY - current year; L • life; P • permanent; S retain until superseded; WC while current; Y • year I I I 7/19/91 - Page 10 700 PERSONN 700, PERSONNEL ADMINI"SMIU N 700.10 Administration � 700.20 Pursont.al Policies/Procedures ! 700.30 Surveys/Studies CY + 5Y 700.40 Assistance Programs CY± V 700. 50 Retirement Benefits (PERS) 700.55 referred Compensatioa P 700.50 .•ezruiting and Selectiol CY + 15" 700.70 Advisory Groups _Cy + 4Y 700.90 Elected Officials (Oi ty Attorney) (City Clerk) P (City Treas,irer) 719 T[Wjl,1NG AND EMPLOYMENT_RROGM14S 710.10 Administration CY 15Y 710.20 Employee Development .�y+ 5Y 710.30 Youth Employment Services CY + 5Y5Y 710.40 Organization Development CY + 5Y 720 EMPLgfE RELATIONS 720.10 Administration 720.20 Birgaining Units/Associations P (Department Head/Non-Association) P __ (Firemans Association) P___ (Management Employees Organ - MEO) (Municipal Employees Assoc - MEA) P ( (Police Management Association) _r P (Marine Safety Officers Association) P (Police Officers Association) P ermanent 720.30 -Aet vW esK etttsPersonnei) ----�- E'Sfi ��� V1*14 4r 720-40 720.50 -Employea ftwrds £�f- �+ ;� c:•., /_-:�:,� sec 800 PUBLIC WORKS AQQ___SjREE15/HjGHHJYS AM 'F EVAM 800.10 Administration _fir 800.20 Street Improvements h 800.30 Federal Aid Urban (FAU Program) 800.40 OC Arterial Hi hw'Ay Fi nanci n Program(A ti F�� pr__ rr�?; . 5 OC rams o ..;0 Vacations/Abandonm nts/Dedications 000.55 Righ tW-Way �� d 800.60 Stre-,: : Openings - Closures/Extensions P 800.70 Street Names/ han es (Numbering) 800.90 Precise Plano Street Alignment P 819 SMID_NASTE MANAGEMENT 810.10 Administration 810.20 Refuse Ci►;l ect',on/�Ca»���i//�.'��••rs CY + 15Y 810.3U Litter Control -CY- ± SY CY . cur,-ent year; I. s life; P permanent: S • retain until superseded; WC • while current; Y - year r 7/19/41 — Page 11 RETEN'tION 810.40 Rat 810.50 44Uua3 p 3 ° [ 1 810.60 Recycling Programs/Plans ,_ :06,to /'p,j 820 WATERWAYS . 2 ...� a. ✓� c>>��,.�..�. ! 820.10 Administration /� 820.20 Waterways/ CJL�s n y c«I rn �J P 820.30 Advisory Groups CY + 4Y j � SIDfWgLK5 830. 10 Administration + 5Y . 830.20 Sidewalks/curbs/gutters/driveways/ CY+3Y pedestrian bridges/r���<.'• wr 900 CDR*IJHITY SERVICES/CULTURAL 900 AR 900.10 Administration CY + A,.Y_ 900.20 Special Events CY + AY 900.30 Gifts/Acquisitions P 900.40 Advisory Groups + 4Y 2M HIS,IQM PRESERVATION 910.10 Administration CY 1 51• 910.20 City History p 910.30 Historical Preservation P (Newland House/Barn) P (Little Blue Church) � P (Shank House) � P 910.35 Archaeological Resources P 910.40 Advisory Groups - CY—+ 5Y 920 PARKS 920.10 Administration S20.20 Master Plan — Parks 920.30 Regional Parks p (Bolsa Chica Linear Park) p 920.40 City Parks p 920.50 Huntington Central Park r_� 920.60 Shipley Nature Center 920.70 Equestrian Center/Equestrian p 920.80 Advisory Groups CY + 4Y 930 PATHS AND TRAILS 930.10 Administration 930.20 Master Plan — Paths and Trails 6e,,., ' p iu 940 TRANSPORTATION ffl rM V 940.10 Administration f 5Y 940.20 OCTD CY + l0Y 940.30 Special Transportation Program * 0 (Dial—A—Ride) s1 OY sa49:-r►f}--A•#�ac'.:t—"C._�1-- `.�.E'" %l'u,� jf�G�..��' „ Ci - current year; L p life; P - permanent; S a retain until sup c er e ,e ��WC"G while e � + current; Y year �; a i I i 7/19i91 - Page 12 940.50 Plans/Studies/Reports RETENTIQN 940.60 Taxi Cab Rates .CY_+ l0Y a40.70 Taxi Co. Certificates of Need/Necessity CY + 15Y VO,Zo CSC �gi�sfbl�n".'�1i� L011'/lIIS5i0n /�G T[J _,E, �. �i 250 LIBRARY SERVICES 950.10 Administration 950.20 Special Events/Programs/Reports CYYt 10�Y 950.30 Advisory Groups CY+ 4Y-. 9.60 CMNITY EVENTS 960.10 Administration CY + 5Y 960.20 Special Events - General + 7Y 960.30 Fourth of July Celebration _CY + 7Y 960.40 Community Festival _ + 7Y 960.50 Wa1M.s/Races/Runs CY + 960.60 Surfing Contests CY + 7Y 960.70 Advisory Groups - _LY + ,4Y 1000 UTILITIES j 1000.10 Administration _CY t l0Y 1000.20 Rates/Fees P 1000.30-4a-tet�5ysi�mettts�---�d1c7 .»,.�.�-� 7-4X��r�rac 1�-r45-lronneot4oae- �. -� •,�.�..,. �..��,r%� r�.r..-�- 1000.50 Master Plan I9A8-E9-f�t3trYeS ,r':r-� rn•i., ? �i,�(�i��{1�.�.-E�- 100Q.70 West Orange County Water Board (WOCWB) _ +15Y �J 1000.75 Metropolitan Water District P 1000.80 Orange County Water District P 1000.85 quality Control P � � 1000.90 Conservation/Water Reclamatibn/ t P Water Management Program MD TELEPHONE r 1010.10 Administration � y �Y_.+ 1010.20 Rates/Fees r C rL+ l0Y Y/�7 r 0 1QZ - � a 1020.10 Adm nistration CY + 25Y 1020.20 �;.- tal Improvements 6�--- ��,. rk 'aC - 42". t--4;Xtgs tis0s . 1020.50 Other Agencies/Districtsk'r� 1020.60 Policies/Procedures/Regulations S 1e._).V Special Studies/Reports + gY_ -1 1030.10 A istration�� -; ; �- r - 1030. O� ud s 104Q PUBLIC JITIL.ITIFS COWISSION (P,UC 1040.10 Notices -Z + 1OY CY - current year; L • life; P . permanent; S - retain until superceded; WC a while current; Y - year I�i I Ie+� i• RECORDS IMPROVEMENT PROGRAM HUNTINGTON BEACH, CALIFORPIIA Prepared for the Office of tho •i I Ci!y Clerk i • i t i� a i i .w ' 1 T RLE 02 CONTENTS ;'age Number Foreword 1 Chapter I: Indexing the Legislative Minute., 3 .0 Baric Classification 4 Flow Chart of Procedure 6 Procedure 7 .. Sample of Legislative History Card 10 Master Relative Index 11 Sample of Chaindex Index !2 �. Numeric File Folders 13 Sample of File - alder Labels IA ( Typing Chaindex Index Cards •- General Instructions is M. Uniform Typing of Labels - General Instructions 15 General Instructions on Indexing the Legislative Minutes 16 �. Chapter II: Indexing the Leda 19 f ° ' Deed Flow Chart Procedurc for Processing 20 c 21 Samplr'of DecQd Register Card 22 Deed Relative Index -� Sample of Chaindex Carts 23 Chapter III: The General Cor respondence File 25 r 77 File Folder Sample (Straight Line Filing) 27 i kt w s� I I ' _.,.1 I j� I W FOREWORD I From the snide symbol writing of pr1m1tiv4 man to our present ! advanced state of writing techniques, man has relied on written re- cords. Todayrecords are management's documented and accumulated knowledge and "memory". They are the im,lement necessary to the control and prosecution of modern city activities. Written records are such accepted everyday bus mess tools that ma*Nagement, intent l upon service and production, frequently fails to appreciate their value, or to utilize them effectively. Record keeping is no longer a stepchild function of the city organization with piggy-bank dimen- sions. Records have assumed elephantine proportions. The office of the City Clerk historically is one of the oldest i In municipal governm-DT and is one of the first positions cretAud to- day with the Incor;-gyration of a new city. The City Clerk is the agent of the City Council for the facilitation and accomplishment of the legislative process. The City Clerk is a ministerial and not a dis- cretionary officer, whether elected by the people, or appointed by the Council, and her role i,.:" essentially that of the Council's servant, aide, and recorder. .. Management files records in the belief they will be o: value in the future. This is accomplished through the "riling" function, which can be defined as the science and operation of maintaining records according to a definite Flan and arrangement in order that ' they can be found when needed for reference. ,.• The filing system used by ^he City Clerk should insure the prompt finding of records sought. The ability of the Clerk to produce quickly and positively the single record from among an ever-increas-ing volume of records on myrieds of subjects is dependent upon the selcctlon and effective use of a sound classification for the re and the consistent application of correct filing procedures. cords, �+M - 1 - u iw I� �I Piling is the indispensable service function of the City Clerk's organization. The quality of the service derived therefrom either enhances or impedes administrative decisions vital to dpera-• tionu. r' The effective operation of the City Administrator's office and of the enure city government is partially dependent upon the use by w the City Clerk of sound filing principles an:: practices. The systems e0 herein described are sound and doilluetrate up-to-date methods that are working successfully. .. These systems not only produce individual records upon re- quest but also provide as part of the indexing process a complete legislative history on each subject handled by the Council. This legislatl:•a history is of particular value to the City Administrator i and the Council. �• r. Iloilo so r 4'• l w r- .r �• f UN «. _ 2 _ r f I two - 1 j•, I M. 1 i i The second step in indexing the legislative minutes is the pattern of indF:xes needed to index the Council records. The use of file numbers automatically requires a supplementary alphabetic index for cross-referencing by subject. The pattern of indexes needed f-jr adequately indexing Council records is unusually complex, partly because of the complex nature of the records themselves. 4 It is not sufficient to index the minutes alone; the other pri- mary records and all related records must be indexed in relai!nn to the minutes. Since the minutes explicitly or implicitly refer to all the other Council records, it takes only an extension of the numeric basic classification and alphabetic indexes used for the m::utea to make these serve all related records. Detailed descriptions of the indexes and procedures for their i use are given under :heir respective headings. The third and final step in preparing to index the Council minutes is the initiation of file folders paralleling the basic classi- fication. This group of numeric file folders constitute the nucleus It of the physical filing cf material relative to Council actions and by- products of these actions. ` With the :unaamentals necassary tc index the legislative minu'to established - 1. The basic classification 2. the alphabetic cross-reference index r: ' 3. The numeric file folders :Irv the following pages will shove the mechanics of indexing the legis- lative minutes. his M� Iwo K� - 5 - 0 I ; LX-1e1-All7le Sa/ C/.i►SS%fKa3f%OV7 (5c N Attu ucr/*.irr !n nt lk ora�Ar +rcv w � Pt�//�i4RDEX C�4RD•ry,� �a��u����� TA k on card If new Mom rvwavrd'is 1;71Y / ( /,14n r.ViVed fo lyric c%rtifitsfian/irk NG I SK Sarf,orAR©EX CARDS SdgaacAwv 11 i, PfiiN�df� Js w faM //I�r�fedr��.•��r/�i� �sorf Filing Afa 7 krid/ .mW ru*wher or.#IA" �rrrrsc�rlc ,r if�r*r�c/i�►;ng P F 11"ch.a7o',91-1c f!plerial Ar fi/c)r4Mvw jTc ryoc 0V,4/lvDEXrRc%r&r/adcx) ' r, �� Rc rn Nur crcd slaf' s/o file SC %7rl CNANOD((A� f cr//y c.� � Fc Fi/c Cf�/NGt�X CAkQ.Fin kf�a/fix �"� K l�il� .1t4g.JEX C44-,03- 1 In sufficient detail in order to avoid the necessity bf having to go to the original material for anything but the original aig- naturas or documents. The card should also show the dates of publications of ordinances, hearings, and acceptance of Improvements. This Kardex card should account for a subject matter from the time it is first introduced to the Council to its fruition. i 4. Sorting Kardex Cards: i In order to facilitate the filing operation of supporting papers, sort tht. Kardex cards to numeric sequence. S. Pull corresponding numbered file folders, keeping them in the {' same numeric sequence. f 6. Pull related material as indicatad by the information summarized on the Kardex cards and folder labels, from the supporting papers ` ' accumulated from the corresponding Council meeting. I 7. Sort the filing material into the same sequence as the Kardex cards and file Eolders, checking the cards to ascc-taln you do f have the necessary supporting papers• It is at this point that the supporting material is either stamped and file number is jotted on toppiece of material or clipping from the minutes of this spq- �� cific item is attached as pert of the file. x S. Punch and file material in the file folders. Make sure that the i most important do, umenrs are nearest the top or 'op piece of each meeting so that any reference to them immediately after a meeting may be made quickly. 9. Using the Kardex card and the file folder with the related mate- rial, type the necessary Chaindex cards for the relative index, ' Again, if a new system is .ming Initiated and the index is not 1 complete, make sufficient cross-reference Chaindex cards to ' facilitate ease of reference. A good rule of thumb is to type one card either for the major subject heading or as it app)are on the basic classification, then start cross-referencing da t.. purpose, location, names, and any other reference by which It could ae -� asked for. Ir _ g ., +u ' 9 � � 1 1 1 i P, Where will be many times when uEinq your Chaindex Relative In- I ,A. dex that you will find rW. you need additional cross-referencing on a subject due to developments in this subject matter or addi- tional information being Ixought before the Council on it. When Y>r this happens, change the Chaindex index cards as frequently as Is needed to keep the index current ai.d complete. r I JIM 10. Return the numbered file folders to file, numerically. 11, Sort the Chaindex index cards alphabetically by major heading �• (first line on the Chninuex index card). '(See instructions on ., I typing Chaindex cards. ) 12. File Chaindex index cards in the master relative index, alpha- ,.. betically. I 13. File Kardex cards, numerically.. ,^ L ; r i�. rr � n ' I l YV Y/NI (See exhibit of Legislative History Card on next page. ) I � lM 9 - Yu/ { • • 4• SAMPLE OF LEGISLATIVE HISTORY CARD trrir Lifeguard Hdqrs. Bldg. LEIISLA71VE NISTCRr RECORD lilt N0. 92 Harris & Denner Contractor Notice of Completion Recorded 9/74/64 nAf1 A(T,CA ni COUhCII ON BOARD V,y,n e0�t 3/2/f,4 Adv for Bids - open 3/16/64 - Pians a Specs approved 1 210 3/16164 Addendum #1 Approved 7 214 3/16/64 Bid awarded to HARRIS d DENNER Tustin - $126�421.00 �7 214 — - 4/6/64 Prog Pmt #1 Auth - S7,000.34 7 247 5/4/64 Prog Pmt #2 ith - $13,594.41 7 291 7/6/64' Extension of Time - 13 days granted � 7 375 � + 7/6/64 Change Order All authorized T 375 � `! 8/19/64 Chan a Order #2 authorized 7 430 1 t. 8/19/64 Chan a Order #3 authorized 7 430 �. c: 8/19/64 Extension of Time - 1? days to Aug 18 - Granted 7 413 } I _9/21/64 Completed Bldg Acc; Ci rk to file Notre. of Comp; Admin to ._._.-._.... notify contractor that penalty clause to be invoked. 7 462 j 10/5/64 Clark Dye-Harris t. Denner - Penalty Clause Invoked waived 7 467 92 Lifeguard Hcadauarters Building - Harris & Conner rr. L� fr - 10 - h . I I ; r Master Relative Index ' Development of an adequate alphabetic: index for cross-re- ferencing by subject is relatively difficult as compared with devel- oping the numeric index. The alphabetic index must cover not only thi most apparent subject of a recprd or whet we term major subject, but also any related subject by which it may he requested. Fcr this reason, the alphabetic index is called the relative :;,,iex. In indexing you must recognize that you will not always approach a record from the same point of view and that several peopla at any one time may request a record using a different name from that under which the record was originally filed. For example -- Tract 4321 may be re- quested by, Estate Garden Tract, the old Stone property, the Stone and Youngberg Tract, or of course, Tract 4321. Pence, the relative ' index must include all possible subjects or topics that may provide clues to the identity of the record and its location. In addition, the index should also include all names of per sons , organizations and locations referred to in the records. While the person requesti-►g a record may have only a hazy recollection of ., its subject matter, he may recall clearly a name or location included in it; in jvch cast-., , inclusion of names and locations in the index may provide the only clues to the filing locations of the record. r Thus, a camber of alphabetical cross-references required by any one subject or basic classification number varies with the nature +. of the record or records covered; six or mere cards may be needed to suppi'y adequate cross-reference. The a.phabetic index must in re- ality bs a visible file card. Because of 4:4is, rare must be taken tha; ` �• suf li dent cross-Indexing has been made tc. insure: complete and thor- ough coverage of the subject. Inasmuch as those Chaindex index cards contain the file and basic classi leation numbers, they lead, by means of the numeric index, indirectly to the minutes and directly ,-, to the► filing locations of all the supporting related material. The alphabetic index, while relatively small at the present time, can be maintained with a single alphabetic sequence of sub- jects, but as it expands in size, it Can be subdivided Into as many +� segments, each with its own straight alphabetic sequences, as may facilitate spe,3d - nd ease of reference, e.g. Annexations - ' Property (City Owned) - �I Subdivisions Thus , there is unlimited flexibility in the classification of subjects to speed reference to the alphabetic relative index. Y (Exhibit of Chaindex Index Cards on next page. ) - 11 - I w Sample of Chaindex Index Babette Inc 11V #8::2 117 SE Car Algonquin/Heil -� Bacteriological Analysis 96 City- Water w 11ait Stand on Pier 49 Carl A. Christensen Bait Stand on Pier 49 RAW Lonnie T. Davie Dal t Stand on Pier + Sylvia 0. Clutter-Veins It Bn1boa Shores-Campbell 49 i(e imburmement Agmt Bankruptcies 114 r Banning Avenue Pump Sta, 4t) I I t r. r i a �I I� I 1 ff w y Numeric File folders w o. In starting the numeric file folders so that they correspond -• with the basic classification numeric index, the original or basic group paralleled the original classification list. However, in pro- ceeding with the Indexing cf the minutes, it was necessary and will �^ continue to be necessary in many instances to amplify the number of file folders to house the supporting documents for many of the clas- sifications. When it becomes apparent that additional file folders will be needed, thought should be given to the logical separation of I material into the various folders. If the need for additional file .w folders is only because the subject is momentarily controversial, and no more material will be forthcoming, a chronological sequence is recommended. If the additional folders are needed beca•_,se of the natural progression of a subject, such as Annexations, Subdivisions, or Projects, the reparation of material into several folders should he ; on a subject inatter basis in order to maintain the continuity, e.g. Preliminary Material Plans and Specificatlens �. Final Maps I General Correspondence, etc. For the short time the system has been in operation, is re- flects tha use of specific segments of the subject!tem more than use of the entire file. Thus , the separation of the supporting documents into individual folders by progression phases speeds reference and filing operatioi . In addition to the ease of handling. The additional individual file folder labels show the file num- ber, major subject title, and the specific material within that parti- cular folder, e.g. 44 - Consultan.n: Griffenhagen-Kroeger, Inc. ;- i 105 - Tracts: Merry Sunshine Homes (Exhibit of File Folder Labela on next page. j h" - 13 - i 1 �d '{ y .,q.y.� �, .i. R � 1 ° • 3' 1, . ` i. 11, Y� �11 y ' Ct�i t 1 . V�„ k + •p {" 1 ?t �.'?' 'i�: �" ; 1+,:1 h�,� {'4;4,'R'� 'i ' ' . R• ' X Y� " ti , •` •t�.1 . ? yi iF, •"s Ji 5 '�6+'+•i,� .l :;f4'•'�1.• �' �'1' �,r�•� i 3r (� �• A �" FN ,��'��1�4._l'+: ,ay '"t" ,� `'': ., 1� 'i;9'• L � t i' .. . , S ++ hQ 'kr• ' '.vi• �4^n'L. i., ..,. ,v 1.Y; i•,,, t :a pyn e [ ! ' ririri : , v , .gyp. t �.: 7 r, } �l t� " ''� 4 .1'�� �('( �' '{ .. �' !f' 1 Y•R ,.1`I •f'{ �t r',.y �• i,'�55�.'S,•', .,t• , ,� 1 L.: ` ti t -ii i :wi k.r� l +•;?Y?�rti1" ..�; ;k•r & !,,.e, 1'+i °S'ti9.�1P����q i 1ti7 r'l �` ll.a• k,,.;� 4 ft"+i� tJ=.• s.?v•',s .r^ii•.'•T''S ut'l'�:1.( � ,,yy i,1 ..I :�a�f.:;+'!: .f-. ,t. 1•' { .5if.. .F .�. .4.`' Ott. y, ) •'r,., i.•.. Y , '� � ;.`� ,'�,t�• S, � t' � t AIL.}. (+ (1r1 ii11• )S 'i rl,y: � / 'i L, /,. .� i�..";',•. rt;� .Y 1 y� i'� ��r, ti;;�,'�1 r 1 4t 1 i tM1>:L1 �• 8�;t, �� ., + ' , `; ,1•.5 y +•t, ,1, y t h/�S.'" '•,•:1 � 4 � ,?•'t.lt.`�, .J '�':� t,�: +j Y .,}�'".,�: �1, t ,a,,.,,x.1;;�•�+?': t� .e 1 1 . r,il''t'4y ��+'�'..�r, s•,� ,'t•, r'1�:., ` ,t -1:. .rL. �,„r� � •k�.( '1 �$,. (r.�! Tea' �,':�'1 .��.+''I,' ./.r�.' ..y ry�3 'S1 �,?i' � t� '4.�.+;rfi. 1 1,, ,,' +�•' 'V .51[iY�, ' 'd� Y, +"�w:-"i-t�" '� •,,��:+�;,4Lr'��. .� ��po ti•�� .,, •�Z�'�•lt�•�. i,,�,r:�¢' ,ri,,R '•;��k1.y'`X'�'r,,}�'y,Lw��;,+'..f• ,: .� ,��'•' ,l�.wr, ;�;+, :7t�- +< ' :i(' �''.,:1 � �'yr' J$ti�'�? r•.. ��i�`re11}1+{4r� t-• j`{ \�.{f,�r�4t?I,r.' �.i'�,4Kt�+�,t,'���.(t�"1tf(':its 1+��{+��i'!' r +'sl'�t'j'�4.. '( x",r�',i�� i 4y'•1• ...` 1 �«.L(( t 1, rT stt Y yyr, .t t ,t 7• � 144�11 1! �{,y1...'.�.aaa� "o, s 1,,, r, •r ! 5 ' .,. ..,t...,.aa�L.�....,+.�....., ..? 1,f. J'•'>7 yS3l `•;, ,, ', , .±y'�...L..•• ..... :,�....•._..sa:.a::S—+.�.wa:l..iw 1.ii,•..../.. �-.... �•r.a. ...0 •:..1S:.Lt,a,".Jy i.�.i/iu'La:,►il..r�..�,.Ij I I I rr, I w 50 - Franchises: California Gas —T-ransmi. sion 58 Franchises: Galden EaglO Refining j i � r rr J 1 !: 59 - Franchises: Richfield Oil Company Iwo 58 • Franchises: Southern California Edison Com an f � .d � I W tAd 14 - � I 1 I J 11,;6KLKE :7 7 R r. YNJ YIATNVI ' N Y'.10 % a VA A I. 'uct1C.,..; _gh.randex Index Cards General Inati (Two line Chaindex) 1. Use capitals and smc..'. letters preferably. 2. Use no punctuation except dash, diagonal slas'a, and colon. 3. place strip in typewriter, align top of Chaindex to typing edge , then space one line below, keep typing as close to e,lge as pos- sible without losing tip of letters off the edge. Start typing six spaces from left edge. 4. Top line is always major reference; e.g. California, State of 5. Indent second line two spaces from top line; e.g. Alcohnlic Beverage Control 6. Strike-overs and erasures are not acceptable. (Three line Chaindex) follow same instructions as for typing two line Chaindex with the exception of the third line, which Ir. aligned to second line, e.g. indent two spaces from line ono. Uniform J'y,eing of Labels - General Instructions, 1. Use capitals and small letters, p.-oferably. 2. Use no punctuation except dash, diagonal slash, and colon. 3. Place strip of labels in typewriter, align heavy colnr stri*,) to ty- ping edge, then space one line below, keep* typing as close to color strip as possible without having tips of letters up Into the color. Start typing three spaces from lest edge. 4. A date, month, year, or both, should and can be used at extreme right, just below the narrow color strip. If identifying a cartair. type of record. this Information can also be positioned In this space; e.g. , Maps and Plans , Record of Survey, General Comes- pondence. 5. ble. Strike-overs and erasures are not accepta 'r'' ,�r ,� t ,'"y•. - ; t��fy•1r ' 'p�:�li K�, It � !'SF v \ar �• ''�,�4 y•i t.; t' %•l�,�1'•)''�j` 1 I `:�f tl":�{1 Ay. '� �'�, � ! ��I 4, '},4y', y� y ..:+ 1� � J�g 1' ,,45 �y ^''r' �14•�,yl�/�°�i/ /��i�'j�t +, .ti .,. ', At• ! �. t'tA't )1r �, ;,;, '�1`'•':{,:•`i; •�' Ay+i ;r• a ���)• .S � 0 t,e r :•'ll; `"�.:.' ^�ti) x,�� '! 'P. '•;Y% ,Y� .1. •i3}.a ' .y.. 1 / '7' .'� yf' S.. ,•'la:1A 1(' y'" .1. t rY4 W ,a �. h h�e aW. :l.+. �, ,3 a , i , �( �.�1� rle (,,y. ) 1,� v1, 't At ''i t �{ %S'� i� '1 ; "Cr t'{M T ' '•;'171;\l. A . ,,, . p +, r 'il� ,44 a5'1 1^ .ii• ..r. K 1 l . �� ►� 1'".`9+ '1 y �f: 11 ) c:�l. s 'y, 5+,.1 � i.F�• 1 t�,:��a"?'•' f)• 't•:'..' � f rt. •'4� ., . .rS;.:rA i`C:'.rsf,d.:, �, � r 1, �•, 'k1. ;41,'j r. :� ,#,7'yh� �V.r� .;,�' ':t '.,. :, ,1. 1'r+. J r I• '. .,:�i�''•, i'.. 1 "5 + 4" ,�JI �? rr ut. •lint' l'' �+''�,,,. .. ,.f l r,•!t: Y. x).:t 1{ '!? (,� ,{ +)�• n' }, a, �1 ti 1'r,,, r t '•.. 1 1•:`f";•}} � }� e �r'�'d� �' ! y,j.�.,t. � � ,�'tr,;v 4•�r,� �!" t�'.f. },t ,.h,�.�}rti71•'ii1n,�i,,�"'.�r'k��'•�.f �'g il't.r '�, ''a �{yi "t+1'{. ,ti;'jy�r v.l'�t.'.�.'?, .�.t• � .i glA �. rJrY •J''! �, i �'�, F�;11r' ("v r�'.Y+,.. L ,`.j. ,.r�'`. f. My�ll'i'4�''�;lf�'" ,�' 4. �:+. (r.Y, ,• 'r ;'t+'iE••r 're y t�,Y.11 �.yr? ryy," ,V�"I,y,,��,, ��5';�,v�1,4v� fS��Y :`'1'y f'I:i' '{+s S i 1�., yvrr {t a rc {+" .!'�1 1.^l+ 4• '+�'S �:'i ir:Y l'... ,, . �y•'(,i'fY �Sfdxv:l+sW i1 y p� i•jFt a r ` , ' 1• 1 ,- #' tF '.f.:1' a ''F ''•�S:�Ylt:,,. �y L' tl'r ,( Ar�l., i a' y•1++ ..,, S AA• y, +t'. 1:) �A r47i�Pa` �,t ,r,��•p1t 1, ,,�1 '.IY AS., 4 y'�',a. ^�" ,J r 1 )'•a't.l("f 1�r.r ,� 1 i" y 1.ri'L.S y..ii "y '• l 'LSs.'21U-61 ..''It• ,t;,74, S'.aiit il'L1.Ili:�.:.'ii:'.'.uSi:ii1:1.::6:l�.ut�rex:.- 4`:.L,:x:Yi83'r.a� .�.:1'3.1..6i'Yi5.1�.11.s � w,:.:.tW,m,,s i+ i �1 General Instructions �f ! There will be Items that appear in the Council minutes to f which only rare reference will be made, items of insufficient value + to warrant a legislative history card being carried years for them. These entries should be indexed in Chaindex index cards only, by showing the minute book number and page in place t:%f the usual file number. This will facilitate ease of reference and location in the minutes. Except in unusual cases, one Chaindex index card of the major aublect matter i, sufficient. In the indexing of the Contracts and Agreements, it will prove most helpful if their expiration or renewable date is added to the in- formation typed on the Chaindex index card and on the file folder label, as a reminder that they should be an agenda item prior to ex- piration or renewable date. There will be instances when the current material of a spe- cific subject �:lasstfication Is indexed and council actions on it have ' been entered on the legislativa history cards; and this material mill also have supporting papers prior to the date the new system was initiated. It is possible to bring this reference media forward under ` the same file number by the use of a different colored filb folder le- bel. Thus , anyone using that specific file number's supporting paper will know that the older reference material is there for their use but ` has not been indexed in the minute book or information entered on the legislative history cards. While relative material is kept together, only the material that is frequently being referred to is summarized on the history cards, E' It Is important to be aware of items laid over or discussed ! with no action being taken by the Council. A signaling system has been established for these items in order to bring them to the atten- tion of the City Clerk for scheduling on the next agenda or. discus- sion with the City Manager. All matters not having a cone usive it � action clearly shown by the Council minutes will be signaled with a green signal in the lower right hand corner of the visible margin of it the Kardex card. These items should be audited each time the min- utes are indexed to ascertain If there were further discussions, or action taken on them. re. ". - 16 - i I I . 'ry ,r�,� .�.NO, y. �:•, ,. *V9 ' t '� � .s l '4t18.ir ^ 0401,� � ;:..• , ,�'t, y /C;R�.1 '4 •I�. t .1 1 �• 11.'.Y Y�l.k �'"ti•sYl".ti „�!r y �'..; .nS��' nl '15'yn �, � a'�' J• ..t. ¢� :.�» � Y�'.�� a�.. �r. x,.•e rF�•# ;s'Ep ,b, z, .i.�'��'r t ►;fir.y t' '.k . < �+ay.1."�'� �.. y �GT�, s'• y" 'fir a , � � t �i. �• 4 a• �t k �,,rtl 1 t .� �111 fC 4, .• ,5��"11 s �,., ,.� }s "i,::: ^'hy� +i;. . ,;� y`i , N'I. 4 5 � '^,8¢ik:''a'•,1 i'�;:'�,s,Kl! ,,a• r y,.,,r�,{y I;ii'. �1,'•�� ,sy .(y' a ,.;i �{,.t. �'� .� , s �' ,�, y �� �i�.ti. ,It't s�1,•..J.r'�.'.i".�a ',CJA ;�tr �:� �,I,l,",.�.,• ,�4..r4 ', �, lit 'n' ; :� .t y i 4•h4 t '� s py, j'yrd ,�.t�j 1' �.1 � �;1;• � 'Yr 6 E ��J, a, ,¢,I � t!'.I�n.VY�51 ;1�', l �: +'y 'M' y ", ��.• I, r ,� ( J••1,,`'^'�'.kr+•�i�,Xri,P'' 'P �S'' j,•1."1•wl� .jy+'t:7,,.i.,if''•1'. t ,t'S�:•.., .� �,d "!%�.y�; '� t,�, y,'GI �'is t`'tr• ,"�''.� � I,r @ �. � t �• ? '�., ,s p ,,y, C �1••:.,, �, ..L',., tM1, y -e r:., ti .;�,4,•e,. '�'Zt,s.•, t.' A "i. � ,r 18. li1i•@ .� i > n y'f w.'ry �; ul.',.�'1 �4. a 's y •'�, i,'�, �'.Yy.�,,, 1„ i^ X,".�t a 1 I 1. �'. ,}..' .4'�•'"' 1,:�4y ,r, 1 \rl • d .ri � r, ¢ , �"�"��� ,at`',�1�s :1;d�'tl.�lt-,4'�� ;)),�zl �•.� ,'I �,��att:.++. t.; '4'y,,.,;,' a'•1,,`gl'�f•'i '�+�'• 1 , y4 i,1.�. �, „{ �G �` y I'* t.�' .1 ,:�}.i¢al+�' y::y;l�,�,;'`y i „r�3,y1 Y.•� 4.�y"tt}�� ' .. s,., 4,+J�,, ti�,.�4,rCy,1 �. ��`�'�i#�i 7 . y.r. +)�7•`k „'.'�*'p ` �,��'1! n ,,Srtiil�.yi�Y::s:c'!t r�{ :`::�►',1.►Js:afi lY :l.l� '' ' i�:I"t1sG,' 3b.Yf.atl) •�i. +r"iF,',.� �,7.` � M �is'Y�PYJ.. p,yyryu.lw'+��hiSdW��•. •i - t , I it Included In the basic classification are some subjects that -� will !,eve very little growth over a long pericd of time, but do have a definite place in the basic classification, one such is "Street Dedications". Street dedications usually parallel easements, with -� the higher percentage of then: now being in tracts, and are accepted or not accepted by the City at the time the tract is inaugurated. however, in case of abandonment proceedings, they usually revert to the person, milking the dedication, differing in this way from other City-owned property or easements for streets , which after abandon-ment proceedings can be utilized for such other purposes as parking �~ lots, libraries, and fire houses Other items Included in the basic classification, such as "Permits" will have except!onal growth. In categories of this type, j w:en the material becom4a 'difficult to handle and the' legislative `r history Cards appear cluttered, expansion or amjj!M, ,Lion of the category becomes necessary. There are two ways this can easily be t accomplished. ' The basic classification category of"Permits" may be re- t tainad with the use of tertiary number for specific types am of permits; e.g. -- Permits - 73 Permits - Dance 73,1 Permits - Cake & Candy Sales 73.2 Permits - Parades 73.3 The legislative history card and numbered file folder may 1 be initiated for each of the subordinate categories. 2. A new major classification category may be added to the original basic classification list, making each type of permit a separate and distinct category; e.g. Permits 73 MA Permits -- Dance 81 Permits - Cake & Candy Sales 109 Permits - Parades 221 17 - I 1 + `!' ilr'4`,MIR M "UTOP �*��'"+eT r� r ,-fy j'f'J^yYlItrCFr ITT;..,9 nor �+q.x'r.. ti Jayt;� 7 . . 4'G%' ,Xr{� t ' tt 4 �, ` 'rW ' �•'�,r! } r" � y ; F�e�w �k h Mf 1>� y 7•i � '�,. �,' ar°:'�1�,':4,. •v,,, o�j;t,,; 1�yfi�dcr�`: ;1�'�{yyo�+"r�i} ',��'qr'�,'e"'�r '}'`pp� � ""+S a r 1,'� •h}, �,, , 4Il1 ��s��Y�� 7'f! �l �Y.lr�i�a�1...,.'iu�fl�a1,♦ i^ 4a'i'L',..4�+��r r r� '/ � r }i4r �fula}� Ilk, i I I I Either type of expansion is applicable to any and all of the categories included in the basic classification list and may be ac- complished at any time volume within any one category dictates the need. Y To facilitate auditing of the Council action records in con- junction with the retention and destruction schedule, we recommend that a different colored Chaindex index ce+rd be used Each five cal- ender years. The five-year period is the rrainimum time established by law that the major portiost of these records must be maintained in an active status in the City Clerk's office. While it is true that minutes, ordinances, and resolutions must be maintained as permanent records, the subordinate recorde need not be maintained on this basis. Afterauditand review of eval- uation indicate that the usefulness of these records has expired, they do not even have to be retained in the City Clerk's office on an Inactive basis. ! i The change of color of the Chaindex index wards every five yeara will not only point up the need for audit and review cf certain material in the files, it will also enable the staff to up-date many of the index cards that have not had too much reference value of late, due to subsequent Council action, out-dated nomenclature, or F3 changes in the major classification titles. j r.. - 18 - r' r.! o �{ ttr,�i• .`.1' ` 1 F��' `,r'F�f�4�d;"`,'.,�,: ppV•}kx�•iy.riF!w'�L(7f':1:�v S�r4 Ye}��A i°•1IiV'r'�' }r'I•f,Mi�'y��}:�V{�"'+M!Y""'.,�('_•y1�x'`j:�;nY"• f,�. t {.0J•i. 1;+Y'.e t rt{"i }Y•C�.; 1.,' fah r "f 1' 'rla aT'.•r :tr,.'Y,y,r�' �:w,ix:}•'i t":ri:��,�iy�;S�"'�•,•[Y iV *,rr'v�iftrik' t�t�4�tii„? y„+��f1�1 f f�',f t`f.fY34 �� f Z.! p•�.Y; 1 .t 7''' �Y'` S' •,l' rt\',.�r. ` .btu 1' `T;:fJ�, ; y` }i s^d�,� � :r�.;. '•'�;A f �.�''4},t[rt A,aMt y�� tf:I{6' r" .�;��;�".��,���%Ib�f•i; rit,�i�,' •r.... , .,..1.'t. { $ ;TJ F'��3•� 't �i iit''r't ,;,n `'� ���� • �; r��$, nJe�.,hf•,.t�{ � ,4�5�,�t�.'��r�+};p,:rit�,��ti� t;,�.�r �+1 ,.,f ,�'4 ��'�' •t�t�4'+:9trs.;Yi�'v}'�;f1�iy+;.�'>ar �•sr. i,';�'t:+ii'ri ,�i �•V.,� ` t % .W ; N'f �. �' y�i fy,! ' iI )' /` �^'�' � f l;v ` �Z �' J ty'f 1•. 5 +z`t"�ti .�.:u:'�-k d:1f;'�;� r.8 ��' rY 4•, h t 4 ,�� 'i�.t�� �.{ 4 :,1 f !'.• �'��''., r'' �'� �ZY3L� '�'.�dtix11 Lft' ,x`!' Y � •q��' �f �r• 4'��'j c #tr 1 ¢,,.,,•r > ia,k�{ t°'•43.,k�C,�.•`71 r„f�< s� ....7..:...[t,� '�. �}' �i•� t9 :1 rY tt },�:.`Y f,i,�.V��L,,(r. .,nr}•ri�.'•.1 1 rt`. 1 t•v rat �,•. •,''�•:C tf, t F A' i'•y. 7f.:i �r• r. � , ff.i.VY ;i s!tttti: +� q t ... i'?,a,•�rl�ti�•j�.s r t . .,.,�t:;i�� � +.r ;�,.j.r. •,..�;y•;}s, j' fr"'k�t./.�.j,�S`�lylyyyr.i 3T'r>i•�,�;1��!,•�f'y+�ii��y�•��„4�y��,. i a. CHAPTER I I INDEXING THE DEEDS Deed. another of the important City Clerk is charged b 1 p "tent permanent records reference to them Y aw to maintain tilethan the reference to assure that have because of the constant an adequate index with sufficient cross- upon request correct deeds Pr•�ce�sing of a deed need Maybe produced. Pertinent information should be enternotin the Dee after acceptance of the deed b sit until after recordation; the staff of the City Y the Cit • d Register as soon tell Clerk's office to 1 as possible, thus enabling any inquiries about it. answer correctly, and in de- Established procedure re attached st a deed Procedure quires that sketch w. the body of the deed.Identifying and locating , map, or plat be 80 that u A!1 d%scrlptions shouldPbepen Y described in Pon request from the general a la 1 Clerk's office will be able e 1 Public: Y language deedu, where no plot or sketch wsatsube deed on aember of the City to the Engitleerinq Ue milted map' The older and bounds Partment for assistance , should be forwarded descriptions and in runninf,out the �. Iocations to enter ! 9iVIng the citymetca Propertyn the Deed Register recor Clerks office definite h traded, 'Dead • In the e�•ent any City copy of the InRtrument or resolution or otherwise tY •• be filed with the related d3per authorizi.n dPcsed of, a end correct , thus keepingg said dtspo,sal, will record as to real property owned b the deed records c will be msintained Y the City. The Deed current .. . in the column headings Aun the same+current statue Register with date property and Record" �' the pasting was disposed of and b # a letter °SI in red Y type of insiz'umrrnt; e• Abandoned g• _ Grant Deed M Quitclaim, etc. ,. . This procedure original re will obviate the necessity cards, except in rare instances where detailed referring Is required or signatures r to the ~ Clerk Deed Number in the u uct be seen, _ailed information be shown when ppPr right . All deeds now carry & Cit•,► en property is g hand corner. This num ginal creed must be plotted On an C. ma '-" will of error, all references wtll d for an r p• If and when the ori- ^, �- made �ason, to avoid the This number will by this identif in possibility Y g deed number. cent for them t also}.e forwarded to the entered o o enter on a hair Ergineerin �n n their copy of the copy of the deed, g Depart- their that they t. dead befcreor number will be � Y also use this num bef.ig forwarded to them, in bar in referring to the - >, (Floty chart Of standard deeds. ��n the next Procedure for `.. page. processing the deeds follows i ' • 1 :a� '�]., N^.'1 S 1, ,.k 1 :}I,7 I r:r', t„ 9 f r, .�:jR+' '"S,'�',aa. '�.,Y; 1•Q '11. ,. .t,..:i,,'�,• �'Ir d', #' s y�l { 9.' .1` i 1 4,'., . "r i5:A• Yvz t. �,: ire 'i�"i ..' 1 .tR,,:a 1 ' •�1Y "'' i�tn! ,a,�9. ''rV�i;1 r?9'.'16py v As,� 4• r aki�;L�,. V" `Iif:'. s�1,t .' (v' � n 'i [`vl� Y y�, � ����•�� ,�� {.,.a6`.t Gr �•v� i� '��' +'� •�4.I.'"i' �" � . � '�' r+; c1:h •, "4. 3':t ,�'•, �,l. ry�i7�l 1,1, �`.'� , �;.'{� '^� ��+, 'ty'� 1 i ,'l r. r ,r ,;. � gyp, � y;r i r"< F r y.:.Yd Y,•A 1 1,�, �• �'y. t,l •� � r t. ,7� ��. !. '1 '+�"� w+ �, �d<<� ���'' 'y,� ,�'. ( rt1,� y .��5�i7'-iwh'.f:. y;' i;°��",. '�:,t4'ts '�y•4. Yri�,�':l'� :(.,,�;,;r:l��r' �.yj1.4,�4.� � ,�yr+y��"�{."w�y�;v�s��;;f ;;r,t�. '�+�' �,jh.� �v : '� � �yy s�,.'{t +rs�' ( �, t +',.,s�•,.'�.kr.y r �:- ,, y rj '� 1��:E 't��. 4{I:�t�'I.1 ';11,� s fir,;V�Y 11. �t".,�tti:fp i{Y. !.' � 'i". 8 ;�+{+� �%+'�;'��R'ti:+�'"3�K''i I.l t.,' �. M',•� 1���+•� ��''� �' '�i•."{,. 4 4,J`�'.,, 4, i /�' , � t:,, ; ,�"h' �^ . 's�EY2t1{. 'l.F ., '`Ss:..�`►^:.�:,2�.�.:w'L�.Ey::J�.� �1'..'..'.�;.�t ••�,.S�' ., s^ 4 ''r 9•������.�..s4" 'YY'�,•,l';'k.1� •, a:�'ir�. .'•'• ty"Y1,�.:Y'C:�::..�St.ci�d...•��i�"5 .i.._...J:l�' �`•I! i�'�'OGFI�L/;�'�. ,�D�� f'r c�u��S//�r'v DE'�G,� OR Deed Received DIV Iced I�,�nb,�rcd 1 R l4eed fo Retarder DE Deed er/fc:I-cd a7 Ay%sfer 4ard i TC Tjr .;- CHI!/NDET-and Crnis Re xc I cards by G - Gr.�aia�r TD - 7y-pe of Deed TD P L P -1:11m case L - Loc:.vfiarr I M/ TYPOCIIAINZWX cm-cs.refcrenc'e ifrtexsw-1 S©rf Dccds numerically � S D F'D ;iYe Der,�:s ,v� �r/cc�nJmer/ca/�✓dCr 1�. � 1 SorlCI aiAIMA-JOAMAebi wlly sG. f e Fle CA,14/NOE>;-a/PRw6e/ica/Iy in 1 Dced Rd live /rxfcx�.,dMa�x�cr /ndcx ,.� R� Fifc Dc�.Rc�istc-r C.rrds i t i ..1 20 I !II • I f I I I �I I I I y. ,4 1Z!� yy Q �.! it",} •i' � 4'M!, r �l: . � a- • ,n.v.• f^' '�•, i,44 du•i�� �l• . to t 4 R ,� � 6 ';'.1' .'�,1 �'. ,y'� ,�t � t i , •� S •4.'• 4i •,�,, i�• )':� i ' . n.4•i'Y.. �'..•,.Ylir .T' i {'- ., . ,.1 C , �`�4 � <'� ',� � ��y I{�• q' p S� � �Fc � �3u t. , 44 ;.i� C1 •� .d r. v r •k �j t, !,I• "r.,y ;rf'• t �'V {ti( � r y y,i /y' t 1 1{�•W1 ( � ',1J, I, I,' , y I. N,. ,G' y'Y''• qq` I ^`f I ',',1 .+I 4 +.i *1 U-4 —� 1?. �' �•' �' � '•1. WT � y,!�? -Y" i } ,y I{1 dR, ^'si� s i�it ��,� tit + A .}p�...� rhl +,i� � �.{+1� '" 5.. ,°, ti tit; "''(' ; V •'�'•!�" 'r N.i�, �h•;ll� .'� C,. `'�i'ti�.� l,�•t'i 9 �,.,• ��� .� ' ^ ' w•'+ j C ars �', S .,I�. .C�! rf "p y.. �• o r``4��aa l� � � '{ �� � � � ' ' ��.�e:.if...S. '�......L' r'i.vY.+r�!•I..Jis7®1 T fry l 41 A 1 Procedure-for Processing 1. Deed received In City Clerk's office, audited for sketch, map or t plat attached, signatures, notarisation, etc. 2. Deed nuni;iered in upper right hand corner with next open number. If 3, Deed entered on Deed Register card by +� Deed number i Date Type of deed using the fuilowing code: E - Easement Q - Quitclaim VA - Vehicular Access �^ G - Grant Deed W - Water Z Flame of grantors Purpose and location of property Resolution Number If deed has not been recorded, prepare for forwarding for recordation. 4. Type Chaindex index cards and all necessary cross•referenne cards, including any needed for the Master Relative Index. I 5. Sort recorded deeds numericallyand file In correct corresponding numerical file folder. 6. Sort Chaindnx index cards alphabetically. 7. File Chaindex Index cards in the deed index and Master Relative Index. 6. File Deed Register cards. - (See exhibit of Deed Register Cara on next page. ) fM - 21 �.. MV � 1 �i 1 . t' �,. �.•'e +• 'th y� .�r.,,Fy i, �'•�1,'" j t','Y+} S t ,• ti r�An IL 1 C /1 1 r• i i� 1.t ` � 1 � �fal �y� 1''� � f ".;� ' `et'y}1� r��i�'�i,�• Rxr+' t b4 r•i�1'�pQ?';'���i' ,�r+R'1 tP i`if' 4yF r tK,'�ij"d � 1'r;'f/. i ` e�FYI�t�y r.l�. P"• 1� •...� :54. , .+Y,t., '.$ (r ,y' 1�7 r ,';r ✓r•A. �'��'r� `r`+fi ,., , r'r, r .�,•+,..A, .,�';� ;tf%� '',' 1:. '1' i Y���� yylI tt'•Y14�rR, JppCCC�yy'•r�'^,f. 4•i .�i� � d g1�`1� '• ,L� �,' 4' �r�'r�����:;�,.1`• !•. i. "`.4��t1('3YCL �r,.�f 3�. `� S y, t� .w }�, s ",•i ' .��t1 a .r .f,'�'�1yr"�'r` ti� ,�' .A •S��,•, 1 IM nR.rb,� •., J( � �r •t:•.. l: 4'�'ti.�t• ,7 `ttl x'9� 1' ti, v�,y i f• t:•1 „�, w• y,l.�•�F. 1':y ,A i �� , 4 ,{h,`I,F .,1 ,w 'F4 `,K4�♦g ,1; ,l.. .f, . dt tt, y t, r,r. li 1, 1!� ':�!•. •,o•`�.��Ti,,, .tE, '�'^ . F',"' '3 1'A ..k , i +f 5' '., �• r �,.'� rA r� 1'•t` r ` . t,'•�•1' i`; .7; z,lr. r' r^} �• ar, .w I I I r Sample of Deed itegiste�r Card MO 11417T[A - q �Uvr�ttl $A►t trrt r.rt •u croft • THA 663 l0/2/64 G Security Fore Corp Underground Water Tract 11/4/64 664 ,/30/64 G HeII Ruth E St R/W - Hail PrStark r art We rE/B10/7/64 i Adams/Cannery 665 /28/64 G Huntington Beach Shopping Cnt Waterline - NE Corner 1114/64 WA /15/65 E Williams Vallee & Bobble St RfW - OE4Corner amn t 11/4/64 667 8/8/65 E Richfield Oil Corp St R/W - S ` Beach 11/4/64 S!W Co Cornn er .. Springdale-hell w 668 10/13/. G Rman Catholic Church St R/W - Orlando-Bradbury 11/4/64 ,c! 669 8/13/64 G Dyke Water Co - Bill of Sale R I Lot 0 Tract 2bgg 11/25/64 Pump Sta-Mains Equie etc 670 I/7/64 q 8111 of Mal l dead Rea Estate Acq o Bosch1/8/64 Southern Cal Water Co Water Co GW - S/Slater 671 10/30/0 E Norio Hisako - Arc Norio St R/W - Tarry Drive S/S 12/9/64 Tom Norio - Dick Nerlo h 672 11/2/64 E Signal Oil - Doane Bros Wild.as - tract 557 Adams 13/9/64 �.� W/Cann.�r1r 673 10/20/ E Shell Oil Co St R/W - Coast H •g -r-ayy HE side 1219/6 N11 of Trac` S555 6`4 10/30/ 0 Doy!e s- Shleids Dev Underground - Tract 5536 12/17/64 -_.. 675 12/l/64 E Le-Fran Inc Sewer-Water - Tract 5555 12/23/64 N o s - W-City Limits at SB 663-675 ' 3 Mr •IYI • 1 1� - 22 - i - i pu i� �j ' �' 1. 1,,,�`°r, ' '' "' ' ,. ,dl'4t,, t2 yt, 1 ,.i+ti+, lit .11' .J p it:.' � ,r o 4,", 'f..V•1'�' Y N ��,:`� r• �'il': li- i v %icy,"Y,�' 7• L -1,'^'� •7rhtfi.�'�'s'�d �1 ti,�l�iy'� %if. fYf o'� h #'fi{. r r'.f�.fl' ,�: �•„`'�'r'4�4'rt'q,."�.r''� �+1� 1 } yk �,' .�y,+r.'i " �'� '�', f,"j ,�'� .y,�' "1 �, .r T'Q;+. 'lkr'., e,..l}r..1.. 'Y'i,S 7R,�Tl•f 'Y' y l$. * tip.. ,I .}c,' 11, ti: r�4(Y t'f1':.S a. •��Yc'S 1•i':{•+ �'� 1''l ,i1.y .�' .) i , Y 1 ' ,� �. �.�• �i�' t•.I '.' J + J '�'' �• iY�Yf�i I. ':� ��T 1 A l .y1F YYY ./. r �i v� �, �, :� �• d Y�,,'i sr ++ h4•. `.fi. a; y�n t•w,��. .,.r,f.Kt :,.P' r, ,,,.+;. y t { �. fkV+' �v �: .,�1 id.�,c�,'�{ti `.if�1'�''�''q� k) '�' ` } �" 1f' .d'r 4• 1'i'' � 1'i�s 1 + A,S;. +PB'•,1� tf; �' •( ,K'f, +� Y '"' '�,��,•�„'.+'.c�•y sn.rl�.Y�, ,rr. . lYA.7�r�a. r,!,w:�:�lhil'i�T��4, ''•-'t�%'y ��i.i�ir`,l;i'�w�i'1'�'°'t'' y,''n:r:Yi1�i,i;��+ ,'x'q,l.. +ylr � t} i'�y1{y Yy�"1'•''i''r ,ia, �'� f 1;r # �,, ` Y y.l•({}{j'b(Y,',.7�j`;n'•1T.�y ,;�fr.��::'+r, ,f� .J. y}'f,ts,v�l'i l' t+�'se ( 4...y ,�,1 �{• ,ref �• ( (f 1 q`��.Itl,,,�,yfd. ' � r,^h. ,i 1 .4i�,y 1 A ' JIYd�..arlJltif� I*.,r 7(¢�. f` K'�"ti 9t Lki �1 ..�R elf7✓,}'�'f .Mf`L/ V' riiy,' . ,•'`,` +1A (;i I t..:.f._�.. aJzi4..�..+'LL11'-f W •� 1 Deed_Relative Index The same comments made concerning the need for a special alphabetic index for minutes apply equally to the maintenance of a special alphabetic h,dex for deeds. Here , again, the relative alpha- betic index must include all possible entree by names, locations, and type of deed. 4... Basic Chainciex cards must be made which show the grantor, purpose of acquisition, location of the property, and type of deed, I Grant Deed Quitclaim •• Easement Water Rights Vehicular Access `r If the deed is in conjunction with a street widening project or a new city facility %vhere there will be material of the same sub- ject content in the Council Action files, then cross-reference carda should be made for the Master Relative index to facilitate reference both to the deed and to related material. 4 4 When City property is disposed of in any manner, a smallred i letter "s" with proper dati should be entered on corresponding Chain-• dex index cards, alerting any person seeking information on that particular piece of proparty that some disposition has been made of it. Additional information, if needed, can be obtained from the Deed ! •~ Register or the actual deed itself, as a copy of the instrument cover- ing the disposition of said property will be on file with the deed. Another way to indicate City property that has been sold, or otherwise disposed of, is the rise of a different colorChaindex index i card; this will show at a glance that the property in question is no longer City-owned. These Chaindex index cardu should reflect not -� only the identifying information on said property but the reason for dispositions, date, and type c,` action; e.g. Abandonment Quitclaim Grant Deed,'etc. (See sample of Chaindex Index Jards fur Deeds on next page. � -• I tM w 23 .. I n T •: r ZV }�: VIN �'��''•, It d ' � ,t1` �` x �Y•;'�':r �, } � ay+ r' '. „�f 1t,�°.��"` ;,'A�•'Yj'Y, ,' �. :,.f, '° •� '� f. '+ a• sg' }6.i';1;. Ir, + f k: �+ r',° °A 't.a Y. jy. :, 1:ff ;i �y i :•, rq.w, "� i°Y, �• ,a '' ra PAT, 'Y j''•t ;i t + 1 ,� t�,fw'. 15,,°� +,ti 14 4"'1! .'c1• ;x� 'Yr !+'� }'� ��+ y , ..r;' •rr 'lii, a 'i';�� 1, 'Ep. 't dt't. '�T?' �+► i� 7 : Sr' E,It; '. ("r;+r'i S A �, �j� xY�•1 `¢ X �' !, , r;..ti}'f:� y + r �t.K. : '' S'�.i ar'1��/1,� '} b � •�.��.1;55$..i.,+'lr` �r� ,�r.^ 4r 1! r J .r• ��,��,t ,y�6yi,F7MR, %.',�,,al•rr,�,�.r''1�'�1�i.til+��;.f!el.,,�.r.t° r..�:3 iAA.411�.f�P �Jr'�1 t't•� l�A r �rA � j .f�Y. ,W+?.1�'�n �,�,� 1n'�+ �,•f� :,S•i 'ir ,�3 ;• : r,A � He'd +�^� ••Iil�:.t°yf,�+.y VI fir. .�r,:744..i�r �':: Y.�`�.i h;P,h�.n;,� '�'°.,; .T',ky d.�,,o.��,1`rr,�. ��.k 1�i`; y . �( '�r� f`�r1.��,1`�� T � {+'�'�['} �� ` 1' YJ `� (f��J}'}� '1}` ly, wfT'4rE �/�'j11Y Il�.h r",A7�� '. .r �n i•�' i',+ '�•.p i�,..l �i � a. 4. ( �• '(,•� '�i J '`>. �17F1Sf�d:}Gia9LLa1 1 �4�4.�:9..�1'��„_r',�''.� 6...+'a.'i.1�lti.:�LLJ.�t•..i:,..r.J� 7.'L'«.�.Sua.aLfiJ� .J���y...u1�.�7LL'11..t.: w lw a'.ri...a x:�.�'�41y:,.'Y:+i, aLY ''�yj b r� 1 Sample of Chaindex Index Cards for Deeds i r° 1 Bailey , Russell- ,Alley 76 Block 805 - Hartf-d to Ind Uaines Co. The -° St R/W 6.34 Marina Viow S/Orion AD 6302 Daltimore St. SE Cor RE 275 at Caiir - Orange County - IMP "l Manning Ave: - Sturn, Drain S56, Huntington Beach Elem Sch Manning Pump Station - RE 680 Storm Drain - Dutch Haven Hmsi I 60 Barnes Mae C Alloy • S87 131 202 Lt 11 VDM S/Chicago Barrett lamas St It/W 715 SIB Gal°t'ia.ld W/St.ewrr t I Barry Developments 596 ' Und Wa•OLcr 4869 , Ii r w �7 1' I 1 - - 29 Ji1 f 'r� I r, A , ,''R^,;'k4'Y•53 'y l,''' Y �V N. Vhr•' J� I' '1 r P i I. ,l., a �y t p '� v:L, S.J;'q!("4��y�y .Y,�'f"(;'.`' r, Irk d++.� flr E 1 1' ;� da r'r Ott 4� �, ,n,• l tip: � 1 + ;�' � t '�,r ,� ��• �, :''1'4,'4�1. yl,l Y �5..r �P+;'i a al.l.'.A"Y .f','e',.�,r '�r} "�,�';4r�,�M . ♦-,,•�, I�.y A i 9 '7�. � ,e C 1 4" k+ P'c a"•ti..?:;.. �,i.�y`+r'} �'f 7,,6 4:,+�: �'l. �"�' f �,r.+r die 41 ��'.5. f ±�� A'y ;; "�t'r � �1 ''t',�.t ' yF. �".••., .. vw'�.�,�' f•t�,�5��i ,( ,y ,,L4 ih'.a.' Yb'.�:{'.�-5: [>1. �� ' +�J�4.�•�•..,1;��;[ �,.��� ('..�', '? �, 1 Yi. ( �� �• '} E� '!1'L � 'y. f if'.i I 4�j"� � r�" '� f v, .w"r J,! �•,A�"', #'ll Y , t L.�'.: � It Y �` �1, ., 'S• �4�;1'14 �',.;' , �2,t'y(,, .,�;,, 1". �. 'f,. 'AY ;r�.1,F` .R�x t;;,.f�Y. a• .:1�:::LJv..Y�i1`�i1W::.tiJ'!3,'�u.,..Lus 's�Y�.,t2�'.i..'S.�I. �' , „"t +�� L.:: Yu:tsi,'ti$: tt..�au7L:.•:ai,.lx:."s.v:..,w►,:•w r.'i''o�:.,,i,"dut4.culi�L; ., �; i CHAPTER III ... THE GENERAL CORRESPONDENCE FILE .. This record consists of matters excluded from the numeric in- 03 +i dex because they require no "legislative" action. Since they carry i no file number, they cannot be filed with related records. They must, instead, be filed in a simple alphabetic correspondence file- � type record. " A major portion of this record will be "general correspon- dence" , usually defined as material of various nature user as a re- ference of memorandum media having little value beyond current +� usaces. � r Included In this record will also be administrative matters ` awn pertaining to the daily operation of the City Clerk's office; e.g. , "" 4 Inter-office memoranda, budget work sheets, warrant lists, appoint- ment of deputies, etc. , which will have value beyond that of the us- ually defined general correspondence material. Aecau:e of this, this material may in some instances be retained over a longer period of time than that recommended in the retention schedule. It is in these instanceF that it will be most helpUt if another color label is used to differentiate the current material from the older material held for reference value; e.g. Y Appointment of Chief Deputy - 1958 - 1961 (Green Label) Appointment of Chief Deputy - 1962 (Red Label% In this manner, records older than the recommended active period would be retained for references as long as needed, yet would be set apart so reference to the current material would not be inhihr- "+ lted. i This file is maintained on the basis that current calendar year is active and the year previous is the inactive material. (See Retention Schedule for instructions on destruction, } The guiding s;'atein used for the general correspondence file Is designed with the purpose of aiding in the recommended two year cycle operation of the record. 1,'ar!adex guides with miscellaneouz i i - 25 - fy hr1 l a � i d1 # �t ,� i�r@ ��r'(4' Lt rk+!'.Li��t� t Y y�jrya � I 5".' '��{ :�• a�: n I fyAh }1 k4„014Tk ITA"tr rti�`w ,1�'' !'� �!''t5, .; �"j'1 Y"i �. y }�' ti•�:;i 4 .'f^ :� �'` �� �t.. s. i� '�,k'`� �'{t\�Y"1� ,4Syg,"I. .i'S•l [ ':}!"' 'l'.. .trr is Ft,;J._,,l.� .'S•'� [ � � `',,•k.. r.}, ' ,,,: ,y A� ,' {a { .s"tA; � lY r.y.�,i4e •'t?4,?+ y. t,F y` �..,�, 1t 1;.�' {,' '[+' ,d },� 1•�v:F ��"�! "trt Y�:}i Ka .d';4 rfl 1'•' , ? �•.i�C �{{M X��ENf• i' r) " A •'.; !.y,�'.iP`�rW ��• 1' S' i, r".r .y „t �.e r : !,s'x�.•br .1,�1 'ir7� } u ;,;:y .3C S'• .�i " ' SLI.�' , S•t r,s .� � ''ia4�, r ., ,+E,,.,r�,,: .;i.� +����•qt5" r •,4�1;:� 1 ? 4t •ll:', t�� �•.',d ''�; �: ►i 1 �%';� ?,� iE, r. 1 c f �, ,,. �ti n .,l,;•:•7•r.+�'d, r43 ,r:iY j�'r, '1;��..;r'yt '� S1,'!'r� k•tis, �'M,'1'r7� .rY,",•'.t,rA,�f.f'r ' 1 •�'!�xt J� �• "Tp�..� (v�y ,.:�4 ` � t a� '�`�;;1'{,�Fj,�� ' "r '�.`Zt 1,•i � "Ktll.,•••,'`.• oti}'1�. 2 "w�+}..,�;�j'fl•i�+',..I�y"r'1 ,�+.�,:,,.� :[t;"I� t' �'{ <f y W' �, l�[ ,.� r S w;iY.l,' t }.rr! d 1,i1,,,. r:„Y�tt ��7[ �! .t. yy.� .•* .r_'•" ' 'ri ,t +ly ++^;tN, y's;PY' �r}'rj+ Er:'%!1'.r.�r .f ti^ t'}u. t�'„ Y ryi l ,.Vi " ,13 +'rlr. M 1f' Pti 1'J'S ,., " +� I r i- •\! ''1 XIS M l,::r"0[ "�' f r� 3 +�.4. 5Sx' 1. 'V�J " [' ' j!1'"' "{ �1 �., 4. F [ . i!'y.... �"S.�' � � �� �E"� [, .a' <i�:`.u.iLri;..�C'Y:.1ii',k�,:i•.�L.::.�i+�kY"wa'ttPtf.'.•SUS..!..LL+.`'.1�:a1�'4 ':if^►7S:.:oS�'.�:};4'L:1•:.sl��::it.. St..ti.�3li�i�..''.•� f�C t: 1 ask- folders are used, with the miscellaneous folders being transferred each year to act as guides for the inactive file. This is accomplished by moving them from the back c` the section in the active file to the front of the section in the inactive file to take the place of the major guides kept in the active file. In this way, the miscellaneous fol- ders are transferred intact each year, eliminating the necessity of creattng new folders or trarzferring the material from one folder to another. When a file has outgrown its present index, the remedy is simple. The Variadex type of guides and miscellaneous folders are so planned that it 13 necessary to purchase only the extra guides needed. For instance, a set of twenty-five division guides may be expanded into a forty"-division.one by inserting an expansion package of fifteen guides. This record is established by the system known as "straight line filing". First reference is tc. the major alphabetic guide to make sure you are in the correct section, and second reference is to the Individual folders. If the name or subject you are looking for is not included in the individual folder group, look to the end of the section in the mis- cellaneous folder where this specific piece of material will be filed. Since all filing is done in a straight line, you need never go back and forth Searching for the correct place to file or find any material; e.g. Majcr Guides Ist position :ndividual Folders -- Next position Miscellaneous Folders -" End of each section i (See sample on next page. ) Individua'_ folders should be established only on the basis of volume of material in one name or subject. Miscallaneous folders should be audited periodically for material of sufficient volume in either name or subject matte. content to warrant individual folders. TheCityClerk or Chief Dr puty eliould predetermine an arbitrary con- tent. This number should be the basis of initiation of individual fol- ders. r t. . ' » 26 - t'.9 t SPECIAL ` CIA i N SUB-SUBJ E T FOZi�'�RS CLASSIFICATION SUBJECT ... w OUT multiple O:jelling Lists 1962 Multiple Owel 1 i ng units multiple Dwelling Liss 1963 � ~� M units Christmas Card Lists 1961 `' ;�- Christmas Card Lists 1962 Christmas Cards _ � Chronological CorresgondEzce F g Bus. Lic. Forms Inventory Bus. Li-.. Correspondence Business Lic±nse 3anks: Security first National --W Banks Banks: Bank of Aneri ca B Dal 4anseuse Invitations e-.r --- _ - - it.lssi w.f RMW Im ti OLD UST PC Abandonments - condemnation - rae.,,ol i ti on K Le -r �t�?2. 36 ABC - California, stz.te of J " 85 Administrators actic;is items j F5�� NGf✓ 85 Administrative Review 49 Agreements 45 Agreements (Contracts California, state of) 49 Agreements - HB Company 49 Agreements Kontracts on-rdcts: Pacific Electric) 49 Agreements and Agreements - County of Orange) 49 Agreements - PCTA Cable TV 49 Agreements (Reimbursement agreements) 49 Agreements - West Coast Surf'iig Championships 123 Airports -- helicopter 22 Alleys 23 Ambulances 23 Ambulances - Seals f ?4 Animals - birds - control 31.30 Animal Care and Control Cormission 24 Animal control , i •� 25 Annexation (about CO cards) 26 Annexations - other cities 3o Annual Controller Repert - California, state of 84 Appeals (Negative Declarations) 48 Architects ,landscaper architects) 27 Assessment Districts (about 8 cards) 21 Assistant City Administrator 28 Audits - uarterly - annually 45 Awards - ?City Personnel Awards) 45 Arlards (Commendations - certificates - awards - pla.ques) 64 Beaches (Harbor and Beaches Department) 29 Beach - City vs Standare Oil (HB Co) 4 29 Beach and Pier - concessions 29 :teach - environmental control 30 Beach erosion 31 Beach (Mid-beach Policy Plan) 34 Benches aE Board of Equalization Sellers hermit - California, state of 74 Board of Supervisors (Orange County Board of Supervisors) 31.2 Board of Zoning Acjustments 31 Boards, Coirinittee! , Cornmissioris, -'.:uncils 32 Budgets 33 Building Department 34 Bus service 35 Bus'ness licenses 49 Cade TV - (Agreements - PCTA Cal le TV) 3E California, state of - ABC 36 California, state of - Annual Controller Report 36 California,, state of -. Board of Equalization Sellers Permit 49 California, state of (Contracts: California, state of) 36 California, state of - Consuin?r Use Tax 36 California, state of general i 36 California, state of - PUC 36 California, state of - motor vehicle li,.ense fee i 36 California, state of - trailer coach fees ` 37 Census: federal 38 Census: state 81 Central City Park f Page 2 31 Charter Revision Committee 36 Chamber of Commerce 38 Chamber of Comme,,ce (Jr. Chamber of Commerce) 33 Charier of C-%,merce - Womens Division 31.4 Citizens Commit to 39 City Administrator r33tfO City Attcrney 41 City Clerk 42 City Ccunci. - see Council 12r- City Insurance 45 City Personnel Awards 43 City Treasurer, 69 Civic. Center 69 Civic Center - historical monuments, official trees, etc. 114 Civil Defense (U S Government) � 44 Claims against the City 78 Claims (Parking Authority Claims) 70 Code Municipal Code changes) 70 Code Municipal Code Proposed Changes) 70 Code (Municipal Code requests) 45 Crnvnendations - certificates - awards ' yl Committees, Commissions, Councils, Boards 42 Committees, Councils, Commissions, Boards 1976 - Appointments to 42 Combnittees jCouncil - miss committee - reports) 75 Commissior. Local Agency Formation Commission (LAFC) 84 Commission Planning Cori-ciission) 46 Cormnunicatiocs r� l 91 Co-nplaints (Protests and complaints) 20 Condemrations - abandonments, - demolition 117 Conditional Exceptions (Variances) 47 Conditional Use Permits 48 Consultents 36 Consume- :lse Tax - California, state of 42 Council - Appointrneng:s to Committees, Councils, Ccrmission and Boards 1976 42 Council 42 Council Executive Session 42 Council Corrinittee - Recreation and Park tees 42 Council Directives - purchases - programs, etc. 42 Council , trity - informal meetings - bpecial meetings 42 Council - miss committees - reports 42 Councils - resolutions other cities 49 County of Orange (Contracts and Agreements - County of Orange) 50 Crosswalks - crossing guards - railroad crossings 90 Deed tr•insmi ttal s 96 Departmental reports 31.7 Design Review Board 31.7 Design Review Board Action 52 Drainage 69 Dwyer gym 124 Ecology (pollution -- ecology) 31 Economic Advisory Com�rission 53 Elections 124 Envirerment (pollution - ecology) } 29 Environmental control - beach 31 .10 Environmental Council 124 Environmental impact statement interim policy i Page 3 36 Equalization (Board of Equalization Sellers Permit - California, state of) A*j 42 Executive Session - Council 54 Finance Department 55 Fire Department 56 Fireworks 57 Flood Control 68 Fly Control (Mosquito abatement) 49 Fourth of duly (Agreements - genera?) 58 Franchises 59 Freeways and highways I 60 Gas fax Fund - Dry Gas 'Tax 66 General Plan (Master Pldn) 71 Golf (iunicipal Golf Course) 95 Golf courses 84 Gothard Industrial Corridor (Planning) 31 Handicapped (Mayor's Advisory Committee on the Handicapped) 64 Harburs and Beaches Department 73 Harbor District (Orange County Harbor District) 76 Health (Orange County Health Department) 123 Helicopter (airports - helicopter) 67 Highways (Master Plan - streets and highways) 69 Historical (Civic Center - historical monuments, official trees, etc.) 69 Historical (Huntington Beach Historical Society) 77 Homeowners Associations - organization 122 Hospitals 85 Housing and Community Development ~Planning) f�a 49 Huntington Beach Company (Agreements) 95 Huntington Beach Playhouse (Recreation) 69 Huntington Beach Public Facilities Corporation 69 Huntington Beach Historical Society 125 Insurance, City 38 Jr. Chamber of Commeece 69 Lake Park, Clubhouse 77 League of California Cities Orange County & League of California Cities 77 League of Women Voters - organizations ' 75 Local Agency Formation Commission (LAIC) 66 Land Use (Master Plan - land use) 66 Lard Use Chaster Plan of Land Use (parks, open speace, schools, rec element) ! 48 Landscaper architects { 62 Legislation 63 Library 36 License fee, trrotor vehicle California, state of 35 Licenses business licenses) 65 Lighting Street lighting - lighting districts) 68 Mosquito abatement - fly control 7G Municipal Cnde changes 70 Municipal Code Proposed Changes 70 Municipal Code requests 69 Municipal personal property insurance, etc. Ila Municipal ~later Department S 118 Municipal Water - Sunset Beach - Surside Water Co 118 Municipal Water - vrater wells �? 118 Municipal water - mains 36 Motor vehicle license fees - California, state of 84 Negative declarations - appeals 72 Oil 85 Oper, space (Planning) 112 OCTO - (Transportation) I Page 4 77 Organizations 73 Orange County 74 Orange County Board of Supervisors 49 Orange, County of (Contracts and Agreements - County of Orange' t 73 Orange County Harbor District 76 Orange County Health Department 77 Organizations - Homeowners Association 77 Organizations - League of Women Voters 52 Orange, County Sanitation District #11 and #3 appointments 77 Organizations: VFW Post #490 51 Parcel maps 49 Pacific Electric (Contracts: Pacific, Electric) 81 Park (Central City Park) $1 Parks - beautification 69 Park (fake Park Clubhouse) 78 Parking 78 Parking Authority 78 Parking Authority Claims 79 Puking meters 80 Barking - off street 120 Parking (Zones - no parking) 49 PCTA (Agreements - PCTA Cable TV) 35 Permits (business) 47 Permits (Conditional Use Permits) 82 Personnel 45 Personnel (City Personnel Awards) 83 Petitions } 29 Pier (Beach and Pier - concessions) q8 1 Pipelines 84 Planning Commission - Planning 85 Planning Department 45 Plaques - commendations - certificates - awards 86 Police Department 87 Policies and procedures 124 Pollution - ecology 121 Precise Plans 45 Presentations - plaques - commendations - certificates - awards 89 Private patrnl 89 Proclamations 31 .16 Protect Area Committee (redevelopment) 90 Property - acquisition for public use 90 Property - sales - exchanges - offered - quitclaims 90 Property City easements granted to City) 90 Property City) T C Sales (County) 90 Property City property - requests to purchase lots) 69 Property Municipal personal property - insurance, etc.) 91 Protests and complaints 69 Public Facilities Corp (HB Public Facilities Corp) 92 Public improvements 93 Public Works Deparment 36 PUC - California, state of j 94 Purchasing 50 Railroad crossings (Crossvialks - crossing guards - railroad crossings) 42 Recreation and Parks fees - (Council Corruni tt�ts) 95 Recreation Department td 55 Recreation and Parks Commission i 95 Recreational trails - bikeways - equestrian - jogging 1 i 1 YM 4 Page 5 31.16 Redevelopment Coamission 31.16 Foadevelopment Agency 31.16 Redevelopment (Project area Cotini ttee) 20 Relocations 49 Reimbursement agreements 96 Reports (Departmental reports) 96 Reports - studies - analyzes 97 Requests (42 Resolutions Council - resolutions other ::sties) 11 Safety Council (Councils: Safety Council ) /3 Santa Ana River/t�antiago Creek Greenhelt (Orange County) 52 Sanitation (Or, Sanitation District #11 and #3 appointments) 98 Schools 23 Seals (Ambulance - Seals) 99 Sei,ers Oi & 93 Shamel Ash Trees (81 - parks - beautification) (93 Public 'Works) 100 Sidewalks - curbs - (­t iers - driveways 101 Signals and signs 31 Sister City 33 Solar Energy (Building) 102 Solicitations 121 Specific Plans 99 Storm drain 72 Steverson Mud Dump (oil) 103 Street improvements 103 Streets - offers of dedicati n 105 Street openings and extensions and closing 104 Street names - street numbering 65 Street lighting 67 Streets and highways (Master Plan - streets and highways) 74 Supervisors (Orange County Board of Supervisors) 64 Surfing - (Harbors and Be,,cues) 11B.8 Talbert Water Uistricc 36 Tax, Consumer Use - California, state of 60 Tax (Gas Tax Fund - Dry Gas Tax) i06 Taxes 107 Taxis 57 Tract Parcel Map 108 Tracts general 108 Tract maps 109 Traffic 36 Trailer coach fee - California, atate or flu Trailers and Trailer Barks ill Transfer of funds •, disbursements 111 Transportation 113 Trash disposal 43 Treasurer - depositories 43 Treasurer - City Treasurer i ) 31.34 Town Hall Citizens Advisory Gcxnnft-,:e 31 Underground Utilities Commission i 31.3 Urban land Institute - Citizens Steering Caivnittee 114 U S Government 115 Utilities - general 115 Utilities (underground) 47 Use (Conditional Use Permits) � 66 Use (Master Plan of land Use - parks, ooan spaces, schools, rec element) 35 Use Tax, Consumer (California, state of) 116 Vacations - easements Page 5 11; Variances - conditional exceptions 117 Variances (ndsc) 77 VFW H8 Post #7308 OWN 77 VFW Post #490 - organizations lla Water 118 Water reservoirs 118 Water Municipal Water Department) 118 Water Municipal water - mains 118 'dater Municipal water - wells) 118 Water Municipal water - SunsEt Beach - Surfside Water Co) 118.2 Water West Grange County Water Board) 118,8 Water Talbert Water District) .03 Water%ay improvements 119 Weed abatement 118.1" West Orange County slater Board 93 Works - (Public Works department) 120 Zones Ino parking) 121 Zones ispicific plans) 121 Zones jprecise plans) 121 Zoning amendments 31 .2 Zoning (Board a.' Zoning Adjustments) ) r� � 1 1 i J CITY OF HUNTINGi;N BEACH RECORDS RETENT1 _ OR E A+1 Active current year A „ Active A+2 -- Active two years, etc I M Inactive In4.1 a Inactive p&st year AR u Annual Revieti: In+2 Inactive past two years, etc. D a Destroy C a Comppletiou E a Expiration P a Permanent A u Microfilm 19 Miscellaneous 1 - 5 (by years) I 20 Abandonmenta-Condemnatioub-Demolitions-Rel.ocal.ions A-Bonds, A+2 reque 21 Fec Schedule 23 Ambulance A 24 Animal Control AR 25 Annexations A, M I 27 Assessment Distilcts A, I with coupler. R ! Pen^anert �! 28 Audits-Quarterly-Yearly Annual A+2, I, P Quarterly A+l, I+l, D 29 (leach & Pier - Concessions AR 31 Boards-Committees-Cocmisaion A I 32 Budget© A I j 33 Building Department AR I � 34 Bus Service - Bunches w J�.� AR I 35 business Licenve Alt Entertaiwient Perm i to 36 Colifo:nla, State of A i 37 Census-State-Federal A 1 I �I • Page 2 — Records Retention Schedule 38 Chamber of Commerce/Jr. Women AR 39 City Administrator AR 40 City Attorney Legal Opinions A Transmittalu AR 41 City Clerk A+l, 1'1, then D except appts. and documents 42 City Council AR 43 City Treasurer A 44 Claims—I.D►'s 45 Coastal Development—Plana Permits 47 Conditional Use Permits (UP) A, H 48 Consultants AR 49 Contracts and Agreements (Microfilm inactive A_ C+5, E+5, D 50 Cross vialks—Crossing Guards.-RR AR 51 Parcel. Haps A+2, I M 52 Drainage — Sanitation AR ' 53 Elections AR t 54 Finance Department AR Admin. Services 55 Fire Department—Paramedics AR 56 Fireworks A+1, I+2 1) ' 57 Flood Control AR 58 Franchlae A, .1+5 D 59 Freeways G Highways AR 60 Gas Tax Funds & Dry Gan Tax AR 61 Mobilehones (110) AR III Page 3 - Records Retention Schedule r ' 62 Legialation AR 63 Library AR 64 Liffeguerd-Harbors Beaches Dept AR 66 Master Land Plan - Land Use AR 67 Master Plan - Streets --Hvy AR 68 Vector Contro:_ AR ( �, 69 Historical Date/Civic Center A 70 Municipal Code-Code Chances AR ,I 71 Municipal Golf Course AR 72 Oil AR 1 73 Orange County A 1 74 Orange County Bvar% of Supervisors Ap. 75 Ora►,ge County UJ FCO AR ' i 76 Orange County Health Dept AR � 77 Organizvtions AR I 78 Parking AR 79 R V Parking 81. Parka-Bezutification AR 82 Pe.:scnre.l AR 83 Petitions (8 0:08) AR 84 Planning Commission AR 8.5 Planning Department AR 86 Police Department A,4 87 Policies & Procedure© A I { r li Page 4 - Records Retentiou Schedule 90 Property City/Sold;Acquired Quitclaimed etc. 91 Deads (Numerical, Sequence) P 92 Public Improvements A, 93 Public Works Department AR j 94 Purchasing AR � 95 Recreation Dept/Communit; Services AR 1 i� 96 Reports-Studies-Analysis AR 98 Schools AR I 99 Sewers - Storm Drains A.R C+5 M' D 100 Sidewalks-Curbs-Gutters-Drivewiiys A 101 Signals & Signs A 102 Street Maintenance 103 Street & Waterways Improvement A C+5 !i D 104 Street Names (Numbering) Resolutloao A, M, P TransmitLalS A+2, I----- 105 Street Openings- Closures & Extensions A 106 Takes A 107 Taxis A 108 Tracts A, I when complete M 109 Traffic A 113 Trash Dispoeal A 114 U S Government-.jrants, etc. A • Page 5 -- Records Retention Schedule 115 Utilities A 116 Vacations A Street/Alley/Easement 117 Conditional Exceptions A+1, I--- 118 Water A 119 Weed Abstecent A+2, I--- 121 Zoning A.aendaentG!Speef fie Plana A+1, I-- 122 Hospitals AR 123 Airports AR 24 Environmental-Pollution AR 125 Insurance iz� Redevelopment Agency I I I 1 I Page 6 -- Records Retention Schedule I I ITEMS MOVED OR DELETED OR COMBINED WITH ANOTHER CATEGORY 21* Asst. Administrator(,) INACTIVATE 21* (NOW: Fee Schedule i CRF,ATE NEW FILE: 22 Alleys(A) MOVE TO 116 Va cstiow; 26 Annerationa - Other Cities(Afl, I+1) INACTIVATE 30 beach Erasion (See 114 -- US Ent Corps)(AR) MOVE TO CURRENT 114 US ENG CORPS and either integrate or clip material 42 Resolutions from other cities AR) THINK: MOVE TO 19 Minc 46 Communicatons(AR) THINK MOVE TO 19 Misc. i Page 7 -- Records Retention Schedule ITEMS MOVED OR DELETED OR COMBINED (Cont) 61* Invitatinns(AR) THINK MOVE TO 19 Miec 61* NOW: Mobilehomes(A) HOVE 110 to 61 65 LightinS Districts - Street LiBhtinR(AR) GONE - WHERE: ASK A,4W 79 Parking meters(AR) MOVE TO 78 Parking MeterP (sep. file) 80 Parking - Off-street(AR) I MOVE TO 76 Parking - Off-street (sep. file) 88 Private Patrols(A) INACTIVATERE: 89 Proclamations(AR) MOVE TO 19 Miscellaneous .1 - 5 (by years) 91k Protests and Complainta(�1R) THINK Move to 19 tiiac 91* NOW: Deeds (Numberical Sequence(P) CHANGE TO NEW NUMBER TELL DEITY Transmittal File her desk now #91 i I Page 8 - Records Retention Schedule ITEMS MOVED OR DELETED OR COMBINED (Conn; 97 Requests(AR) MOVE TO 19 Hise 102 Solicitation(AR) MOVE TO 19 Misc 110 Trailera(A) HOVER TO 51 Mobilehomes( ) 111 Transfer of funds(A) INACTIVATE 112 irans2ortation(h) CONE - WHERE: ASK AHW 120 Zone - tlo parking(AR) INACTIVATE I I i I a _ 'rr tr , r - rti City of Huntington -Beach PA). Box ISO CALIFORNIA 92640 California,COUNCILMEN W JoHN V. V.GREEN DR. 149NRY S. KAUFMAN CITY ctcnK arm DIEKOFIr acting city clerk of the city of Huntington Heach, OFFICIALS • spoiled,OPPICtR • from . 1 FRANK ff.ARGUELLO supplies pertctiniru� to the Goneral Municipal DEL r_RT G. HIGOIN5 ofrrI ,+ 1400WIOUGE C. Jones. City Glork • • L..w )Z: ! a L 4 `.t T; +. r F� 4a,1.; A ,, ! ' � } ,1F _:� • 1 w °;1", +'. i".�Y 4WIT, *t l 1. •y 'r 1' r,. , ; 6 ,{'�yt tir•y r' *»� { .+, \ 'i ' � 4 „ r• '��� r ,r { •�kS Mai.+� .' r ?� yk � ♦�',�� '\�4 '` €Y+ ,,Y V r �+n r41 ty{ r 4tti ..r x`.y {jti r tii • " :F\rl -'♦ 4��� ` •� � h � T 1 4� Y y4r 4-� + h f, Y. 1 \F k- •4 ' ! -•�,'� y 4 9 (;1} r 5 L 1� r1� 4 „!�4 C.I � k ��' t ). � ` 'wl �.M,' r'�4'i�: Ft * r., J.��.�� � ra`'� +'+ 17r L !, '.+� +_ '{ rC � .;�r i ' 'y �,,. 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A h �1 r � c�'v i• � �w r I ��+ h„ !.�,1 ,t��t •,fit t,! r,�l}� 4 LA 1� . .'� t �,�s 1;",� � y,�, ,�•�4 ,r; f�i t ,%��+, '�`a4'w 't�r * * y.4. xh y'I �`rr �,{��I � ' 1 v.� 11�,i.� 4�� ��' 1 k'.S y - '�'� �C�1� r y r•' �i x" 4 � :'r 4¢ �'� ,� Ai ;�,t p ; � } .,a�t JI � t � � i ���� � it r. • w, � r 1 ��` �� , �� f 1 4 , {{• a iu.-L;'.rtS.:a..:.....� F�. .L,,..�.:L. i.SY rlrL�lY..:l_�a•i -1.�1i�s •�L�.�i,.�K...`.Liar LW�M.IP L..AAr�J6.A" •' el...aa iIr.C4 aY�r /. - r ' w1CIiNGT�,y 6 City of Huntington Beach P.O. Box 100 CALIFORNIA 9264a COUNCILMEN JAKC R.STCWART,MAYoR TED W. CARTLrn ALVIN M.COEN ERNEST H. GISLER N.JOHH V.V.GREEN DR. HENRY B. KAUFMAN DR.DONALO D. SHIPLEY PAUL C.JONES CITY CLCRK K. VALE SUSH 11 PAUL G. JONE'S, the duly elected, (pialified and CITY ATTORN[Y HET:Y DICKOFF actin; City Clerk of the City of Huntington Beach, TRCASURCR Califorlii.n, do certify t1int I destroyed all voted, GFFICIALS Da��-`TILLER spoiled, cancelled, and unused ballots, numbers AOMINISTRATIv[a►►iCLR GRANDER D.CASTLE from I thru 200, tally sheets, and all related ACfISTANT ADMINI67MAIDN JAMES R. WHEELER supplies pertrai.ning to the "£iolsa Chica No. 5 DIRECTOR Oil PUBLIC WDI1KS 1 FRrINANC V.ARGUEOR Annexation" Election held on January 25, 1966, on rINANCK DIRECTOR jCHN SELTZER �T----`,1 POLL:CNIL/ this lluy of =� •�---l9GG. DELBERT G. HIGGINS THIS CH1Sh VINCENT G. MOORHOUDC LI►CCUARD CHIMP _ t OLLIN C. CLEWLAND ' ■UILDINa DIRECTOR KENNETH A.RILYHOLD13 I'n111 G. Jone W� ity Clerk PLANNING DIRECTOR Huntington Beach, California 7 1 itiitness Witness -71 1 5 `r \�•, t iie ,.� t ' w.'^ i .^dW+'�•r \I.n i�1 i Ni ,�•;1' • t. „\ d t .0 o-til i.` L: . �.�p t t"il,�+'�^�}Z �V•�; {•+ t ,, i ` r}, + I �II� + 1 irac _ �.:I.,. ''s.�! AVAILEt�^!'�. OFFICIALS DOYLE MILLER ADHINISTRATIVt OFIICfg T�N67pH ,Z J DRANVER D. CASTLE �t}, ,� • ,� ASSISTANT ACHIN I$TRATCR to H3r CITY Or c (IfAZ�II I�t1�L F'R'C !r l"!JAMES R. HEELER _.-------- .t------- ————— ——— -.------- VIT:ECTOR OF PUBLIC WCRKS CALIFORNIA FRANK D. ARGUELI.O P. O. Box t1DO FINANCE W riECTOR 922648 •��� ��t HOWARD RODIDOUX C�UHTY �' ' POLICE CHIEF D=LDERT O. HIGOWS F!RC CHIEF COUNCILMEN DONALD C. SHIPLEY. MAYOR VINCENT O. MOORHOUSE ERNEST H. GISLER 1.II"rGUAROC141Et RODERT M. LAMDLRT OLLIN C. CLEVELAND JAKE Ft. STEWART OUILPING DIRL7701/ THOMAS H. WELCH WILLIS C. WARNER FLANHING DIRCCtOR PAUL C. JONES EDWARD R. GTANG CITY CLERK WATtR SUFltRINttNDENT JAMES P. PLUNKETT city ATCORNET 9ETTY DI[KCFF TREASURER I, PAUL C. JONES, the duly elected, qualified and acting City Clerk of the City of Huntington Beac%, California, do certify that I destroyed all voted, spoiled, cancelled a-id unused ballots, numbers from 1 thru 150, tally sheets, and all I related suppI.ies pertainkC io the Special Sunset Heights #13 Annexation Election held on October 13, 1964, on this •, 96 7/— day of , Is rig. Paul C. onas, ., ty Clerk, Uity of Huntington Beach, California i ,,---� 1Y t r e s s Witness a . y I 11' 1� 1i�� 4 RR 1 1 . •'?,tf�}! .�.' a {.1'i 'T .;l:Yd��•,j. •,Ii, r`" .�I•,j';+'k1A ;;:1.�•,�.'...,. r } .}LP ;„1 !far.�...:1:�'+.tir."I,1..1 i1" .. !!, ,A 1„ Ik t �, -� tl. ,1 7 I1M.�°1I+•'I 1 f2Tn �•r i .,,1� �'1.i,V , V1�1i �1i + al;�", r. }y.��4 F•' I,Lryl4p51� '�•kl 11 hif `yI r f•)).a 1,++`+fi 1 s 41 ,1;', tr •• `' t .1'1F,,� 1�,'+j% ��ti 4r f�ll�,{ Ai 1,t`• 'k.•�.ti y.1 .1'i'm�r��'fl1�r i + 1 F k. �•1 1, q Y'Y'W.' fI �1.' k� 1 .;•.4q a� `1'I�r .14j.,t�t. 'Ir;.:i 1 7M+���j't�1�. � li+.., �, '� ��W..a`(`"ly.�,. •q.hR1i• P••.lk�l� �yy�i l-+ '•�i iril^� •k'i.• y" llpr�•Ifj4'y�S�11.i, `!f �t�i.r�'�,�'.y`;• 1 1•.'�'�+, �il•"1' ' .a.i, I �G. �e1.r� .r'TIf 1 '�+!.�':aa�•�'Y'i'vT'• C.4 ,%iy 2;'. �.fi ,4j��+'1,5 }I' �,,Yr ,�j+, ri-l` ' t ,+'R:��yyqq ,t ±d��,.(+Y1^r�y1 •uAt 1 1 ,a: •t 1. 1ea .'� �1 ge a w< ,•Illy �h` iF �'9 h h 1>�� 3"; ,,y F 1 r� .q"�, ?,. s�. 4'�, ,.I ,yy,,.: '�'.. �'j I+�, ,ir• ,,, "'"*1��'��i'!.,"v a' :, 4 �iT" ,Y„ l•". ,,',',,..}�'.IL .. '�� `A r''. f, y,r.�, .1.' :ad'i:� r'+"� .° i•,. '� 7 1 �r�. +� 'ti � :r,••! , ^,{ �j ^Ld 4, ay 'rl .�.; }k-.�, iP,}'/' tl'�' ",!�, •, � 1 1, .•l, a �. �' ��1"A�F",d � '' 4�" r�' � 4.I. "'• L ti M 2k. �"'K� k� 1� + • 1�rii. 7e• 1 `• �I}1 V%4,.r ,^'.:i�:Y1 f. , t .al'yI 'Y al + ,.I ..� n �r^• ti 2.I:�i J. w 7" 1� '! ' Y T" �'• I:!+i; ` 5kf)�L: .I d e dYr�`� �w 1•X('' ' Il•' •ilY L L;�R'•r'T.R.•• •e'�.tl+t21�' w7.,� „1Y1��.'Jry{., t r OFFICIALS nu�QL nOYLE HILLER ApNINI57M�fT11ATIV[OrrICLR gearx BRANDER D. CASTLE CIT `� Or cAaX �t �/T/}) ASSISTANT AONINISTN►TJN JAMEB R. WHF.EI.Ei+ I} u• ----------_ff -------------- 01,ECTOR OF r USLIC WOAkS P.O. 80X 190 C A L I F 0 R h I A FRANK p. ARGUELLO' O rIPIAN,"DIRECTOR JOHN SEL7:kR A���� ►oL+cE clucr i DELpERT O. HIGGINS COUNCILMEN FINE CHIEF DONALD D. SHIPLEY. MAYOR VINCENT G. MCORHOUSF. ERNEST H. GISLER Li►faUARD Cxicr ROBERT M. LAMBERT GLLItl C- CLEVELAND JAKE R. STEWART L'UILDINO DIRECTOR THOMAS H. WELCH EDWARD R. STANG -..-- WATCR SUPERINTENDENT PAUL C. JONES CITY CLINK JAMEB D. PLUNKETT CITY ATTORNEY BETTY DIEKOFF TREASURER I , PAUL C. JONC:S, the duly elected, qualified and acting City Clerk of the City of Huntington Beach, California, do certify that 1 destroyed all voted, spoiled, cancelled and unused ballots, numbers from 1 thru 24100, tally sheets, and all rel.ited supplies pertaining to the Special Municipal Election }told on August 10, 1965, on this -2 4"& day of Pqul U. Jores , ;,;fty Glerk, Huntington Beach, California +14'3 tnes5 .� r:i` �ems• t -ti• --f�--z-•�- 'c.�-�---c— . Witness I { t a w— — N � OFFICIALS ���.-�• DOYLE MR-.EL ;a. TINGTp�A r ADwIncTRATlvccrPlccn AOIIISTANT ADNINI/TNATOn CITY OF 11�1�71(�'a�(j?l. e,� !'!7c'� JAMES n. WHEELER Y / ...._.__. .. ClnecToa Of POOLIC WORKS CALIFORNIA FRANK 0. ARrUELLO P. O. BOX ?90 PINANCC CIRE^.70R HOWAnD noomaux COp y �,1^� POLICE:HIEI I DELUEnT G. IIIOOING COUNCILMEN ?IRE c►:Ic► DONALD o. SHIPLGY• MAYOR VINCENT O. MOORHOUS: ERNEST H. CILLEIT LI![auARa^.lac► ROOERT M. LAmnenr OLLIN r— CLEVELAND JAKE R. 57EWART CUILOING DIPEGTOR THOMAS H. WELCH WILLIS C WAHNER j --.--� PLANNING OIRtc7011 1 PAUL Q JONES EDWAHU R. iTANG I CITY CLSRK WATER SUPERINTOIOCNT JAMES D. PLUNKETT CITY ATTORNEY IICTTY OIEKOFF TREASURER A I, PAUL C. JONES, the duly elected, qualified and { acting City Clerk of the City of Huntington ©each, California, i Flo certify that I destroyed all voted, spoiled, cancalled and I unused ballots, numbers from 1 thru 15750, tally sheets, and all related supplies pertaining to the General Municipal I Election held on April 14, 1964, on this 1•� 91h day of January , 1966. I auJo—tie ity er ,—CiTy of Huntington each, California 14 tness L Vi tnesn I t Ao a Ei'l rt in :'omrvirp obsolete wiia +Innecesr,r:r:r recoi ds fr::: the vrlul t, nrld to mp.%e r,-,om to 1 orl-;, ? iI: sorting the re?:mining recrirdo, mr'., ::e have m-r ,F is c.'.C!r, tc' re-:ove rid ae 4 rid of tLe.. f'rlloI,'in[-:; 1 1. 011. Annsessment returns prior to 1 ( t1`_+BE`si'::ent vi;l [es Fill! t.-x pald F rO. 'CO whom ar's'-sSed P-1'E 1:011i64arient; rocorl It., 1L8 ��id 2. Unnecured p,�rsor;al property du:� t * �fassosemente a pri or to • - /. ':. J :. ' i • (Asnesment values and tax paid and to :;1 c:n tissessed �� 7 n r 1 '' III »rl .:,anent I ecordv In As.- .'sment Re _ Lo.) j �• Secured persons I nropf rty naser�e:'ient returns ! Prior to (Aer•esoment is secured against real, property and securit, assessed value and tn:t prod appear in i Asucoament Rolls.4 for ppi- ianent record. 4. max Collectorl-¢; paid Cash Stubo prior tv ! i (Asseacment rolls are po:?tarl, balanced nrid ted) �. Licer--so Cash St.;'ae Derrick, Mnnel tnx, 1 Dog and Bicycle) pr for to i (LI-censes are p:), '•(-d ir. license depocit boos: nhvning to whoa issued, when ir:3uod and for whs.t ; and amount paid and are audited) (Pvr*crar•' ,t Record) E.� City Collector' s Cor'_,e,.�_r.ondfnce In,-luding only ; 1 lettem of tramimittal, nddressen c:r oth:!v r.att•fra not of -,Rrnanent use, pr' t-r tcy / J r F i t 7. VQterarp'- Affi(lavltc for Tn-,. 7-:; ,;.ii:'tIon prior to S. 1't't= iEiU2'PI'+ Li jlllli].iC Fl* Cat trt to Cit-,' Co17 I i'o: ao:,ey ciF_nort7.t;?a l;ri or to > , 9 • Records of Field Checi: for oil a y':lc: c,q'a '.p�,er.t, «'o2, jiuI` 311, 1)1`Ior tG , 1' � ' 1 XJ `TTT :J r�};�` ,''4.,d, ''� 11 y � •W.':!,��nk '1 1�i,1. �., 1 r IMPROVEMENTS • ND PERSONAL PROPERTY OIL WELL DATA OWNER LESSEE e ADDRESS SCHOOLCITY EXAMINED 13Y • LOT WOOD TlrRnICK STEEL 13CIInICK GAS ENGINE MOTOR OCtIYOnATOnS GAD TrjAF2 pIpv- TOTAL VALU- WrLt. NO. f y } 7+' �� 'flt L+' i� t , f !a� i}'{,r n 'rr )y ) t 9; 41i1 �'r.�:. ? y 'k 2•� L '{ra ,{ y � t� i', .y 1 �t f ',1Y.1�t • � 7 `+� i , �4 � id h j t f . 3 !t jC'.. y ��h� �" t'�� � !� ;'4 7-t�•. y��M1.. +4 r' - `� � 1 xd., , • y � �n �t.,� 4�,;++r y�, Y: d y. * �J ��? y'" ! •1'� �r k 1 ' ti' { ,..� L.''\ .( T M Li. l r ` r.• . r'f'. W�.�' !Iy']#r -Yf` 4 }� �r � W a, f , . • � M {' t 4'! rh r�` � r �� N "•+ �tt�1� '• r t ^,`+ f!; ,�� y l r •�� 1 �( � f-�. i t h'. +t3,+1 , � 1r r'eh wG* ��iy` Y; Y i.�� Fyr J' • r f� M���., �' !�� y a T1 .r Lib � � { y." ,i�: t r i x x• yi j+ j�+9,Q �'�Ew��! 4. ti 4�,r•4,�[:hS.`�r��: � y��.����4�V'�'��1�4 ���{•r r�'tif tr��t�efh4 ��'#„�� k �t��� t� ��}. ��1y7+ y 1' � `� iF� r• 1,`. 'J '# ti., 1}�. •.�I �'�.k 1i�y4 $; ','..�r. ", '� ' raltc, A� ,�.{�,�M¢u i. tit r �� �•�, 1�"� �..� wr. tMi j.� d W.•y #� +' r t (b � �,��r�A �rr�."4�ty +., ii •++' S k1t4t ui C�q 4 1#r 5 o . .. k,��,' r�'�»+#`w ..� r.4ti"�h� y'�,.YVr r�'.,�i ,tau('•:-.W ��'��'�1�..'• .. '�L- � 'd'l.J�'�";au��.�,•Y... I • • • - • • • r • — 4. w v 1 4! 1.4 htT r !S,' i , a P F h r�'� "���,� t�+ •a. � �1_;1�, d� .�y j� �t 5�� yt``. , ..` ,. � ,�; �1�' 'f• ti � y .r ly rrF � •.��, 7 Ar + � •'"+ 1 r ' • � � I 'r rl.'. -� :a r J a� 5 ;�a � ♦, y� + * �A! ,r / '•1 x i ��'' r!1 �r ,� �y `x,. A a rM.�.� �}�� �,� ,t �t 'r M ��",f "'�6 i .•`.` � . : +, +sti +•` � � �h �*�.�y A.a� ��'� i 'f � } �� ,.,�1,Al J`:'l Y 11�;a-kf �i �F.4},,4�q� 4 � ��`t '�'. ;,..�#�. S�y 'y� r� 5 a •l7 tt�+ ,�E,Y � •t�F � .y �.�p.k�lr!•,1�'y'1� �' .�f11 '�!}�. i 1 #� 's,,t'i r'��: �'r'Pkk",' x w�' ' x�� �'{ �`�i:µ' 'i �"^�� A ?f•,,o 'aF+'��!'% � � i��+y�,r�x 1�� IJ�,iI't'�, 5 jAMi�� � � . ;, . r'! � `;,' t a F;� � 'xq + fie �, e��w tr ����i[ ��, ; ►� ' ;� '`,'.�� ,f a ��ti :. , � .i"� 1 �7r. ,� 4 ,c1 1 �� i' �„ ,*� qqt• ��1 � i r� .'�A q M r »�:� h� ' u vi p +1 �F Y } � �'tyr4 f7�4"irx F y h '� r y),-1}� �'� � r�•�,,,�� �;. , �S ,,�yk��ti� i� " ; a1�, * y � �,,.� ti� K.. ��i h� ." �}� � ��� ti a �� ' �{ b hr�' a !r , �,"+�� r � f'• 'rx �'� ,+� r Xr ;�, 1 > i y i r p S J .1, i3 # 14 !{,�� 1 W,h t1 .Aa� '7@��i�� .'Y'• at; t �,i1i1 i,l ArT L r� .• ��, •.L .1.1a r ..♦ �;,�;:i�! . yj,,i;,��lr r A F I t`� 1 ,"y �• +.• ay•1 Y' htiY� 1 1 ,�x A A t r. " ,' . aw 23 September 1969. TO: City Council 1. FROM: City Attorney I SUBJECT: Resolution Approving Destruction of Certain City Records ! Attached is resolution approving the destruction of certain city records in the custody of the City Clark, namely tax assessor's rolls, through r November 20, 1950, with the consent of the City ! Attorney. Respectfully submitted, I ' I DON P. BONFA City Attorney 1 DPB:LAM:bc Attachment f � I ( I i ' R ; I I Ft7ATL CAPITOL f0wYlrTttt ■ACRAMINTO.CALIFORf11A 17814 1 rL11=10N11 AND Rtl►/Ot710NwtHT Dit TRICT O►IiCt MUNICIPAL AMU COJNTT 177.72 fltl^H UDULtYARD Y Goye NwtNT HUNrINOTON DL•ACH.CAL1►ORf11A u tTATC PSRfONN[L AND 112647 2Ct7 lL 11��t■� r, Vt�iM Nt A►IAIRt 7i4—A�2•I AY• /7Al�AT�7� �■♦ ,�i RC?6ERT }i. HURKE ASS"IDL.YMAW SrV2NTIEYH DISTRICT July 17, 1967 Mr. Paul C. Jones City Clerk City of Huntington Beach Post office Box 190 Huntington Beach, California 92646 Dear Paul: You will find enclosed a copy of an answer from Legisla- tive Counsel regarding the disposition of records which you request- ed in March. Sorry for the delay, but as you know we requested the information immediately upon receip, of your request. in reading it over I am not sure that it meets your needs completely. Apparently you have considerable latitude in deciding what you must retain. I am sure the Code sections referred to will provide you with an additional basis .for your decisions. The answer relates only to the duties of a City Clerk. I am not sure whether or not the records for which you are responsible are only those involving the city. If your duties involve other agencies we wotild have to ask the same question of Legislative Coun- sel with regard to each of those agencies in order to gpt an answer for each duty. I hope this information will be of some value. If you would like me to pursue this matter in any other tray, please let me hear from you. Sincerely, R BER4. BURKE RIiB:jk Enclosure i i tom• GrnALn nuts ADAM$ •'BERNA11d CUSLA CARL M.ARNOLD Ct4JCr ntpuTY CvtntTT MILA Ttl nr L.dnuM • • Jtnnr L.DAsSKTT J.GouLn ���( ��r `��/�t�i � �y (�1 CnWAnn dl.nIIIAT/T Dorn K.Kunt !M✓q ` 1 ` 1` .^!y7^ nOnt"T c O.gWNT nAY It.1V/r1TAK1n �J nanrnr A D IAVLI L AM JaII/J[PPlINC KLNY L. LoLIULAU CLIlJT4tiJ.n:Wlrr LiTA/LLY M.I M.Lo Un11.1pnf tnwAnn K.PUIICTLL JLIinNC DtAMnlln PnuirIrAt utruts. �Y�t 1t����t�C CA11V T L Foci... tll CDWARn F.NOwAx TNnNAe N.I-n ANOtL Dom,7/q CMAKGt nanLnT D.GFIIjNgC LID•ANGO.r\O//IC7 C.naurtiT JAMWI r)" JAMLs C.KAllis 3021 aTATC CAPITOL GFQRGE H. MURPHY r;+QcnTGIfA It Wash r SAcewitriyu 05014 Zri4 IIW IN C.MACKtM71r,JK. ANN M.h1ACKKY 110 8TATC OUILU1Na Lan ANGCLts 'JOO12 L N L.MILLICIf LARRYnnY D.Nnn� nn1C CJLTVcn TRACY 0.P/awCLL.It AtARGurnlrC n.no?" CARLY W.novsTCn MARY sitAW Sacramento, California nRIA"L.L.LLKUP ING dn1AN L.WALKUp Jul l2 1967 DAVIP M.WCCTMAN Y 1 TNaMAS D.WIICLAN ntrurir• JUL 12 19 Honorable Robert H. Burke Assembly Chamber Destruction of Nunici2al Records -_#16068 Dear Mr. Burke: QUESTION You have asked us to compile a schedule covering the retention dates required for various documents filed in the City Clerk's Office. OPINION AND ANALYSIS Section 34090.5, Government Code, ectablishes the conditions under which records and documents in the custody of a city officer may be destroyed. A city clerk is a catty officer (Section 36501., Government Code) . A docu- ment may be destroyed when (1) seven years have elappsed since the Last day of the fiscal or calendar year in w1iicti it was ! prepared, (2) the document has insufficient historical, legal, fiscal or other value in the opinion of the officer having custody of it to justify its retention, (3) the officer main•• tains a microphotographic copy of the document, and (4) the officer seals and stores at least one copy of the microphoto•- graphic negative. Section 34090.7, Government Code, is directed to the destruction of certain duplicate city records. The section permits the legislative body of a city to establish a procedure for the destruction of duplicates of city records } less than five years old if the duplicates are no longer ? needed. The procedure adopted by the legislative body would .I govern how long documents of this type must be retained. 1 I i • :able sectionsAlthough there are in various other codes dealing with the destruction of records, records • of Any document in the Possession of- tile city clerk may be destroyed pursuant to Section 34090.5s Government • and duplicates of • r procedure by Erikson,Very truly yours, George H. Murphy Legislative Counsel By Carl A.1 • Legislative Counsel Y y ) 777, � � , ti �f ".1h Y Y .k,F i f, 4�� + ti► riy F, h1.. .; �' + F '•t1 * �, al . �. �[ .�■ + r,.t.*. 1;+.P{ y ,' i , +1r 'n..■ �r.., t. +Ri*'. p' 1,t 'M. a # � '* •} a i. �+� ' 'f.I � it' ,r � .� � � , - �<` Y 4,.l. ' � 1 r 'K'," y ' ■ '' t'` w ,+ ! ti h/, •i , 1�, .Yr� 1} n �' R„*�!Y't ..,' , r 11 S � Y� � �. : 1�. '.r �. t'M•II ■ •.M 'n4 �{ '/.., � �„ , � Y `y ��■1- ". f �Yjl Nei h i'..•{ �, yy\..,�v .fir A + 1'� ;I{� ...ti:'.� . 4 J_ 'Y Y n ��'.!'' �.t� ) :'.'Yr �`, A, 4 S. 'Y,* y aM,�, •'1 4 (\'�, r `4h�Y44. 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V 1 tv'k, Y �� tl .Y �'��'�ta 1'� { r �' t y x yC ��'! {t f+ � 4 •�tr� 'F,\ ;,1 r ,n A;i 4^: ]l A r a M 4 ( 1 , 4�+ ' 1 1' hM *.Y +�� �■',�vati ';��• ' Al(k. a `I { 'A. ti�l�.'� b�t P�"4 M ,yy ?*y { , � fklr •}Y1 S„t. w w. ,Ci`j�A ,p � Y 1 4� 1 ,Y4.,s '�I.;.,y �y�`. ��-.J� �' r''� �^- •.r,y Y•' ht'n , :µy[ fx �F \� �' 'r �, tv r t L:�! •n t. } �.' i r r. , '` V ti,Y Il �Y' 1 �. .ul.-'-F{lj. i 4 _ i.. ;.t' J-.2i:1�Y�.✓'r. .+.ni �.'v �.i wLL Ya.--.1,=� K.SI��Liir:7� HOTEL CLAREMONT (� URKELEY 94705 Lefi, e V califorHia Cities PHONE 8433083 Alrmbrr Nalior it r +4rrr of Cilirt rrITi.lrrn Gi)r' 0.5.ial Publkaliuri 702 STAILER CENTER LOS ANGELES 90017 WORK PHONE 624A934 TOt3EY��R14 .-saley, California 94705 ?ebruary 16, 1W To: Former Mesnaers of tha City Clerks 7notiLute Committer_ As a former member of this C;:aaaitte ; you will be it `-created to learn that we are finally moving ahead on a rathe_• interesting r :4, we believe, comprehensive study of th_• retention of city records. Tier is enclosed a full set of inventories prepared for each cit; r1apartment, thought yot would be interested in tha magnitude of the erfort being to annlyse retention information on =3 cipal records. 'nno subject of record retention will be included on th- rogrem being arranged for. the City Clerks' institute, to be held in gong 1 !h, April 2T- 29. In preparation for this session, we would Like to re.quen'. . - aeoistauce prior to the Institute by asking you to eve thought to thA) z-I -d of rctlnn- on of each of the records mentioned under Section 1 .a City Clerk) , and Section 5 ( relating to City Council). 1'1hat we would L. ii to do is to indicate after each record your bast opinion as to how long: should be re- i tained. In complying with this request, please disregard exi.L• j5 statutory i authority an it relatas to the period of time. any particular recc.ri is required to be kept. In other words, what we want you to do is to give ow br-st opinioa as to how long a record should to kept, without regard to Zak. Similarly, we do not now wish to get into the question of the form .... hieh a record should be kept. All we want nmr In your beat opinion as tic ho., -Long a record is of ve]m and should be kept by the city. The inventories have been prepared on a "broad category" baois. For erd=m- ple, Item 18 vu the City Clerim' inventory relates to "Claims Fitcas". ITare we halve referred to all claims whether they bo against the city or t'41 '7 the city may have against sameone else. Wo would like your beat opinion as to how long records relating to "claims" in the broad sense should be kept. We would appreciate your ret=ziing the two inventories covering the City Clerk and the City Council as soon as poeoible so that we can prepare a -cm- pocite opinion of former members of the Committee which will be reviewed at 'ciao Institute. The above mentioned inventories are enclosed in duplicate co that -,you may retain a copy. As a part of t:he program in Long Beach, we will pans out the City Clerk and City Council inventories and ask the entire group to provide the name kind of information you will have submitted earlier, This should nro•,,e to be an Interesting aessicn, a lively one and.. perhape, controverai.ral. ,ievertheleon, we believe the whole 4xercise will be conotructive did push its well along the road in our study of record retention. What -.1 wil.l do vi l be to compare the returns sent in by you with the forum more quickly filled out at the Institute. It will be 'Interesting to see vfiether the returns filled out In advaare dif'ler ' subatantic: from those t'i 7led out at tt;r Institute on a qui.c:lccr besia. Your cooperation n thiu project- is deeply appreciated. Iifi:ajt Iios,-u-1 Gardner i F.hals: Associate Director. I M Fri ,7 1 1 1 1 i rf r ,'y �• `1 y u ` r r 1 1 r'1L r 1 11.1/• .IS I .5 �. •� rr 4r� Ire i'i S` March 31, 1967 Honorable Robert H. Burke 70th Assembly District, Assembly Chamber (l Sacramento, California Dear Bob; I I would like to request your help in a matter which would be of the utmost importance to City Clerks throughout the State. This has to do with retention of records of municipalities, which in some instances, in prescribed in the various codes governing the State. I may be in error, but I know of no compliation - { that has wvar been made of record retention requirements which are scattered through these codes, including the Govertoent Code, Evidence Code, Civil. Procedures ode and others. To a Ctty Clerk or a City Attorney, this presents an almost jnsurmountable task to search for retention dates when needed. ` It occured to me that, if someone at your level of govdrement were sufficiently int:-•nsteed in this pro- blem to pursue it, a utudy and compllition of s schedule form covering the retention dates re:quirud for various documents filed in the City Clerk's Office, includingg retention after microl:ilming, could be prepared b�rtthe Legislative Counsel's Office. I can assure you that such schedule, with reference to the codes involved, would be an invaluable: asset to any City Clerk. Although r r 1 r r r March 31, 1967 Page 2 1 am writing you as an individual, if you think this idea has any merit, I can almost assure you complete suppurt of the Couthern California City Clerks' Associa- tion, which is comprIzed of all City Clerks in the south- ernmost eleven counties of the state, with a membership of approximately 175. I feel Pure, we would support your efforts zor such a project, either by mint.te action or through a formal resolution, together with many letters from fellow City Clerks. I would appreciate it if you would consider this request, and let me know how you feel about it. Sincerely yours, !( Paul C. Jolla$ City Clerk PCJ/a t CC: Lou. Ann Marshal Asst. City Attorney fi K. Dale bush, City Attorney Mi eo rd s s3t2ri �0 n 'fi`t S IC e f•rrr!* ► f o e h notebook �+ a ++ak 1 ; r� I i I i Hono:cable Robert H. Burke 70th Assembly District Assembly Chamber Sacramento, California Dear Bob: I I would like to request your help -in-a matter which would be of the utmost importance to City Clerks throughout the State. This has to do with retention of records or municipalities, which in some instances, is prescribed in the vdtious codes governing the State. I may be in error, but I know of no compilation that has ever- been made of record retention reauirements which are scatterea through these codes, including the Government Coda, Evidence Cade, 'v. . Civil Procedures Code add`others. To a City Cleric or a City Attorney, this presents an almost unsurmountable task to search for retention dates i� +eterc �--- n +� It occured to me that, of someone at your ',.level.--of-:government were sufficiently int:ar�jsted in this problem to pursue it, a study and compilation of a schedule form covering the retention dates regt:ired for various documents filed in they City Clark's Offices including retention after microfilming, could be prepared by the LeCislative :ounsel'a Office. I can assure you that such schedule, with reference to the codes involved, would be an invaluable asset to any ,icy Clerk. Although I am writing you as an indiv- idual, if you chink this idea has any merit, I can almost assure you complete support of the Southern California City Cle rkV. Association, which is comprised of all City Clerks in the sotith- ernfmant eleven counties of the state, with a membership of approximavely 175. I fe -1 sure. uld support your efforts for such a project, either.• by ar through a forum resolution, togsther with many letters from fellow City Clerks. I would appreciate it if you would consider this request, and let me know how you feel about it. Sincerely yours, Paul C. Jones City Clerk PCJ:aw z L a� NNw T rIN P TO s CITY CLERK FROMV CITY ATTORNEY'S OFFICE With approval of the City Counc?.l b%• resolution and written consent of the City Attorney, thu Department Head may destroy any :record, document, instrument, book or paper without making a Copy thereof. (Gov't. 34090) 1. Section 34090 does not authorize destruction of records affecting title to real propert-y-Tr Dens thereon. 2, records required to be kept by statute. t ?. Records less they: 5 years old; o:• 4. minutes, ordinances, or resolution 4: the City Council or of a board or commission unless all of the following conditions exist; a. 7 years had elapsed since tha last day of the fiscal or calendar year, in which such record was prepared, b. such record is not of such historical, administra- tive, legal, .fiscal,, research or other value to Justify its retention. c. A microphotographic film print or copy of such record destroyed, prepared pursuant to CCF-.1920 (b) snd 1923. d. Officer in custody promptly seals and stores at least one original negative of such film in a place safe from fire, thefts destruction. (YL090.5) These secticis do not prohibit ^ r hibi the ,.it council raba.ib- F Y p ing procedures for destroying duplicates of .records lest than 5 years old if they are no longer needed (Govt. -74o9o-7) 1. Certain guides may be used to determine the retention keriaa for city records generally. How often or for haw long has the city found it necessary in the past to refer to a particular record? 2. What le the possibility the record might be required as evidence in a suit involving the city? 3. What i- the applicable statute of 'Limitations for an acticn or actions which might irvolve the particular record? In determin- ing such limitation ueriod ques-Zlons of disability which would sus- pend the statute of iim+tations such as minority, Insanity, or im- prisonment of a party must be considered 4. Should the record be retained in its original state because 1. a +rwyppinion of its historical value? 5• Are the records of sufficient importance that it would be advisable to microfilm theme pursuant to bection 12263 before they are destroyed? In this regard it is well to note that such microfilms are deemed to be originals for all purposes (Code Civ. Proc. Sec. 1920b) The following items may be destroyed without maklv:, a copy thereof at any time you determine they are no longer needed, ae de- termined by the criteria( P.59 - 1-5) Atty Genl 34. 1. Letters and other correspondence or documents in a f1le which are aot specifically ,acquired to be kept. 2. tape recordings of minutes of meetings. 3. contracts and faithful performance bonds however, these or a microfilm should be kept until the statute of limitations for filing a law suit has hung Jusually 4 years) . 4. candidates statement of receipts and expenditures. declaration of canaidaey and sponsorls aertificat6 must be kept 4 years (Elections Code 6524) Nominatlon papers must be kept 2 years: (elec.Code 7100) Campaign statement of expenses must be kept for the term of office for which they are filed and for Four years thoreafter (Elections Code(11567) Cancelled affidavit of voter registration must be kept 5. 10 yearn (421 Elections). Initiativa petition is public record but no time for re.. tendon specit'ied. Use criteria (p.59 Atty Genl 1-5) 2. _ 1 CFFICIALt COYLE MILLER �11NTWW AtlMINISTR1�TRATIVL 0//ICtn 1 L+ ,r ` J C/W/bVVAV/c/ Q4ea v Af11sT N7ADNINI%nATpK • ........................•....................Y+..........uuu................. JAMEC R. WHEELER ` P.O. Box 190 CALIF ORN .' r� alnrerDRallvautwanKa py °'4 92648 -RANK o. ARGUELLO FINANCE O{RLCTOR 4(� 4 JOHN SELncR /O{.ICX CHIEF COUNCILMIN OWNALO D. SHIPLEY DELBERT G. HIGGINS MAYOR FIRE CNdol ERNEST H. GISLER ROBL'RT M. LAMBERT VINCENT MC JAKC R. STEWAR? LIFtaUArt2tHIFF iC IrF IdOMAS H. W9LCH OLLIN C. CLEVELAND butt O1NO DIRECTOR PAUL C. JONEG August 13, 1965 EDWARD R. STAN05 ICITY CLERK WATER aLN1RINTLN09NT 1 JAMES O. PLUNKETT CITY ATTORNEY BETTY DIEKOFF TRLA/UREN D � 9y 0 ficnIL is L AUG 16 1965 ................ 19... I Honorable Mayor and City Council City of Huntington Beach Hunolington Beach, California Gentlemen: Transmitted herewith is a brochure which has been prepared for my office, covering tho records improvejAent program which was started .. year ago in the City and is presently being carried out. It is requested that each of you take the time to read this brochure in order to nuaint yourselves with the work being done in the Clark s Department, and kith the methods being used iu indexing, Exhibits shown are of sample legislative history cards covering Minute Actions of the j Council, deeds to property owned by the City, and ordinances and resolutions adopted by your Honorable Body as law. We respectfully request that you look over the methods being used, and that you approve the system for further development. Sincerely yours, Paul C. Jade city Clerk PCJ:sg I 4 • � ( 1 OMRICIAW ,�v►�IKGrQy `"_ \ DOYLE MILLER ADMINISTRlTRASIVC OFFICER CITY Q F t / BRANDER D. CASTLE //� j� Jj V lYmAI j/� nr 22 BCLG ASSIfTANT ADMINISTRATOR W •� ! .......................................ru...X........................►......... JA1�!!S R. WNEELE!1 `1 P.D. BOX 190 CALIF 0 RNIA � OIR[CTOR OF PUBLIC WORKS 92M �nHNK B. ARGUELLO �y �� rINANCL DleicrOR I M ' JOHN SELTZER POLICE CHID/ GOUNCILH9N DONALD U. SHIPLEY DELBERT G. GIGGINS MAYOR /IRE CHIEF ERNEST H. OIBLER VINCENT C. MOORHOUSE ROBERT M. LAMBERT JAKE R. STEWART LvcnuARn CHILI THOMAS H. WELCH OLLIN C. CLEVELAND BUILDING OIRCCTOR HAUL C. JONES February 25, 1965 EDWARD R. STANG CITY CLERK WATER 2U►fRl►71LNDlNT JAMES U. PLUNKETT CITY ATTORNEY BETTY DIEKOFF TREASURER The Honorable Mayor and City Council City of Huntington Beach Huntington Beach, California Gentlemen: This letter is to serve as a reminder that, with your concurrence, we have set up an exhibit in the conference room that shows the progress which we have made to date in the revision of our records program. This. will be presented to you immediately following the morninZ Study session. Among the factors involved are index cards covering Council minutes, which permit tha locatirLg of any item of Council action in a very short time; the indexing of deeds for City owned property so that they are readily available; and a complete revision of files urith a cross reference file. This is being accomplished through the assistance of kiiss Marjorie Lin6cmaod, a Records Consultant, who has been irorking one day a week for the past y--ar on a contractual basis. This progrom will eventually encompass records of the Building, Planning and Public Works Departments, and can be extended irato the police an:3 Water Departments, if so desired. Page 2 Records Pebruary 25, 1965 i The ultimate aim of this program is to provide. records retention and destruction control, .th the eventual ttse of microfilming to guarantee the safety of permanent records in the smallest amount of space. To this and we have had inactive personnel records microfilmed, and we I will have a representative of the 3-11 Company present to demonstrate: their us: on a reader-printer machine; also their effectiveness as a secure tueans of retaining records, j This demonstration should not take more than fifteen or twenty minutes and we trust you will take the time to see it. Sincerely yours, Paul C.Ve;s City Clerk i PCJ:sg IF�, I � I I i I � i i i i I i i 01% i 3-,,-65 i As a representative of Classified Transfer, 3817 Uasard S'.. , Santa Ana, Calif. I verify that I have this date pioked up a 3-M lteader-Printer from the Ci y of Enntingtor Beach, for delivery to ThermoFax bales Corp. , 1833 E. 17th St. , Santa Ana, Calif. s Classified Transfer 00 .rti�"eL�'S1G' �'i��""':�K:;...•cz•.,�.iz.r.. ...,......^+t-. ...--. .. _ .-._ .._ .'C.R:T•r.-r...+.sav�r-r+i'.�'v�w � j w i i t 1 No#. 199 QAI N IMLYSTRIES Recg[dx !pon&MlJMnJs 322 Undo Avenue falboa# California January 2, LOGS STATEMENT i City of Huntington Beach ' For services of Marjorie Undamood in Connection with Records Improvement Program for month of December 1964 - - - - - - - - - r- - - --- a 195.oo (30 hrs. @ $6.SC) t I s 1 e 'd f i! I :1 :.j .t l� X a City of Huntington Beach California �urrr C (D is Y i; TO: Jams R s X. Wheeler N. so Rartge Departwat of Public Works Jobe Mandrell t YUM: Paul C. Jonas o City Clark � DATE: September 11, 1964 As a result of tae I Bawds Retention ProS rx vbLeh is bee established and revised for the City Clerks office it is requested that year dcpartowt in the futura on su&ittiaR deeds for property conveyed to the City, fticiude ftercvith a "all plat map attached to said deeds. It is not our intantion -that such plat mps be precise, or draw to scale but rather to show the Herat location of the pprroperty conveyed by the dead. This xi11 facilitate both our filing and locating deeee at any required tiles. Paul C. James City Clerk PCJ.o tr I ATTCRNEY GENERAL'S OFINIONS (Volume 39) May 1962 298 Opinion. No. 62.92 - June 11, 1962 SUBJECT: CITY COUt1'CT.L MEETI":GS » Tape recordings of, are not public records, but are "other matters ' in office of city clerk to which public may have right of reascnable ar.=ess and inspection. REQUESTED ';Y: ASSEMBLYMAN, 10th DISTRICT OPINION BY: STANLEY MOSK, A`.torney General Charles A. Barrett. Assistant The Honor:bla Jerome R. Wildie, Assemblyman; Tenth District, Contra Costa County, has requested the opinion of t!iis office as to whether tape recordings of city council meetings ire public records which citizens have a right to inspect. The conclusion is as follows: Under present statutory provisions, tape recordings of city council meetings do not constitute public records. However, these I recordings are "other matters" in the office of the city cler!- under section 1227 of the Government Code, to which citizens hsve the right ! of rersonable access and inspecticn. ANALYSIS In the city of Pinole, Contra Costa County, he city clerk prepares regular minutes of the city council. meetings. In preparing these minutes, the clerk relies upon tape recordings of the council meetings. In seeking to find what transpired at these :•ieetings, citizens are requesting that these tape recordings be: made available to them. The question ir. whether citizens may refer to these tape ^ecording rather than the prepared minutes on the basis, that the tape recordings are public records. If these tape recordings are public records, Lhen citizens may re,f-ir to them as a matter of right under the following provisions of section 1227 of the Government Code. The public records and other matters in the office of any officer, except as otherwise provided, .ire at all times during office Hours open to .inspection of any citizens of the State. A tape recording as opposed to papers or document's, presents .a different form by which as event may be recorded for future reference. A tape recording does not constitute a written act or the written record of acts of a local pablic agency which a ci" Izen may inspect under sections 1888, 18923 1893 and 189b of the Cuue of Civil Procedure. There- fore, no right of citizens to refer to a tape recording of a meetl.ng of a local public agency can be found in the present provisions of ,e, tion 1227 of the Government Code. I t I I I ATTORNEY GENERAL'S L 110NS (Volume 39) may 1962 299 As the City of Pinole is a general lave city (Gov. Cade sec . 34102), the scope of this opinion extends only to those tape recordings utilized by city clerks of general law cities in preparing records of what transpired 3t the meetings of the city council of such city. Case authorit;i indicates that there is no single test applied to the question. of what constitutes a "public record" (Coldwell v .Board of Public Works, 187 Cal. 510, 517) . The aevpral tests which rave been used by the cases have application only t:, que,tions of whether a given written document to a public record (see Kyburg v Perkins, 6 Cal. 74; Mushet v. Department of Pab. Service, 35 Cal. App. 630; 15' Ops. Cal. Atty. Gen. 163, 18 Ops. Cal Atty. Gen. 231; 25 Ops . Cal. Atty. Gen. 90; 27 Ops. Cal. Atty. Gen. 194) . Upon encountering cite problem of whether different forms of recording an event, e.g. , written dc^uments, wire or tape recordings, photogrlphs, constitute public records, it appears that an appropriate definition of a public record is that used in People v. Purcell, 22 Cal.. App. 2d 126, 1.30, and Smith v. Paul, 174 Cal. App. 2d 744, 752: "A public record, strictly speaking is one made by a public officer in pursuance of duty, the immediate purpose of which is to disseminate information to the public, or to serve as a memorial, of official transactions for public reference." (Emphasis added. ) Another definition applicable to determining whether different forms of recording may be public records is that used In People v. Tomalty, 14 Cal. App. 224, 231: " Any record requirL1 by law to be kept by an officer, or which he keeps as necesiAr- or convenienT-to the discharge of his officuty, is a p,,blic record' . . . " (Emp:iasis added. ) In essence, a public record is a record which a public official is specifically required to keep or which, when not specifically re- quired, is necessary or convenient to the discharge of the official ' s duty. Regarding the duty of a city clerk of a general law city to keep a record of city council meetings, Government Code section 4G801 provides the following" "The City clerk shall keep an accurate record of the prcceeding of the legislative body and the board of equalization In books bearing appropriate titles and devoted exclu7-vely to sucF_ purpores, respectivzly. The 'gooks shall have a comprehensive general index. " (Emphasis ad ed. r The city clerk has the duty to keep a written record of the { proceedings of the city council in books devoted exclusively to such a i purpose. Under the two above definitions, it is this record which is 1 a "public record" finder section 1227 of the Government Code. This written record is that which the city clerk is required to keep and which din2harges the clerk's duty under section 4o801. 41 C ont'd ATTORNEY GENERAL'S OPINIONS (Volume 39) May 1962 299 300 On the other hand, a tape recording is not a :cord which the clerk i; specifically required to keap. The clerk is required to keep a written record. Nor is the keeDing of a tape recording necessary or convenient G the discharge of_' e c erk's duty to keep a written record. While the use of a tape recording may be convenient or even necessary to the preparation of the written record, it is obvious hat the sub- sequent retention of the tape recording is not necessary or convenient once the written record is prepared and properly maintained. It is the necessary or convenient keeping of a record, not, the use thereof in the preparation of another record, that causes it Elie a public record. Therefore, it is conclude2 that tape recordings of city council meetings are not public records. However, these tape recordings of the council meetings are "c .aer matters" under -Rction 1227 to which citizens have a right to refer. "Other matters" within this section relates to ,ratters which are"public and in which 'the whole public may have an interest." (Whelan v. Superior Court. 114 Cal. 548, 550; Coldwell v. Board of Public Works, i.87 Cal. 510, 520; 16 ups. Carl. Atty. Gen. 16?, 161l; 18 Opb. CA. Atty. Gen, 231, 234. ) The coo• d it means ''of, pretaining to, or affecting the people at large or the community" (Coldwell v. Board of Public Works, supra. ) The matter with which the tape recordings are involved is the proceeding of the legislative body of a gtneral law city, this matter is indeed public and one in which the whole public have an interest. Further, the proceedings of city council meetings are subject to the provisions of the Ralph M. Brown Act contained in Government Code section3 54950-54960. While the fact situation necessitating this opinion dc9s not call for the application of the Ralph M. Brown Act itself, the idea which this act was designed to sustain is applicable ,sere. That idea is that the pecnle should know the processes by which their mresentatives arrive at decisions (36 Cps. Cal. Atty. Gen. 175; 1 These processes can become known to those citizens failing or -enable to attend the proceedings by the reproduction thereof in ' the form of a recording. The Fact that such a matter has already been. math the sub'sct of a public record is not a limitation of a citi--ern's right of access �o other records of the same matter. In Jessup v. Superior Court, 151 Cal. ARd. 2d 102 the court regarded special investigation reports acj being 'other matters" despite the existence of a public record of th- same accident. Therefore, t'iese tape recordings are "other matters" under section 1227, to which citizens have a right of access. This right of access is not unlimited in scope. A citizen has a right of access only to a tape recording then existing and available in the office of the city clerk. The clerk is under no duty to retain j these tape recordings for ary particulav period of time for reference 1 thereto bl'r citizens; he must oily make a recording available when he has retained it after use thex: if in preparation of the written minutes. Thus the clerk is not proiibitfd from erasing or destroying tape after its use. i Cont'd. ATTORNEY GENERAL'S OPINIONS Volume 39 May 1962• 300 301 A further limitation on the right of access is that the cir- cumstances of its exercise must be reasonable. While s citizen has accoss to a tape itself, he has no right to utilize a inachine in the offlice of the clerk for its play when such use would hamper the proper functioning of that office. A citizen may use such machine only when not, in use by the personnel of that office. When a machine is not reasonably available, a citizen is free to provide himself with one from anot:ler source. Therefore, a city clerk must reasonably accommodate the exercise c,f a citizen' s right of access to tape recordings under section 1227. Reasonable accommodation constitutes the providing with the requested tape, a machine when doing so doe- not unduly hamper or impair the performance of other duties of the clerk. r I . I �y11TINS CITY OF Ze +`r• �� rrrwrwrrrrrrrw wwrwr-rrrwww• rrrrrr rrrrrrrw.•rrw�rrwrw� 11 CALIFORNIA � ��UIY1Y G TO: Honorable Mayor and City Council FROM: City Clerk DATE: Jun? 12, 1964 SUBJECT: Recording Tapes All meetings of the Council since Ma 1, 1960 have been recorded and the tapes retained on fle. Thee law does not provide For any specific retention period for such tapes. Under a ruling by the Attorney General, these tapes are not a "Public Record" but are considered as "Other Matters" and citizens have the right of reasonable access and inspection under Section 1227 of the Government Code. Since we are beginning a near icur year term, I suggest that your Honorabl, Body permit me to be in to reuse the tapes starting with May. MO. This would gradually, through a four year period, reuse all tapes recorded in the previous term. I Since cost is not an important factor in this matter as our tapes run approxiwately $1.30 per meeting, it is only a question of providing storage space for same. If it is the wish of your Honorable Body to continue retention of these tapes for a longer period, we will continue: to use new ones in the future meetings. However, I would prefer Coun Al making a determination in this matter to guide me. aul C, oAe city Clerk' PCJ:tr i f I I BEST PHOTOGRAPHIC REPRODUCTION POSSIBLE, DUE TO AGE AND CONDITION P OF ORIGINAL DOCUMENTS / C 1 no. 168 l Records r4�n....ou] 322 Undo Avenue Balboa, CaUfornia CRiole 3-6050 3TAT:If:�h'�' Citr of Mitir.(,tua B-.�i,ch junn 10, I964 i to ?,!r Paul joness Cit• Clork Fbr aervices of HarjorIc Undaiood in oonneotion with itscorda Imprnvamont Program, for month of Juno 1964 -- - » -- -- - » - -- - - - - 247.00 (38 hro. 0 :; 6.50) i D l�l I I WIN No. 156 GAHLi .-INDUSTRIES Records Congu��ants wr rir r r �rrr� urr rr mow.. 322 undo Avenue Balboa, California hRiolo 3-6050 STATEMENT City of Huntington Osach April 27, ;9s Attn: Mr. Paul on Nu tatty Clerk For ser.►ces of Marjorie Undamood in connection with Records lmprovwwnt Pro rasp for month of April, 1964 (29 hrs. (D $6.503 S18a.5a 4 No. 152 QAhW 1112USTRIEP ud a �, t�rtt a �.... ........-....._., 322 Lindo Aven je Balboa, Ca%icmia 4Ri01e 3-6050 STATEMENT City of Huntington beach March 31,1964 A tn: hU, Paul on Cit Clerk For services of Marjorie Undemood in c onnection with R*ccxdn IMprovemert Program for month at I't-IC CAL 196 4* . •• • - •• -- •- - ; -17 .50 (35 We. l- S 6.50) I ' T � t F` 1 .J s 1 pp • VX ; 'Alj If Jil AwdM 2H&&UtYllliilbriwY�M.++ii�rw a ,' 322 Undo Avenue 11ho*, Ulilo=L y!,} Oriole 3-030 ;. SUTEZIFIR City of HuntLu,►twnNoah I%bnmry 28s 196J. h• { P)r owdoes oX zbrjori,a Lindwwod,, in oounaotion vi,th ft*4rdo Laarove mmt Program far moth o.? Febrnkry 1964 -i "- » » - » w •i - •, - - - - « 117 t00 18 brat • $66,50) r' t r r� � tta. 144 • i 1 fl�t�i1L 11� /.:1�3_.3�_ fir.• 1111 - -- 322 Limo ATCAUG Dalbnn, calirornia STA1'TstC.NT O�tj of Irmtin in Broah Jactiu 31� 19bI► , a IgTL.k .�.......r....- -- — i c:S n3r,jorle liru:amood in connDO"On �. , aeria ' jwprovement p om for month of JflnucaT 3,964 �' Iw .w .. .. rn _ .. ; 1"*00 (1b hra O Zi 6050) 4 l 1 s t i i I Iq 1 rrrl;� LEAWE OF (ALIFIRDIR Eli. A MEM/ER AMMICAN MUNICIPAL ASSOCIATION R C� Q k "WESTERN CITY"OFFICIAL/YSLICATION Brridey(3) . .Hotel Claremont. .Tboruudli 3-3083 Lou A gelfu(17) , .440 Statlir Cenur.. Wchigaa 4934 C1 � i i OFFICERS PMWOOS googol C.DEMMON Mayer,V3110(e { fts-►ed4ad; Cuhy 1mar°LHoaf l.acY 0 tob gees1 9CaliPornia Traawr+n f CHARLEf P.SYRoifS 1 Maya.M*Qo Part Pail frotwowf FLETCHER RJWRON Mayer,IM MYalec Er.an..Dlr«rn,r. Mr, J. L. Henricksen i RICIfARD fERAVEs City Clerk r Aity 11au. l Huntington Beach, California OIRrCTM Dear John: MERRILL Dunn 6*sw of Crtlya,Lq A"Wn o.W.CAMP/EU This acknowledges your letter of September 30th asking for { CeyMa"let'sWifels inforimtion eux to cities that have taken action by resolu- DC"IVH t5A'c :.AI.wa tion or ordinance on the question of destruction of public cLEI:HALE records. It is my understanding that the cities of El Monte, DIN,low sf I.ulp,saaraw iafo Lodi, laglewood, Monrovia, Oakland and Berkeley are among 6Ep,¢AEP TE those in the state that have acted an this subject. All LLetA""1•'"„*«" of the ordinancec and resolution files ara maintained in the Ccity L.KAISER Berkeley office and Y have vent your letter there with the city lr"'o'C"'slw' request that they advise you further. sAM a M�PIEELY f fafy Ca,edifra,Santa Cho TH=RR�Mef-RIAM Cordi.& y yours, CIARS}ICI H.MORRIS %1 IWIS C•ial,►aaadaaa / �� j EAl©WE C.NISERT f mow.Upfitbd WIPS, h a EUDEGRAFF TIC°O. ',s:.i s ObWoo Southern alifornia 1%N0 P.11111m M.a C.Mro Representative CHARLLS A.PiALON Mayer.Ama"Im Lf a tlaa0i GLIFFORD E%SyELL / Maya, Oetlad WRf tJ jO I SLMER E:101INSOH Mayer,Soe FFANCI+CN HARRY 0.RO1S City Crwf ,.l fa ha.clree FRANK S,SANDEMAN Rro CYlrf.LMrR RNCY WAYI*L THOM►SON City Maaa4a,R:CWMW LOMINCE L,V MITRE Coodim %Stestfea CLYDE WOODWORTN CIty Affolsay,Iigh.ow 1 • A Series of Two Sessions Conducted for the City of Pico Rivera By: Marjorie Lindamood on Basic Filing Rules and Good Filing Practices EQRKWARR THE IMPOATAX-2 OF THE 1'MINTENANCE AND UTiLIZATION OF RECORDS Paper work has become one of the essential control features of ail business. It results in the preparation of records which must be used and maintained in such a manner as to significantly contribute to the successful operations of any going enterprise. Destroy the useful records of a business or keep Its records in a way that they cannot be officIentI.y utIIIzed and that business wi11 encount^r difficulties that may well result In its failure. For this reason, all person% j with management responsibilities realise the importance of creating useful and accurate records, of preserving them for reference, and protecting than against loss or dosttuction. Records remember what people forget for it Is a human impossibility for busy people to carry in their minds the numerous details that make up each day'j i work. only by having complete and &ccurate records available for ready refer- ence as they are needed is It possible for people to carry on the daily operations for which they are responsible. Complete and accurate records prevent confusion about what has been done and what was accomplished by doing It. They permit persons to pick up tasks where others left off. They prevent needless duplication of effort and pointless repetition. They show what remains to be done and ha+ to ' go about doing it. They are the source of many, many type, of valuable information which must be uscd throughout any organization be it public or private. It has truly been said that no man's judgment is better than his Information and that more mistakes are caused by lack of accurate information than by mistakes in reasoning. Since no one can forme all items of information that will be required in making future decisions, it is necessary to organize records so that all relevant fticts can be made quickly available when needed for review and analysis. A fully effective records system is one whereby records are so organized and maintained that any part of them can be located immediately upon demead. Papers which exist but which cannot be found might as well not oulst for they are useless. Filing is the act of classifying and arranging records so that they will be safely preserved and can be produced without delay When they are needed. Correct organization, classification and indexing of records make this preservaclon and utilization pbssible and it is to achieve these objectives that this series of two sessions is being conducted. The fi;--t session is concerned with developing f a full understanding of basic filing rules and the second wlII be devoted to strengthening our knowledge of good filing practices. I ,1A9 LC F_i I L.I.MAW! Names should be arranged in A-Z sequence to .he last latter of the unit. Consider the first unit or complete part of sach name first. Do not consider the second units unless the first units are identical. Do not consider the third units unle both the first and second units are identical. Correct filing arrangement Appel William E. Appelbaum Electric Co. Appall Coal Co. Appellate Electronics Upper Hydraulics Appleby Pie Co. i Appel is the first unit in the name, William E. Appel. Appelbaum is the first unit In the name Appelbaum Electric Company. Since the first units Are not Identical , no more of either name Is considered. Appel is filed first because it it shorter. There is an old ilbr&ry rule which r ps to emphasize this point, which Is "nothing before something," ie. , the shorter unit is filed first, provided the spelling Is the some to its extent. 191MU1 It SJOILE T ul Surnames or tingle titles, when used alone., precede the same surnames or titles � having initials or given names. This is another appllew lon of the rule, "nothing beforx something." Fabian Fabian Johnnie Liberaca Liberec* Ruth M. An initial precedes a name beginning with that initial - still another application of the rule "nothing before something." i A & W Stores ' AM - Automobile Service Abbey Rents tip I MA_US OF iNDIVIDUALS Transpose names of individuals, considering.cne su, . is first, given name or initial second, and the rriddle name or Initial , if a, , third. Dine First Unit Second Malt Jhird„UI it. Ashla Mason J. Ashla Mason J. Wentz G. John Wentz G. John lI:.S€E1225, Individual surname prefixes, such a- d' , D' , De, de, d►i, L' , Le, M' , Mc, Q*- , St, Yen, von, etc. , are considered as part of the surname and not separately. A good rule to follow when alphabetizing names of individcals is, if possible, to determine the given name and midrrle name or initial , or their abbreviations, then index and file all remaining as the surname. me first nit jaigod MnIt Thir„ a U&it Depunlak Andrew R. Da Wniak Andrew R. L'Engle Joseph L'Engle Joseph St. John Alice E. Saint John Alice E. N. rOr.:.l MS.WtllrH Do L42,T, F. uLL., „ nEs VAL Names of firms, cdrporations and institutions which jLopat embody full naaws of individual3 are indexed and filed as written, unit for unit. e FIrjt Unit jeco d h r-r D E K Company D t K La France Hubbard Co. La France HubbarO Saint Paul 's Church Saint Paul 's Church Sainte, Johns Compsny Sernte Johns Company 92HJUNCII .l4.MR 1`522SiTIayS_ "And", "b", 'bf", "fare, loon", "to", "by", are disregarded! in Indexing and filing, but are not omitted when writing title. Lama Ft st lit Second rt Thfjd Unit i Charles of the Ritz Charles Ritz House of Westmore House Wastmore Committee on Youth 6. Justice Committee Youth Justice House of Matthews, Inc. i1o}se Matthews Incorporated .3r h 1 NAMES OF FI ItttS r051114 EMBODY,FULL„HAMiES CIF -INDIVIDUALS A firm or organization name, embodying full name of individual, is indexed and filed in accordance with the rule of 'Names of Individuals." Transpose name of Individu-il , consider,ing surname first, given or first none or first initial , second, and the middle name or middle initial , if an;,, third, then the rest of the title. ame First Jn,i t Second Unit Third Unit Marshall riold & Company Field Marshall Company F. W. Wcolworth Company Woolworth F. W. Washington Irving High School Irving Washington High Henry J. 14atser Industries Kaiser Hcnry J. HYPHENATED SURNAMES OF 1NDIVLRUAI,$ Hyphenated surnames of individuals are considered as one unit. This rule applies also to hyphenated surnames of individuals whose full names are embodied in firm names. Name Firs„t Unit Second .U.ni t Third Uni t Blanche Duff-Gordon Company Duff-Gordon 81anch.: Company Virginia Spring-Rice Spring-Rice Virginia ,OYPHIWAlfD FIRM NAMES Hyphen=ted firm names are indexed and flied as separate words if no full name of InJivirlual is embodied. dme First Unit Seconder LnilL Third UnLt i Air-J-Pad Company Air 0 Pad Scripps-Howard Newspapers Scripps Howard Newspapers COMP VID_G GRAPHIC C AND LOCATION N&dES Compound geographic and location names are indexed and filed as two or more units, in order given, except when the first part of the name is not an Englis-i word. Name First Unit Second Unit Third UnI& Las Angeles Mfg. Company Las Angeles Manufaett.rtng Compan" ' Beverly Hills Cooking School Beverly Hills Cooking School -4- b ARTICLE 'fTHE" When the article "The" Is inciudnd as part of the name, it Is disregarded hoth in indexing and In filing. When writing the name on cards or folders, it is placed in parentheses ( ); if initial word, it is placed at tha end of the home; Written First Unit_ SISond,.LnIt stall The Printer Hall (the) Printer Hall Printer The Princess Company Princess Company Princess Company (The) MjQE..F4g.j.4Nj.F,E.4.MLa STA.L�ar..;.RW IX..ANO AIIX GO EANdW. Names of foreign governments are indexed and filed under names of countries, subdivided by names or titles of departments, bureaus, divisions, commisslon-, i or boards. 4 Jte glut Unit See gad- pjt Thl 1 Sweden (Kingdom) Ministry of Defense Sweden Defense - Swi tzar l end (Republic) Dept. dos Inrern Switzerland lnnern - Names pertaining to the Federal Government are indexed and Filed under the "United States Government" and subdivided by name or title of bureau, department, division, commission, or board. LIM F;[st„Val t Second ugi L hT I,Ed Unt,L Fourth Unit U.S. Department of Justice Unitad States Governmant Justice U.S. Treasury Dept. United States Government Treasury Names pertaining to the governments of States, Counties, and Cities are Indexed i and filed by name of location, subdivided by names of departments. City of Beverly Hills Dept. of Education Beverly Hills City of Education California State Hoolth Dept. California Stage of Health Names beginning with numerals, or. rv4ma rais within names, are indexed and filed as thodgh the numerals viere spb.led In full. The entire nuioral Is considered as one ` unit In indexing and in filing.• i AnL E.t rs,, l Uni,t Socond Unl t Thh10 . EgYrth gall #1 Wilshire Boulevard One Wilshire Boulevard Building Building 106 Fifth Avenue, Inc. One-hundred Six Fifth Avenue locorporated I � rl ,� • '� S �� 1� F, r�.�y: ��•�.C� '1��li't��i������ i; Pp �' '�� •1,S. r �4 �I�€�+1� .��;!�:'� �+I'�'�"J� tw ..,•'s �� � �. { �:��^�i• �:74" ,..;�.}.� 1.1��•..t.:.,n't � �}'I�'�. "!•�� ��, ,ha� one "v�t1Y � •ki�j� ��u�,.'. .. I, �! r � 5 •5.�1' �} y +� i I•. � f..id• `+'•'v�'� .�, j i�t �' F.JI �,, � '.•.,s,, ra. ''?!, �i,> t �. �.,,� •�@. � "��, � � �� 1 d i; •' }r. ,�.;,�.I:. 4�•,y>�'T i.'' �4,� ��. ;S��IV.�.�, •.�,'�"i�� ��. .rt�S Ail �,r�}}� ���. 't4v,�':'41q'l �� .���' '� 'j !",�.,�t� r9!t�j �,p"'� ;,•� �., �L ,Ft,�,�,�, 4'� � k��i' ,., '� f•.��' y"�..f� i5 t� J .l r ,'ii� } �) ti� f.n•,�' '� Yl 'S � } (r I l 4 AFx 4"ra � ft(�� �rSy��} 7y 171A<�� i��i •yM�' 'r. �.f�.� ri� �} 'lk�� `!3{� „�,'.j yt �Y �'F a Fiet���•. �z f. ai" ��'� �� '1:" �}4 F F + ll''�,'�da5it^ 7�4 �✓�., �^'�.y! � f1��} �7,,'�t.R'�M, i.1:S ; �6N��' �:!.C.� �' 16i' �It 71�� j, .�}.� � v11t{�;�' ��. �t ��� d �. y, i .y, f •I f .� ,�' �iy� f� ��F� ,��•1 i4f���1��¢G •+�t r''r.�ppMA� :r.�!'} !!.�h.fi� 4 •� • •r�F o;.a';+.'�'t'"1���'S .�.. '� r �) ��'�, .{�� � M'Itt ��',3. � i,s� "� k,� .�. � �r .� �� •i �ttw ,y 1 ,!"h .1+Cu"' t! t t} r. •� �I•�...�y, ` �.r � '. y�. F' � '" H 2 fY ;d..� .a.a i.� li+.. .i..aZ61r:.aw:..+ri::.u..3�:.:.,...'.•. .1.....1.....J. .. .a........�A..•..1.Y.:. .1�. Sr.}.:..t:.til.:.}'...1JL3.�....a...:J a..-......• • f w.. ABBREVIATIONS All abbreviations, when they constitute units of filing, are indexed and flled as though spelled In full . Hama Firs_ t Unit Se .ond Unit Third Unit Fourth,Unit Terry & St. Clair Corp. Terry Saint Clair Corporation Y. ► * Co A. Young Men 's Christian Association S APOSTRAPNE When a word ends in •s apostrophe (s') the "s" is treated as part of the word and is considered in Indexing and In filing. POSTROP„ HE S ' i When a word ends in apostrophe s (Is) the "s" is not considered in indexing and filing. G 5Pi r;C.jAL-_N2 E Each P-11017ant in this first session is urged to review the above basic flilrg rules nd to test their application when engaged in filing activities. Then come to the stcond session wltn any questions or comments produced fran this experlonce. I 1 i� I s 9�,qq��', 'F, 'S) 'r(1 1;� ��.1�•`•`a,.�'. 'x+ 'rr/5't(,\ — ^.�!, P• `�7;`.�4��T'C'i"V.'.t.`lei,�5 'i�+�,'.�",'".R 4T'.i r7,� .s,},���., _ . k:' �i ' ra�;Mi -45,� +�� x � 1� P. '.�'� ''Y�'\'i.' L e'.` ` •51; ,•);.,c`.i 1+/!v,r}'`i �. �.. 'r�• �,:•�r; 1'`,,�•c ,�l >��d, r.v 6V� •.��;�'� � V it rJ 'r,, '''•"I 'r�' ,• yy a V r�.'+15")' •1 i '1,. r l• ,1 fC f;x 4 , �.,'t � '� x• r" ','. ,j. !';., ,:yf ',a '•q'�':i .y Y� � ,W � .l�:L l.,�' ''"1, "i.1'.,, .+ L,'.y}}','�i '(;!: l+x. !1, V,�n',{ .,�1'.r � .r ,.• ,l,�.y,.;4,;!k��, ;1. i�fi�ij�, I,�l' .�,� f,i •,f..r1 .f�c'i"".�''r'i�ff '�r ,4. �.p yr',,•,;:,1 . � rf",••i. ',1l)�'. r}�' .i�r � l'' .,p' � ,t�J�;, ,; S,it .5. G.x.'e, ,t �••�`'r 7' ')�. .�'``(r. F'4t •i?•1. pr.' i ,.5,, .,; .•,,`„�. :F.` �1:4�v'; ..�. �r,\: Jl• ,P,;�1 \' �`I� �'!.r�`1.5, w� •r: •��' 'i,�� ,'i1�I,���1�(i�ra:.1 J, {1 � rj^'•;p p`' ,,r,` �':��.. `'4-(�1 ..�•, ��� ,r•'',i, '�.7,. q..' ..�; ',1�1', fit' �'1'�1'•;,=1• .r ,t(; + ''I J .ft.''� i ..� '1 .A,1. ,�f ;. .l, i+alft '�, rl, :!`� ', vl .(. ,;',,{s `.. .� ,';� ip' ,�1,lv.t '.'!' •t t •.1;';�•, Ii. .;V I' '1 'rr';���'`.ry 1' 4 `x " ..�",1• ,r I, , r. '. ;1. 1. ,;I,i,.. �,:':�, ,.r.� �i'r L (F` �ry, y,� 1 `i l, ,, ,f y,. r ''{• 1 p,, li ,l' 'c � 1�`'1 1t p'..x; ll' ,{;; .r....•.•in hilt 4,"d i,�! :a,.• � i.t�a� L ^°' ,; '�� �.'y jllµ•l:'r ,�•'•4^'r1 �. 'V. '1� �. 11l"+;�"ri }r �t�Yl,y,, �' .i",l'}�.yst`:Y�Y.�p:�,r.}( ,ti4.>,; } Y ,Y. �.. vy�'`•; �Ir •�' �.( i.fS�r, i t' , 1 < Z' I a�}•3.,v 6' �l , `i' 14 nr.'YT�'(,� p' '�Y�'l�f�'p•1 � 4, :rc'' ,i�, i �V'r{. {Y t ,. r 'l � � '� I�l .�f"! �t''"li {4)5 .f 1.{,'�'.t Y�,i'r\,f•r. r'�r.`-•,l ty } r'�',�• 4 l,'1 p '' , y •l' `J �t' r `, 'f! �1�l "'J, iLZ ( , rp, i,�,,'.p��, tilt"'•�l ��{, �ypyf,,.+t,y.}.y5� llt' .4p' } ,�L 1 � !( 1.Vi�\ �+ ` Y `t� q ,`„� + .l r1 t l t'`r.•,A,r �y � `t rl;prr,'+',1 f y•,�YS' ��ii . lv� p � t 1 j 1/u..._.. 1 •' � — � .. .» _ ��� ._.,�_,._ .._._....'....... l 1`'�t r '�• + "',•t l ...,y......�....____`• _...�. , 'F " �'l•l r l ' ....a1..'..L.�.....•.... ..........,a.._.1.t�.......-.....�..�a...'._.._�.I.l_l...t p ..r.. ._.:.:t l.. i, .....1, .._�......t_a..--.... ..,.a...w c.._. .asp... ( •, r 1 't �I..x ,l s{ t, ,l Sr'ti �i 1 RECORDS IMPROVEMENT PROGRAM HUNTINGTON BEACH, CALIFORNIA f1 � li Prepared for the Office of the City Clerk } j I� i Prepared by Ganilin iAustries �1 322 Linda Avonae Balboa, California May, 1965 i . i f I I i } I I 'vim 7r ' 1 y�a1�' K�0 •' I 1 R 4 •A. �jF` i, ;.. q ''',' •• e �P'V .,k+�'' u��} ' j•y!''6 + '1. '+ 4 •�•I.;l�.'��,5 ►� A �� {n�r I.� i .".. .I � �'iil'i, 'Y,�+� ;.�;� 11titt , � t .r r ay�.,.'�1. ,�.l,e 1�••;�• \ti�4• 'ti •N.`y `{ •, bl , i 'R`. +'ct '"ya�?'1.'h�l, "' 4' :ly.l.�'i' �. yir/1.Y;>5,Ye1 1 "�43 •+ .Y�.r,",E:I' ... Iib.r�J, ,: !r�'d�,.�'. .s lh, ,;;;1 ,' ++ 'i. ,.i..:}{,'i� i � {� iA A�i+�S'cl ���'l i ,i + i• Y. i ;�.:, tS'li, } •,r,raa. Yf" Y'. , ., .. „? � ;�# Ff.v :y�r; ""n«.•�1(id�,:l� a{ .{,r�. , , 1�;}�]','`ri, :1'? fs";��'li, .1. .5;'�, �•'';��1, ',i'�� ���,. •; ��jl 1.i a�'^� i4�'�, :y},t,., .li}�!'"' 'R 4 �r'4•k;ti'' 5:�1 F1 , i I � ' IaBLE QE pNTF.NT,S ? Paae Number Foreword 1 i Chapter I: Indexing the Legislative Minutes 3 t Basic Classification q Flow Chart of Procedure 6 '+ Procedure 7 i Sample of Legislative History Card 10 I Master Relative Index 11 Sample of Chalndex Index 12 Numeric File Folders 13 Sample of File Folder Labels 14 Typing Chaindex Index Cards - General Instructions .$ I Uniform Typing of Labels -- General Instructions ,is General Instructions on Indexing the Legislative Minutes 16 Chapter II: Indexing the Dends 19 Deed Flow Chart 20 } Procedure for Processing 21 , Sample of Deed Register Carol 22 ' Deed Relative Index 23 i - Sample of ^.haindex Cards 24 Chapter I I I: The General Correspondence I'lle 25 File Folder Sample (Straight Line Filing) 27 '•t I �j 1 i �I I i. i i I i MA ' `".j" 'K" S'. i4r'��'M.v >r �4; a K" rh r{} ' + '�e�.�Ell ''4� �'�f ,' ��' •`34�!y7 .,�;�� tt, trl.,Lr '•' �',�il�i .-}�+'�s' r� 5 .� l,k ,, >r, ,'(y�,''. „''� +st�y�fey� ra ,1 Q'.►�f. +'yt. ''� ,, � 1 PK,.�I :r" )�{'�• °• `°Sfai'�.°�"�„•' y'1�i, ! ,,,:y,T�,y. f,<:•'i r�','r .I,-�y ';7 �', tt:;' 4'lii.. .f: { =STY E1r. trrr' 1 FS C'. '� I �' ;s � ;� , r S 4�r. t+•�`,r 'lei. 1,Sr. yar!'•,,Il, y• r'►1s �Y� ,.�,;; �. 4,.' �:,f , 1. * .f a, i''f'}^G •' h;!"<r "�. .,Y.t�1.15, v!d �7'' ndl;�� 'r,�'i �,�;r t•'',� f7:M.1,. ^�•rk'F�.l,�' p e �Y f,5,. �r�','!l( f ,r.. T, .V3,a '1 �f�.�.k i"r'w,;�'• S�' ) 1 Y2i'L t`� t, �h .w41 °y•1,''7':;, i• M,6J.Y_ �+.tvi' +. 1 ., r),f�„,t ..1'� 'y' 4ri' +•A 1v, t, r G�,.'. 4,+1:�' ,. r s'. 9l.�, .$�`tC su .Y f 1 ' !°l�i ,y� , r•:t;=..Y),.,-,�� ,1.,.,�Y,tT. :y� 'i'i:�k° r •t��, 4� i`,W,i1.,,'�°. 'S'k ,� .`i`.� r.r �� �r ?.; �.io�',�"++��`•�k4,`Y''W,°'�i.y,T, it�l, i.•��' �� •'� ,i.p � �•,'N •+ '.'4.1+'4'� �Y i +;.rr '�• +.�' 4�^,: \ r .Y [,i'',4 S' � } �, .+�1g t 1 ^ i. ,W� °.Y�`,.{„�P� °.,rJ!,'r5 r,;�l.,r' �'4,r� Yr i�'�'.Y'� i i 'k �r `;'.'"'r:a•f,TL'' :.1' '�;1.4y'.�"1.i .Cat'%• i•'•f. "s +1. ���(.�yr°' -1 fti� 74'r,rt•,,fl;.T,�' Fs�f ((pp,rI��(�qq'...y. .� f :;,''la ,,, >:''l,, k�'�,,'-{yl ,r!, a"7 ���ry"� ''+.a1�•��1�,'h irFV rrr,�,'�'u1' ,1��Z,�1ta��.'.,�.{`�Y�� '7,'w..kt ,.f t�l �Mt, it I � i �rf I FOREWORD From the crude symbol vr'riting of primitive man to our present advanced state of writing techniques , man has relied an written re- cords. Todayrecords are management's documented and accumulated knowle,ige ar' "memory". They are the implement necessary to the control and p,-secution of modern city activities. Written records; r are such accepted everyday business tools that management, intent upon service and production, frequently fails to appreciate their value , or to utilize them effectively. P.ecord keeping is no longer a ! stepchild function of the: city organization with piggy-bank dimen- slons . Records have assumed elephantine proportions. The office of the City Clerk hiscorically i3 one of the oldest in municipal government and is one of the first positions created to- day with tho incorporation of a new city. The City Clark is the agent of the City Council for the facilitation and accomplishment of the legislative process. The City Clerk is a ministerial and not a dis- cretionary officer, whether elected by the people, or appointed by the Council, and her role is essentially that of the Councills servant, aide, and recorder. I Management files records in the belief they will be of value in the future. This is accomplished through the "filing" function, c: which can be defined as the science and operation of maintaining records according to a definite plan and arrangement in order that they can be found when needed for reference. The filing system used by the Ctty Clerk should insure the prompt finding of records sought. The ability of the Clerk to produce i quickly and positively the single record from among an ewm-increas- ing volume of records on myriads of subjects is dependent upon the selection and effective use of a sound classification, for the records, and the consistent application of correct filing procedures. I i i e y �' f� 1, t ; •e F 'y , k k i �,4; , „ , ka'�e t.t.i, t,,; �w, ,'1 fid�'�h , r. �,' ,iii. .l'�,i� ,�. ;�`S` .1,�^4ry�pyh t tryr '6t. �•yj�iP''r'i Y�f'o���S .•t�j 4'Fyn6.ar•�. ','�.i((' ,yd.1' N 1�1,'�. � 'r v�\L:.�..{a •a ,�,• '1,.4 �� +� 1, �f• k+' ��.,• R'k.. �' 1 1 71 Y�. •.A C�:+�+� �' Y 1 ,`1 !�,}_1 :•..,' ,K ,. f�,',. .. S Y, 1 y,� �''• r. ,4t.• t ^+ 7'�a f,r ;•�pp. '`,`. �•'(;.1 i '!'Y*�r•. ";7'\,1' '�',.4�1 .' `,�' �4��, �.1.•1'• 4 1 j ay w,� ,�t v yb o 74� i 1'• ,�}',,(1,1�iti1''slSy ��•'�„w;.,r���� .Y3 3,. �K, •�•'t 1� hti'���r :3ti+,�:1:1T1Y�.i'Pt73 i��.ie�1.Ll�d�.�4•�jrC..:LY.:iri.,h 1 r� i � Filing is the indispensable service function of the City Clerk's organization. The quality of the service derived therefrom either enhances or impedes administrative decisions vital to opera- tions. � The effective operation of the Cit:t 1tdministrator's office an of the entire city government is partially dependent upon the use by the Citv Clerk of sound filing principles and practices. The systems herein described are sound and do illustrate up--to--date methods that �4 are working successfUly. These systems not only produce individual records upon re- � 1 ' quest but also provide as part of the indexing process a complete �t legislative history on c t value to the City Admire straris tar legislative history is o particular i and the Council. M �1 9 i _ 2 - t '+�' 1 J I RK TOR t" r�r 4r i+++ '�.• +���.� .� ,.�. i+• r:".. I S: .��,•. '!�!! ia� „��, 1 f, ,Y{.i'•�,• 1 a4 vA1 y.t" 4r. ;rf �' CAI ', .re "«!s;•;1;+' A r .{. f , S ,. � 1 1�� (.k, -f� a�, .'�.�-+ .I h i' •r,i+11 rlu� ��,�•v..! .:1i` %t• .yf Y':'F ,.fir. 4�.!+.. ! r+q KVr'.<• y+'f r rt•`';. :+ f'L ,Vu 1, j�'i} 1.,. y ! i,try r'tr r i'er . t. 11 y 47p} f•r ,: �• .f' 'lwr. 'a �`�� �. ,• �,. 4, ,,' .�,� ,.� �i„r<;rF�r". ,�� �a,,'. 7�1 ��; fi. k` i i 1. ,. 1{j�•• .'•, 7� �.R �;•''�'��.. �� r r�& 't � �� )'�. 'y�y .�,'A f � r; y ` a Yfl.f{ rySt' a++ } l.i• yY' � � .r , •� :k,.l' ir„ �':•;'. "•i".� + ,1`5!� i rw '��F } 'i f�',k S h 1 4 �W•A r.r't dj ,Y r.'•�,{ •tip }7. l'{ ..,�.•K',;.'t".1 5.. �il•r ,v..h ,l4 �' ,;?,;i• �S; 9Cj��.1 11`pr,'r,�.ju •+ k h ri F,'' ;�. +1,1 r �, 4�• hi.',(}1\:}'. ,,;�,h;•'Y` � }r.''. i y y, ''+'" y' f"ti . �r r 1�? i.;�1"4rill°d;�@,r ��" y}�.r. ,ylr' �'�. y'�ir,.�) tl 44 !'{j gryr �0. 7*Cit.�; r :�,'•Vy\�y ,r`,°.,(rv.'at i• r!;•(7� 'lire, Xtr( L I'.11'�� G; 1 Y Y .•.�'"?L�;'�J� A1ti;r '. ,'ti .t��-. a��.:F .+."d��.'i�i1'b�,a./1J��'�L'�4i/Tu'7�' �'!'��'' .7i:.is1'Jw,SS4.i..L...yS.'.L'«��5.,,,.t:rl``15:.+12r.1:.Y:1 i•.y. I i CHAPTER I It INDEXING THE LEGISI ATIVE MINUTES I Since the minutes constitute the most important single record ` of all Council actions, it is important to index them with complete- ( ness and with correctness according to their basic classification. The simplest and most effective means of identifying the subject of a Council action and the records related to that action is by pssig I meat of a serial or classification number; these are commonly calleedd "file numbers" and will be referred to as such. In indexing the legislative minutes, the first st,-p was the determination and compilation of a basic classification, or file num- ber grouping, that covered the maior functions of the city and repeti- tive actions of the City Council. This basic classification ororiginal group of file numbers encompasses most of the material that is pre- sent in the City Clerk's office. As new items appear before the Care should be Council, new basic classifications will be needed. should be added taken when adding them. New basic classifications r only after careful consideration by the entire staff. A classification should be broad enough to allow all facets o: 6-he item to be included, yet specific enough in its description to avoid other possible con-notations. The present basic classification will by used for many years as the major toot in the implementation of Council actions into !� the legislative history record of the City. ' I r1 r f I - 3 - , �(np',�Jrp, t +� 4� ,•� �',,,'LY. .1'�' ''IY''Iil'h.� 1{'1 � � � ^1.,'.Ir'. �,:,y.1��^�,'q y`�i:,�;�.��'n'2yr. '/�'r•.y ��r�!'L!��� ,4 mq'R. r, 11 '� 't•�� ��4a;�' 7 y ti.�'�'. Y,.t {t. � 1, �i,, ,�. .ti,.��, �y�,,�i �t.r'•h.L r;1 L � � � �,'t ';,• {,• {, { � t ,t fi, 1 ;4 �! t�/)17.i �' 4' 1 1;. � - *' �k. .i,i.+ � �Ir )�•,I,f t4,.�.. }; �'tit'I,C."S I,. � ,!i'Idl:.f: ��t.� .��'.Y 1�'..Y�.} 't,,h ill r It 6 t'ti �4�M r�.. v� r 4 �5� ��,,, j;i;�i�� h Y�', � � �•.�b;4�'•Z`,�r;`,^� �ti � .� 1 l q�t\.i.;l�ir„1gi,•�v�' !' 11;11 )1C.�,;;v,)i 11"i,.�•'4: r'�:�i., ,0•�� ��t�. ��i� �j ,�„@r !,.�1�. .! 11 f •.� '/ i'i la$ �+ J\il�l'1•;� f 'I y` ', I ��, , � /. .tY f� 1 \ ' ..tt Yi•I' y � XV •IC i �'k',t �''L t,' i ° '�t,r,(,�•a i.Ml. ^� i ��'t�''�' �1�, .1 �1 1 .`.�,,•�� (...' �. '�i�'��, jS Itir�'��••^ .�,' ,'���. ., ` r ( j� • y(' � ti 1,,�'�`.. i r;� It ii h,.4�� r'x ,'• !,•,i) r�i+t; ��.; x `�, +RS ��, �{Y'%, �• � '(' .� ,^ r} 'y.. 'ti..'�'.,•..t h a. } :: ..1 t ) t�• r �� ai.;:S1c� .�i w!d L�S.'..�aL �i�' 1{'.R I'.k4,,� Ir 1� � a 17�) �., 4}. {;� r�h1 w.:ptr.:+7f`,..4..�.. \.•1 ':�,^�`L.).:..lakS r.G.t/I.TiaL'.W IJt'Ili��.U...:.Lt+.''t� a')Y�... A�1 •1' �,47aiS:h 'e...i.Ai.:1rtu4+::..isi�.Ss'i•L.t+l'.::wi:a.3.�1.1:�..+.:...., ai�.l�,.F a.1 ' 63. Library 64. Lifeguard I !partrnent 65. Lighting Districts -- Street Lighting I 66. Master Plan - Land Use j67. Master Plan - Street; & Highways t 68. Mosq,.!ito Abatement -- Fly Control 69. Municipal Buildinq!3 70. Municipal Code - Codc Change 71. Municipal Golf Course 72. O!l 73, Orange County 74. Orange County Board of Supervisors 75. Orange County Boundary Commission 76. Orange County Health Department 77. Organizations 78. Parking 79. Parking Meters "a 80. Parking -- Off-Street 81. Parks Department 82. Personnel r 83. Petitions 84. Planning Commission + 65. Plannintj Department # 86, Police Department 87. Policies & Procedures 88. Private Patrols r 89. Proclamations 90. Property - (City) i 91. Protests & Complaints r.� 92. Public Improvements 93. Public Works Department 94. Purchasing ' 95. Recreation Department 96. Reports - Studies - Analyses 97. Requests j 98. Schools t t 9S. Sewers - Storm Drains i 100. Sidewalks - Curbs - Gutters - Drivew&fs 101. Signals & Signs 102. Solicitations (Cherity) 103. Streets & Waterways Improvements 104. Street Names (Numbering) 105. Street Openings & Extensions - Clc,31nq; 106. Taxes 107. Taxis ' 108. Tracts 109. Traffic R � 1 ! i - 4-a - ) tl . 1 i pp( + .F, L r �`kJrt }, '11.'h1•'. .'�,,.C� J. 1 i5 i, n •C; •+,``�J}Y �;F11. �. ,•�:,5 w,1 1. ;,.+P +t ,`. F '7'•�r4'r. X }YhY. .4�! t�. i ".' ��• ,1., Y" r � �ri•.,'w a t..}} f 1 ,\. d+ �' S'�L�i t:i!+',V'.rl,•,t (, �''! ><t�R`;N'S�' 1•Y'•�,I fi' ':�. '!•ft 1•': ,';. 111.r/�h• ,/ N`' � '�,�'�! �.�•i'1�y'4,t i� §�� +.� .,+I SH�1:� 'S.1i�r� e 1'�.., �1• (1 / � h 1•A \ , 1' .'� �1 r , L 1 IM ri �''�i r:'. '>< "a•� � i , � 7'r �:� i, �: t, ;. w �! 1 F 1, �fia ;r, t '.� ",,'. ;;��, ..0 sl 'i r i t r' k�W°'rayy t••;'j;Y�r.;i' �, � ,� s., r �`' �.,ti !,�` +.r�'� �''?• r �?f 'T '4'. �t�'��;'r�•1'o.r., yht�"'� ?i� ! S ,+.�.p „y'',�t�i�; r;I1'.�r hr�,'',�,�,•. 1 �' {�" ��.� �t"`r�:si;f;:s;s;�c�.'�4 j : 'z �.�'?+�'"�,� I .bti J)�.`'• � ,,. �4�y�+,�;,",• + ��'%���r,Y�,r,.,,r. ti" �: ��y'•�. ,,;;�I xr �5 ,+'�• fJ�'' ,I,u.�:4. 5 '.,, .t,,�f. u.R.u�y{r .,•��n S�Mh t'I��y Ya " ti Y�f'�r, ':1'.ri\/�a�,I.•i/l,1!'.11141.'�t r�Ti1]11iY1'`��'C� •. �'I.aJ1DYJ�4����' M f ` S4� I l { r r 1 S 110. Trailers Trailer Parks t 111. Transfer of Funds - Disbursements tL� 112. Transportatlon - Rapid Transit 113, Trash Disposal f 114. United States Government tt4 115. Utilities 116. Vacations - Streets 5 Alleys - Easements r 117. Variances l: 118. Water 119. Weed Abatement 120. Zones (No Parking) 121. Zoning Amendments - Changes j 122. Hospitals 123. Airports _ r rj i7 1 i , 1 - 4-b - h t w + "l) `,•r,5�^ �'i i.Its .Mat1:{� ',h 4 z�� �a".}.�i� .�� l; jai.Sq�" •,�. '�•' y+� }„ ;� ,�y ,(}iA' i 1:?4t��Y'IM . � �: 5 .(••i ���� ;� •� y• iY Y � ,1', ,�� �,'.' tY•;i4�`�Y',�.v'�M(,'F�.'�F."1 ( p ;:,(��• M�Si} �a,'"t.t(. Vw, • ''S: R •� ' ?"' a : "it t'. t i �'` •I}"i ;�;:.. 'G i' F1� ''k T,r `'�' i Y C r ��1• .i4 �n�'!, �t{.J+ ,� t •I� "�''•{�� ,tl'"iT t. ��,,Tn� ,, rv��' ,�'��r h•:' •., "'+I]':''l�f..a.r ' Z....,,J;,f t'��",�1.v .P. �' f,y�r •'q'�af11F} �} ��;11 �. �. ��� ' � } Y'�'ai t' w�� r'f•+�?} !1 tip` :/, t�}'fy 'io ' �� Y�'P r\ w '�'"�',k M f r�, j,�•11 �.F`Cw (•} '�,'�" t�.+1.' d { 1: y MI ,, }, �. ILI``. }� tlL, ..,tr!;' ,t,aW3'.Gi:i lar��� i:�"'�it:1�YL� i'. y�3 c�u�:....2i�L:rtiL.a.�...1.6� .�.LS:1L�x1��•[il,}::.i.i.,�vY�.:Ac'�'13::'f.aa'^w}SfiW.t.:Cf.�i;s.�s..'�Z.:'•.Sa:..�+.' ` L I I /.a>f I • Basic Classification 1 20. Abandonments - Condemnations - Demolition - Relocations 21. Assistant Administrator 22. Alleys 23. Ambulances ,1 24. Animals - Birds - Animal Control - SPCA 25. Annexations 26. Annexations - (Other Cities ) 1 27. Assessment Districts -, 28. Audits - Quarterly - Yearly I 29. Beach Pier - Concession 30. Beach Erosion 31. Boards - Committees - Commissions 32. Budgets 33. Building Department f 34. Bus Service - Benches 35. Business Licenses 36. California, State of - ABC - PIIC 37. Census f 38. Chamber of Commerce - Jr. Chamber 39. City Administrator --� 40. City Attorney 41. City Clerk ; 42. City Council .-� 43. City Treasurer 44. Claims (Against the City) ( 45. Commendations - Certificates - Plaques -• Service Awards 46. Commun'_cations 4?. Conditional Use Permits 48. Consultants I` 49. Contracts S Agreements J 50. Crosswalks - Grossing Guards 51. Division of land 52. Drainage - Sanitation 53. Elections 54. Finance Department 55. Cire ,Department 56. Fireworks 57. Flood Control 58. Franch!ses -- Pipelines 59. Freeways 6; Highways 60. Gas lax Funds - Dry Gas Tax 61. Invitations 62. .Legislation • ' 31� u�+ ��} 4 tir• L + k? :'il ''If' r; 'Jl;l�c,,•j S� at, �'+' :y •!�+,tt yy t•1 c� t.l:^' 1r. d. 4 ',h r�•prf t ( r. Nrl,'. +� Y 4k` ; Fey •r c "'r !V+'ITA }�1 as f:l dl�+Y/l, :. 'jl,•,';'., jX .c•ai, ,q f '1 �, ,t• rr ,y, a �t, ri `,�y� .a"�• c^ kro yt, '' ��a ;r :n;,r .,,�,fSo.; •., !r;'; '"q'41 n 'Jl.+T+ '�; tf'A. }. �j' a`•,, •„ � �„�, .�.,ci '•,� "� , I,,J � �,: hk'�.. + ,r� •1' �, a K+,.� }„t '� ; $ t d ,, r;•iti ,•.. { t� 4f'i ;? 1 t 'ir:' + 4' s.'1';,� �,1 •: rl 4,� r4tp + r h•t ' �;' V'� a�•• 5• vk l r.l 1 4i, 4+ i ref; '� a i �qw., '`X',• «... ;. a.Fc+r ,i`. ". :r• �.•4• a?t�• :.� IS: �rVa1 i'�+� , � � � , w'c'�'y�,LJ Pf }+'.t:'. J�• a ,�' •'�. �k �'"i �• k �' 444 iV 1 r '+.• r: s a5 + r1.S •A• ,Y i i• ,,c �' ,••,I t•Y11{{+#,�A W i 1>�i �'•�,,pp11''r Y'¢:.�j q}{y d1f.'•a i' }}4 k �+ �`„ ti',{,(1 ) ,. V A�t' f'..,,�,,.,`1 ,i� Iti4 r"+?a1� a 4i v. !.••�VI`l.f J''x'1`'{ ;ty:+:� f� Y� Yf t,+'..� a. F 7 1 t W'Y S..N N i.•' .f�,;th./•„tr� ',•.14{i�.a�� .. 1 ,{�:' f '�,;�+,�. 1E�'�< i' i:; t ��,f;,+�ix V'� -J�;`,r'4. .,�iv ��h�'��'� V't���'a.F�•��� ;�i:�. 1+:...r_ " fi,,�,' + �t„ti'1I1 c{,{�� }1i�.. '.�aY�'.` ''w:,.r.• i'4`'�;;,, '" a..��4':wh.. -lhe second step in indexing the legislative minutes is the pattern of indexes needed to re wires anex he Council records. The use of supplementarya alphabetic index file numbers automatically q for cross-referencing b cilerecordse isattern of unusually dexes romplex�ded for Pa�1F adequately indexing Cou because of the complex nature of the records themselves. it is not sufficient to index the minutes alone; the other pri- mary records ana all related records must be indexed in relation to the minutes. Since the minutes explicitly or implicitly refer to all �' the other Council records , it takes only an extension of the numeric basic classification and alphabetic lnde:.es used for the minutes to make these serve all related records. Detailed descriptions of the indexes and procedures for their use are given under their respective headings. t The third and final step in preparing to index the Council ,., minutes is the initiation of file folders paralleling the basic classi- fication. This group of numeric file folders constitute the nucleus of the physical filing of material relative to Council actions and by- „� products of these actions. With the fundamentals necessary to index the legislative minutes established - 1. The basic classification �M 2. The alphabetic: cross-reference index _. 3. The numeric file folders the following pagf will show the mechanics of indexing the legis-- -� lative minutes. .r • ;4 S!i 1 ' 4�•'}, } ��,"4. !?l'R ' � yd' �'n 7 r �. ��•� r � I .^t,7,S1���J � i `�� �'''•if �`Y(�d�1{I �j J�t •�.�•�'��y. � �F�t •T�1r�r ti +^� '� d ''1��71� J, 1"� r.•li } � ,,a +• � '.• t "� S fr7 �h� �• +Id '�St!}"4 5� ���', , ��� .j 4,r S +1l��� :14�' +Y It 'M '�,i'•� .s.,,`ll +I Ri��•f / '''��Y�,il y�' ��+ 'Y:.•ih 1� .4•• '� 'P J •��..��•{•�� ?����ivY'I��I�R''."'�1'• �i•• 'ti,`7rK� ..^" 41 % if .�,' 4, ,I�`•, �J� f ,IT'+ � r,l ' ,f`� ( �., „�:•, r•r � a �;.!tJ 5 +^�� �6. h .r JR J+•;'.. -p• { � � •�,; r. �'. ('C�, ,'�..Ir:.:,4' .� �.� i. �.� •�, ,.M: 5 F e i'� �i ,• �y�r�> +xl. ,C y� �\�• .�Yk,1 Y� '��� JJrr�� 1L 1 1 �� y ••fir•' 4. ✓r{ 9. 1•[l� t J 1'e) iC•ny�%r::•1'W�'• �J.��� �.CN� Yi'/,4'115)J. y ,� '1 iT( �lY il:�, 4 �• t! Y .. �•�� 4444 �'�j° r ju�i% f�4�,rt� r,' �, .`�; t ! ~a '��.�: �' ► .a• �t�.'•1�' .i�. v`,'• f Y � � k'� ,�.• .y._ l f 1�`1t`. •`1� ��41 ) ��' f' R: 1 � t. }.� n:R. J '�� .f r Y `"! :� h� [I r '4r1!'�•��:L.�.YJ!'+73 i1.1.LSirL'YhT��Y 4 �y��g��� 6••. 51 0.�•`,a�.t' 1. f t i ��C�} Y y �rR`f Y �, f('� h����f h,,��4 r if•+�i'n���i�..��'` � 'r4 � � ► 'r j�„yn.5.111,. 'L:l'ita��.at..��i1i•�J�tuI ��LC'.�LA.If.:.�.LY�..S1J+�'.I.k+'W' s•.._..'.�.'�.ilk 4 €� f ^ AlbfXIN6 L f6615Z ATl1if "INUTfS Read //Cm ' De1`crr�rinc Srd_jc<�` C/.�ssifcafion C N Namher/f ri M411MIle8a4arcv.4ge s f'u//MRDEX CARD-Type Cduncit Acfion 7-A X on card-Ifnewlfem rr►vcardis iinifi.�/a NamSeradder/;0 lassie clans%11"1147//S� NC I ` SK ,S,-rl KARDFX CARPS�a nurr,cric.Scgch,•rrrc I � 1 f�F /R4//Alur r hemd file Fa/dens i PM pall rc%fed Mari-VI S'orl!7/ir7y Af-Pleri r/ 714mo wwl n&vrr6ce or,olAreA mmet,--le _; i�arrr c%arn� F `l+nch 4x.✓rilc Mar&rial in Fi/c ioMe.-s Tr' Tyoc CIMINIJfi'rKel* r/+nclex> 1 Re&-n Numbered folwv-s fo A//e i SC Sorf 01W,yDEX(,41 A/'/e 01X1,,VPfT C,-44Vy1n kc t�/r�aex ti' Fi/C K�1�PDEX C��PL�S i _ r '`!, '.1�jf��jj'�u. ' • .i v • � �' � fr } „ ' v��.Y �'�, .1��' 1� `ti 1 r'. •F1�1 ,��i:,''.`�?S , 4' '�'. i!.s 'S �x1' ''!1. 'd ,:f1•..fir;.ay. rL } 'rl{��� �%1?,l.'�4.�..1,.�J:�l' I. �,�' 1 � +, ; ''h''� '' ly �4�!' ^�f.r ' ?.r 'a i .r '" T d• T '� . "^. �`y'{'Ij '. ••+ti'� t. ,Sk•`;.�'y. b. .ly, '.: 14`:��'t '§. : Y ,1•. .y 1' A�' .'' •,"�" -S r.�bi. 11 'M I;. �. �,. b• �+•'' �' ��`'�'� ,�f �M ,'�1'a, y't.,;L, ,�, � .:,� i�.' . �„ ,.iaX}.�'r t a, �:'l�'',�t, f�l g � ti�o� .,�:�'11r t �.: ` !' ➢w 'i:'t•. �. ,� f i•ti'. .ry n >. ''1; c�k' tir .4"' 'T •�: 4,r}r,k.4s;4Vl '•\ :, .;.'r, r• }r�i�p fi?.,11 ,t��r ��'fd�r� ifpS ;f�. bT S 5•. 4:"..i ..-�'t1..,.Y,! ,.�,1 I v •Y� "51+, +y�'A,n Sq 1�$••�'�•S", hi"S 1•I vIr�YL'r l I."."Y �'i,•"b,,,,. , "xf .1" .'� M i'" '1•��,'�t�l ,I. .'�';,� �{'.• 1' ii "e y'�r••� f�, '� S" }} T;55r, �. yI. �T.ylr'�,{: } �y tiz r;�lr.:y4, ^+1 ',(+V${S4Ap5 �,>fd'j f' y . /q!p' '� a ,k; .�.. ,), 7 � !7 }; (� fi rl; F,' ,�.!'1'"w Y 17 f{, R?�W.. v� Y ":• ^1:q t 4. 1 X�A" y.�,...�'�" ';'[7y ll � t n)' �5•Y' i � 1'd [w�!IJ4t]. i I l�r+ 1 .t"; r•.ti,h: �' a d : t,,'"N,y '�1{ .1':ji:C.,':; •:ly-r., ,Y,+I tl4: .J v r 1 •. , S�tf`� { `?1 � �. '";��;,h a:`i /.�1,��•"1�-. ,! •'{�'�,•;)'t�,t'' ��.b4.'�• •,�, �!ti`�1 r •:a' �' S 1•:•.'� i i, '+•• G i' ��:��•Tt, y i'•'�h,:� + � y, '�, f `{'• ' i� � erl � d, ,•�'•, '/• 7 � i i A::. ". S.j : 1 ,.. 4 1 �' � L. /r "1 t1+ i �p� � �' {'n�`"4I ,i' �►�:�3i�S'�'�2�.:i�.�S.'ii:�.�'Y1L�ir��•�:L� 7• '��..1ty3�i::s�'a2�'i�::%:'.•:�:...��.1:.t � r,r,�ti.LL :"��..Z�.r�.d'3aLl:.ix 'S,' !.li:i.4:.1�+.�xw� �.-��ri�3; � El 1 I i t l i PROMMURE i 1. Read Item: 2. Identification and Number Assignments: The subject matter is determined by careful reading of the item; when this subject matter has been determined, the ( ;haindex is checked to ascertain if this is an addition to an ! ! old subject, or a new matter hang brought up for the first time. MM'nen establishing a new system, it is good practice KA to check the basic classification before checking the index since the index will not be complete and cross-referencing may not be sufficient to indicate the correct category, If the subject does appear in the index or is included in the basic classification, the corresponding file number is noted on the minute book margin either opposite or just below item title. If the subject is new, it should be given the next open number. This number is then carried through to the Kardex card and folder label. Numbers are never duplicated nor will any one subject carry more than one number. r.i 3. Kardex Card: I� In the event that it is a new item being brought up for the ;., first time, a Kardex card is made, showing the file number and subject matter on the visible margin. t Ca the body of the card the date of Council meeting subject was introduced is entered in left hand margin, Council action summarized, or if no action taken, notation is made when matter was discussed. Volume of minute book with page num- ber is entered in right hend margin. j If the subject is very active or controversial and necessitates the making of additional cards, they should be numbered in upper right hand corner In sequence of their origin with the : latest card filed on top. All rescilutions, motions, accept t. ante of maps, subdivisions and final maps should be noted rh - 7 - I � ij�' ." rt If 1,• ;� � '' 3' �',+ •}• , � Fit; •'' tia,� t;' t '`3.. ;�.. y +•. i fy +Y,r,r is Fly 4�Frr tin l� r,� ,�Yr��r�' {� i;... .'F',1I�YIk� ;sue� :+�� i,1 :•f`1}t T a 'f J+.12. 6. •rl• rya F;1 y•.4 ,�. 4 , + a , 1:— .,(It'" r.�,l. ti. ,r , J'.1 .. v f y.��' i.'•:Yt r ,ty i4� .� .#' r� lY�•, 1' Y? .t, r .i'1 y ;r r � +y r;+ r. a ryi v, t•'y \ v 1• 111 t ; - � 1 y,ti�.! t i \ 'fir l' . �'�'r r x,;•} n � a '4,r./+`,,.y3. 'r�;,v: t�ti. :'Y:"�°, y `+.'{ +4,at•s:�+. ,4�•'%;.'[fie �`1(�.^"315y�:,,.ty. 1'•;��•:'i'„;1;'r','� �{ 1`e. '+ ��45�� �'!q, ',i�. r �;, l., V. �� ': �' D�I�,A •f ,r °5 i"�Yt< '�yF;',rt. L ,;,!Y. ',y"�1• ,14i �'til ]" A' 7. �".• '}+ �t�1,fASr �,' .I�A,> ��` s ',, � .+ i1t l r ... r;.�. .f t r �.a,i 1� � r;�•', t ''a: '+r�+l �'�'..•.! :�:vu f^'`�iY.Y� 7�"' ,�q �,r` t�:• }y; " ""Y � y4i:•. �'�.}'r.,tih 6 ,["�.�,\ y,'"�1,;•c,� ��'S�{•�•.. 14.:�Y`d;���4�°l 1`'' ��+ �.� .s.i� ! ty •,�?;f+i Y�v` 'K, d •1",•+�";�ti s i.7js', :t;'.i k1� � "y t.�. *i.\.l�y�c•e + �y� i 4�,q 1, I k'i e i ,, + r{' '��..y•it�1,l`}y`},. y'�r.,�y`��y5 � yti.�,� (�r��� .R .tia.. �tT 4 siJ +'3L'l,'Fi ,..Ytb.i,'��:]1�:...+'i}Y3 'L'ysli�d.«3�'iJ' 4 \h ,�.n,of ',1 aF•V+.iS..I'�.]..a. li'w:.Y,t2:1';.+ i.: ;'F ••c,t.�.l►•t5 .,',`• r , �a MI in sufficient detail in order to avoid the necessity of having to go to the original material for anything but the original sig- natures or documents. The card should also show the dates of publicatiL. ; of ordinances, hearings, and acceptance of Improvements. This Kardex card should account for a subject matter from the Vme it is first intrcduced to the Council to its fruit!ca. I9, Sorting Kardex Cards., I In order to facilitate the£cling operation of s upporting papers, sort the Kardex cards to numeric sequence. r 5. PiG corresponding numbered file folders, keeping them in the same numeric sequence. "t t 6. Pull related material as indicated by the information summarized on the Kardex cards and folder labels , f:om the supporting papers accumulated from the corresponding Council meeting. 7. Sort the filing material into the same sequence as the Kardex cards and file foldera, checking the cards to ascertain you do have the necessary supporting papers, It is at this point that the supporting material is either stamp+_'J and file number is jotted on 'top piece of material or clipping from the minutes of this spit - cific item is attached as part of the file. r� 8. Punch and file material in the file folders. Make scare that the " most important documento are nearest the top or top piece of each meeting so that any reference to them immediately after a t meeting may be made quickly. t 9. Using the Kardex, card and the file folder with the related mate- ] rial, type the necessary Chaindex cards for the relative index. ' 1 Again, if a new system is being initiated and the index is not complete, make sufficient cross-reference Chaindex cards to ' facilitate ease of reference. A good rule of thumb is to type one card either foi the major subject heading or as it appears or, the basic classificatiun, then start cross-referencing as to purpose, location, names, and any other reference by which it could be asked for. I I �ir< "q'Jv1Y* vyT 1 .,`ti'�•: �' +';'R ,{y�.r s `•a., W 1'1'{7:v`.�t. 'P�'j •"1;,i, Iy,:)rT L'lrF.'. .i .! qw; ( + `!>+ `i •n4 1. 1 a,T+�ot 4 k)+ yi tGM,ygS:'rye' ' e,� 4 � 4„+•1 �r�`s: � SF +j`�ai J:. .iti h:�''�c!ry9..:t'-,�{ .,•.+..�4� P{,1,+ . +; 1�,. .ttil7' ,�t'y al+ Pv ' Y. �':dP�'�. yy ) 1s y y1' tr ,�• a.t ,.v +.t r'{ +. 1�� + \�.'� .� •M1 l t 1 r i• 4,:,,'y.1Y �`�,y �u'I.y�`;.,y4q"4` .f',�+�34V.'F . '� •�1:5 t; ,,r R + r!. •' r t �'� ,1 !•;P :tJ S } +;q•, fgjy.'•'�1q�A��}},, � , + ''� aYj".,' J 6\ �X .4+tiL•it,,, .� t+rti:• ) '�,.�7`, Yf",�•''� ,.,4 .! )3 �1+ ` <<I'\li , i:;, 1� .1. , d;,•"(� +i ► !y + ',X) •Ly G \Yl t,., .ia y.�.v¢it'; 5 x ik4 �+ .,+t.;t. �`y ,t !,t: , %i MrA,a` 1Y1 ,"`t'..�`�!•', �+ ("• it ,•i t .f ~ i i •ai ,�, Y '+ e. :�,9 ,y; I�ry`h r�.l'• + Y6''S 'h,':s�'i+ it+_l ,:L, ;t�'.,,�¢;1.'i. 1.�;,�,;fix'+'{ I cy, ,x.(.,"t,^r ,! �i: .11�?r a..��\i yir r r l4^ 'h ��r:r�J� ` Y3 i. ., 1�`')) (S :\^ +r '•�, .,4 { r +j,.s.r{Jw q� \1 7.f. r G t i \,Y ti,,; .•� �W�P� 'y, � j'1 S- �? ,' �riy, ,�ry,r 1•, fy'!'i it ¢V� �F.l,r+�',��' t. �.�'i�'. �7�(7, �,+tY�'r� '¢ 1',, q 'l +� t., �, � + ��l!;"•„� ';!;�:�,fit'•°`,t' e r,. � t,L;,',r i .i ,,:``� ': {I�>}J fy t i+^1, eleJ t•,+ t�;,,r .!;"+'',r i1 t�P:� �•i'!y 'r.�„+� ' v:� „r7,• , ^,,, t+.S�tl'�t •�. •\i .7 . .1�(�'^), 1�� 4.j1'�'!^• +'''r' a• ,J"� *, t 11n+,;{I V '{��;,7 '� +I n1��k�}+ 'J�,r• .t ^f\ ; ' rt;,'� ' ,. .+t. .tt,tip:... r+, t r ' .S`� ^3• f. `V. , "��1.' r^ri 1! .•�'';ret:.,' S" �;(`+'�t' ., `�� ,,/ h��."!'f'�\T ,�^.�,����;�,���4^' ��, ', ,t ' '! 'a +, '7'^s � ,, ( y'���,j 1 r ( ,�:y 7, ry t':, r:•. . %^�r s k 4Fy� , S , ,r; n +.Gy': 3�' i!tC�YtLL,k;4•i ��•�,'.Yl:a?L�.1t.i_';+���wai:'M..J.L:S.J1 aim.+"�..�:a:%.!li::.'..:'tL�:¢l.,.S'wY.t\ r.t.u.:.t,.li'..i..u.L:.aaL...:u....i.>W.u.,'.r' 'Y�4��,.GS.r:Li.�.[.{AL,.aY.Ll:..ua 4i a< r 1 + There will be many times when using your Chaindex Relative In- dcx that you will find that you need additional cross-referenc-ing on a subject due to developments in this subject matter or adds-- "� tional information being brought before the Council on it. When I this happens, change the Chaindex index cards as frequently ns is needed to keep the index current and complete. I 10. Return the numbered file folders to file, numerically. I11. Sort the Chaindex index cards alphabetically by major heading (first line on the Chaindex index card). (See Instructions on typing Chaindex cards. ) i 12. Pile Chaindex index cards in the master relative index, alpha- betically. 1 13. Pile Kardex cards, numerically.. I . ! (See exhibit of Legislative: History Card on next page. ) �a II . i I SAMPLE CF LEGISLATIVE HISTORY CARD lifeguard Hdqrs, Bldg. •IIr ,o. 92 LEGISLATIVE HISTORY RECCD Harris & Danner Contr:,.tor Notice of Completion Recorded 9/24/64 k ,..,ram DAir AM IA or CIVICIL C.. eOAPI) 1,IIIAITr M9K _ t01t41 •IGI 3/2/64 Adv for Bids - open 3/16/64 - Plans & Specs approved 7 210 3/i0/64 AdJeodum #1 Approved 7 214 3;16/64 Bid awarded to HARRIS & DENNER Tustin - $126,421.00 7 214 4/6/64 Prog Pmt #1 Auth • ,7,000.34 _ 7 247 5/4/64 Prog Fmt #2 Auth - $13r594.0 _ 7 291 �v 7/6/64 Extension of Time - 13 days granted 7 375 7/6/64 Change Order #1 authorized 7 375 L 8119/64 1 Chanqe Order #2 authorized 7 430 81T9/611 Change Orc•�r rc3 authorized _ 7 4ju 8/19/64 Extenslon of Time -M1.3 days to Aug 18 - Granted 7 433 9� /21/64 Completed BldgAcc; Clerk to file Notice of Comp; Admin to - __ not!fy contractor that penalt; clause to be invoiced. 7 462 1j 10,15/64 Clark Dye-Harris & Uenner - Penalty Clause invoked waived 7 467 e• 92 Llf•!guard haadauarters Building - Harris F, Denner 1 � - 10 1 + Fi Master Relative Index Jevelo;:ment of an adequate alphabetic index for cross-re- ferencing by subject is relatively difficult as compared with devel- oping the numeric index. The alphabetic index must cover not only the most apparent subjectof a record or what we term major subject, but also any related subject by which it may be requested. For this is-t reason, the alphabetic index is called the relative index. In indexing you must recognize that you will not always approach a record from the same point of view and that several people at any one time may r.t request a record using a different name from that under which the record was originally filed. For example -- Tract 4321 may be re- quested by, Estate Garden Tract, the old Stone property, the Stone and Youngberg Tract, or of course, Tract 4321. Hence, the relative Index must include all possible subjects or topics that may provide clues to the identity of the record and its location. In addition, the index should also include all names of per- sons , organizations and locations referred to in the records. While the person requesting a record may hav, only a hazy recollection of Its subject matter, he may recall clearly a name or location included in it; in such cases, inclusion of names and locations in the index may provide the only clues to the filing locations of the record. Thus , a number of alphabetical cross-references required by any one subjectorbasic classification number varies with the nature of the record or records covered; six or more cards may be needed to suppiy adequate cross-reference. The alphabetic index must in re- ality be a visible file card. Because of this, care must be taken that sufficient cross-indexing has been made to insure complete and thor- ough coverage of the subject. Inasmuch as these Chaindex index cardF contain the file and basic classification numbers , they lead, by means of the numeric index, indirectly to the minutes and directly to the filing locations of all the supporting related material. t The alphabetic index, while relatively small at the present time, can be maintained with a single alphabetic sequence of r~ub- jects, But as it expands in size, it can be subdivided into as many segments, each with its own straight alphabetic sequences, as may facilitate speed and eale of reference, e.g. Annexations - Property (City Owned) - j Subdivisions i Thus , there is unlimited flexibility in the classification of 1 + sub,ect� to speed reference to the alphabetic relative index, ,.i p I I (Exhibit of Chaindex Index Cards on next page. - 11 - - - A 1 � 3 � Semple of Chaindex index cog II Babette Inc UV #822 117 SE Cor Algonquin/He_1 ! � 4 Bacteriological Analysis 96 ' City- Water Bait Stand on Pier 49 Carl A. Christensen as • Bait Stand on Pier 49 Lonnie T. Davis Bait Stand on Pier Sylvia 0. Clutter-Verns 49 Balboa Shores-Campbell 49 Reimbursement Agrnt Bankruptcies 114 Banning Avenue Pump Sta. 49 11 s I t �}} 1 f i � i 12 - 7 1 � I7� 0 1 1 I r . 58 - Franchises: California vas nnml gign 58 - Ft,,achises: Golder, Eagie RefinAng I 4 ra 58 - Franc.*.dsar ,-. rtichfield Oil Company IN 1ANWARn -441 - 1 58 - Franchisee; Southern California 1 Edison Company 1 r . ,t } • I f 1•A - 14 - Typing Chaindex Index Cards - General Instructions ' (Two line Chaindex) i " = 1. Use capitals ana small letters preferawly. 2. Use no punctuation except dash, diagonal slaAh, and colon. 3. Place strip in t.ypevrriter, align top of Chaindex to typing edge , i `` en space one line belw&- , keep typing as close to edge as pas-- -_°ble without losing tip of letters off the edge. Start typing Lix spaces from left edge. �y 4. Top line is al-Nays major reference; e.g. -� California, State of S. indent second line two spaces from top line; e.g. Alcoholic Beverage Control :l 6. Strike-overs and erasures are nit acceptable. f i (Three line Chaindex) Follow same instructions as for typing two line Chaindex with i the exc3ption of the third line, which is aligned to second line, e.g. , indent two spaces from line one. r•� Uniform Typing of LaLels - General Instructions I. Use capitals and small letters , preferably. %. Usa no punctuation Except dash, diagonal slash, and r^'nr.. j 3. Place strip of labels in typewriter, align heavy color rtrlp to ty- ping edge, then space one line below, keep typing as close to color strip as possible without having tips ,�f letters up Into ? the color. mart typing three spaces from left edge. � 4. A date, month, yeer, or both, should and can be used at extreme right, just below the narrow color strip. If identifying a certcin r i type of record, this information can also be positioned in this space; e.g. , Maps and Plans , Record of S irvey, General Corres- pondence. i S. Strike-overs and erasures are not acceptable, �I i a 1J General Instructions i There will be items that appear in the Council minutes to which only rare reference will be made, items of insufficient value to warrant a legislative history card being carried years for them. These entries should be indexed in Chaindex index cards only, by showing the minute book .lumber and page in place of the usual file Cq number. This will facilitate ease cf reference and location In the minutes. l xr.ept in unum!ial cases, one Chaindex index card of the ' major subject matter Ia sufficient. In the indexing of the Contracts and Agreements, it will prove most helpful if their expiration or renewable date is added to the in- ' formation typed on the Chaindex index cerd and on the file folder I label, as a reminder that they should be an agenda item prior to ex- piration cr renewable date. � There will be instances when the current material of a spe- ci.:ic subject classification is Indexed and council actions on it have cn been entered en the legislative history cards; and this material %:lll i also have supporting papers prior to the date the new syrtem was Initiated. It is possible to bring this reference media forivard untier the same fi'.e number by the use of a different colored file folder IA- ' bel. Thus , anyone using that specific file number's supporting paper will know that the older reference material is there for their use but "+ has not been indexed in the minute book or information entered on the- legislative history cards. While relative male ial is kept together, only the material that is frequently being referred to is summarized on the history cards. It is important to be aware of items laid over or discussed with nr� action being taken by the Council. A signaling system has been established for these items in order to bIng them to the atten- tion of the City Clerk for scheduling on the next agenda or discuG- sion with the City Manager. All matters not having a conclusive action clearly shown by the Council minutes will ba signaled with a green signal In the lower right hand corner of the visible margin of i the Kardex card. These items should be audited each time the min- utes are indexed to ascertain if there were further discuBrions, or action taken on them. I - 16 - i i Included in the basic classification are some subjects that will have very little growth over d long period of time, but do have a definite place in the basic classification, one such is "Street Dedications". Street dedications usually parallel easements, with the higher p.=entage of them now being in tracts , and are accepted 9 9 or not accepted by the City at the time the tract is inaugurated. HLwever, in case of ab& �. -nment proceedings, they usually revert to th,a person making the de, lcation, differing in this Keay from other City-owned property or easements for streets , which after abanddn- ment proceedings can be utilized for such other purposes as parking ,z,,, lots, libraries, and fire houses. { Other items included in the basic! cl-issification, such as "Permits" wil: have exce;atlonal growth. In categories of this type, when the material becomes"difficult tr handle and the'legislative history cards appear cluttered, expansion or amplification of the „i! category becomes necessary. There are two ways this can easily be ! accomplished. I u, 1. The basic classification category of "Per.alts" may be re- tained with the use of tertiary number for specific types of permits; e.g. Permits - 73 Permits - Dance 73.1 Permits - Cake & Candy Sales 73.2 h Permits - Parades 73.3 1 r The legislative history card and numbered file folder may be initiated for each of the subordinate categories. ,-� 2. A new major classification category may be added to the j original basic classification list, making evc.i type of + permit a separate and distinct category; e.g. t Permits 73 I Permits - Dance 81 Permits -- Cake & Candy Sales 109 Fermits Parades 221 � j i � - 17 -- I t` • i Either type of expansion is applicavle to any and all of the Pff categories included in the basic classification list and may be ac- complished at any tune volume within any one category dictates the need. To iacilitate auditing of the Council action records in con- �uttctian with the retention anal destruction schedule, we recommend .►.� that a different colored Chaindex index card be used each five cal- ender years. The five-year period is the minimum time established by law that the major portion of these records must be maintained in ty an active status in the City Clerk's office, ( While it is true that minutes, ordinances, and resolutions must be maintained as permanent records, the subordinate records need not be maintained on this.basis. After audit and review of eval- uation indicate that the usefulness of these records has expired, t J they do not even have to be retained in the City Clerk's office on an a inactive basis. t.l The change of color of the Chaindex inde;: cards every five •,ears will not only point up the need for audit and review of certain material in the files, it will also enable the staff to up-date many of the index cards that have not had too muah reference: ,,alue of late, due to subsequent Council action, out-d-P.ted nomenc',ature, or change, in the major classification titles. , j i y -- 18 - k• � I i a I CHAPTER II INDEXING THE DEEDS Deeds , another of the important permanent records that the I City Clerk is charged by law to maintain, because of the constant reference to them, must have an adequate index with sufficient cross- reference to assure that uport request correct deeds maybe producedr. Processing of a deed need not wait until after recordation; pertinent Information should be entered in the Deed Register as soon after acceptance of the deed by the City as possible, thus enabling the staff of the City Clerk's office to answer correctly, and in de- tail, any inquiries about it. 4 Established procedure requires that sketch, map, or plat kn attached to a deed identifying and locating the property describpd in the Judy of the deed. All descriptions should l-a .in a lay language so that upon request from the general public any member- of the City Clerk's office will Li able to locate the deed on a mrip. The older deeds, where no plot or sketch was submitted, should be forwarded to the Engineering Department for assistance in running out the metes and bounds descriptions and giving the City Clerk's office definite 'I locations to enter in the Deed Register record. In the event any City i property is traded, abandoned, sold, or otherwise disposed of, a copy of the instrument or resolution authorizing said 1isposal, will j be filed with the related deed, thus keeping the deed records current and correct as to real property owned by the City. The Deed Register. ..� record will be maintained on the same current status by the posting i in the column headings ` Auth. and Record a letter S in red I� ! with date property was disposed of and by type of instrument; e.g. i Abandoned Grbnt Deed Quitclaim, etc. This procedure will obviate thr necessity of referring to the original regards, except in rare instances where detailed information + is required or signatures must be seen. A11 deeds now carry a City { Cler}; Deed Number in the upper right aand corner. This number will be shown when property is plotted on any map. If and when the o_i- ' ginal deed must be produced for any reason, to avoid the possibility 1 of error, all references will be made by this identifying deed number. j This number will also be forwarded to the Engineering Depart- mentfor them to enter on their copy of the -seed, or number will be en_;red on their copy of the deed before being forwarded to them, in order thr.t they may also use this number in referring to the deeds. (Flow chart of standard procedure for processing the deeds follows on the next page. { - 19 - o P o'"ESS/NG DEEDS PR 0-2)11 ' Ford R Deed Received i " owl PIV Deed Numbered ? Deed ;`o Recorder D� Occd enfercd nn Rcgisfcr Card c-� TC TyRe CHA/NOEX-and Cmss Re �'e cards by R' G - Granfav- 7'D - T pe,of Deed rl TD f' L p - rpase !. - Locafion j TyPcCHA/NDEX cress-rele-rcncc ''4'�i cards for�llasfer/nr�cx- if nceessa�y ` j Snrf Deeds nunacrica/1Y � S D FD �'i/e Deeds in corrcc�r�umerira/f/der f Sorf CHA/kDE,Y a/p/�Lcfica//y ci/e 001MDEA -.71phaholica//y in DCCO'RC1af/VC /i�dcY and i1�1as/ems In } �� Fi/c Dccdii'c�isfcr Cards � -- 20 - a Procedure for Processing_ 1. Deed received in City C1Erk's office, audited for sketch, neap or 1 plat attached, signatures , notarization, etc. J 2. 'Deed numbered in upper right hand corner with next open number. t 3. Deed entered on Deed Register card by 9 Deed number Date 'Type of deed using the following code: I E - Easement Q - Quitclaim VA - Vehicular Access; ua G - Grant Deed W - Water Name of grantors Pi rpose and location of property t Resolution Number If deed has not been recorded, prepare for forwarding for recordation, t 4. Type Chaindex index cards and all necessary cross-reference cards, including any needed for the Master Relative Index. 4 ' 5, Sort recorded deeds numerically and file in correct corresponding numerical file folder. i 1 # s 6. Sort C7hatudex index cards alphabetically. 7. File Chaindex index cards in the deed index and Master Relative Index, J B. File Deed Register cards. I � 7 a (See exhibit of Deed Register Card on next page.) to t 1 - 21 - i•. nowL , l , Sample of Deed Register Card t r cq alto etoisrtR j Drrr rr•r 0144r ►u oast - rOrrr1('.% AU TH. rrcDev 663 10/2/64 G Security Fore Corp Underground Water - Tract 558 11/4/64 IStarV Drive Prop St _... 664 9/30/64 G Hall Ruth E St R/W - Heil Property E/Bcii I /ties1 10/7/64 ary Adams Cannery i 665 9/28/64 G Huntington Beach Shopping Cnt 'later IIne - NE Corner 11/4/64 Florida & Owen , ii/4/64 666 9/15/65 E Williams Vallee & Bobble St R/W - SE Corner 667 8/8/65 E Richfield Oil Corp St R/W Slater WCornn er Desch ` S/ Corn 11/4/64 Springdale-He 668 10/13/6 G Roman Catholic Church St R/W - Orlando-Dradbur 11/4/64 R E Lot 0 Tract 2699 669 8/13/64 G Dyke Water Co - Bill of Sale pump Sta-Mains Equip etc ) 1/25/64 r Bill of Sale & Deed Real Estate Ac of Beach670 1/7/64 Q Southern Cal Water Co Water Co GW - S/Slater i/8/6�+ 671 10/30/64 E Nerio Hisako - Art Nerio St R/W - Terry Drive S/S 1219/64 Tom Nerio - Dick Nerio Beach 672 1i12/64 E Signal Oil - Deane Bros Utilities - Tract 5575 Adams A 12/9/64 W/Canner 673 10/20/6 E Shall Oil Co St R/W - Coast H .ghwoy NE s 12/9/64 N' ly of Tract 5555 ' 674 10/30/64 G Doyle & Shields Dev Underground - Tract 5536 12/17/64 Water 675 12/l/64 E Le-Fran Inc Sewer-Water - Tract 5555 12/23/64 N oast Hwy - W Ciit Limits a SD 663-675 1 i � -- 22 - Deed Relative Index The same comments made concerning the need for a special alphabetic index for mimites apply equally to the maintenance of a special alphabetic index for deeds. Here , again, the relative: alpha- be.-ic index must include all possible entree by names, locations , and tyke of need. Basic Chaindex cards must be made which show the grantor, ' purpose of acquisition, location of the property, and type of deed, e.g. I Grant Deed rt Quitclaim Easement Water Rights � Vehiculer Access If the deed is in conjunction with a street widening project or a new city facility where there will be material of the same sub- ject content in the Council Action files , then cross-reference cards should be made for the Master Relative index to facilitate reference both To the deed and to related material. When City property is disposed of in any manner, a small red letter "s" with prover date chould be entered on corresponding Chain- i dex index cards , alerting any person seeking informatior on that particular piece of property that some disposition has rcen made of it. Additional information, if needed, can be obtained from the Deed Register or the actual deed itself, as a copyof the instrument cover- ing the disposition of said property will be on file with the deed. Another 4 lay to indicate City property that has been sold, or otherwise disposed of, is the use of a different colorChainc'ex index card; this will show at a glance that the property In quastion is no longer City-owned. These Chaindex index cardE should reflect not i only the i1entifying information on said property but the reason for disposition, date , and type of action; e.g. t Abandonment Quitclaim Grant Deed, etc. (See sample of Chaindex Index Cards for Deeds on next page. ) -- 23 - i 5 Sample of Chaindex Index Cards for Ceeds Bailey, P.ussel.l.- Alley 76 Block 805 - )1artfd to Ind Baines Co. The - St R/W 631, Marina View S/Orion AD 6.102 Baltimore St SE Cor RE 275 at Calif - Orange County ! Banning Ave - Storm Drain 556 Huntington Beach Elent Sch Banning Pump Station RC 680 Storm Drain - Diitr:h Ifaven Hms t Barnes Dine C Alley 5$7 +-� B1 20' Lt 11 VDM S/Chi.cago Barrett James St IZ/W 715 S;s Garfield W/Stewart Barry Developments 596 I! Und Water - Tract 4869 I� I I f F� t � _ 24 _ k � r f CHAPTER I I I r� THE GENERAL CORRESPONDENCE FILE This record nonsists of matters excluded from the numeric in- dex because they rP.-uire no "legislative" action. Since they carry no file number, tYey cannot be filed with related records. They must, instead, br filed in a simple alphabetic correspondence file- type record. A major portion of this record will be "general correspon- dence", usually defined as material of various nature used as a re- ference of memorandum media having little value beyond current usages. r.� Included in this record will also be administrative matters pertaining to the daily operation of the City Clerk's office; e.g. , Inter-office memoranda, budget wort: sheets, warrant lists, appoint- ment of deputies , etc. , which will have value beyond that of the us- ually defined general correspondence material. Because of this, this material may in some instances be retained over a longer period ' of time than that recommended in the retention schedule. It is in these Instances that it will be most helpful if another color label is used to differentiate the current material from the older material held k for reference value; e.g. Appointment of Chief Deputy - 1958 - 1961 (Green Label) i' Appointment of Chief Deputy -- 1962 (Red Label) !.� In this manner, records older than the recommended active perlod would be retained for references as long as needed, yet would be set apart so reference to the current material would not be inhib- ited. This file is maintained on the basis that current calendar year is active and the year previous is the inactive material. (See i Retention Schedule for instructions on destruction. ) The guiding system used for the general correspondence file Is designed with the purpose of aiding in the recommended two year cycle operation of the record. Varladex guides with miscellaneous .. 2 - 5 +.1 folders, are used, with the miscellaneous folders being transferred each year to act as guides for the inactive file. This is accomplished by moving them from the back of the section in the active file to the front of the section in the inactive file to take the place of the major guides kept in the active file. In this way, the miscellaneous fol- ders are transferred intact each year, eliminating the necessity of creating new folders or transferring the material from one folder to another. When a file has outgrown its present index, the remedy is simple. The Variadex type of guides and miscellaneous folders are so planned that it is necessary to purchase only the extra guides needed. For instance, a set of twenty-five division guides may be expanded into a forty-division.one by inserting an exparssion package of fifteen guides. r*� This record is established by the system known as "straight line filing'-. First reference is to the major alphabetic guide to make sure you are in the correct section, and second reference Is to the r� individual folders. If the name or subject you are looking for is not included in r the individual folder group, look to the end of the section in the mis- cellaneous folder where this specific piece of material will be filed. Since all filing is done in a straight line, you need never go back r and forth searching for the correct place to file or find uny material; l e.g. Major.Guides - 1st position Individual Folders - Next position Miscellaneous Folders - End of each section (See sample on next page. � ' 1 1 Individual. folders should be established only on the basis of volume of material in one name or subject. Miscellaneous folders should be audited periodically for material of sufficient volume in either name or subject matter content to warrant individual folders. I 1 TheCltyC,lerk or Chief Deputy should predetermine an arbitrary con- tent. This number should be the basis of initiation of individual fol- ders. - 26 - t MAIN - Fr FOLDERS SPECIAL � SUBJECT SUB-SUBJECT + CLASSIFICATION OUT ` Multiple !?Melling Lists 1962 _ I Hultiple Dwelling Units Multiple Dwelling Lists 1963 -- =k. M Units Christmas Card Lists 1961low — Christmas Cards Christmas, Card Lists 1962 --. to iArm Chronological Correspondence i C Bus. Lis. Forms Inventory Bus. Lis. Correspondence Business License Banks: Security First National Banns Banks: Bank of America — g Bal Danseuse Invitations ---'-�� N. _ 91-1312 R. I Pftw.3M _ RECORDS SURVEY CITY OF HWINGTON BEACH tr T+ x I ; ` Prepared By& Remington Rand Business Se•..vices Dupartmert. • I-bruary 17, 1959 Y t .• Los An9cles, California '.i c 7&a&ZF&qtffrc X""tz DUnkirk 1•3381 DrASION OF SPPEERRYY RAND CORPO[ATIUN 7601 WILSHIRE lOJIEYARD LC5 ANGELES 57, CALIF, Febivary 17, 1959 Mr. J. L. Hendrickson If City Administrator City Hall Huntington Beach, California Dear Mr. Hendricksont Ovr survey and analysis of City records in several Departments is completed. Details are outlined in the attached report. We recommend a records management program featuring two distinct projects. The first is a City-wide records retention and disposal program. The second deals with installing a new system of filing and indexing of City Clerk files and related material in the office. Tile first project, Records Contrcl, will deal with an estimated 835 containers of material ranging from $1,210.00 to $1,390.00 depending on choice of plan. The second project, City Clerk files, ranges from $1,960.00 to $3,400.00, also depending on choice of plan. At no additional cost, in the second project, we will also include training of your personnel in a system of indexing which will enable you to maintain a current index to your Municipal Code, utilizing the Flexoprint method. As you know, the records problems of your City are of a type which we have dealt with successfully in other nearby municipalities. These include: Anaheim, Santa Ana, Lakewood, E1 Monte, Claremont, Arcadia, Burbank, Los Angeles, Vernon, Beverly Hills, Whittier and many others. Yeu can expect s,ntirely satisfactory and permanent re- sults which will assure you of a modern and simplified system which will serve present and expanding future needs. As a matter of in- terest we assign a specialist from our permanent staff who is fully qualified and familiar with municipal record practices. } We have appreciated your interest in our services and look forward i to serving you. ' Very truly yours, REMI UTON RAND � J: . 'Connell "R glonal 1•!anager lem Business Services Division Yr.tox n v. s r, 4 PI 1 • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 SURVEY R ANALYSIS Our exploratory analysis nf your records has been completed. It is evident that considerable action is necessary to avoid compli- cations which can only result in increased cost of Municipal operations. The basic need now - and it can be expected to become more pressing as the City grows - is to establish a simple yet economical system of records control which will meet present and foreseeable needs in ter:as of facilitating and expediting the various departmental operations. We conservatively estimate the paperwork holdings of the City to ex:eed 700,000 documents and records in various locations. This accumulation is housed in approximately 835 files, boxes, sholves, packages, paper cartons, etc., and range in cundition from roor to very good. The estimate is based on a survey of the following departments: City Administrator, Treasurer, Police, Fire, City Cle=r, Planning, Engineering, and Building, plus the records stor- ed in tha downstairs area. Throughout there is a real need to modernize and simplify existing record systems. The basic requirement is to adopt comprehensive records programs to remedy the most press- ing conditions as the situation will not improve without certain . remedial measures outlined below. Our survey disclosed the following conditionst ' 1. There is r,o written manual of record-keeping procedures to serve `.he City as a guide for simplified and stan- dardized practices for controlling records. Each department operates on its own. r 2. There are too many records being kept on file and in- sufficient attention given to retirement, protection Iix or disposal of inactive material. This contributes to the following: a. Too much filing space is being devoted to house old records which after proper appraisal can be oliminatcd. b. Congested conditions in some locations. c. lnactiv records are scattered, complicating yl reference and use of sane. d. Records in the City Hall b:3sement, aside frc;a their inaden ate housing and storage, constittitc a potential fire hazard. {t' f } t 1 � 1, • y , . . . . . . SURVEY 8 ANALYSIS Cont'd 3. There is need for a plan to protect vital city records either by proper housing in fire-protection type files, or by microfilming for security purposes. ' 4. Records and forms vary greatly in size and housing, which complicates housing, use and filing. 5. Correspondence and like material ;s not organized according to a uniform standard pattern. For example, inadeq.late classification of subject matter seas noted in that material was classified under several cap`lons though pertaining -to one topic, as would be the case :thorn a atandard classifica•• tion chart for guidance in filing and finding operations }, is used. ,r x 6. filing supplies are not standard or uniform. Many folders have tabs in staggered positions; some are thir+J cut and others are fifth cut. Thus th.,ly overlap and conceal each other, making finding very difficult and time-consuming. Folders with tabs in staggered positions are Suitable for numeric files where expansion growth always occurs at the end, bu!- are not practical for an alphabetic or subject file whet? expansion may occur at any position. Lack of standards in this area slovi, filing and finding time. 7. Files are, wish a few exception3, inadequately guided and indexed. This sows filing and finding time, waste, execu- tive and clerical time and causes material to ba scattered. S. Other vital documents alno require indexing and reorganiza- tion. We refer to such items as Ordinances, Resolutions, Contracts, Deeds, City Council material, et . The filing arrangement for such papers can be improved and all matter should be indexed to facilitate rapid and efficient filing and finding. Indexes to this material ore either entirely lacking or inadt:quate at present. In the c -:v of the City y Clerk's office considarable iniip.•o%,ement noulu result through modernization of its record keeping along lines outlined it, the attached technical articles. In seer, absence of a well-defined plan for managing and controlling records have caused the grovrth of tho present diversity of practices c i i 2 f �.v r :".3' i .,� ill 1'• � i. i i h A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . � 1,. q1fRVey„�,, aNALySLci (Cont'd) and sta.idards. Few of the modern aids to filing speed and accuracy are in use. Consequently, the present records situation is too costly, it tends to scatter related material, it encourages loss of valuable executive and clerical time and handicaps departmental administration. The most pressing aspect of the overall records problem deal with two principal areas: Establishing a program for the disposal, retention and control of records in all departments, and dealing with City-Council- City Clerk data. pro ect 1. For all departments establish a Records Control Program. This involves an evaluation of records in all areas. After records are ieentified determination will be made as to what to ret-Ire, destroy, or retain permanently. A Records Re- tention Schedule to control, preserve. protect or eliminate present and future accumulations must be developed and put into practice accompanied by preparation of a manual of standard ri procedures for operation of the system. Concurrently, a rec- ords archives should be established to which all inactive records will bG retired and stored with all such records properly housed and indexed for rapid and simplified reference and use. We can complete this project, encompassing an estimated 7009000 papers, in all locations in approximately 5 weeks. Based on our exuerience with such Cities as Whittier, Beverly Hills and Verner, etc., we believe a 30% reduction in records volume can be expected and corresponding savings in space, filing con- tainers and storage area. A records archives can also be es- tablished in a short time (with no additional expense) so that- a permanent solution will be achieved. Cost of this project, Including preparation of a records manual and indoctrination of your personnel in the records control programs is as follows: PLAN I, - Except for City custodial help to move boxes and con- tainers, Remington Rand would furnish all personnel to analyze all .records and files and establish the Records Control Program (Retention and Disposal) as described. Cost of this project is $1390.00. This amounts to about $1.66 for the equivalent of a con- Lainer or packaged unit of records. PLAN 2 - Under this the City would furnish cuc,Iodial help to move boxes and containers plus not more than 70 hours of qualified clerical assistance to work with us sorting and arranging and identifying certain of the more difficult stored record group. Cost of this plan is $1210.00 or an average of about $1.45 ;.yaw container, Packaged unit of records, or equiva- lent. - 3 - r., �'A 4 P � .:�:•i'.l.*'�iVT'���x�•.Vp-.'7r7[li. cl a4�t'1��°!1►�t"4�l�i�. .,"IAY,•ri rt :[i wlt��+l.N�t �f.RW'1����+���^v}n� T 1 Project 2z This would cover the City Clerk's office to provide the follow- ings a. Establish a council communication file for all matters presented to the City Council for more than routine approval and which need follow-up action and control. This is P. numerical file which is the easiest arrangement to operate. The file will consist of a folder for supporting papers; a history card on which will be entered the complete history of the project; and as many index cards as may be required for adequate cross-indexing. b. A master subject classification chart would be established for all correspondence and material x not included in the Council Communication File. One of the advantages of a standard classification for all files is that anyone from any department could go into any other department and find wanted material. A classification by subject will draw related material together, thus saving executive and clerical time. (See attached sample). c. A Master index, containing index cards for reference to minute books, ordinances, resolutions, contracts, deeds, etc., would also be established. Such an in- dex will remain permanently in the office of the City Clerk and will provide an index to all records, regardless of whether they are current or have been transferred to storage. We cannot over-emphasize that in the ad- ministration of City affairs such an up-to-date index wtll be of lasting significance in saving time and effectuating administrative processes. It will serve all departments, especially the Council and City Administrator. d. Prepare a Vaoual of City Clerk Filing Operations to maintain and perpetuate the system. i e. Suggest mothods to standardize and simplify supplies Alk in the concerned files to accomplish greater reada- bility, faster finding and 'Ailing and fewer misfiles. This refers to folders, guides, labels, charge-out and cross-reference materials. f. The above described system for the City Clerk's office can be handled In either of tsvo projects. - q - A 1 1) Reorganize and index 3 drawers of correspondence, 150 pages of current uxdinances, resolutions and minutes, current dettiG, establish Master Indexes, train your personnel and provide a manual of filing procedures will require the services of a Municipal Records Specialist for 6 to 7 weeks. Cost of Con- sultant services is $1980,00. 2) In addition to the above, it is desirable to con- sider the reorganization and indexing of other �s related records. These concern 2 drawers of con- tracts, 1 drawer of purchase data, 1/2 drawer of budget material, 2 drawers of personnel data and 1 x drawer of tax data. Thii project would require an additional 4 to 5 weeks, including training of your personnel and preparation of a manual of procedures. Cost of Consultant services for this additional work is $1420.00, The time estimates described in "f" above are predicated on the City f furnishing requisite typing assi. 4-ance and a clerk for training in the new system (at least 20 hours par weex) to permit this schedule to be met or reduced. The fee for this service inrludes preparation of a filing manual and training of your personnel. Total cost for Consultant services only would, therAfore, range from $1980,00 to $3400.00, depending on the time required. In this connection, please note the attached illustrative Case Histories describing systems established in two well known cities. As you know, we ha" also in- stalled such systems for Covina, El Monte, Aicadia, Claremont, Burbank, Anaheim, Los Angeles and many others. t With completion of the above projects the City will have a basis for extending new systems to other departments, as needed, with the j objective of standardizing, indexing and filing procedures, filing supplies and equipment and utilizing its personnel. The desired end result is achieving the maximum economy and simplicity of record-keep- ing throughout the City. In our experience the program outlined above will lead to that objective and pay for itself through recovery of space, filing equipment and savings in executive and clerical effort. r� — 5 it i I i Lam._. ....�J SPECIAL MAIN SUB-SUBJECT FOLDERS CLASSIFICATION SUBJECT � Surplus: Lud ' Surplus Staplua; L�quip�ent ----� Baal Estate: City Hall city Ball. I ' i Real Estate Beal Rstate A+cquisitiaa: Purchase A uiait3on Acquisitive: Con e�rnatioaa t FR+�PSFcTT —= f Fnadget 1956-57: Requests Hudge� Budget, 1955-56: Rsonests Audits ---� f FISCAL 2iAT'iEAS Public Relations: Publicity _ Public Relations Public Relations: Associations --. Boards: F3anni.ng & Zoning Conan EE Boards ponds: parks & Recreation Coesn ---� !sI?HLiZS:Etl.TiOR Autborisaticos ---� C. The Soft-Tile counter wfrguards if r city's files and rrrnrds, Tidy Is the cortipreliensice cross-index that makrs this very uldle sfreedillf aid to the tecnrd teaniting publie. ntndrin city retards filing syrtem both complete and workable. f No ,fumbling in Phoenix Files For the first time itt 20 years ordinances, resolutions, council { minutes,deeds,and contracts can be produced almost instantly t•-� DUE to Phoenix's tremendous By JOHN E. BURKE resistant and tamperproof Safe Files growth In population over a City' Clerk Milt a counter across three of them. very short period of time, the clty's Phoenix, Ariz. The documents fit Into these files fa top filing system becatne unwieldly length, and no longer have to be and slow. folded and unfolded In the sparse of In looking at possible solut13ns, giant Was accepted, ifemfug,.on Rand reference work. Authorized person• we found and turned to the Reming. stifli led an Installation supervisor net who borrow documents now sign ton hand Business Servlc•,s LLp art• who worked with u.;for nine months a J x 8 Index card acknowledging rent. 0,. the completion of their In setting up the tiling system as It recelpt of the records. The card In study, we received a fit)) written re- now functions, and in training one Inserted In an outgulde and substl- port which gave us exactly wha, we of our employees to carry on tilt, tuted for the removed dc.utnent. ntrzded In presenting the situation to work. The key to tn^kdng our entire rec- the City Council for cipproval of the The most Important records for ords department workable Iy a com• 1 tiuugested prograin. When the pro• any city are Its filer of ordinances prehenslve master file Index lit Kar- anti contracts. Q:trs were formerly dex equipment. It replaced an old housed in document flies which ne- incomplete Index kept on loose cards. cessitated folding each document for fit our filing and finding system the lnFerilon In thr files. actual filing of material Is hi simple ~ as possible,and the auxiliary records Housing Recnrrlr are so set up as to Insure speedy and accurate t}nding of material, rLL Until 1953, we did not have tire• gardless of flow or when It is re- ' resistant tiling facilities for these or- guested. Igina), source document". ,►!so rttlss- �"' lI� Ing was an adequate check out sys• Tlie Core teln. The old files were directly fit- j + side the doors of the Clerk's Offico, The heart of our now Index la the µlthout protection of a counter, and rbuncll Communication file, where i they had no locks. Persons who the filing of inaterial is numeric. wanted documents had free access to This necessitates a careful and ex• the files, and it was necessary to haustive cross WE!% up alpha• i p a clove watch to prevent docu• betically by name, st,nfect, and 10 1 hL from bcing unloved without ration. ,ncrly checked out. livery item of business which the ordinances and c lines before the City Council on a The nuthor. John F_ }lurl:e, contras: tt: hauscd in fire- +tibjcrt it: noted on a history card. i as is also the Council action; reference to the volume and pao: the Council minutes In which the business Is recorded. Copies of all documents listed on `1 the visible communication index are grouped chronologically in corre• sponding file folders. Similar llstln," forms and corresponding supporting tiles are set up to cover contracts and deeds. The contents of all of the tiles are cross-indexed on Chalndex forms. Chuindex is a system whereby inter- locking cards are fitted Into regular I(ardcx pockets. For every item which Roes into our files,our Records Clerk prepares a Chalndex Index In- sert for every name mentioned, ::)r every street location referred to, and for every city department, entice or subject. These Chalndex records are the starting point foc any general refer- ence or question put to our Clerk's office. These records refer us to tht, proper subject files which :v.! can check further In the Karde:. coin• munication records or in the corre• sponding file folders. With nothing ' filed without first being Indexed, wo avoid having our filc3 beramr: In. complete. A pleasing result from the cost standpOnt is that in,* offce is run- ning at l:ss expense and with 2Wo fewer personnel. These st.vings have pail the cos:of our new filing equip. ment. This system lints not only been of tremendous help to this office but has been Invaluable to other city depart. ment.s and to the )ublic. f f eprin:at Irr in 11't:ren.: ' ' 1955 .r �iTO hutlh AvegNet:r y(wik IS,fN.Y. filCL".. 1 �; A,. "... here-s that document;.". (y� 1 AWObtAN came Into the City (lox references In the 8-by-tl-inch Clerk's office hero In Las Vegas, pocket. Several were notated"Char:e- Nev.,to bee,some deeds pertaining to ston Blvd." but one ryas buti-colored. By SHIRLEY BALLINGER Charleston Boulevard. A year ago In our Master locatcr, buff Indicates Ctfy Clerk we'd have located them--maybe after a Deed. Los Vegas, Nev. a halt day's searc`- through the files. The buff-colored "Charleston Blvd." Thane we found In two minutes by Chalndex card carried a secondary checking the 16-drawer Kardex file, reference—"D-28." To my deputy With this Information, site moved our Master index, which monitors this meant that the needed docu• to the Deed file, pulled the drawer, every Attu folder znd document In the tnznts (right of way casements for found folder 1:28 and the Charleston office. In this drawer notated "C" to streets, sewers and power lines; Quit Blvd. deeds in chronological order, "Clio" were 52 visible pockets. The Claim deeds,Bargain and Sale Deeds the most recent to the folder's front. one labeled "ch" was flipped, reveal- would In found in file folder 28 In In essence, that's our new system ; Ing a number of col.,r•keyed Chain- our Deed cabinet which Is legal size. for Buick, accurate location of legal papers. Before, w•: had no Master Intlex. Documents simply were filed ; alphabetically In 23 drawers. Mis• tiling was frequent. "Finding time" was tediously long and Involved. We'd outgrown the alphabetical system. It had been good enough back In the '•IOs, when Las Vegas' population was 8,000. With our pop- s ulatlon sextupled to •18,000, we need- ed something better. Besides, the City Clerk's paperlond has increased even faster than the population. We heeded a better system, and eve got It, after more than six weeks of on-the•spot study by experts from Ilemington Hand's Business Services Department. The changeover—and it new efliclency—has the blessings oe A. It. Kennedy, Las 'Vegas' city manage-, the City Council and Mayor C. I). Baker. We began with what we had-- -evert four-drawer, legal-size filing cabinets. Added was the Master i Index and Its Chalnttex system. ..•N•"' Added, too, was the color-coded Var. Index system, segregating file folders *:- c• . • to their respective dra%c.rs, a hedge against niisflling. t• i z Let's File a Deed A deed comes 1n, Is accepted for ,1t denled) by the hoard of Commis. stoners and is noted in the Minute Book. The resolution cf acceptance Locating kEal Pere-& is now accurate .and easy. If looking for "Shere, ] F." is attached and the deed goes to the the Master lade: Indicates that comple:e material c»n be found under "10 A Recorder. Pefore It's filed with tht. Concessloaatre:' Here in the files is the"10 A Conee�tionaire, Variou::' I I t 1 City Clerk, It fs checked by the 1119.1t of Way Departme-t Than It comes to the City Clerk. The deed is assigned the next con• Fecutive numlmr and is recorded on a reglAer Card whiclt gives deed number, name of grantor. purpo=e, property location, and the date ac- cepted. Next, two huff•colored Chaindex cards are typed. One carries the grantor's name, the other the prop• erty's location (hero, the deed's legal description is translated Into a street address). These Chaindex cards are properly interflled In the Master Index [under j grantor's name and the property's ad- dress). The register card posted, the deed Is fled In a folder in one of the Deed drawers t the folder num- bered and color•codcd crimson). One would be flied under"Smith,Joe and Doris"; the other, un(hm "Hamilton )load." Both would be notated "D-300," indicating the file folder where the deed, along with other as- sociated Information, is located. Essentially, the same system (though file fo'ders and Chaindex cards are differently color-coded) ap- plies to our other documental classes. Ordinancer During 1952,Las Vegas' City Coun• cil passed 35 ordinances; in 1953 the number was 67. In the ~taster In- dex, r:::Inance cards :re colot••coded green. as are their file folder labels. All ordinances are double•lndored In j the Master under number and sub- ject. i i Xaprbmd frees January 1956 •TO ftmi Aw..11&w Ts&16,PLY,. • i 1 i i r F' 1 �Y City Clerk's Office HomUrgUm Beach$ California i r i I.' Kemal of Filing Pmedures r rrepared Bys Business Servicas Dspartrwert Los Angeles, Califomia February 20, 1960 I I 1 1 I S I PR„JEACCE The purport of this manual is$ S 1. provision of a reference record to gu do all personnel in filing and finding material related to City Council action on various topics. :2. To insure maxianu, efficiency in handling the records tranwitted to tbe, files by setting -ap standards for {� facility in reference and accuracy of perfrmnce. 3. To explain the varicas processes necessary ;o maintain effective operation of each file. S 4. To serve as a basso for the future traininV of new personnel assigned to the responsibility of handling the i records so that the system may continue at established without deviating fro the fixed routine. Tire syster explained heroin recogntivs factors which distinguish the City from other mnicipalities and prosildes filing potterns to ` insu-,a proper docuisentation of all municipal business. j �� Rarer-st C"c'�a �yCJ j ! aainth 209thagen (Mils) Record• Grg3nirer j VNIHRSS SiMCIS DIVISION ails► REMING70N RAND i Division of "rry RaW Corp. I 1 E R f i t j e y - e e • I i^ r pigs . f A. Numbering Systems Council Action & Related Papers i � r• i B. Nmb*ring Systems Data & Infomation 2 f F-� C. Processing the Minutes & Supporting Papa:., 3 j D. History Cardss Curren-4 Records G + E. Rules for Preparing His,.ory Cards 8 f Abbreviation& 9 F. Cross Reference it Examples Chaindex Crass Reference 32 j G. Classification List 15 a. General Topics IT b• Ag ooments - Contraci� 2D Q. A-nexations 22 { d• Dead* 25 e. Oldintneea -2 f. Permits 33 9. perso"ne: 34 } h. Planning 31 i. Neal Estate A Auildings 39 J. Resolutions dQ k. Tr.rffic 41 H. Chargo Out I. Follow»Up 44 Is Labels i Folders 44 J. Incoming Mail 47 1 K. Future City Council Usetings - Pending Matters 47 L. Minutes - Ordinances - Resolutions (non-Ourrrtnt) 46 M. Protection of Vital Records 49 i I I t `t ..'�+ . its..�� iy,�r� ..,•�j,.',•,• �t ' —, �-�;• +' _ +tip �,, ,. . -`•i. ...._ .G Y�. .',�.�., �.' /u'j�`:•' � . ♦ • • • • • • • • • ♦ ♦ • ♦ • • • . ♦ • • • + ♦ • • ♦ • ♦ ♦ ♦ • A. A1MRING SY6111t O(KIL,ACTlr4H In order to bring together current and non-.;urrent Council. Action matters from Mirw!:e Stook plus related paperst a pro-deterained numbering system was established. Topics which repeatedly am@ before the Council foi action are assigned numbers ranging from CA-1 io f`1 C,A•39g to group them by general subject. The numbers tarrying the prefix of CA (Council Action) should actually be cvi;tidrted as file numbers to identify papers on which the Council has acted a • at well as papers relating to that activre The plan imposed best i " wee developed to insure that such data of the Huntington lwach City Council is properly and consistently bsomgbt togethez. Topic headings assigned CA numbers are classified into sevtsal r etrb"hesdinge which sp--ar alphabetically following the sesigned num1wr. Examples (racial List) CA•33 Streets ` General Y�reveesrnts General Lightinq General News Now t Changes General Sub-hesdln95 appearing under the assigned numbers will vary and Increase as tine goes ong accordir-9 to the volme, of papers or to 0' 4 tho number. of occasions a topic appears before the City Council for action. �1. t t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ,.� A. WRING$Y � .i.. !!�cIL ACTION (Cont'd) The CA Numbered Classification List falls in alphabetical sa"ens# in conjunction with the numbers, however, as now moor eubjectj ate aadded, the iiphabetical sequence way be disr.:pted. This it :o be inticipated as sasentiallr this Is a numeric system and should not be oxpectoO to Iftsin in strict alphabetical ssgrenes. w >. Additional rNirbers sust be addasai if volume an a j= major euar3+ht, , which doors not fall under the current csts�gorj of number&' insreaees a f, e+Nw0 to waxxant it. How4%ar, an effort should be BWO to keep these numbl's to a a+iniaaw as such a procedure facilirtatss classifying "cords, finding recoRds and teacLinq the systm to now personnel if thart are tw or nuubtra. It also controls the area of t`thren". $ee a1501 Classification Lists CA-1 See 01601 Cross Aeferenoe ., t ffi. ALlAf>IERINii sY�i� pp��plr7A i IllldA111TYr� In order to speed classifying papers of a . general nature, ouch as brs„-, Owres, literature and lettors of "neral infoxuation which do not ro- quire Council Action, the number .00 (point naught naught) was designed d to identity them. Aecoeda in this section are act up by an alphabetic topic system. See alaot a. C1606ification Lists .00 Data s Infaswation m2- i I - �• • • • • • • ♦ • • • • • • • . • • ♦ • • . • • ♦ • • • • . • ♦ ♦ • • . ITEMS C. EM&Ejfijrj TH5 MI&I[S_& §UMRT IK PAEERF When Oe approved and *Jr.*d ts!nutes of a Council sleeting are r"ilved by the Deputy Clerk for pyecessingg *hs must read each individual entry. Start with the Subject Caption assigned to the entry$ then quickly span t:;• entire contents of the entryt taking mental note of the 6etion that was taken by the Council such as authorises agprovet deny, etc. Determine the aubjeat of the entryp this will not &]ways seimide with the ° In the ■lnute book. If the entry irus further explamtiong before classifying by subjects read the relst6d correspondence. If correspondence does not exists lowest � the City Cl-Ark to further explain the hest. Check the chainAex caves-reference for prvvious reference to the subject] if it existsi place the s"J"t nvWwr from the arose reference in the margin of the minute hoot; opposite the entry. If it does not exists classify the entry and place t+he related owb* ' .. ject number in the margin of the minute book opposite the entry. In eiVwr case prepare new @rose reference, if entry is of porti- .Wnt value. i f Locate the related History Card it the, Kardex cabinet and pest the entry following rules listed v:-Asr CA-3 Rule& for making vp History Cards. . I •3• i I . . . . . . . . . . . . . . . . . . . . . . i C. EXCFSSI S TLW-LIHMS A-42 pPORt ►rta' pM[-RS (Cont'd) When all entries of the minutes for a related meeting are classified and cties-referenced the supporting pepors are read and classified to CA subject numbsrx using the Classification List for proper folder captions and the Chaindex cross-reference for previous reference to tfis subject. Place the CA number end the subject Caption an the lo"r right side of the paper and file in the related folder. Additional cross-"femce way be added to locate correspondence, at papers, more readily. This type of crose-r+ference, considered as internal tross•referenco, will include the CA numbers the caption of the folder in which the corro,"ndance may be for:ndo plus the date of the lette-, but will not include the volume knd page number or , other reference to the emote book. host to Use History Card, or crose refsrsr►.•.e, the following j entries from the Minute bookst Reports (routine monthly or annual) from various dspartmwnts, Downds paid by Finance Committee, for which no name is giveno Business Licenses, ' PersonneA approval of hiring or 6lone in classification - (with exception of offizero or heady of dept's-) Minutia of previove westing acceptance by councils ` i Gossett• by individuals for er against mutters hoard at public hearings. Such postings and information create voluminous cleric ' work on b�1 j matters which are referred to in other ways. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D. HIEMRY CAMSt 9U-1W RECORDS The History card brings together in one place all of the action taken by the City Council on a given subject. It his its greatest value during the time sn item is being protesaed by the Council and tells how far action has progressed and/or to whoa it wis referred, etc. It shows the+ status of an action while it is pending or of current interest *.o the Ccuncil. After the action is completed it also is used to record the nature of the action taken. If the requester wants merely a resume of Council Action the R History card is consulted. If the requester wants to tread the Mrwtos of the last action taken by the Courril this card will tell the volume number and page number of the Minute Book in which the action appears. If the requester wants to see the pepera in coonection with the topic. the related file folder will be released. R: Each aajo.- subject assipwd a CA number starts with a Oenaril folder in the files; each sub-heading under the related numbor also starts with a General folder in the files. History cards are made )ip for oath General folder of the major subjacts as well � I as for the individual subject folders that follow them. Council Artion an sin :e or one tine occasions will be sing:as , posted to the related O"oral History card of the CA number. Papers on the action will be files in the related CA rAabor Csneral folder. r D. HI$Mff. CABas 0,RPE!-1 RE RDS (Cont'd) r� The General History cards must be constantly watchtd for repetition of subject matter. When this occurs a now History card and a now, folder it made up. Itans posted to the General History card are crossed o:st and re-po*t.ed to the new card. Related papers are renoved from the General folder and filed in thN now folder and the Chaindox cross-refereed* is chatted to show the new s'LWnt heading. y History oards end related folders will automatically be made 1 up an thr first posting for subleets on which activity can be anticipated in advance, s►ieh at closing an individual street or 1 ail"i negotiations for the new dty buildings sni major contracts. 31st"7 cards for public Improvanent contracts will be no" up, at firsts showing only the purpose and areal the contractor's nos* will be added to the caption when the bid is awarded and the r contractor's nawe is known. When History cards are filled, or became inactivep they asy 10e r transferred to a storage box and filed in their proper smWence � A of CA nwobers, Sae alsos Classification List (for ins ructions on posting individual cardc) See alsno Minute Hookas lion-Currer:t Raeorde Tee als►os rage 8 See 4.2 ,i .T. /� Y !; '�, :,� 's^`,�t' Off! -;ti `<';r •. t':.1 1-; :i�•=r.1.I, :f� ;�� •L„ _ _� :r;,, l� :S_-, , i� r • • ♦ ♦ • • . . , . • • • • • • a • • . • • • • . • a • • • • • . • . I r Exaepls, Council Co=1unications,i History Card .j 'I � 1 EMINCI� EtFN11rO1EA11t101 +. "IS70RY CARO I+ PILL ■ . ..`.`�` j f —drizni—Ttra ne Qgnar.W ...__._. ., t I 0[TA1� A , OAT[ SCT101/ OOC.IEO, VOL . ►:, -" - - -AftMatrattire officer amena sic b ace sec list VVIT - -59 Adminkauxtiss -9figerKa #I n aza , „I t Ali dates not exce a d r w � �...� CA-11 Administrator: General I 'Tyr 'T'►LEIS[ NOV �lTNIS$COLE CORES OAM 70 1TT'MRITER(Ii SCALE—If? I I[R'GUM0 SO'tHIT CAND'LCALt WALL'Rf ISTERrWITH 1utM14r .tAlu rH I IR4 1 1 IE TV 0 1RT0)Rfl WO fts$r0� START 1.0tf TIN t 13)POINTS fROY LI11 LOGY or CARD.USE OTMIR IVfRT% Of SCALE ►rR OTMCR TktISLC41 Cf \IS1ALE TITIL.fit 7ADU1.A tOR�TO •RSUR[ FIRM? ILJG"xl Of [ACM O.T9,ON O[ 1KCPVAT10lL [OLD ML[ OR pit wow Pus MIR TTT'Ix. tilt WIN TYPEWRITER ptsbolo {j 1tAhp[X Y1611LL p/Yl{tpk CAT.%0.1.01ST :7[►MNGTON RANG�11 DIrx,CN Or SriNfT RANb C7•►L•nAnCrl .?" :,,T, MINJ!D EN U S, ,L I r f I • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E. RUL..-L JJ FOR -MAKING LIE 1115TORY CARDS 1. At the top of the card and on Cie visible margin on the line headed FILE N1►MSER show the CA n-ti"r. 2. At the top of the card end on the visible marSin following the word SUQIECT show the subject capticn of the v..;!•d. S. ht the lower right visible margin and the upper right aide #,S of tho card plea* , renumber of the card. ;pl-n 3-stc.) 4. In the body of the cord shows " 4.1. Mrnth, day of the m;nth, end year of the Coincil Minutes. t 4.2. Enter the important identifying aspects of the topic on the line headed ACTION. Entries ahould be as brief as possible bu-. Wwuld not bo re&:ced to the point that them will !s any difficulty urw .atanding them. Key words of information should be uses' as first words of the entry in order to read i Wamation easily and gjickly from the Gard aril to facilitate cross indexing the entry. , Include the number of th* aeuwnded Revolution or Ordinsncs G" the action line whenever posting a now Resolution or Ordinance that amsends a previous cne. Include the amount of the low bid when Pam..lnq an awarued bid both for contracts and for equipment and supplies. i See aisot Page 6. r8r 1 '. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . r• r QR klljt& P2 HLMRY_9ABM (Cont'd) 4.3. Allow enough room on the AIM ON line to include abbreviations for the type of action taken. Use the following abbreviations for type of actions tVC action must include the date the it" will be brought before the council again. Ack Acknow1cdge Acpt Accept 3 �,= Appr Approved ,�pprax Approximately M i� Aseat Diat Assesae ,t District c Auth Au,.,hOt 1 to f Drive M Deny Deny Hems 40aring I; Hunt Dah Huntington feaeh K/p Weld Over Pot Petition Ref Referred I `. i. •1 Tr Tract; I Referred Action must also include an abbreviatieit of the Departmnt or City Offtse. Use the foliowing abbreviations for Referred ictiori. Ado Administrator Atty Attorney i Bldg D Building Dept, C Clk City Clerk -9- . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E. EULES FOR MAQ9 LIE 111SSTORX CARDS (Cont'd) 4.3. (Cont'd) png D Engineering Dept. Find D Finance Dept. Fire D Fire Dept. Libr 8 Library Board Mayr Mayor f's P4rk D Park Dept. r Per 5 Personnel Section Plan C Planninq Comissioner Police Police { . Roc D Recreation Dept. WaRrr D Water Dept. 4.4. If the Cewncil action results In approving an Ordinance or Resolution post the nu*))er un it tho section of 04 card Feasted Doc No. Precede the nuasbor with the 4 1 ter 0 for Ordinance and R - fcr Resolution. Examplest ,,. ..� R-1250 i' 0-541 4.5 Complete the entry by adding till volume near and the page nueaber of the Minute Look in which the Council action cppeared. ,k* -1`>w A r�y`r•.�.� .i�1 ,� f/r` <<•( , h' .f ' . .y .il.! 3" 1�f/ r .�.• .' r, rr' fy" -1r_�• 1�'['� l,;r•.f•• . . ��. r:." .'.1.. n•• c `r, - .. fi ...t F .�� (; ..L.' ... . '!,.� .+�� ./,,! fir. r"�`• !► • r • • • • • • • . • • • • • • . • • . • • . • • . • • • • . • • • • • . . . . . . F. CROSS REFE-FINCE IRFL621VE INDEX) The cruse referenrov or (Relative Index) appears on colored Chsindex cards in a Kardex cab!net. The following colors have been assigned to indicate various types of records and are used for reference to Minute Book entries as well as internal cross reference and folder captions. Blue 3 & 5 line Deeds Casements R/W S Franchises J Salmon 3 G 5 line Agreea►snta a Contrasts K (Without Inc=@) { Salmon 3 & 5 lime Agresommts t Contracts (With In+suae) White 3 & 5 line Agresm►ents & Contracts (public I14proveaeents) Huff 3.4 Is. 5 All Other Cross Refereriee 1. Space once from the top edge of the Chaindex card ( r 2. Epace twice from the left edge of the card and set the tab for the subject caption. 3.. Space nine spaces tram the right edge of Chaindex card and '1 sat the tab for the date of the neetingg the voluse and pegs number and the Ordinance or Resolution nusber. F; i" A� 4 4 1, Cross Referent.@ entries of pertinent information posted to the f� 111story Card from the Minute book in as c+any ways as the item reasonably can be called for. Always think ahead of the personnel 1- 4 handling records in the future who will have no knuwladq* of what ' 4• 1� has occurred in the past and must locate records through the a e 1 • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • . Examples Croee References Chaindex Card {�3 a M SO Calif Edison Co CA-I Public Utilitier: Same .` SUU'MM Wit water. co -CA-3 Sme I i A � 1 i i -la- a a .� . . . . . . . . . . . . . . . . . . . . . . . . . . . .ir . . . . . . . . . . . . . . F. CHDSS H �A,[14; (RELATIVE J EX) (Cont'd) 1, cross reference system. Bgsr in mind, also, that many of the supporting papers must, through necessity, be separated in the files. Properly cross referenced, they will be brought together on the Chaindsx cards. When cross referencing entries from the r sr� History card, the basic rules to rseamser arts a. Council action which will be called for by nam* is cross referenced by name. " b. Council action which will be called for toy area, street or avenue is cross referenced by area, street or avenue. � I c. Council action which will k* called for by subject is crests referenced by tubjerzt. Bxamplesr Dog Leas'- low CA-1 Animals A Birds Tree Removal CA•27 frees & Shrubs 7. Include in the cross reference of the History card entry the CA number of the subject. This will carve as n guide to related papers in the file and will alimirate a good shnxc 3f 6ross roitrence of individual papers. 1 3. Cruse reference sntrics from the History cards in which tho City agrees to assume financial responsibilities, or main- t, .,ance responsibilities, in cocoa of Public Improvesiente, r d by ►ubject or by area. Include Z brief description cf the i responsibility the City has agreed to sssu%". I I yes. • • • . • • • • . . . • • . . . . . . . . • . . . . . . • . . • . . . . . . . . . . ..ram F. C.0% R, R :E (RF�b?IY�,�,�rD„ , (Conted) 4. Claraify Public Hearings to the vjbjeat they conc:rn. Cross reference by the subject. Do not cross referenda or post to the History Cards the individual c,omente for or against the matter being hoard at the hearing. 6, rwisions xNat also be made by personnel handling the records as to when cross reference of an Item posted to the History Card is Dgz necessary. These include itams% which can be located easily from the xelated K History Cards such as% a. Requosto by City Personnel to attend meetings aid conventionse i b. Items wt.!•:h wryre crass referenced by name and by nuaber t the fist time thoy appear in the r+inuteso such es Use Variencos for which hearings, or other actionsp an held avears i i (The first cross reference showing the Variame nuidwr locstea the related numboa*d History Casde additional cross-referenco, would be s repetition of the History Card.) S c. SuLssct Captions of History Cards if a relcied`•tolder• ! caption has burn cross referenced. : 6, jg ak cross reference captiono of new folders which are broken : down by year, or ainhabntioally due to volume on a subject# on which the original caption wrs prsvioualy cross referenced. 7. Further instructions for cross reference or* includod in the esralsnation of the Classification List. 1 See% ar Classification List ,lA- low I I i f . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . J� G. gk5.1 iIGTION, 'i� ( tPL,ANATYON OF SUSPECTS AND b ME-STED CROSS REFEREXE TOPICS) The bulk of this sectiot. consists of general correspondence which is handled by the City Clerk and does not require ' Council action such as inquiries from the public, or requests for information to or from various outaida sources. pile alphabetically, set«ing up alphabetical folders on a twa year basis* hake up an Individual folder rr wn4 :er the volume on a given name increases enough to warrant it. Topic folders may also be added to this section providing they are the types of papers that do not rcquirer Council action and are considored as • gewal Intorraticn. Interfi12 these topic folders alphabetically. f: Exwple3 w A-0 Genetal 1958-59 w City Clark's Assoc of So Calif League of Calif Cities Other Cities Topics may he added to this section as the moors arises. Eash topic added, however, trust also be added to the Classification List and Gross referenced on the Chaindex cards. History card" will not he made up for these topics as they are not considered as a part of the Council Action record. Records should b+e scanned March lot of each year for papers which have lost their value. These papers should be revirwed by the City Clark for approval of destruction or for transfer to storage, See sleorr CA-A Cossmunicat.-nns for Instruction on G*norsl eorrespondengor that it read before tho Council. i The following subjects, under this heading, require further explanation. i i �15• i I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G. CLASSUJr.ATJ tr t (Cone'd) i a. C+�li>f�a fifes Papers I" this *action consist of general infox:.ation from various State departments that does not relate to any of th* established CA r4aAwred subjects. Cross r*fer*rc*, when neafssary, by subject. b. i�eetinas Mir�ta This section consists of notices of various meeting* and minutes of meetings, such as Orange County Mo*quito Abatownt �•; Minutes. Hold one ectiv* year's recordo and one inactive year's records whin Current year Folder is made up. P rr 0l6r I W -',-t. I i . .I, G. gJ.AS§JF CAJIgN LIST (Cont'd) CA-1 fiEHERAL This section of the rneord$ consists of topics which do not have enough anticipated volume to be considered as major subjects. It differs from .00 Date & Information due to the permanent or semi-pemenent value cf the P&PO", plus the fact the council ties acted on thtm. Now subjects, which cannot be 61assifiod under any of the current major subject#, for which the anticipated volume will be too small to create S new major subject and nuilmr will continue to be added to this sections Subjects "started out" in this section, which increase In volume to the point where they can be considered 66 JANJOr subjects may be transferred to a Major subject number. Papers within the folders must be examined to: cross reference market however# and all cross reference changed to the now number before the transfer is acco"llshed. This subject contains paperag including complaints, pfrtAin.kng to dogs and laws on loathing# to bees, goats, arts, horses, otto Cross referc.,ce, by subject, b. Ildf J 2MIA110011 (UnAvAr64d) Awarded Bids are Mod with the contract or subject they pertain to. The Unowded Dids, are hold for information purposes and checking of specificationb. They may be reviewee by the City Clerk on a yearly basis and UAW forred to stnrsg* or destroyed according to the Records Retention program. bo 1. Bidl 4 Qp2jolionf (Ullmardftu- B&IIS lurev"9011 This section contains unswarded Did& for Street Workv S*wars, Lighting, etc. Oro Do not gross reference individuil, unawarded bids. c, Gills & Im4fte This sottion contains Information pertaining to gifts of all kinds t(i the City such as a plaque from the Veterans of Foreign War*, -tofu** tons from the Lionts Club, *tt, Cross reference by subject and by name of the donator. II -17- cr . . . . . . . . . . . . . . . . . . . . o. CCASSIFIcnrlort I,Ysr (Cont•d) d. , I*toxy It is to be noted that the papers fuming the History of the City will be found in the earlier retards which are now in storage. if these records are read, thie section will increase In volunr►. The breakdown s;could he made by City departawnts, when*'►e: enough information of historical interest is found to warrant an individual folder. History records do not necessarily consist of the pe:wsnert documents of a city. They consist, frequently of papers or N, correspondence in which age itself makes it ,tn item of {} historical interest to the City. e. IndWgJX3 J DAL%ineli li es 'r Thit section contains information on organitations inquiring about Industrial or Business Sites plus surveys or reports on sites available. Cross reference by organissU n name, include other pertinent information. ` 1his subject includes population studies as well as the Census. Cross reference various studies by subject, cross referenca. the balance under th* heading of Census. q. Cr�mic,�tians A portion of the incoming norresponden". consisting, usually, of letters of appreci*,.',on or coDplaint, must. be read before j the Council 4efore they are filed. Entries in Minute books pertaining to this correspondence must be cross referenced } in order to maintain a complete index to Council action. Cross reference these letters (or entries) by the now of thy writer, include a briaf description of the , 't)j*ct, If the lsttar concerns an individual City departAwt or estab- lished Major subject, classify and file in its related section. If it does not concern an individual City department or estab- lished Major subjects classOy and file under the heading of CA-1 Communieatirnas General. g.l. Ctibso ihtiar•s File all correspondence pertaining to Suhscrtptiuns to Magazines, papers, otc., under this heading. Cross reference each letter by name. 1 ' 0 MEMONLY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G. C;LA;,SIF CATI01 LIST (C,.nt'd) g.2. ZYMDAtbX Requests are frequently made to order to not reee reatb typeE tht s�fletterrs expressing sympathy p too frequently. Pile all Aetters of sympathy under this heading* Do not cross reference individual letters. "1 he L air.�A - -This section contains general information pertaining to State lawae Superior Courts steel plus papers concerning Law Suits and Judgaents. Cross roference by subject and/or by name. i. U i/l�:ioel This section contains information pertaining various bills approved or objected to by the Council. Crossy subjects include the bill nwnbsra ort cross reference by the bill nusiber if the subjszt is not identified in the Minute Book entry. i i J. "MA petitions concerning major subjects wil). be classifiod to the related subject. This section contains petitions too general in nature to b6 elasalfled to any one of the major subject numbers. Cross reference by the subject they concern. k. Fublic U11111ies This section contains general information on varloue,public utilities which does not concevn any of the Major subaeot. Cross reference by the name oaf the utility co+apanyti include other pertinent informationa. 1. Recordo Destnas�i�a � This bection contains lists of records which have been approved for destruction. Papers in this section should be held per- manently. Cross reference under heading of Records Dostruation inuludingg when possible& a brief summary. m. Saeeisl EteuSe This section Concerns special days in the City (or State) in- ' eluding proclamations for these days. Cross reference by day ,.� or event.. ! 19• , i 'JWJ JW.A MT W11, . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G. QLASSIFICATIPel S1 (Cont'd) , _JL .2.cn -�al �e � (Cont1d) Examplei 113,g Brother Week Burglary Prevention Week Do not Include general Holidayt for personnel in this sections Records pertaining to Christmas, Thanksgiving, etc., should be classified to CA-28 Perscnnals Holidays. CA-2 M"M T-4 This tection concerns abandonments of alloys, stre*tsp water- lines, unnamed streets, etc.; cross reference by name of sts*et or alley or by location or area. CA-3 .29M&JE (Without Inca") Records in this section are filed alphabetically. Cross index by name and by subject of agreement or contract. Use folders with two Kompakt fasteners; file agreement on left fastener W vorre%pond*nce on right fastener. CA-4 6MINMIS J_.MA.1J[LAM11, (With Income) Records in thi3 section includo Losses and are filed alphabetically. Proposed contracts or lenses are filed In the General Folder of this section until negotiations are completed, Cross reference by name and by subject* Use folders with two Kompakt fasteners-file sgr&went on loft fastener, correspondence on the right. Lgsse Oil and Gas Loases must be identified by the land dowiptior of the leass. Cross reference elphdbotically by nano of lessee. Cross reference, also Under the heading of Oil L Gas Lease and give the property description. Examples Oil a Got Lease Lots 9-11-13 & 15 Dlk 515 17th St See CA-4 9 & F Production -20- 1 • • • • • • e • • • • • • • • • • • • • • • • . . • • • • • • • • • • • • • • . . • r•r� G• CLASSIFICATIC,N 'GAT (Cont'd) CA-5 AGR F.IEN„j1 L CONIRAM (Public Improv Naent) Records in this section concern contracts fL. street improve- ment, $@wars, lighting, water mains, etc.. Thel are filed alphabetically by contractor's namo. Crops* index by cotitractoris mare; include purpose of contract, lut;ution and dtte. Cross index, also, by location; include contractor's name and the date. Cross ine-ex, again, by purpose; include the contractor's name, location and date. The folder labels must include the contractor'* name, the purpose of the contract, the location and the date. Uwe folders with twc Kompakt fasteners. File the signed eantractg tnsuranc@, bonding and the !Notice of Completion on the left and f114 correspondence on the right fastener. " hhen the recorded Notice of Ccepletion is received, type a Isbell (See example below) showing the proper date of completion and pInce on the left shoulder of the folder. This allows for retiring the folder to storage and identifies it as an inactive record. Curtain types of contracts, such as Street Lightingo do not require a formal Notica of Completion. The date of completion Is approved br Council action only. Type a label as per *xample, using the corre:; #s Mrr volume and pag* nvsjwr of the Minute Book and place on left shoulder of the folder* f vaaas+a�w►a ( ' F Notice of Completion 7/31/59 'age 199 t L • 1, h ! r) j -21- i %d G. C.T.ASSIFICATT� (Ccnt d) CA-6 ANNFXATIONS r� a. Qtbvr Cities There art frequent requests for infomation pertaining to annexations of bordering cities. Therefore, it has been requested we hold these records under the heading of h.,nexationst Other Cities. Pipers are filed alphabetically by the nave of the city in the General folder for (ether Cities until enough volume has accumulated to nske an Individual folder by city name. Cross reference by the name of the annexation, include the name o! the other city. ; To not cross reference by nave of the oilizr city except by folder caption. w b, ErgoW res i Policill Under this heading file all procedures and poliei^4 per- taining to annexations. Actual annexations to Huntington Beach are filed alphabetically � by the n.aee of the annexation. Cross reference by nano. Use folders with two Kcmpakt fasteners. F ace correspondencQ and oth,ux general papers on the right Kompskt fastener. Place one Copy of a resolution or ordinance, the signed copy of the affidavit of Coa:pletion, and the certificate from the Secretary of State on the left Kompakt fastener. The certi- ficate should be placed on top of other papers as this is the final approval of the anrexation. When the certificate if received, type a lob,al, as ,,ar example, using the O'japer date and place on left shoulder of the folder. 1 I 1 i ? CERTIFICATE 4/4/58 i �} 1 i ft22- ! 1 . . . • . • • • . • • • • • • • • . • • • • • • • • • • • • • • • • • • . • • • . . G. C S IFICATICN LIST (Cont'd) CA-7 jSS§1SSUEVJ RISFRIM Currently the only record classified to this section is the proposed Parking Distrfct HI which was never eons'umsted. However, future plans of the City include assesw*nt districts. Records pertaining to these districts will be filed under this heading. Procedures rigardicig filing and cross indexing of those records must be written by a responsible party, when these districts are farmed, and ^dded to this Manual of Procedures. CA-8 BFAgN & PIER This w-action Contains information pertaining to the Bvaeh 8 Piers other than Lifeguard Scrol ce, which is filed under the heading of CA-11 Lifeguard Department. C,v as index by %ubjtct. CA-9 QWMS This section ccabines general information frm vrrious counties as well as permanent records and matters an which thie council, has acted. Cross reisronce by subject and by name of county. `t Heview these records on a yearly basis and clear of general papers which have lost their value. is I. CA-10 CILAIE§ Ftle reports fro® the Police Department regarding uischief, or damage to City property, that do not place the responsibility on any one individuals and show no name, under the h*f,ding of Cl-lass General. Y File reports from tha Police Poparteent roSiardiny aiochlofq %:r damage to City property, p!us Reports of Injuries, or y actual claims against ths! City on which a rime is shown, alphabetically by n we ci {.he individual. Alphabetical folders are broken down to three year poriode, In order to allow for transfer of inactive recorda to the Storage area. Papers are filea alphabetically within wit three year period. Cross reference by name of Claimant when Council Action is taken and reference appczrs in the Minute Book. Da not cross reference claims which do not have Council Action. Locate by name and by approximate date. •23w 7� �%PX s; "'A j .-�jj-L� 1. J V . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G. rj.A5QF1 .�CATI(,p LIST (Cont'd) CA-II RenordB in this section consist of Papers pertaining to appointzents and resignations of officials of various City cf(ices, establishing of affic0st and outlines of dutyp plus other general Infornintion which I-elates directly to the official or department, but is not considered oc a part of the individU31's personnel raccrd. Included also In this section are complementary letters$ approciation lettersl or cvMplalnts rogardinq various City depnrtmentO or officials. 4ross reference all appoinVients and resignations of CItY U&II&IcIals by nano; post to the History card of the related office or departMente post to the History card letters of COMPlimOnto Wtvciat'on or complaint regarding City departmento or offices that are read before the Councilt and appear as entries in the M!nuto Book. Cross reference by name of the writerg If nectosery, to locate. Repnrts from City departments are required to be re4d before tha Counc' i and must be held according to the City Records Retonticn Schr .ile, Acceptance of -these traports is usually routines thei.jfnre there Is no reed to post these Minute Book entries to the History cards or to crons rcfijence routine reports. post to tho Reports: General History Cards entries frog, the minute Books In which the Council takea exception oi-4 questions a Report. CA-12 CJYIj.PE-_FFNSF This section requires no explanation, Cross reference pertinent information by sub4oct and under heading of Civil Defense- CA-1 1 IU-.f S In this section file all Papers pertaining to establishing com- mittees and appoinixents of mrmbars to servo on the committee. Cross reference by nacre of the c=nIttee at the tin-D it to for; .dg zrosi reference again at the time it is dissolved. Cross reference crx.nj.ttea members by name. n . , , y i r..#. ssi � 1' Y ''' fA1:"%'e,;v+r••: y ,. v c •>^. tin• a: '"' 'r4 ��t { .. q '•.t': (L7. 1 ,x s •, V+1. pl.f -a , .• ,`1} v ..4 pl�: 4 �.' .9 ;P ^�•�: x ,Yn q r i 4, t; :Yi+ ;l, r „/,',+1' ''`;� �+p 1� ' .i ' x.p1'`'.;.,4:�' " ` /rl Y •� ,` v ,•Z,11 ri+.y w,r,,4 :l`l,r} + �' t. :•sy}+�..`, •;'i' ,} fy`1.5 r. .'4 ;}'iS r'^ r'pyy; <IS; "1.,L., 4 e' ii• 4 ''' yy''b`L, J.'ry;i: " I 'p'•�lt`�`� `J��� " Yp,�s'lr � ' R.ak .,;� vy r;�.r � � � .� 5 r. �.�,, ;�a f1.1� ' .• Y ra} iW+�r�,� '. ,�� ,t,}stiff",,.�i�.4 •,, !�,! '�"� . r' (-,1 , �i ,p r 6 �, r y. yy �' ,h.i.lf r nY Y V t.�' �, 'I n' f .Vt M. •x. � p , Yi4b t'Fp}i r f 4v }�1i) i'!`r •' ri���.'i,;�'����.p7j 1�y�N ,A ,S S• i+ " ',7: fey°,Qx t1 p•f p�.'��.1 .•ti �rt_�} ' � ' I,r''t 'x' i� i ",��i py vTl: �d�' ir +l•,x4.+ •!.°4 + ' rr�. �••r` a 5y. l• •�T44))4 f h S f t • � r .a.V4 r, „ .�• pr,,�'^' ,� ��',1, :3`�•�'1 !.I1 �js"6.w � `/.�• ,k a.� p4 4 t 'i •'rr' S4 { 'A .�.' ,p.,.�. n I S.,' 1t t+• .1 ,� �I',. ..(.� .,�,. 4• {xf 1, : -7 •.`:^naa 1 rnti !'{tr . {„ .} '� rr tp '+ •;,l � ,a� ,r- >1 G y•� �r '" ,1 ,rJx d• ."y+�'. . �+Y ,pr 4� ,,b + f rti1,7 .r 4i'.;yl.1r,iti 1 4 r ^ , x x _x� t,.+ f ! . ' r (, ;'p , �fx t 5 ,�,�r„ i¢ , '• � .rti 't'�l'`'„pF• ,9 �` 4 '';', ' y Y•., i � + s" •i' ,� f'. r 'r � Lyx ,'. ,4, p f•, 1�:Y;�ey ,t v - r ii 1 :I ... V , _ (u „• f r -x f^ L .Y' { � i Ip .1;1 Ff x �,'r 1 , .. •I r'1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ,x G. CLASSIFICATION LIST (Cont'd) Ch-14 DEEDS EASEt.1Ftr!r_S R. F W There are actually two sections of records under this headings 1. Records of a general nature concerning Daedav Easements or Rights of Aay that are of pertionent or oewi-parmanent value but a�'o not ccr.cidu.red as actual documents. 2. Uocumonts consisting of actual Deeda, Easements or Grants of Rights of Play. 1. GQ era RecoW j: In this section file corrospondence, or papers, Doods, Easmtnts or Rightti of Way that do not concern individual negotiattons for acquiring property or correspondence, only, on the n acquisition or sale of property for which tote volume is too heavy to be filed with the re'ated documents. When classifying and cross indexing theca records, include they t word "General" in the caption. Folders in this section will carry the yellow narrow banded label; in,;Iudie the word 4 "Ceneval" when typing the caption. ti Ex�nples , ;pa U-14 1)13 . Easements & R/W: General Tax Title Loto: Correep 1960--61 a. ��Y2aiaala '�rl Appraisals of property frequently are in bcuod book fora and r;d art: too bulky to be placed with thy' actual documeint. ApprO sale are also made on property which is not acquired by *he Citvp. ;t•,7 Allow them to remain under this herding, unlcsa adv •d other- voice by the City Clork. Cross Index by area. .;x b. -Ifty� Acresc tiviy P O1 St #139: Ccrreopgri once r Papers under this heading consist of correspondence relating to t'' 1 City owned r.reage. Deeds concerning portiono of tho ocreage ; are tiled in the Document suction under the hea�ing o: Real Estates Hwy #101 & #39. -25- "�� e, X . f t5: 1 �'' tx. Yy wt ' �, t �r rF ! jl t A' { 9ftN : �YS. 1 y � , 71tf1 'F'i' '{il ' + i N•" r's i!•' Y,�yy �'. �jy�4 !�,.it(;f .�%• y '' 4, i w 1.,`�yl 1+.�'�,, �;r,� �1. ,f . ..5. �' "A�, 4 , , q,Y` t !�1� W 1 1'•• k'r+ r.,` f fi , '' .r.. A ,,� s„^..,raJ,i rti ri,.,�,t M•, ! �f•:�,r• 4 � '!�' '�n•� .Y 41 t�i1 t'!• 1 j ..^• 4�• �1�• A . i' •.5,, �,1�"Gh '� `�` q tl 1' , 'r.,,} iG•• g.i'.{'71J• .)'.{ t v t{-, � 1t ''r ! !... sr.• �•,!. L�:,� � .� jp� .�1�(� lr'' } v.l'( n ,r ''','/�;1,�'"�',yi L,i:�'4�. y�l,�,•.th o•,l 4, �, M•,Y+�,,( h (•',' !„r ,� ern "ti• r!','4� � �'rrl' hto �•1 a( ;^`h t's.�i �it•sti .5�'��yl d, ,k V'�'.,V'i ^•..ti.,.;�1^`'/�r',. ':�;,' 4.,. rlSy' 9i, } r t;r„ 'f,Y �.C,,. .11, �, '.7 i�; e:E';•:�.i„ \"41;f •! i{t �'�., .''}'v.'q,,, ram•., t '`�i 4.^'( :i',. ';�� �}�'. .,tg n,.,, .s„i�!.,"h A"��,r;�.� Ir, r1 o-.�,r ,j,'' •I i•.:''1• )Y,t1rtI}:f,1hkY1":��t''��rr 1'T*'''�r4 '.•a ?,i1. �^: r .1:• S: .9��r,,�i(r'a'i..�fhY,i,r^.V rl{1. .^ r.6.� 1•,.,'t r r t. cy f .S ai � 'ii�,�he.M. .t• r f +�r.� .r t. r,'�t+�y :1!'l �,1 1 .jti ,V/ 1 •., � r ;Y. .+',{',�' (f ,t 1,. .,r,,A-fir'"4,;Y S,a...�S' •"r(;f+ .Pi`:,t. ,r,���i.,'° •�1�i�.ti�u Itt', �.i ,.r,:,ilY 'r' dY.l, ,!!,r•..,�'}; •+', �,i•w."t;'.. , n4. `'r� r'i•r{ t ,lr}Spfi' , ' �r ,1tl;t. .,. .1, '� ir':�i ,1 ,• °r .•6 . � rj!'' ,( �' ,,r ,.. y.•`�(4„,S, r,'. j.•' I�. '� ,.'tto {, ty f. e. 'y. ,'�. ,'�.. �;1� f. �,. ..�� ,rf �,;Y.,'tt, •;.�. •;.�..4, � ter' , '10.� ,� ,it � ra, •�,' ) ..,�}' � r,i>;;,i•L, y` .�il's`xi.'r,;! A � 4 Tt ,f-, V.'+�h (' r; ..,1; .r t'r t'r:. 4 f , 4, .+:''! t a'•i.s,• .I ` 'I1, �Y., .h r �^ �,, 'L .�'Y'� Ji d ;�i. .fi..� '••r'+h:`1 �`:#. l.1 4�+' i:i i�,'�, �', t k"'1�. 1 'f", 'r r"l� � i� ��:�.+ y. "'Y 1 r�,!', � '45'y"'„ {1' +5',' Iw!'S^r�r'4l,!;,1: 5Y1�''i� �,i i`'� �>.r�s Syr •';.t.tl,�1� .,V,.`• �•Y'� yF l ir.1:i1; .,a•y•,., itt�.; } ��` t., r.^t'!;l err"P.:��`p},1," �'•• t ��r.i..11S..,..,�u a.rl rL�L'.'x.S;...lr.::�.. ,.�1,� ',4�M i'r�;,}.Y�� 'yy+1'�t �- d�<''• v,�, ''�r.''�, !f.:Y „r l�Y•�;i 1 r Yr u.:1:a •'....14Lia:1..,:�3�a.�� ' 1 }.,1�', t N d;•sr ' ` y '�i,•,�1'{,'. �� �t.ii." L..ir..,.:..t.ism.�..li''I.�I,�a.....�,'_.4.-1� , . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F Ir, G. CI.l1SSIFICt+TIC"' LI"T ;.,ont'd) CA-14 (Crrt'd) ce La Acquisition Service This company's services were engaged for the f,uroose of acquiring property and Rights of 110), for sevoral City projocts. File papers relating orly to tho crrnpany under the abnva heading. Pile appraisals, Title Reports And Documents, for which this corpany neagotiatId, under their proper categories. d. Tax itle Lot it Papers under this heading consist of correspondence and goneral information on Tax Title Lots, including affidavits = of Publication for Notice of Sale of Property and offers from individuala, or firms, to purchase these lots. See also, Documents: Tar. Lots for deeds to the land. e. Ti t l R,, ortc Follow same procedure as a. Appraisals. 2. ,o MLe II In thin section file actual Deeds, Easomtfits, Grants of Right � of way, Dedications of Land, ettrow, Information and.eorrespondence relating to the transaction, if the volume of correspondence iz not too heavy. All incoming documents must be identified by the purpose and area before being classified or cross referenced. Unpult the City Cngineer for the proper identification and unite it on ` the back of the documents. Deeds accepted for street purposes In undeveloped arose cannot bo identified by street nant. Identify by the Tract naze or number, include the block or lot number. Identify all developed areas by Street or Avenue name whenever possible. Documents cre identified by purpose under the fallowing standard subjectat General Storm Drains Alley s Streets & Hwy$ - I r4alEstate Water Pipelines Sewers Water Rights -26- I F, 7,4.4 , r .3.�. .d.J.{ yry..{�{ii`; f{!►,;jTfia k';,.'�!t'�v,�` i� �!' .��r +- ,`#lya:Y; •'•�j� t t't'' r• ',"•, Y'{+ ,�7,•y, +�.. .( S• •y 'Sr frl '++,hl'• :;y`' ��+; i,,,,y�4�;:Jk4�,+,'I,• •� '�. y ���' Y ,dn�R� '' ',�1 `+r};.�'7 �Jr�y fi. ti'•i:�Atfi'f't! i;�'°�•1'yt4�'�,�•M;"..t •dt ,4 r r. � i u• f��r f .;•F�,.'r ) T,�$ , 'q{• 1•' +l ;#f` ! y�rtf.. 4 ` 1..��,� �'�� ••,,' �{ + •, ,r• ,!i r�l' r r'4,+„`. 1 d, 11• i , 1' Y,.f. + 1 1� '.� .•�. �� �+ "����y.^+'rI � pr (i, tV• r• {.' j. ,r ,• 1. �.. .iv :.k t{ }'•?t' ,�1 r .�1,,'� •�'..�h( +Jr i:. '(lt. � ? IFf "+. ,,{{i {. iyp 4• 'Yri• f' + J; i i r'+i ''�+ iia'+�. .It. �Nt,i.�, i';.,:;�.. �} '! A, I Y .', i,,', ..'fr �y + ! lr ri I11n!�.• 1,a #{FJ 'yv T S.(J{�)��aw': + f. � �' '�Y c'�""'.!•'>'•.t .1'{t'•���:1r•!„'i� `i�y,.lc,,l.';rV'.'ey i•�.,`,,#lt..•.1 ;�t ,t+,` it•.'y,}f,i :'r.1'.•!•fr,y�9r` � 4{��i•i•1� t{�.}3yn 4 IJ'���q�'TpP + )FA�y��k, 14��. ..�""{.�w.�. .+f !j`i,.I,�� �,.4i.•H. �i7. tf ,,{,�•...+r�,1 +.,'1r ctty" ;+�• ry,,.`�, �';i•{, '( +�{, +� t 1 .�`"•,'�f•• •,rt:4 �. �4w•T+,'7,.8 •��"f• �i i••J., 4, 4 �7+� (� ,' yy�.1r. �1� 4��..r y;o.. }y1; �Y t,Y. .t',(W`.`..�,\4�'��{+1;y 1. .K l �`� ,t':•iY'�'� ,�.' ! ':�',Q':IOr:' � ,°+.� 7:'6,� `y?'..5{`,.,(� '•}r?.' �. �.•. r.9•,,.Qi.� '*•t(. 1':�}11 'J' :M'• �' 4 {./:��''+ r�f �!.•ry- t'.1:I•{,rr..i�+!' .+•/ �r.a� •,rt. .5:+'".},?.�7 �':,+ii:l.;•,1. ..,.',1 �!'r;Yi•��' ':'�..rr4�r.. �1�'�'1'+�,T.!1� Av.d.l,�,"+� r it;),:.,�.,�,t ,�r�. ,r;Y.;�� .?+ �N.. r'`�"�'�" I,.,,ti. .y„��Sr.t..:.'• „�;.•).•:, r+�3•f•:1'.4,t-•. ',r'. �; •>rl4t<+.�. •r:'i," :!.', �'�'}��,''Y'•,•'+F;,, .r., �''Dr,�..tell{ `e�`Y#a ii�Al�,i (` .•�,h};,,•,}�. .�.��¢ � +�+ '4•�• uh' ` ;,'�• 1• •t'rq ,q�nr, ,, 't;,. •. L,tii �I;�` �.{1.'. .R.ftt 7 . ky•r,11'� xA,r /f �,il,.+'�;.':.1,'ir Il. r 2�y�,!P�,'�,4�71v f � "y.Kf SS�+ai '.�• '.; .p ��:t.•:�i..t S.l; .• 'i,' `7�.�tr! t•1. .{ .'�7r�',. P. �.., .V,,�� �1•,��'.'l" 1. •41,'4 / •{,r�.r. �r,• .r•4. `','• 1 }. tY, :, + ,�•, .�' t 9 1. rf l'�:.t ,�� " ;�lP'`4 i;11•.•�r lrli C�, :t� t' ,`�,;1 �•' I: 7�' .."' L.f i1.�.A �� •� rj �t• ! .� �i'l. ..,•i+ '�a, �`��y' yl. +i y,'�• S+• f, 1'l r, :1 il.� •T., 1,`,-(:: �1��•Y. S�4` :r•1 �11^T y 1 ]'i��`11rr �d''•4 .'+i �•�r;.'R h {1 +a ?ti 11''i �ti,'.••. ...�,. 'yw ,` .,; � ,'1:'' i' r• 'tl�l��.�ia Y:(.r.:.i +f. a f: ! >1 �'i 1� y � 'r,. +CIF/. y.1t` `+„5 }''' V' i�r r.;, L. •,,`,•:� t'; 1 �j'F,;#f4« , t�#5 i� Y h...., �.•9 ,' �# t 1 l '+ ri '...:2i'..._t..+:.titi::,...3:�+..�tuwt�.a..:1�..s,.Y...+. �� 24Y�� , (� t'{� y4�r' A�� r:.�l'"��jti, �',�4..iiu1'Ju+:•r':•.k....�..,...+w:.ri. t.:ey:4;:.Y a..'��]y:t;..t�'L';:.S:.CiL::}ul i.i.�o.:.i� . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G. MASSIFICATINI LIST (Cont'd) CA-14 (Cont'd) Do not cross reference by purpose except where sFrcified in ' the foli.uwing expl;inationss Cross reference ale. docuirer.ts received fr."wa Public Utility Companies by the nave of the company. Croo6 reference of docu- ments received from individuals is ontional, depending on how they ore mentioned in the Minute Book, before the document is received for ii1ing. : f individual n6mes are cross referenced include thy: area. i Felders in this section will carry a salmon colored label. +; Include the standard subject heading, but do not include the word "Docuauent" as the color of the label identifias it as a docwaont. I ia ?A�'�rY�r.,.i7"1+'!�'.'��'�iPfVCttl7�l•".i'T'�'�Rr.crttt.+�.{;.. �;'"`f:"vt+w}'lY�t'+d'�1 i .� T 'tai Y''I'+'t�1t••:4 .r 'Ati }t7 ..�.+..7{„r• ,,,,Y..,,.yr+,'+•r.•'�,iy Documents received for identical purposes And identical areas may be combined in one folders providing a now* does not apposr on the label) or a name with tho caption stt ul following it appears on tho label Exampless CA-1+4 Streets &•Hwyot Frankfort St j CA-14 Real Estates Hwy 4101 L R39 pacific Land Co et al Foldars carrying labels on Ythich names appear that Pro n(A followed by the caption et al contzin documents from only the related nacres. tiew folders must be made up for documents re- ceived for identical purpose' and areas if the name diffnrG. Exampless CA-14 Streets L ii.ryss 10t St Xincs Huntington Beach Co 1909 CA-14 3trfeto & Hwryns lit St Xiigs Pacific Elec Ry 1913 I` � •i -27- 1 I11 1 ..,P..,r i5.f f"' 1FV aYT�, F {, , F + 4, i•� `�fi.Y: •�' :Ay,•1- .}.+ „� �EA,"'�nYl��d�, qF:4 {� $`Y:'��,}• YrY.,+tf3•(1 ,,�,� .r .�A/,; i ti: f ,•,, ,4 {, ,•`,4}.� #, fsq,• !. � � �., �Y,.'' '.�5 .,.: y3 �' r. , t''j�W�' �„ !. :�., j�„'t :j "t •f "r't 1 f t , t �1,,yy ,,, �r>hq}, , r, r �y ` x.i� ,J.�' 4..,fir,' x•; a... }` .y �, ,; ,�. ii � ,5 ', '�,, ti. F C' 1. i L '• 'Y�a;'^'4,. y�y ,� /q 1J � 1 .f'} i , {' +r• °r '�.,'h' ,�/, '� .•M ��� �i�aimj• '+'�yt .�f F,II V n��}1y' �"�•,'4'T:,6;'f^ ,"r�;�;� :6,••r'�;MkF �,1y�;'.�� ,'Y'•� .{, ,1�.e� � 6 ,� .r•:,!N ,14 ,`��"y' sf�,., +�';S r.;Y t r, !a•,3." .±V•'yYJ%y .�r�::'•.;�1, �C, (}.. 1,Sf ,°�l �l�s i "1 4� 1'''�•1,.4 ",� �S f 3 r� `Y. 'I?. '1: , 1' L•'f 1� ; �i 7 r }I �71 Y� � `� f t � y N r I�}�T • r 5 �e... �r I t. ?i• , {i ';.,• 1 ,, '.! aj 4 9'�:�, y r,,h; .r r' !1 �f, y°" Sf••f.'»; 4. ', . �f. f,v`,tyi•1, +`y , 'lr.,�'!i;: y( q �,�§, d' 'r ,3 `Yt,,+�^� ,Y ti '�.r. � 'ti.sq. ] C{` 4 ,r7 3•!h }y,�( { �; f F:�' +5., • �c�,•Ti5 Y•t; �., •�' i' r �• .1� 'V�hk 1'F, ti• .`•,. �•;rr. �' r+.• ,,,Cd.T.,, y .�. i"�' . r•,�,',;, a•., ` Y', . S a�•,�+,'Rt'f4.� �!�`;�if �t 1;' 44 ;r •.N�: � �y.1 � ; �..Y:h lt�•S+"�• �1':a..,5" ;i:,i(a. t., Y•,7, ;�, �.• +�, F'�t f � i,( �f „p r'j f� �'1py , (. '" ,y Y'.c t' ,I`y •+, ,n y�;, +��yy �''� '}',•� t.,v�,�ydd�,,Sy, ,t�'t ��,�" ��y i��3�.' � ,�. ��,� r i.'�.�,,::'..C•"" ).;1,1'r�,���.Y���;��i�`..1.L'`.�L' Tls��t{1`1�3�`.TiL''Y�'�'S�''.��...{t2.A.'4'.�l:fd',il.3e:�" ,54 r��i�.`t'a:I ra.:l`317i:]77t9,WL�.'U� '�' ./G?:ridJKr�I'i'i� s, .���it �,I 11 �•, i� t j r . . • . • . . • . . • . . . . . . . . . . . . . • • . . . . . . . . . • . . • . • . i G. GLA�91 1LATI:rH,�,1.'':T (Cunt ld) CA-14 (r.ont'd) a. Goat—ralc Classify to the heading of General all documents that cannot be clasr;ified to any of the stendard subjectr, for deeds. Cross }. reference by purpaee, area and by name. , A USY Cross reference by area. c. Real Estate 4� This section concerns real estate that is owned by the City, Including dncuments for lanai that is purchased from the States of California for delinquent taxes, as well as lots or scroage purchased from individual owners. '•'! Identify land purchased for pu.,lic buildings by the nme of Y the buildings such as Library, Fire Stations etc. Cross index .} under these hesiings. Identify and cross index by the areas s:•, lots or acreage on which public buildings will not be canstructedg using a street nawe, whenever possiblep or the tract near* or :dal. number, plus the block and lot number for undeveloped areas. ?� d. ..04 �rx Cross index by area, cross index again undex heading of Sowers, and include the ores. e. Dula& re Follow #me procedure as for d. Sears. f f. r , Cross index by nwie of street if it it in a developed area where r streets have been need. Cross index by tract nomo or nuMer, •� include block and lc; numbers, for undeveloped areas whore streets have net been named. go W2,12r2lPel nee � •�' • �� ltY.1 This subject concerns documents for Wutsr mains and Pipeli.nos. Cross reference by area, grass reference again under headings of ,; 3 f water Main or Dater Pipeline, Include the area. :,4•f w�$•. t�'ti.5 i i- , }�it f!a+ Ow. jc ... l � PI Y PY' � :.� •n� •i � .� •w �.'.',4^� ��... �y'l�j�. ,+' Y 1 '�' P[� .1 L..;,. i« 5'�i .'rye, ,�.T +� ,7, i.,Y'1 iw �� 'r l r 'a♦ '� i, .•.`+.4. +'ir s ,ti , •'?. .'.4y\r{.. T •�R� xt' •.,�+!,:(."..�.� �L. '& •.��,.�� ,�°,,"i,'Vr �1j5�'�{�1.�,14� ",j!'I� J •��;,` �'M� ,4^lo- '�'Y�S 1 ,,.+.r ,,1 'p c '{'�,S 16�k 4.`a.1. �!]paj 4r r*S'Ly�,•l �,y i' �h •� �� (`,4f! �•fir �:: •� s•4 r ;1°•r 1,, ( �( �a, k, l�f ��,.�a � ' r 1'S�R, !i R`SG,\a�+l. Iw�,..F.4���3J �JrlF,v{I .•P.,[lyy N` , 4.,1.� .y'�V. '�J �qi , �'Y y �' � 4� �...•�'{ {�',. Y Y hI� ., ��'(T ,l.l,' ?i• %1 'iC' ,}1 .r i 11 r1 f' •+.. `t i! } r 7. �" ,f r ,� ': f,'�,''� ,A %:.!' '�l i �'W' ! i; 1��• Jl, +! 12'^!rY{` 11 /',k•, .. �"4 .11.. i, j.u.► C x'�y§ '`'4'.�, R i '.nL+1'�}++•1)4+' +�, n•:^i, ii•' •k .S.l;*,.l..i;1,+: i«��j', 5 ,r9 i + +r':1 (,4+ t,i Y' ' t,�' ^ +� + 1•yt' yam'.�' t4'.',. i. lr: �R'.�`�lY S','1.,}��.�.R�'i'.l ,, •(1',.j � d i 1r '^r 1. ..« , +.t!".!i/ !1 .1� �,r.':f"• b,.'+' fi11�•r �' ?", y, S �, �' [. .J '1� �•hw�.1;•i��f''i {7" "'.�l.1'+ '��./ 1:A� %� ���fy 4;� ,y{^ •+' �.�f1 rl! .� i•'�'( � �`h�i ,'+�i' n�N l,Rf y l r +hl��'I ilJ••��r+ yy�1�:`:1�, ,Sr1b�:►.:."7t* '+•11 iZ t 1 .� �' r 1' i, 7t, Ji +' t,C•.. !� / {eM t , •ti,, ,,;lkL }��' ,�„y , �. �. !�r �i i ,.a,,r,, .`,•�; ;{i'' �• ,1(,'f�,�, �• . : �,: r�� . Rn. ,Y,i �ii' �«`i+}��,1 1,Fl .,`��1 ' , ,.. t f I.,y'a. .• ''� l' ,:1+"` 4 +t t� �itr1,✓'+'A''� "Y,J7''../iv«f LI), �'�f+'•r,c 1Li. � `7'i!'}i��"'. '! ,1,1.��, --�'.Xill�:l..�.r.1.i.1 i.�r.i ,1,i,f Li1.d�i�+.11L.41�S:..fL:.:r�i7<<.ai'.�:.�u %..�---}'-�• �:1.• E � I ' r . . . • . . . . . . . • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G. CLAS§IFICATICM LI4? (Cont'd) Cry-14 (Con.'d) 1• h. lyater Rlabtf r Subdividers are required to grant water rights to the City on all tracts of land apprived for devoloppent. Cross reference by Tract number or nines cress referent* also by subdivider's name. CA-15 QI�?„�R M This section centsins general information frown various districts wh.!ch doss not relate to Major subjects. Papers from districts pertaining to a Major subject are filed r►lth the related subject. Crass reference papers that are filed with the related subject by nme of thv District, include a brief womary of the subject. •„1 a. 5RbN1.JA it cts Due to confliction of papers free various schools and c{allasps and the School Districtst papers from v2rioue schools and colleges plus the School Districts *era combined und*r this heading. Cross re,f4rtnco by the nave of the school, college or School Districtl include a brief sueraary of the subject. CA-ld ELEGJJQN5t NgGi1L62 Records in this section are filed by the year in which they occur. Cross reference Council Action under the above heading. 1 CA-17 &UCTr2ta1-JfJQALL Records in this section are filed by the yeHr in which they occurred. colder captions include the subject (or reason) for tho election as we11 as the yasr data. > Crost reference by subject,, cross reference again under heading of ElectLenss Spacial and `nclude a brief suY'sraary of the subject. I� ,t l .R w 29- �1 ; t, ��`' R,r , ri�33�1ti�+A'I��••; ����`, •ar `• 4, *L"� '.. } • dr y'l d ;t;,q. T rr ,rfrr "" .,,i ,fii?e•�tt `, 4 }',,,j Y`` p•+• �:,` .1 . {�rrA{. {�q 1i�t. ' '{+ Af" }� r•1�. y4"'',^. S ' r. c hr4,"..,+.'Y.ra.rt.•;�w r� ti '.5., S4 n, i ,(, +, k,•, i,�41 f %'!T 1', t " k<'.,� err' •:�" ',•^' p,,,a ., , '"�r'�l�r�,'� 1��4,: 7�,,w ; ; r '. 1 �d k•r�r �r}: �;, �1t� �k 1 ;�. '� 'i,- Fr. 1'i'r• 1,t,: 1�ri F ;}'`1 S''. `� y.r ,a 1�, 1, '•,1:: i' ( ,[t i4` V�'.- '! "�. � YYi, d.i, G e 1,. ': ,�1; ry� r;�:� �'6 dli itf .� 'C r., ,h��,y'y'`1�,1j•,Y�,�{'I;,, tt°w .'•r!.d.. ,1.\T• '1 't� fr"kF, {,4;t� �,ii ,NC.'J y,�i .,.1.:.� •.,•I`• P•,ey k' '"' fY,r 19 'fj 4 .' ,�:.54.,�ff.,l",d ,• '1/,.. r6, '�4 'r��,., i, .(5r''.,1:,., * "r ah•'•' ��; 1, t iu ±, k,, ! u+ '{' yI, a`. ."r "j° t V :�.�ir'J;a.�9'} '.�d 1:'4�r`+Kf J'�6 \,���"{'n;i b/'• +' x.��ft`n i ,�4i14 t1. �� w� S { `�77�`l;�yt t�'�br •4�.� } �• � ..�Mi ��wF: 'tJ-.`f "+IC': ,,;f 1 r r . ( ' �yYL f{�d r• +�,�', d�rZ t 7'Y. .�,v�.•j ...5•i. "'' t/4";'' �.;�, ' '�wr"'.�'. 'r P� ,F; 1." 4 :��.;• ;9�{�C:L �' ++,'.!!� r i' T';+s,•.,:. rA- je• r d.,w..�„ '3.• 7 r t`Y �.;� "3• ',,+ ,. ry. ,,,.,1„ 1 �.'�. t r .'�'� ti dr'�r��,`�:, t• L+ + r� "i' a ��`'*d/",�j4'a�ti't�., / � `i, �§ � � 1 d � � ; r ',. r., h. k.:t td1 4 rtr f 2 i k'+'��,r�..i ."A�, hi1�r r Y,H `� ,, t^ ,r 1 d. 4ti,.b�l �,� rl'.. r*�• y� a ih` � . 1 ( 4,�"j 1•�rl�l'T1,12� 'i'� � +�•"J�!iliAl r.4, y;• �1 :' .il � ,1, ,`. Y�. l yl �' �7.d. 3 t �j}' .dill II ' • • • • • • • • • • • • • • • • • • • • • , • • • • • • • • • • • • • • • • • r G. CLA s CnTJON L (Cont'd) CA•16 SPIMENTRr„ MILS Reference in the Minute Boo' to purchases of major equipment include the City Departmont for which the equipment will be purchased. Folders are set up by the City Wpartment. Coss reference by type of equipment. I a. Automobile-s. T Cress reference automobiles and trucks by these headingbo include the make such as Ford, Plymouth, etc., the yeas date of the model plus the department for whom they ere purchased. jignsig & Reaistr�f�iQn! (No Hittory Cards Folder Only) File papers pertaining to Licenses and Registrations of vehicles under their respeettve headings in this section. Do not cross reference, other then by folder caption. b. s 4,+.Quctatiaas } Bids and Quotations on equipment and suppliep. currently are separated from the twMeAs for equipment and supplies in order to el,low for chooking of specifications on varicms items. It is advised that these records, In the futurep be elaessified to their proper hooding& under CA-IS, using the Grosb refemoo system to locate bids or quotations for various items. CA-19 This section of the files concerns money and various types of financial transactions. Cross reference items relating to the various transactions by frame or by subject, depending on how the record will be called for. ' a. Credit_R1g2rJe (no Historf Cards Folders Only) Tile general credit reports under this heading, do not cross reference. File credit report* relating to a contract or agres- ment with the sabjeet they concern. b. IrrAos gr o f Egndq (History Card Only% No Folder) Entries in the Minute Book pertaining to this subject will be posted to the related history Card. DW not cross reference individual intries. There will be no related papers therefore + a folder was not raada up for the files. . .. ..+;r, r • per ,Y Y ((1 t r �i�i'�!Jl.qy �':� '{�t i,.•r... ..y ° ,t d�° \ll ,•., �;, ', r•,/•.,, t�r��7 r,Y'r,Ty�}, :Y` s,. 'r•, 1 'r ,}t'R' {,' �, ''�``'k �{ i' in `, 1.^r, itV, ry}1',4`' �� :'�,' \"f 1-' � ti' �V'r` '' l+. .. .r. "1 �.k� Y.r, i e�,{ ?' 't, .,,. �,11 'Y r ,4 � �''d, ;R ty}°r4'r:1' °e5R S ,{ i, t', �+. jt t ,� •d ,�y•�� .o "�,} � *•� ,t�°,�, �'�C.;,v � 'Wi�a�''. ,1'f c.• ���.wa�.�;� :f}: ?'..;�y,g,.Io, }t'tJ�"r �l.a:!•4+�1;,.,� �•1r.,1,�\ 'x 'CFA ^�!': x } .� f �'r V :k• •�^ q,+�' `ti ,r� }, M. �iwT. �j1 ,4;,��tV' '�t S M A �' r, (a,1},y,,•:,S,i�,,; '►'11�.• x �=y,_+7�fr,,5 ,' '.C �. '!.,�. j�,1¢ "V�!': ''• 5•f�.. l•4. ';. �'!+ .•.•�'�'i' ' •'S''i y�' '.T A.� �j, Y�;+��i.�`.'1,�.,�,`.tEi��l'� .j",Y Y t, �;},.,�e;:,;.•f,.As,,'�,�,+!,.,.ln �� ,: jj}•:�.,1 ...'l.• }�("-.y 1y�,�,yr i' '"f�`• +idl�. Ip`r��` 'Lt: .L,`'',[j{Ary(-Y� ., .°.: •i�•+ }'..r. y ..J•i.• rK. � 'ri;�'•'"'t!^Li v� . :1 r:4'i :f}! ya* .1-.IYI. abA}''�. ����h^•'' .i���•, •'� {�,{ .1 1'� 1'7VI E� IT., 'r t � i.i r �1 1(° b•p'1y ..r , l" i�; ''.� � b ti' F; �M 1 �' �'�:� t.k�r� r, 1 l�� ,P '�•' ��".'tiy a:• t:.l� '�'i..1,1,`�:.x r' 't .f�. :�.��, {.� 1 `�1 °. '"��I,� �!i'� •4.S �,,r� �t. t•' �;�'( ::M !' �'` � + a.,, ,. r ,. �y � "4, � 4��4aLYli41"ltlF:���' •t`�f.r 4.F 9 ,W ,y`A.�y�t� V ��,'il {r• �s k'' '�t;?'r. 1+: r"A,,i°�,+V,Ir*ir":�y; �11 ',� k, 1,j• r*r� � ♦r_ ,1{�'yy p',yt.l�j,1. ,,t1 f {'. 49G'"Y�` y < �y� � y, �1+ � �,' � td ..d:.�UiiI.UW� [.1-i•.++.:•i ���Si1 ��1,.1.J� �3#"�•+:�lY.l• 4 I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . t If I , 'yl r. CLAS SIMATION LIST (Cont'd) CA-19 (Cont'd) c. Bonds & Bond Formg Under thia heading, file general infoniatior partainirg to bonds. File contractors bonds with the contract nr agrveaent they concern. Cross reference by ntime or by subject. CA-20 FRA2015FS I Franchleas are long terra agreements, which can be revoked$ or amended, depending on the franchise. They should be moved to the Fise Protected File. Franchises are granted for more than one purpose (such as Southern California Edison Co). This includes a franchise for electriCity as well as a franchise w for pipelines. Extreme care should be used in classifying those re:ords to assure that they are filed in the proper category. Cross reference by nave, tntlude a brief description of the subject when neceasary. 1 CA-21 HIMAXSs RM & FREBUI 1 . 1 1 I ' This section of the files zonta. general information pertaining to Hishwayeg Roads$ and Freeways. . iose reference udder the hec4ing of Calif State Hwy.p include the r4odwre and name of the Highway or Freeway. ' CA-22 INN A '"E. This concerns the variouv kinds of Insurance carried by the City. Liability claims are filed under the heading of CA-10 Claime. Cross reference type of insurance. CA-23 . NUS + 1 Individual businoss licenses are not posted to History caads or cross referenced excepting Ordinaneeso Resolutions. Policies or Frocedurex. Cross reference by subject. CA-24 QLL E � , a. Cl*�n„jig d (Terrainatf cn) Entries ir. to Minute ayoh are postuld to the History card. Do not cross refarsnca indivNuol entries. There was no folder for supporting papers in the files as this is covered by Council Action. b. R[Il Ung Donde (Termination) Follow same procedures as for Clean Up Dondc. -31« i A � AV I•, (k, '1 0• go,a r' • (a. A A.A., i` US,., RN, 6 ro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G. CLA57JFJCA.TIQ1-' tJ_$T (Cont'd) CA-24 OIL (Cont'd) This cortains gerarbl information including proposed legislation regarding tidelands. Yearly folders should be reviewed to r&move papers which have lost their value. Cross reference pertinent information by subject. d. W,&J Is &- DrUilsw This section concurns, general information pertaining to 011 Dells and drillirg of sane- Cross reference by subject, or by name or rumbei of well. CA-25 Cia2U.-AN_ CEE 04 original copies of Ordinances are Mad nuwkrically in bound volumes. Ordinances cover a variety Of subjects for whithl in many Most there are no supporting papers other than the Ordinances itself, Where the Ordinance concerns an established subject, post to the related subject History card. Cross reference by subject and include in the cross references the Ordinance numbers the volume and page twumber of the Minute Booko the date of the meeting and the related CA Subject number to which it was classified. Examples (Cross. Reference) 10-26-59 Administrative Officer Duties CA-11 Administration V2-425 0-740 in cases where an amendment. to an Ordinance results in 9 now Ordinance number) Irclude the previous number as well as the new number. elutes Where an Ordinance does not concern an established subjecl;& classify it to CA-25 but do not post to the History cards This nerd it rasorved for general "licies or directives pertaining to AU, Ordinance*. Cross rofereince (chaindex) the Ordinance by the %UbJ@Ct it concerns, include the Ordinance numbers the volme and page mvWnr of the lAinute Book, the data of the meeting and tho Cleacification Aber CA-25. a. I-dPIRRI .012 i Cross reference policies or proced,ires about the code under the litadLng. Include a hrief description of the subjects Cross reference merftents or ntw additions to tho Code by Subject. -32- i .•1 ��I •.14,k�' ;,� .1 '!'7 ' � +'�'.�!{; <� ' fry�f'� ,.i •/' y�, lxti,�.k�,�.� .,1 ••i, ,i'�r,"�.f� '' ;Il � ;' '. °•'p1' �a ,� !c V {, �,,S+• {i 'y'• '1't r '' +s 'y''.y�• li yh�, n}�('' r,1, :�s;' ,L, �{: ;s�.y Rsiv � �•y+'•; �j y r "' 1.t. t-. '' y �'!4;: 1.r a.' ,},{{��,,4 kl r (�1 fl 1 ,j+' {f,% 11!' r'17i,� Y '�.'f' '''$:,ti;l• `S$,,.�"4 ,� ?I 1 r { 'l � .4 , }•i 'i'7;1. � ;+•d C. /'y + r�" 1 p r .' •,r ' j ' r '+. t' ' �i'4,- i' + f' +' s �, 'x', fr 1�$''� rG.N.e. �:,.qq k1�r :,. .+5, 'R j t •j. ,�s.•2'" •' li s7{t h .'Sti.�,: '• b l^I i �49 v4�'y ' i tif.,l•..,.PL .1'k A• I�' �,}, ., vL' c,' •v:�, •� :1,r y,r1,.r ..���..1,''d.. 1 V' �,s,'�'��. k' ..��", �" �t+M'�' £'`' �'', l �y �4.jh�t, I. �., . ;{' •s6 d .,N• P, A �%'. III S,, i t f� •r. '� , >"'. L�Y� ,��yy'ti.+h, y,4�r•�,rr i`A;°':,t, 1".��•:;'+{i.::l y}'�i" 1'jy'� '�'' -�y( jyf;��, jr.+ +r:, � t.1,�i�;��,1� }15, •.u.'jf`:�•�.h��:�l}j,�',,I�S '�,•�; •�,1.; �31 .��i't� r n''{1. Y' r ,�'. 1i � !.1, ,��' 1 f,♦ .•f.1(�f`,'•' � ��Vli, �' 1 ,1:x� :'�1, .• ��1 + .+.r ;,` .^. "1• ti'.t.,.., ,t•,+ �1 r'+,t, r•,+ F, � j �'' a'E '• r;�.,�.�,,r r. t,��.intl]`�re 1'',"sr'.'`•a;'S, r �y,+i'•^1 I, 1'; a A ;,,. 4�, , P•�`'c,i. r::.:"v.va r a �''�! f y �,�'„.:fi;f'; ,•� .s 1 �,n.rr � i'�2 1,:.1,:�, t. f F r ;,�cs.'',.,.,,IC,iys.,..i.'.��.s.a._ � �x YI' �rr•1;/4' 1. 7 ,f`' 4 ��'�'r�iilt.:.t.l. .u'aS�:S • • . • . . • . • • • • • . • • • • • • . • G. �1.L,S§IFICATIQN 1r� (Contsd) U.-26 �11RYr This; section requires no explanation- Cross reference by naase and/or by subject. CA--27 LR TS.1 U-2U Voluminous permits and rey'res;ts have been cl.ossified to Uheix subject. File permits or Yoquestr alphabetically in tho Generel folder. Fast to the related History card $ild cross reference by ,,am* each time a request is madei include the action taken by the Council on each request end a brief summary of the s4)bj4ct it concerns. Currentl.ys this suction is classified to the followW9 ` �.; subjects e a. BenGhfq " This concerns trenches placed throughout the city for advertising- b. QLniv!l sd6i�.H This subject rvcpjlres no explanation. .• .. � c. G�lon,�Sooxts Fi.sht�4 This subject concerns .requests for concessiontp or spurts fishing which rot* denied. Requests which are granted are filed u'tder CA-4t Agreauonts 4 Contracts (With IncW). d. )xro, lJl jrl'Xf A 21-d .s This subject concerns requests to Install the above. e. ,�ic'swnxks nl•.�2d�•Y•l` ;hit subject requires no explanation. f. Gurt,.0 Ltta (Obsolete) folder Only Gun persalts are issued by the Police Ulupar'tmants therefcres this subjea'r, is obsolete• and no History card exists for it. Olson & Bul lness) 'this tnbject ccncernt, stgnss other then t:raffie or street reigns- h. Ybe-saAShrubs Thle concerns requests to remove or plant various types of trees or -33• .k F i r .� i ',a•� .� .,.l i,�. {i, r•'� y' i GY t 1. �'G.•,r "�.'�,�Sjli, � .k f.;�'�I•{% '�� .s � ,k, 6 5 S .,�1 q 4 .N S"•rr 1', r5? !•Yt },'.. `. .t' ,.$' .r 'i .a'�1 l y .�' 4f{' •�.'!. 'k�4', 1(. k. �•• c 6 'L `!5.••. i• ;'7' tP r' '� a�+�, �'o yNw,. .. 1/ 1'�6 '�•.'.� ]rl ii rl^�Ii l y .f y � Stt�y �., •iti;a �+ i.S4 ,i ;yv�r�Y'� � ��' .i. J��,.. �,,.", t �'•.`• � ;,'{'�, ��t i�a t+. t�i'f�t + e .�5;J'i h4• � '""' ;ti �l w �st•G+w'i �p�++[�yl ,��a �9. k `�'• v ' 'i jig t, i l4 �. JC,,. ,{� r .J,,j7 1�01 yY * F t.,l,�j •f% k �. ^fl'� r ,•� '�'��SfFti l�!��,�, k t=Li�.•,h' .1'f�{Y �'.+1I4,4 r ��,,1��� > , 'i, yh M 1;!�'t.,`.,f1 .t IS''X.,+r�Si•.I;���'f a1�{1�'„ . Pi�,{� p ,� N• �� 14S ,h.�y, 17,�.i t �'. 1!` i' ;, Y 5' r :fiv9 .} �;' >:��� 'n;�'t�'' h.1�•.,,i'�,r.:i '!. !.'�' >'y�r{..� ,� g 't'�, lri, ��' �rti .' �1' �;'r'�)li^ .1�,^�,.�4r G�"�'�' �4''q�t M l, fi+ �.,� 'M1;{, ` .1.,i;ll`I. ��hl A,'� h•r�X�''T�s ��1,',.,1!3y'.�4�,,!' �8 �� � a�;.c !' ,;r•f �.`rF,�, �sy n•,":�,,5 !L., t:', y r •�,. +'Mnr .il• .'i 'li; �'.r ��,,• "i .•S ,�• � v.s N �i F.:,, "•y,� .� k �'i'�f'. � ��,,5 �• .r,-•r ,r ;+l^iyk�{ ,,•,S.A. �r,,'�', y. 44� � 1',). -i�' tA.'.w..��,f 41 vV a l i ,+.t *. ". �. J, + i.t•' ry d,. •• i•.I '.,,.k it"5i .�-•• .� 'q, f k. �!� to tr�,�T:,r s' S.7' ;+� � l 1 f'•t �, ��; i, /. ;1•',4 V 4'a' �1!,l r �r+ �, •• .�`+,;f' i•Y iJ �,!'�Y• .4. � ,� �.t f,�l,;�j r -�;1+. �,�,��..�:• 3• ,r�J.y,K {� �A• � ti.. •„:)'�:� t r+, "• ' • ,f. S ' �,. t , s� �, ,( ( �;R. r•' i tza' ` /} �•� 'G `�" �f(t ui�`�.i.:�i1`.1L'�`:.'�11;�:'�"..«"i.�..y-,, .ti51.:E:L..a:L��+iw,:..�'�� ,i�""� /•1l' t .'�S "�w'•E K• 6 1 �i,,. �•,rl{:.7+I1'�'i41i.lL'1" .' 'y 'l • • • • • ♦ • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . r,. C1ASSIF 1011 LTST (Cunt•d) CA•28 FR•ChU (Council Action) t This section eoncerne records on personnel who are a part of the City Clerk's Office. It Includes ordinances and ratolutions on various subjects, but does not includo the individual personnel folders, or applications and job descriptions. File a copy of the ordinL. ;e or resolution In the it-4ividual personnel Eaction whenever it applies on a job classification or individual personnel record. ' 6• ..PPj c i ' ��) 4 This section contains applications from firms or individuals offering services, such as consulting'or civil engineers, that would be handled on a contract bisis and are not considered so regular City work srpllcationa for wield% a Job classification exists. Cross reference by nwe, include type of services' offered, cross reference again by type of services off*W, include nags. ' 1 b. GMR Inewrance This soetion contains general information, plus policies ark procedures wn group insurance. 1•he,actual agroomtes are 1 filed urger CA-3s Agreeaents A Contractas Croup Insurahae. t Cross reference pertinent information under heading of Group Insurance; and give a brief summary of the subject. . �• R��x�sn� I This soetion contains general information, plus policies and procedures on Retirment. 'Crosc reference under heading of Retirementp give a brief svrmary of the subject. d. a 1, gl,iff a o This section contains general informations plus sasoluliosis and otdinances, that are not considered as part of individual personnel records. Cross irvJex under ,leading of.valary Classification, include a brief summary of the subject. t • I n t Ott. a' r pal ..,I�.f,, .;L,1"'�' .(ti.�''l`Z ,� r,•, � -f .? i,'•' tr. .},v' r,�'...7�,x%.y�t{..' �,1..� w• • "u' n 1' ni \Ar':". �}y','�!n!. .�:•�' ``I Yj i •i !•!'r� �' t �':i,' 1'" 1'W .J �i.�'"'•'�' 1 r, }, :1�y� �''t�rr � F� t.�•� 1J�r'rf�• ,7N' �1���tf}\' ` ,,,,��rY '� .�' r • 7•�e:, •� !.. �'. �..%. A'( 1 ",�' �'�''"}. i ry ,�„1,�+,�+'k4' Ji. tY'RI�! fiJ.1�;.7 4i'{!,'h11 yr 4' { 171 �' .'<yJ r. +(,r �i 1'�'. '�l a. �,hjY�}l �J�'S, yryr,,{ti; ' r, } i) 'p'� r�I' J +"' .,1 `"{ e 1 t Y'r1l,r�,{ �•}i 'r .Ylyv4'\, r�l "YYY+x 1„lj!' itA �1 i¢ 1l•�'•'!�� �`•."�i,i. 1 'R}�' ;���•n�'�'� �.. .�� �•.F;!Ir;i, •�;�+1.+�t` },` .fir... ` .I �� l�e,!{:' ?.i,,N .1v.� \ rti ,1. r✓J;; 'S:''}r 'i�i i'� y�\ .�4 t't 4.,,,U�) r' ,'?�1�•I��;i,;�, ,i•'�.},:�.,+ 'ril,.} 'c; x .w•i�\�,Wr.::."..,rl\,iJ.x .„+f,( � f �a+n�6t'y24u+i}t, 4 r t. !' ,,ytj. jY 1 'M �r'IF R: 5 �• t h'� ` •M. 1 ,1 ,(yq,` +y y i .I.w�.i� I. I.L•�.i�.r'ii iP ►.�.Qla:,at�t. „?''i:,J '.�� �,�:''li'ti�ti`7YY..�'ly�A�.�f:+'� i�.:+ti,nt.�Jl.'.tT'i.►'h.�.+�-1:i 1 im1 w y 71 G. CLA j g, ulga, M (Cont,d) CA-28 (Cont"d) e. job Dascr�z_,Lion This section contains general information, including resolutions }~ or ordinances, that are not conaidorod as pert of the individual personnel records. Cross index by typo of job description. f. rmploylga 61gogtAjor, � This section contains information pertaining to aQpluyea+ � activities, such as the picnic, plus procedures and policies regarding the Association. This section contains information, including proclamations r or spatial action by the council allowing Holidays to City personnel, ouch as, extra days at Christna4 or the 4th of July* ? Cross reference by the name of the Holiday. h. � p¢lyidual) Record• in this smatior. tonasi ni individual pexsAnnul. 710 records have been separated from the subject records of the ; City Clerk's Office in order to callow for transfer to a personnel department in case one is established In the .Y future plans of the City. Individual Personnel EoUcFc ` Make individual folders for each p9tuarent avlcyee of the r City, using folders with two KoMpakt fasteners. Do not use the C•, number ansignsed to the Personnel records that area part of the City Clerk+a Office. Use the followl.ng colored V. labels to identify them as Personnel Section Recurds. hr fxamplet 1rdividiial nnel, l W1 i, HALL Alfred F .4 1 r ' � '�'.��� '.r+tr .'1�,�'n- }'��. .:{5 'i• rii'■d•n.•1�,r,.�. �'.4,+.a: lr .t•w, a• XiFS�;� a '�' Y �ri• t�.l,,r� ;!.� � a �k. v"; •` �E` �r,'• ':1 /y,r .J"I .,e..l. 'S.t.a �•,' r�,j � i "1• ,a' •"4 '�.�•,"�'•, t '. r'..4,.. J ••• 'ICI'' V � 4! ± � �%' •F '�. i P. 1�1 Iv:�4� 'p� M r�+'L f' r.�•.Y,• },' y�✓',��•M. I / 4y' ( ',f �� r'f :11. l{ ... •t •�', 'i. 'i .� r�l" t}, �jj���Y�. M1�';4�{.I>tirtl I '�,, J4.K.�'d•iV'yi,,.:n.'.'f'0..r'f ,r�, .�,��+��,.?,�'•,�m ,� .:� A. �`"1�, r• ,`}•f`Y. pq 'F.' 1;'+ ''•"i'+• ¢ •� c. �• 'r gty1 ,' ,�'l. I,� f Ir 1 r}� ti 6�/J.{�(�� tl G ''i ; �+ �• �;'•, 1�} '"11k. +'."''rJ'ib �,, �'''i;�tS'�(,.��� h. A"•a:-r}:u'`��.1,"t�„�' ,�, P`t l"!''-h f,�,� s. 1 ,,;i 1'y:t"'t4�j��'��,��r.11t .•/�,.t •�I�J�h�t;��;!Mn #+�. v +/ •� � !, .lr ?A !. J� yy �•. � y,' .;1�#'.. .,4'r,, li 4. � 1•., ,h��•' t'' .e" �, •�I• ,.P r► ,{`{'r41''��i'��i.rt f.rrv�krrr•r t r. ,4 ;,r r.i;�'•. ti } `rk 1', �'' ;'1 -rt" 5" 111 far'' 4�4.4 R i.yJ �•!'.•t„ .I If g �� �: ` :'��i �FM1 ' 7, •e3 4 p "�'�.e� !' •lf,`, '+'(� �7�.�`` h�j,,. V+Y � I,V, t.t '�••r r,;'Fji y�•' � t'�.rt,•A5 k�'!�t 1 r' } Y4,}r��,.�"�� 9+' '4: !1� . i,!}�Y, ,��, r:Y1• �•��1 r r• }},,,,'l�li"+ .. i, 4 �E.�,..:r�y h ` 1,� "4,1'E' t 'RIIQ.ti M �' f•' : � �:1 �," "�,r \r,l q k r� '�� v °� er .� ri S �,,. r ?u�i"'>f`•ti >�'• ,1 F� ,�7,s•. � v�� �r ,}.�I.•, r�r�' -�' a.`1 r � � � A h {,• �,,..` A,�jd"t X rk .� ,{ J +�' '� I't'• + 'r{+ Ja'u:^Y.:'iL'LIyo9•,.r�.'��3'L+r.' ' r r' 'L'T:J.lr2[L: 'yt.�1,lyt.-v.'a,l�.+f�1�.wfSa�l�:iki1. '`t1�Zs,.a.,'.d:a;t3�Y:L�Y.:u.u.+�tnu:.�c�".`.�d:. �J✓l/.�.s.�sfa.t rl�.ul:ti�•,2..'..z.,..,i,L'�.:•5'+..-y LC+aL�Si3.:J d 1 � r• Alta}.:Y.f'.1.1 { f.J; /�hf 1♦ •_1 !1 y A r•4� r • • • • • • • • • • • • • • • • • • • • • • • • • • • • ✓ • • • • • • • • • • • • • t , �. J G. CLASSIFIr;�-ugy LIST (Cont�d) CA-28 (Conttd) f h. pPc o e (Individual) (Ccnt'd) rr When an employee is taixain aed, resigns, or retires, or dies � during period of employments type a label showing the work Ir•-actives plus the related date, and ploco it on the left shoulder of the folder. ',he shoulder label serves as a signal that the record is closed and allows for escry identi- fication of records retired to the In-active section. `y rxacplet ,§hSM}der Label ' w �✓ In-Active 8-15•-59 I ; In oz4or to allow for easy reference to the vevicus types { of papers in the individual employe* folders, certain typea of p4per► have been regulated for filing on the left or aright Kmpakt fasteners of the folds{r. Vital records "ill be filed on the left Korgakt fastener in the order they tre lifted in ' the following example. General papers will be filed on the right Koatpakt fastener. The first three forns will be filer In the order they are listed in the following exoPplr. The balance of the fortes or corresp'ondenae will be filed throne- If.ae logically. Y. •�ornnakt Fa,atsp�c ,'Y� �• t 4+ Oath of Allegiance i Medical Examination Application (when it exists) Employment Cars! Vacation Card Records (Filed after teminati!)n) + ; Classification Card (Filed aftor termination) �4 , Y -3b- Fi'