CC Resolution 12325RESOLUTION NO. 12325
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
VIiHEREAS, Government Code Section 34090 et seq. authorizes City Department
Heads to destroy certain records, documents, instruments, books or paper after the
same are no longer required and/or have been digitally imaged, stored on CD/DVD
medium and secured off-site in accordance with State law and the City of Campbell's
Records Retention Schedule and Document Imaging Administrative Policy and with the
approval of the legislative body by resolution and the written consent of the City
Attorney; and
VIIHEREAS, the City Council proposes to grant such approval for the destruction of the
records, documents, instruments, books, or papers more particularly described in the
attached Exhibit A, for which have been determined by the respective Department Head
that said records are no longer required.
NOV11, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell
does hereby authorize City Department Heads to destroy those certain records,
documents, instruments, books or paper under their charge as described in the
attached Exhibit A, B and C.
PASSED AND ADOPTED this 5t" day of June, 2018, by the following roll call vote:
AYES :Councilmembers: Gibbons,
NOES :Councilmembers: None
ABSENT: Councilmembers: None
Landry, Cristina, Waterman, Resnikoff
APPROVED:
i'~~ %~
Paul Resnikoff, Mayor
ATTEST:
.~'r/~
Wendy o d, City Clerk
CITY MANAGER
Bulletins (Legislative)
Budget Related Files
Capital Improvement Program -Working Files
City Newsletter (The Profile)
City Calendars
Civic Improvement Commission -Agenda Materials
Correspondence
Position on Legislation
Purchase Orders /Blanket Purchase Orders
Social Service Sub-Grant Applications
Special Projects
Travel Records (Council and City Manager)
CITY CLERK
Claims Against City
Agenda Postings
Business License Correspondence
General Correspondence
City Council Meeting Follow-up
FPPC -Statement of Economic Interest -
Terminated Elected Officials
Designated Employees
Petty Cash Reimbursement Request
Proclamations
Purchase Orders/Blanket P.O.'s (dupl)
State of California Receipts
County of Santa Clara Receipts
Check Requests
Rejected initiative petitions
HUMAN RES®URCES
Recruitment/Testing
Terminated Temporary Employee Files
I-9's
Prior to 7/1 /2015
Prior to 7/1/2015
Prior to 7/1/2015
Prior to 7/1/2014
Prior to 7/1/2015
Prior to 7/1/2015
Prior to 7/1 /2013
Prior to 7/1/2015
Prior to 7/1/2013
Prior to 7/1 /2013
Prior to 7/1/2015
Prior to 7/1/2015
Prior to 2010
Prior to 2015
Prior to 2015
Prior to 2015
Prior to 2015
Prior to 2009
Prior to 2011
Prior to 2015
Prior to 2015
Prior to 2012
Prior to 2012
Prior to 2012
Prior to 2015
2016
Prior to 2015
Prior to 2012
Prior to 2014
Exhibit A
COMMUNITY DEVELOPMENT
FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT
BETWEEN MAY 2013 AND APRIL 2016
Scan Date(s)
Planning
April 2016 -October 2016
October 2016 -November 2016
November 2016 -December 2016
November 2016 -April 2017
April -October 2017
*(itemized list attached -Exhibit B)
Accounts Payable:
Accounts Payable
Purchase Orders
Warrant (Check) Register
Location & Type of Document/File
Box 64 -Planning Project & General Files*
Box 65 -Planning Project & General Files*
Box 66 -Planning Project & General Files*
Box 70 -Planning Project & General Files*
Box 71 -Planning Project & General Files*
FINANCE
Prior to 2013
Prior to 2013
Prior to 2013
Accounts Receivable:
Accounts Receivable
Billings Records
Business Licenses
Deposits, Receipts
Invoices '
Taxes Receivable
Audits:
Journal Entries
Bank Statements
Prior to 2013
Prior to 2013
Prior to 2013 (only if business is closed)
Prior to 2013
Prior to 2013
Prior to 2013
Prior to 2013
Account Statements (Bonds) Prior to 2007
Administration (Bonds) Prior to 2007
Bank Reconciliation Prior to 2012
Bonds & Coupons Prior to 2013
Checks Prior to 2012
Budget:
Budget Adjustments Prior to 2013
General
Inventory:
Fixed Assets Prior to 2013
Inventory -Auction Prior to 2013
Inventory -Disposal Prior to 2013,
Payroll:
Adjustments Prior to 2013
Federal & State
Tax Reports Prior to 2013
Risk Management -Claims Against the City:
Accident Reports -
City Assets Prior to 2010
Claims, Damage /Liability Prior to 2010
Incident Reports Prior to 2010
RECREATION AND COMMUNITY SERVICES
Receipts for 2015
Financial records for 2015
• Budget preparation files/tracking sheets _.
• Copies of bills/invoices
Petty cash records for 2015
Check requests for 2015 and prior
Invoices associated with PO/RVPO records for 2015 and prior
Facility ,permits for 2015
General File/Correspondence for 2015
Recreation Liability Releases for 2015 (excluding releases related to existing claims or
litigation)
PUBLIC WORKS
Supporting documents for CIP project closed prior to 2004**
Land Development paper files prior to 2000**
Encroachment Permits paper files for years 1990, 1992, 1993, and 2003 - 2007**
Engineering General Chron files for Fiscal Years 2012, 2013, and 2014
Traffic General Chron files for Fiscal Years 2012, 2013, and 2014
Truck Permits for 2014 and 2015
(**itemized list attached -Exhibit C)
PUBLIC WORKS SERVICE CENTER
EVENTS (General Files - CU + 2 Years)
Community Garage Sale, 2015
Great American Litter Pick-Up, 2014, 2015
Oktoberfest, 2015
Hazardous Materials IHAZMAT) (CU +,10 Years)
Monitor Maintenance, Service Center, Fuel/Oil Tank, 2005-08
Monitor Maintenance, Police Department, Fuel Tank, 2005-08
Removal Records, Filters, Anti-Freeze & Motor Oil, 2006-08
Removal Records, Lamp Disposal, 2004-2008
Removal Records, Motor Oil/Filter, 2006-08
Removal Records, Paint/Thinner, 2007-08
Removal Records, Road Emulsion, 2005-08
Santa Clara County Fire Dept. Inspections, Service Center Fuel Stations, 1996-2008
Santa Clara County Health Dept. Inspections, Service Center, 1997-2008
MAINTENANCE DIVISION PROGRAMS
Graffiti Removal Program
o Graffiti Abatement, 1992-93
o Graffiti Program, 1988-92
o Graffiti Removal, 1989-93, 1994-99
o Graffiti Reports, 1999 ,
EUILDING MAINTENANCE
SERVICE AGREEMENTS (AU + 5 Years)
o Fire Alarm Monitoring, 2006
o HVAC Preventative Maintenance, 2009
o Janitorial Services
^ Campbell Community Center, 2000
^ Campbell Community Center, 2004
^ City-Owned Buildings, 2005
o Medical Waste Systems, 2010
o Western Machinery Electric, 2003
PARK MAINTENANCE
Hamilton Avenue Median In-House Landscaping, 2009
Mervyn's (Gale Drive), 1973-2005
Park Regulations -Dogs in Parks, 1978-95
Playground Accessibility for the Disabled, 1991
Street Landscaping, 1985-88
Pesticide Application and Training Records, Prior to 2015
SIGNAL & LIGHTING MAINTENANCE
Engineering/Maintenance Transition, 1991
LED Retrofit, 1996-98
Lighting Levels of Service, 1993-96
Street Light System Preliminary Feasibility Report, 1994
USA Tickets, Prior to 2015
STREET MAINTENANCE
Adopt-a-Facility, 1992
Animal Control Program, 1992-93
Campbell Community Center Catch
Crack Seal, 1992-93
General Information, 1977-1993
Leaf Collection Program, 1987-1998
Pavement Management System #1,
Pavement Management System #2,
Pedestrian Pathways, 1998
Sharmon Palms, 1990-92
Traffic Control Device Maintenance,
Traffic Control for Centerline Striping
Basin Filter Inspections, 2005-08
1983-90
1990-94
1985-89
1993
SERVICE AGREEMENTS (AU + 5 Years)
o Parking Lot Sweeping, 2004
o Sheffield Lateral Line Replacement, 2010
o Street Sweeping (SC99-01), 1999
o Street Sweeping (SC01-01), 2001
o Street Sweeping, 2010 (2 Folders)
TREE MAINTENANCE
1606 Hyde Drive Tree Removal Analysis, 1992
VEHICLE & EQUIPMENT MAINTENANCE (AU + 5 Yearsl
Auction
0 1988-1995
0 2000-2009
Fuel Contracts
0 2002
0 2004-07
Fuel Analysis, 1995
Fuel Usage Reports, 1993-2012
Pool Car Mileage Reports, 1995-2012
Smog Check Program, 1995-2004
Underground Storage Tanks, 1994-2007
SERVICE AGREEMENTS (AU + 5 Years)
o Electric Vehicle Grant Agreement with Santa Clara County Transit Distric (VTA) and
Three-Year Lease Agreement, FY 1997-98
o UST Certified Designated Operator Agreements, 2004-08
VEHICLE 8~ EQUIPMENT PURCHASES (AU + 5 Yearsl
FY 1995-96
Large Ride-On Mower
FY 1998-99
Front End Loader with Attachments
FY 2001-02
Pro-Patch Asphalt Pothole Patcher
FY 2007-08
Skid Steer Loader and Attachments
Toyota Camry Police Unmarked Special Enforcement Vehicle
Wiedenmann Deep Tine Aerator
FY 2008-09
(Sign Truck) 4x2 w/8' Utility Body
FY 2010-11
(Paint Truck) 4x2 Truck w/8'x12' Long Spec Bed
FY 2011-12
Ford Fusion Hybrid Vehicle
Police Unmarked Special Enforcement Vehicle & Passenger Van
FY 2012-13
(Three) Chevrolet Caprice Police Vehicles
PROJECTS (AU + 5 Years)
Bascom Avenue Traffic Signals, Interconnect & Resurfacing (93-80/91-19), 1993
Camden Pedestrian Bridge (91-21), 1991
Campbell Community Center Preschool Playground Renovation (SC05-05), 2007
Campbell Park Improvement Project Change Order (98-01), 1998 -
Campisi Manhole (93-xx), 1993
Centerline Traffic Striping Project (SC09-02), 2009
Centerline Traffic Striping Project (SC10-03), 2010
Centerline Traffic Striping Project (SC11-01), 2011
Centerline Traffic Striping Project (SC12-01), 2012 -
Centerline Traffic Striping Project (SC13-01), 2013
Chip Seal (93-71), 1993
City Hall Slurry Seal and Re-Striping (SC05-07), 2005
City Hall, Museum, John D. Morgan Park Slurry Seal & Re-Striping Project (SC05-08),
2005
City Hall Library & John D. Morgan Parking Lot Seal Coat and Striping Project (SC07-01)
Civic Center /City Hall Landscape Project (70-5L), 1972
Concrete Repair Project (02-01), 2002
Decorative Pole Painting Project (SC05-073), 2005
EVR Phase 1 Upgrade on UST Systems, 2004
Fuel Tank Modifications (97-10), 1997
Handicap Ramp Installation (91-04), 1991
Open Space Element Implementation Plan, 1987-91
Street Light Pole Replacement, (SLR-01), 1993
Street Light Pole Replacement, 1999
Street Light Pole Replacement, 2002
Street Tree Maintenance (90-35), 1993
Street Tree Planting (SC97-74), 1997 ,
Thermoplastic Striping Project (SC09-01), 2009
Thermoplastic Striping Project (SC10-02), 2010
Veteran's Memorial Site for the City of Campbell, 2007-2013
POLICE DEPARTMENT
CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS
#07-05, #12-02, #12-04, #12-06, #12-07, #12-08, and miscellaneous citizen's complaints
filed between January 1St and December 31St 2012.
PURSUIT REPORTS
2015 2016
2015-1507 ~ 2016-0228
2015-2196 2016-0549
2015-2362 2016-0499
2015-2397 2016-1051
2015-2663 3/21 /16
2015-2911 2016-1171
7/14/15
20150727066
2015-3167
2015-3478
9/30/15
2015-4272
2015-4420
2015-5082
2015-5287
ON-DUTY VEHICLE ACCIDENTS
On-duty accident reports/documentation dated 8/5/12, 8/7/14, 8/8/14, 8/10/14, 9/1/14,
10/30/14, 12/18/14, 1/2/15, 2/16/1.5, 2/20/15, 3 year purge date, absent any additional
accidents by the employee.
FORMER EMPLOYEES PERSONNEL FILES
Personnel and background files of former employees that that have been scanned and a
back-up file created and stored off-site.
POLICE REPORTS, AND OTHER FILES TO BE PURGED
Ride-a-long Applications that are more than 2 years old
Repossession and Private Property Tow Sheets that are more than 2 years old
Pawn slips that are more than 2 years old
Background checks that are more than 2 years old
Arrest Logs more than 2 years old
Traffic, parking, and warning citations that are more than 1 year old that have been entered
into RMS
Watch Commander Logs that are more than 2 years old
Warrant worksheets that are closed and are more than 2 years old
Police Reports from 2015 and earlier with retention period of 2 years:
a) Accident Reports- no injury, no arrest
b) Bench Warrant arrests
c) Warrant Arrests- Outside Agencies felony and misdemeanor- no local charges
d) Local Ordinance of Muni Code Violations
e) Animal Reports
f) Courtesy Reports for Outside Agencies
g) Misdemeanor Crime Reports with no related arrests and when the statute of
limitations has expired
h) Missing Persons or Runaways that have returned or been located
i) Non-Criminal Reports- Lost/Found Property, Stored/ Impounded Vehicles/ Death
Reports/ Abated Vehicles/ Injury Reports and other Information Reports/ Recovered
Stolen Vehicle Reports/ Suicides/ Mental Disorder Reports (unless repeated
contacts)
Police Reports from 2015 and earlier with a retention period of more than 2 years that have
been scanned and aback-up file has been created and stored off-site
DOJ and Department Statistical Reports from 2015 and earlier that have been scanned and
a back -up file has been created and stored off-site.
Audio recordings from 2016
ABC Licenses 2015 or older
Briefing Training Rosters 2015 or older
Massage Establishment files out of business 2015 or older
Training Reimbursement Requests 2015 or older
POST Reimbursement Reports 2015 or older
Training Packets 2015 or older
DOJ Firearms Sales Approvals 2015 or older
Police Officer/Police Officer Trainee Applications and associated notes and lists 2015 and
older
Planning Documents - Box ~1h,ru. ~ ~^ Page 1
Planning Files -Documents Ii~naged Aprils 2016
By Corinne A. Shinn
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Heritage Vil-lage L.n., 3 (Dead TRP - 2017) . ' ~
Caiiip Ave., 15:70._- 182:0 W. (Sign. Program -Kirkwood S: C.. 2017)
Ham Ave., 1550 E. (Tree Re iacennent Photo - 2017) - 5
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According to the City Records Retention Schedule, CIP project Plans and Specifications must be
kept permanently. All other supporting documentation must be kept for 10 years after the
project is closed.
The following list contains projects that were all closed prior to 2004. I would like to request
approval to destroy the following CIP project supporting documentation.
CIP # Project Name
83-3 Civic Center Drive
84-2 Sidewalk-83/84 repairs
84-3 Pavement maintenance
84-4
84-6 Campbell Avenue Widening at Winchester
84-8 Winchester Blvd. -South Landscaping
84-9 Campbell Avenue -Victor Ave Manhole modifications
84-10 Capri Drive
84-11 Sunnyoaks Ave
85-10 John D. Morgan Park- Light replacement
87-4 Budd Avenue -sidewalk
87-6 Hamilton Avenue -Hwy 17 bridge widening
88-1 Pavement maintenance
88-2 Sidewalk
88-4 Community Center
88-8 Winchester Blvd
88-10 Los Gatos Creek Path - to Bascom Ave.
89-24 Prometheus - Offsite Improvements
89-27 Campbell Streetscape
89-31 John D. Morgan Park- Lighting upgrade
89-52 Bascom Avenue - Ped Traffic Signal
90-35 Dillon/Gilman -Assessment Districts
90-36 Campbell/Gilman -Traffic Signal
CIP # Project Name
91-01 Harrison Avenue -Utilities undergrounding
92-26 Storm -storm water management
92-27 Handicap -curb cuts
92-32 Winchester Blvd. -Traffic Signal
92-33 Central Ave -Permanent improvements
93-02 Community Center -storm drain
93-72 Handicap ramps
93-76 Hamilton Ave. - Millich/Marathon Improvements
94-71 Pavement maintenance
95-13 Hamilton/Hwy 17 Loop -Add lane over Hwy 17
95-15 Jack Fischer Park- Improvements
96-08 Campbell Ave East -Signal Interconnect
96-09 Accessibility Ramps
96-10 Bike/Ped Safety Improvements
96-19 Campisi Way -Reconstruction
96-21 Campbell Avenue -Traffic Signals
96-71 Hamilton Avenue -Resurfacing Winchester W to city limits
97-10 Fuel Tank Modifications -Corp Yard, Police, Fire
97-19 Morgan Park Phase 1- Rincon playground improvements
97-71 Campbell/Winchester-Street resurfacing
97-72 Sidewalk Repair
98-01 Campbell Park -improvements
98-02 Phase 2A Street Maintenance -Cape/slurry various locations
98-02 Phase 2B Street Maintenance - AC overlay
98-02 Phase 2C Street Maintenance -Reconstruction W/STAR W/Burrows
98-08 Police Dept. -Remodel
98-72 Sidewalk Repair
99-05 Community Center -stadium improvements
99-11 Fiber optic Connection
99-13 Edith Morley Park improvements
99-72 Sidewalk Repair -Annual
According to the City Records Retention Schedule, Land Development files must be kept
permanently. The following list contains files that have been scanned to LaserFiche and
electronically marked as certified originals.
I would like to request approval to destroy these 369 Land Development files.
Street Name Street #
Bascom, S. 1875
Bascom, S. 1999
Bascom, S. 2000
Bascom, S. 2060
Bascom, S. 2155
Bascom, S. 2220
Bascom, 5. 3777
Bascom, S. 14419
Bedal 337
Bedal 357
Bucknall 1681
Bucknall 1725
Bucknam 978
Budd 551
Burrows 1260
Burrows 1265
Burrows 1270
Burrows 1282
Burrows 1315
Dot 115
Echo 246
Echo 247
Ga I e 805-889
Hacienda 1110
Hamilton W 890
Hamilton W 950
Hamilton W 851
Hazel 940-950
Latimer W 148
Latimer W 1420
Latimer W 1430
Latimer W 1430
Latimer W 1430
Latimer W 1430
Latimer W 1444
Latimer W 1458
Latimer W 1458
Latimer W 1490
Latimer W 1490
LaVonne 20
LaVonne 20
LaVonne 30
Street Name Street #
LaVonne 251
LaVonne 251
LaVonne 399
LaVonne 400
LaVonne 429
LaVonne 429
LaVonne 440
LaVonne 456
LaVonne Tract 2747
LaVonne 440 &756
LaVonne 440-56
Lisa Way Tract 5950
Lost Lake Ln 141
Marathon 450
Marathon 571
Marathon 571
Marathon 571
Marathon Tract 6023
Marathon Tract 4257
McCoy Tract 5034
McGlincy 20
McGlincy 241
McGlincy 251
McGlincy 261
McGlincy 261
McGlincy 281
McGlincy 335
McGlincy 335
McGlincy 345
McGlincy 355
McGlincy 356
McGlincy 356
McGlincy 356
McGlincy 356
McGlincy 371
McGlincy 381
McGlincy 390
McGlincy 419
McGlincy 439
McGlincy 454
McGlincy 457
McGlincy 468
Street Name Street #
McGlincy 480
McGlincy 500
McGlincy 520
McGlincy 520
McGlincy 520
McGlincy 529
McGlincy 544
McGlincy 559
McGlincy 559
McGlincy 580
McGlincy 590
McGlincy 595
McGlincy 599
McGlincy 607
McGlincy 615
McGlincy 615
McGlincy 625
McGlincy 645
McGlincy 655
McGlincy 655
McGlincy 660
McGlincy 665
McGlincy 683
McGlincy 695
McGlincy 695
McGlincy 700
McGlincy 700
McGlincy 715
McGlincy 735
McGlincy 745
McGlincy 765
McGlincy 781
McGlincy 785
McGlincy 786
McG I i n cy 805
McGlincy 841
McGlincy 861
McGlincy 864
McGlincy 879
McGlincy 885
McGlincy 898
McGlincy 898
Street Name Street #
McGlincy 910
McGlincy 911
McGlincy 925
McGlincy 950
McGlincy 970
McGlincy 356 & 358
M cG I i n cy 454-68
McGlincy 471 &491
McGlincy 580-626
McGlincy 661-667
McGlincy Tract 3599
Michael Dr. 51
Michael Dr. 52
Michael Dr. 61
Michael Dr. 110
Michael Dr. 160
Michael Dr. 164
Michael Dr. 166
Michael Dr. 892
Michael Dr. 910
Michael Dr. 911
Millich 595
Mission Way 31
Mission Way 41-51
Mona Way 3600
More 1536
More 1585
Munro 1286
Munro 1287
Nello 620
Nello 642
Nello 650
Nello 670
Nello 671
Nido 710
Nido 760
Nottingham 492
Orchard City Dr. 300
Pecan 748
Peggy 660
Peggy 1067
Peggy 1201
SEZ ~;~ asoa
EEZ '~J asoa
OEZ •;0 asoa
OTZ ~;~ asoa
TOZ '~J asoa
SLT '~J asoa
TST '~~ aso8
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Street Name Street #
Rose Ct. 237
Rose Ct. 240
Rosemary E 33
S. McGlincy 911
S. McGlincy 941
Salice 111
Salice 112
Salmar 423
Salmar 430
Salmar 479
Salmar 490
Salmar 499
Salmar 503
Salmar 509
Salmar 535
Salmar 557
Salmar 577
Sa I m a r 428-480
Union 400
Union 420
Union 450
Union 533
Union 535
Union 595
Vale 1466
Valley Forge & Millich 1991
Van Dusen 1513
Van Dusen 1535
Van Dusen 1600
Van Dusen 1605
Vandell 470
Vandell 475
Vandell 480
Vandell 481
Vandell 501
Vandell 504
Vietenhiemer In. 184
Vietenhiemer In. 240
Virginia 73
Virginia 230
Virginia 250
Virginia 320
Street Name Street #
Virginia 388
Virginia 553
Virginia 821
Virginia 839
Virginia 845
Virginia 1005
Virginia 1035
Virginia 1171
Waldo 775
Walnut 1384
Walters 1566
Walters 1619
Walters 1632
Walters 1689
Wekiva 1081
West Valley Drive 675
West Valley Drive 680
West Valley Drive 693
West Valley Drive 700
West Valley Drive 705
West Valley Drive 710
West Valley Drive 715
West Valley Drive 725
West Valley Drive 735
West Valley Drive 740
West Valley Drive 745
West Valley Drive 755
West Valley Drive 760
West Valley Drive 765
West Valley Drive 770
West Valley Drive 775
West Valley Drive 780
Westchester 535
Westchester 540
Westchester 559
Westchester 1520
Westmont 1285
Westmont 1305
Westmont 1325
Westmont 1370
Westmont 1481
Westmont 1492
Street Name Street #
Westmont 1498
Westmont 1520
Westmont 1670
Westmont 1680
Westmont 1730
White Oaks 1236
White Oaks 1280
White Oaks 1300
White Oaks 1300
White Oaks 1320
White Oaks 1340
White Oaks 1360
White Oaks 1386
White Oaks 1410
White Oaks 1436
White Oaks 1460
White Oaks 1490
White Oaks 1506
White Oaks 1680
White Oaks 1766
White Oaks 1800
White Oaks 1806
White Oaks 1850
White Oaks 1880
White Oaks 1888
White Oaks 1910
White Oaks 1922
White Oaks 2002
White Oaks 1800 -
1834
White Oaks 1814-1868
Whitehall S. 408
Whitehall S. 900-902
Whitwood 1760
According to the Retention Schedule Encroachment Permits must be kept permanently.
The following permits have been scanned into LaserFiche and electronically marked as certified
original copies.
1990 -Permit #00001 through 00185
1992/1993 -Permit 92-00176 through 93-00159
2003 -Permit #00001 through 00164
2004 -Permit #00001 through 00245
2005 -Permit #00120 through 00185
2006 -Permit #00001 through00189
2007 -Permit #00001 through 00308