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CC Resolution 11661Y RESOLUTION NO. ~ 11661 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, 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 WHEREAS, 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, it having been determined by the respective Department Head that said records are no longer required. NOW, 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. PASSED AND ADOPTED this 15~" day of April 2014 by the following roll call vote: AYES COUnCilmembers: Baker, Low, Kotowski, Cristina, Waterman NOES :Councilmembers: None ABSENT: Councilmembers: None APPROVED: ichard M. Waterman, Mayor ATTEST: Anne Bybee, City Clerk CITY MANAGER Bulletins (Legislative) Prior to 7/1/2011 Budget Related Files Prior to 7/1/2011 Capital Improvement Program -Working Files Prior to 7/1/2011 City Newsletter (The Profile) Prior to 7/1/2011. City Calendars Prior to 7/1/2011 Civic Improvement Commission -Agenda Materials Prior to 7/1/2011 Correspondence (Chron Files) Prior to 7/1/2009 General Files Prior to 7/1/2011 Position on Legislation Prior to 7/1/2011 Purchase Orders /Blanket Purchase Orders Prior to 7/1/2009 Social Service Sub-Grant Applications Prior to 7/1/2009 Special Projects Prior to 7/1/2011 ,. Travel Records (Council and City Manager) Prior to 7/1/2011 CITY CLERK Claims Against City - 2002 2011 General Correspondence 2011 City Council Follow-up Correspondence FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT BETWEEN NOVEMBER 2011 AND MARCH 2013 Scan Date(s) Planning November 2011 September -October 2012 November 2012 -March 2013 *Itemized lists available Location & Tvpe of Document/File Box 52 -Planning Project & General Files' Box 53 -Planning Project & General Files' Box 54 -Planning Project & General Files` FINANCE Accounts Payable: Accounts Payable Prior to 2009 Warrant (Check) Register Prior to 2009 BPO's & POs Prior to 2008 Accounts Receivable: Accounts Receivable Prior to 2009 Billings Records Prior to 2009 Business Licenses Prior to 2005 Deposits, Receipts Prior to 2009 Invoices Prior to 2009 Taxes Receivable ~ Prior to 2009 Audits: Journal Entries Prior to 2009 Bank Statements Account Statements (Bonds) Prior to 2003 Administration (Bonds) Prior to 2003 Bank Reconciliation Prior to 2008 Business Statements Prior to 2008 Bonds & Coupons Prior to 2009 Checks Prior to 2008 Budget: Budget Adjustments Prior to 2009 General Inventory: Fixed Assets Prior to 2009 Surplus Property -Auction Prior to 2009 Surplus Property -Disposal Prior to 2009 NSF & General Correspondence Prior to 2011 Payroll: Adjustments ~ Prior to 2009 Federal & State Tax Reports Prior to 2009 , Risk Management -Claims Against the Ci Accident Reports - City Assets Prior to 2006 Claims, Damage /Liability Prior to 2006 Incident Reports Prior to 2006 POLICE DEPARTMENT CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS # 08-01 through # 08-09 filed between January 1St and December 31St 2008 PURSUIT REPORTS 2011 2012 2011-1991 2012-0998 2011-2449 2011-3489 2011-3908 ON-DUTY VEHICLE ACCIDENTS On-duty accident reports/documentation dated 8/11/2007, 1/25/2008, 4/24/2008, 3/31/2010, 7/31/2010, 1/21/2011. 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 aback-up file created and stored off-site POLICE REPORTS, AND OTHER FILES TO BE PURGED Applicant files and backgrounds of applicants that were not hired that are more than 2 years old Ride-a-long applications that are more than 2 years old Repo 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 Traffic, parking, and warning citations that are more than 2 years 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 2011 and earlier with a 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 or 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 2011 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 Dispatch audio recordings from 2012 and prior Employee training packets more than two years old Pitchess Motions more than two years old Police Officer/Police Officer Trainee Notice of Certification and applications from 2012 ABC Licenses from 2011 Massage Establishments that have been out of business or no longer offering massage for more than 2 years Previous Massage Therapists in Campbell where the massage therapist is no longer active in Campbell, has left massage or has had no contact for more than 2 years P.O.S.T. Reimbursement Records from 2011 Police Officer lateral applications from April 2012 PUBLIC WORKS Truck Permits from 2008 through 2010 Chron Files - 2009 and 2010 PUBLIC WORKS -SERVICE CENTER Vehicle Repair Files -January 1999 through December 2010 J RECREATION AND COMMUNITY SERVICES Receipts for 2011 Financial records for 2011 Petty cash records for 2011 Check requests from 2011 PO/RVPO records from 2011 Personnel records for previous part-time employees prior to 2011 Facility permits for 2010