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CC Resolution 11800RESOLUTION NO. iisoo 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 21ih day of April 2015 by the following roll call vote: AYES :Councilmembers: Gibbons, Resnikoff, Kotowski, Raker, Cristina NOES :Councilmembers: None ABSENT: Councilmembers: None ATTEST: ti(~ Anne Bybee, City Clerk APPROVED: Jeffre is ~ a, Mayor 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) Prior to 7/1/2012 Prior to 7/1/2012 Prior to 7/1/2012 Prior to 7/1/2012 Prior to 7/1/2012 Prior to 7/1/2012 Prior to 7/1/2010 Prior to 7/1/2012 Prior to 7/1/2010 Prior to 7/1/2010 Prior to 7/1/2012 Prior to 7/1 /2012 CITY MANAGER - IT DIVISION Internet, World Wide Web Prior to 7/1/2012 Inventory, Information Systems Prior to 7/1/2012 Network Information Systems (LAN/WAN) Prior to 7/1/2010 Program Files & Directories -Annual Prior to 7/1/2012 Program Files & Directories -Monthly Prior to 7/1/2013 Backup Tapes for Program Files & Directories Prior to 7/1/2012 CITY CLERK Claims Against City = 2003 2012 General Correspondence 2012 City Council Follow-up Correspondence 1992-2008 Business License General Correspondence 2007-2008 State of California Receipts 2007-2008 County of Santa Clara Receipts 2000-2009 Copies of Check Requests FINANCE Accounts Pavable: Accounts Payable Prior to 2010 Warrant (Check) Register Prior to 2010 BPO's & POs Prior to 2009 Accounts Receivable: Accounts Receivable Prior to 2010 Billings Records Prior to 2010 Business Licenses Prior to 2006 Deposits, Receipts Prior to 2010 Invoices Prior to 2010 Taxes Receivable Prior to 2010 Audits: Journal Entries Prior to 2010 Bank Statements Account Statements (Bonds) Prior to 2004 Administration (Bonds) Prior to 2004 Bank Reconciliation Prior to 2009 Business Statements Prior to 2009 Bonds & Coupons Prior to 2010 Checks Prior to 2009 Budget: Budget Adjustments Prior to 2010 General Inventory: Fixed Assets Prior to 2010 Surplus Property -Auction Prior to 2010 Surplus Property -Disposal Prior to 2010 NSF & General Correspondence Prior to 2012 Payroll: Adjustments Prior to 2010 Federal & State Tax Reports Prior to 2010 Risk Management -Claims Against the Ci Accident Reports - City Assets Prior to 2007 Claims, Damage /Liability Prior to 2007 Incident Reports Prior to 2007 RECREATION AND COMMUNITY SERVICES Receipts for 2012 Financial records for 2012 Petty cash records for 2012 Check requests from 2012 PO/RVPO records from 2012 Personnel records for previous part-time employees prior to 2012 Facility permits for 2011 and 2012 POLICE DEPARTMENT CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS # 04-06 filed 8/31/2004, # 09-01, #09-02, #09-04, #09-06 and miscellaneous citizen's complaints filed between January 15` and December 315 2009. PURSUIT REPORTS 2012 2013 2012-1240 2013-0044 20120409001 2013-0669 5/10/12 2013-0810 2012-3588 2013-0858 2012-3875 3/2/13 9/16/12 2013-1089 10/12/12 11/14/12 12/2/12 12/23/12 ON-DUTY VEHICLE ACCIDENTS On-duty accident reports/documentation dated 12/02/09, 1/12/10, 4/18/11, 5/3/11, 5/10/11, 7/5/11 and 1/16/12. 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 Media Logs more than 2 years old Traffic, parking, and warning citations that are more than 1 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 2012 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 2012 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 2013 AVASA forms prior to 2012 Training packets more than two years old (2012) POST reimbursements more than two years old (FY 2011-2012) Training Reimbursement Requests more than two years old (2010-2012) DOJ Dealers Records of Sale (Firearms) more than two years old Massage Therapist Files which are outdated as a result of the municipal code change (CAMTC certified), no longer doing massage or no longer working in Campbell for more than two years 2006 First Aid CPR POST Rosters 2005 AOT/Defensive Tactics Rosters, Instructor Resumes and other paperwork 2009 Chief Executive Seminar Course Roster and Evaluations 2005 Course Roster for Standardized Awareness Training (AWR-160) 2004 Course Roster for Taser Training 2004 Safeway Property Policy 2010 Aerosol Transmitted Diseases class outline written by DU-ALL Safety 2010 Officer's Firearm forms 2004 Qualitative Fit Test Records for some officers (not all) 2008 Qualitative Respirator Fit Test Records for officers and Course Roster 2011 Qualitative Respirator Fit Test Records for some officers TMS check requests (2009, 2011 and 2012) for software support 2005 Lidar class Course Roster and Expanded Outline 2007 Pursuit Training Attestations 2005 AOT and Baton Training Course Roster and Expanded Outline 2005 LERT (Law Enforcement Response to Terrorism) Course Roster and Expanded Outline 2008 LETPP Reimbursement Forms (Homeland Security Grant) 2007-2008 copy of Police Department Budget Budget planning documents more than two years old Training student sign-in sheets more than two years old Training Manuals invoices/check requests more than two years old ABC Licenses from 2012