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CC Resolution 11967RESOLUTION NO. 11967 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 19`h day of April 2016 by the following roll call vote: AYES: Councilmembers: Kotowski. Cristina. Resnikoff. Gibbons. Baker NOES: Councilmembers: None ABSENT: Councilmembers: None APPROVED: ~~ J son T. Baker, Mayor ATTEST: /Nu• Wendy od, City Clerk HUMAN RESOURCES RecruitmenUTesting Prior to 2012 Terminated Temporary Employee Files Prior to 2009 I-9's Prior to 2012 COMMUNITY DEVELOPMENT Box 55 -Planning Division -Project files scanned between May 2013 and January 2015 (itemized list attached -Exhibit A) FINANCE Accounts Payable: Accounts Payable Prior to 2011 Warrant (Check) Register Prior to 2011 BPO's & POs Prior to 2009 Accounts Receivable: Accounts Receivable Prior to 2011 Billings Records Prior to 2011 Business Licenses Prior to 2007 Deposits, Receipts Prior to 2011 Invoices Prior to 2011 Taxes Receivable Prior to 2011 Audits: Journal Entries Prior to 2011 Bank Statements Account Statements (Bonds) Prior to 2005 Administration (Bonds) Prior to 2005 Bank Reconciliation Prior to 2010 Business Statements Prior to 2010 Bonds & Coupons Prior to 2011 Checks Prior to 2010 Budget: Budget Adjustments Prior to 2011 General Inventory: Fixed Assets Prior to 2011 Surplus Property -Auction Prior to 2011 Surplus Property -Disposal Prior to 2011 NSF & General Correspondence Prior to 2013 Payroll: Adjustments Prior to 2011 Federal & State Tax Reports Prior to 2011 Warrant (Check) Register Prior to 2011 Risk Management -Claims Against the Ci Accident Reports - City Assets Prior to 2008 Claims, Damage /Liability Prior to 2008 Incident Reports Prior to 2008 RECREATION AND COMMUNITY SERVICES Receipts for 2013 Financial records for 2013 Petty cash records for 2013 Check requests from 2013 PO/RVPO records from 2013 Facility permits for 2013 General File/Correspondence 2013 Recreation Liability Releases 2013 PUBLIC WORKS Chron files 2006 to 2009 Accounting files 2008-2010 Quarterly billing files January -December 2012 and 2013 Truck Permits January -December 2012 POLICE DEPARTMENT CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS #10-02, #10-03, #10-05, #10-06, #10-07, and miscellaneous citizen's complaints filed between January 15t and December 315 2010. PURSUIT REPORTS 2013 2014 3/21 /13 1 /22/14 3/23/13 2/5/14 3/25/13 2/11 /4 3/31/13 2/17/14 6/4/13 3/3/14 6/6/13 6/12/13 8/15/13 8/17/13 12/5/13 ON-DUTY VEHICLE ACCIDENTS On-duty accident reports/documentation dated 8/29/09, 10/22/10, 10/22/10, 11/19/11, 1/1/12, 4/20/12, 5/2/12, 6/17/12, 8/7/12, 8/28/12, and 1/14/13. 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 two years old Repossession and Private Property tow sheets that are more than two years old Pawn slips that are more than two years old Background checks that are more than two years old Arrest Logs more than two years old Media Logs more than two years old Traffic, parking, and warning citations that are more than one year old and have been entered into RMS. Watch Commander Logs that are more than two years old Warrant worksheets that are closed and are more than two years old Police reports from 2013 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 -Inactive, non-arrest e) Animal Reports -Inactive, non-arrest 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 2013 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 2013 and earlier that have been scanned and aback-up file has been created and stored off-site Dispatch audio recordings from 2014 AVASA paperwork from 2011-2012 and 2013-2014 that have been scanned ABC Licenses 2013 or older Briefing Training Rosters 2013 or older DOJ Firearms Sales Approvals 2013 or older Massage Establishment files out of business 2013 or older Inactive Massage Therapists 2013 or older Training Reimbursement Requests 2013 or older POST Reimbursement Reports 2013 or older Training Packets 2013 or older Police Officer/Police Officer Trainee Applications and associated notes and lists 2013 and older Exhibit A Planning Documents -Box 55 Page 1 Planning Files -Documents Imaged May 2013 thru January 2015 By Corinne A. Shinn Date Item(s) Pages 5/22/13 Deed Restriction - 763 Emory Ave - 2013 3 Park Fee - SLU - 2013 1 Deed Restriction - 1581 Walters - 2013 3 Deed Restriction - 226 Sunnyside - 2013 5 SCVWD CIP Conformance 2014-2018 Letter - 2013 3 Crown Castle Agreement - 1/25/13 1 Win Blvd., 1550, Unit 212 (DMV Form - 2013) I RDA 1983 Central Campbell Plan 61 RDA 1992 Central Campbell Plan - 2" Revision 65 Annexation Cambrian 36 - Letter to State Board of Equalization 4 Campbell Ave.. 193 E. (Letter to ABC - 2013) 1 Hamilton Ave., 256 E. (DMV - 2013) 1 Campbell Ave., 511 & 555 W. (GP/ZC/PD/TS/TRP -expired 2006) File 1 717 Campbell Ave., 511 & 555 W. (GP/ZC/PD/TS/TRP -expired 2006) File 2 -Exhibits 23 7/8/13 TA -Smoking Ordinance (2011/12) 192 Campbell Ave., 1630 W. (Parking Lot Paving - 2013) 3 7/9/13 Nido Dr., 710 (Zoning Letter - 2013) 24 Bascom Ave., 2230 S. (Sign -Cleaners - 2013) ~ 9 I Iarrison Ave., 230 (Sign -Bill Hamilton Roofing - 2013) 6 Campbell Ave., 1614 W. (Sign -Zoom Room - 2013) 1 1 Union Ave., 215/225 (Zoning Letter - 2013) 18 Bascom Ave., 1720 S. (Correspondence 2013) 1 Monica Ln., 891 (Deed Restriction - 2013) 4 Old Orchard Rd., 734 (Lot Line Ad'ustment - 20 L3) 9 7/26/13 Campbell Ave., 276 E. (Sign- Opa! - 2013) 3 Sunnyoaks Ave.. 186 E. (Memo - 2013) 1 Campbell Ave., 234 E. (Sign - Tessora's - 2013) 8 11/22/13 Sunnyoaks Ave., 180 S. (Si n -Cal Steam 2013) 6 Hamilton Ave., 480 E. (Xmas Trec Lot - 2013) 4 STAR, 300 W. (Deed Restriction - 2013) 4 Crcekside Wy., 701 (Add'1 Info - PLN2009-00069) 10 Bascom Ave., 1875 S. (Sign - To o's - 2013) 7 Del Loma Dr., 2952 (Dead Tree Removal - 2013) 5 White Oaks Rd., 1300 (Cones ondence -Yoga - 2013) 1 White Oaks Rd., 1300 (Authorization to Proceed -Withdrawn) 1 12/9/13 White Oaks Rd., 1300 (Spec Project -Withdrawn - 2013) 17 Third St., 399 N. (TRP - 2013) 26 12/17/13 Camden Ave., 1240 (Sign -Motel 6 - 2013) 7 Kenneth Ave., 828 (Receipt -Park Fee - 2013) 1 Vir ~inia Ave., 230 (Sign -Church - 2013) 12 12/18/13 Budd Ave., 301 (Dead Tree Removal - 2013) 4 Planning Documents -Box 55 Page 2 Planning Files -Documents Imaged May 2013 thru January 2015 By Corinne A. Shinn Kenneth Ave., 828 (Site & Arch Review Permit - 2008) 54 Bascom Ave., 1646 S. (Sim -Performance Bicycle - 2013) 13 Railway Ave., 86 (Si =n -Academy Fencing - 2013) Joint Venture Silicon Valley 2013 Report 13 12/17/14 Bascom Ave., 1999 S. (Substantial Compliance - 2013) 2 Budd Ave., 725 (Dead TRP - 2014) 4 Camden Ave., 870 (Dead TRP - 2014) Campbell Ave., 195 E. (Outdoor Seating Permit - 2014) 2 Campbell Ave., 195 E. (Color Change - 20 ] 4) 1 Campbell Ave., 241 E. (Maint of Shared Parking - 2014) 17 Campbell Ave., 247 & 253 E. (Shared Parking - 2014) 17 Campbell Ave., 257 E. (Sharking Parking Maint - 2014) 17 Campbell Ave., 267 E. (Shared Parking Maint. - 2014) 17 12/18/14 Catalpa Ln., 61 (Mills Act 2013) 12 Bascom Ave., 14485 S. (Plan Sheet Detail - 1988) 1 Stonehurst Wy., 970 (Dead TRP - 2014) 5 Alice Ave.. 86 (Dead TRP - 2014) 9 Campbell Ave., 600 W. (Corresp to WV Christian - 2014) 10 Dot Ave., 95 (Correspond to W V Charsstian - 2014) 10 Esther Ave., 431 (Hilt Tree Designation - 2013) 9 First St., 33 N. (Maint of Shared Parking - 2014) 17 1 /15/15 1-[amilton Ave., 480 E. (Xmas Tree Lot - 2014) 4 Hamilton Ave., 591 W. (Dead TRP - 2014) 8 Hamilton Ave., 651 W. (Temp Signs -Penny Lane - 2014) 8 Hamilton Ave., 700 W. (Correspondence - Verizon -2014) 8 1-]amilton Ave.. 82~ W. (Revocation of Admin PD -Massa =e - 2014) 48 Hamilton Ave., 970 W. (Temp Signs -Citibank - 2014) 6 Hamilton Ave.. 1374 E. (UP -Mod Hrs - 2010) 13 Kennedy Ave., 48-81 (Flood Haz Verification letter - 2014) 5 Lovell Ave., 1111 (Dead TRP -Redwood - 2014) 3 Lovell Ave., 1230 (Reconstruct Ham Radio Tower - 2014) Michael Dr., 201 (Dead TRP - 2014) ~ 5 Nido Dr., 665 (Dead "I'RP - 2014) 5 Robin Ln., 894 (Record Heritage Tree - 2014) 6 1/16/15 Railway Ave., 508 (Paint - 2013) 10 STAR, 125 S. (Inclusionary Housing Agreement - 2014) 15 STAR, 152 A N. (DMV Form - 2014) 1 Shamrock Dr., 364 (Deed Restriction -Access Street - 2014) 22 Sharp Ave., 1400 (Notice ofCompliance - CE - 20 ] 3) 3 Shelley Ave., 65/67/69 (Zoning Clearance - 2014) 9 Sunnyoaks Ave., 462 W. (Dead TRP - 2014) 7 Third St., 164 N. ("free Disclosure Statement - 2014) 1 Union Ave., 185 (Dead TRP - 2014) 6 . 2. Planning Documents -Box 55 Page 3 Planning Files -Documents Imaged May 2013 thru .lanuary 2015 By Corinne A. Shinn 1 /16/l 5 Union Ave., 215/225 (Zoning Letter - 2014) 15 Winchester Blvd., 2855 S. (Signs -Valero - 2014) 6 Winchester Blvd., 3030 S.. Unit B (DMV -Wholesale - 2014) 2 First St., 63 N. (Correspondence re Parking - 2014) 7 Westmont Ave., 1396 (FEMA Map Det - 2014) 3 Campbell Ave., 200 E. (Live Entertainment Permit - CPD - 2015) 3 Project Sentinel - 3` Quarter FY 13/14 32 Project Sentinel - 1s~ Quarter FY 14/15 16 Project Sentinel - 2" Quarter FY 14/15 23 Project Sentinel Contract 2014/15 3 Project Sentinel - 2" Quarter FY 13/14 36 FEMA Correspondence - 2/6/14 15 2013 Annexation Welcome Packet 28 PC Admin PD Updates 12/13 33 Hamilton Ave., 337 E. (Sims -Chevron 2015) 3.