CC Resolution 12419RESOLUTION NO. 12419
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 A and B, for which have' 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 A and B.
PASSED AND ADOPTED this 2nd day of April, 2019, by the following roll call vote:
AYES:
Councilmembers: Resnikoff, Bybee, Gibbons, Landry, Waterman
NOES:.
Councilmembers: None
ABSENT:
Councilmembers: None
APPROV
Richard M. Waterman, Mayor
ATTEST:
ILIa-vi
Wendy 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
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)
Check Requests
HUMAN RESOURCES
Prior to 7/1/2016
Prior to 7/1/2016
Prior to 7/1/2016
Prior to 7/1/2015
Prior to 7/1/2016
Prior to 7/1/2016
Prior to 7/1 /2014
Prior to 7/1/2016
Prior to 7/1 /2014
Prior to 7/1/2014
Prior to 7/1/2016
Prior to 7/1/2016
Prior to 2011
Prior to 2016
Prior to 2016
Prior to 2016
Prior to 2010
Prior to 2012
Prior to 2016
Prior to 2016
Prior to 2016
Prior to 2016
1-9: Temporary: 1-9's for temporary terminated employees 3 years after the term date
1-9: Permanent: 1-9's for permanent terminated employees 3 years after the term date.
Temporary Files: T +r 6 years per the schedule.
All Term Files containing Termination year 2012 and prior
COMMUNITY DEVELOPMENT
FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT
BETWEEN MAY 2017 AND MAY 9, 2018
Scan Date(s) Location & Type of Document/File
Planning
December 2016 through April 2017 Box 70 - Planning Project & General Files*
April through October 2017 Box 71 - Planning Project & General Files*
August through September 2017 Box 72 - Planning Project & General Files*
October through September 2017 Box 73 - Planning Project & General Files*
November 2017 Box 74 - Planning Project & General Files*
November 2017 through April 2018 Box 75 - Planning Project & General Files*
April 5, 2018 through May'9, 2018 Box 76 - Planning Project & General Files*
*(Itemized list attached — Exhibit B)
FINANCE
Accounting
Record Series
Destruction
Descriptor
Eligibility Date
Accounts Payable
Prior to 2014
Invoices, check copies,
supporting Documentation
Purchase Orders
Prior to 2014
Original Documentation
Warrant (Check) Register
Prior to 2014
N/A
Accounts Receivable
Prior to 2014
N/A
Billing Records
Prior to. 2014
Customer name, service
address, meter reading,
usage, payments,
applications / cancellations
Business Licenses
Prior to 2014 only if
Paid & reports
business is closed
Journal Entries
Prior to 2014
Account Transfers;
Deposits, Receipts
Prior to 2014
Checks, coins, currency
Invoices
Prior to 2014
Billing including monthly
activity
Taxes Receivable
Prior to 2014
N/A
Bank Statements
Destruction
Record Series
Eligibility Date
Descriptor
Account Statements (Bonds)
Prior to 2008
Monthly Statement of,
Transactions (Investments
Administration (Bonds)
Prior to 2008
Supporting Documents
Bank Reconciliation
Prior to 2013
Statements, Summaries for
Receipts, Disbursements &
Reconciliation
Bonds & Coupons
Prior to 2014
Paid / Canceled
Checks
Prior to 2013
Includes A/P, Payroll,
Cancelled & Voided Checks
Budaet & General
Destruction
Record Series
Eligibility Date
Descriptor
Budget Adjustments
Prior to 2014
Account Transfers
Inventory — Fixed Assets
Prior to 2014
Reflects Purchase Date,
Cost Account Number
Inventory — Auction
Prior to 2014
Listing of Property
Inventory — Disposal
Prior to 2014
Reflects Purchase Date,
Cost Account Number
Payroll
Destruction
Record Series
Eligibility Date
Descriptor
Adjustments
Prior to 2014
Audit Purposes
Federal & State Tax Reports
Prior to 2014
Forms 1096,1099, W4's &
W-2's,*26 CFR 31.6001.1-
4; IRS REG 31.6001-1(e)
(2); R&T 19530;296 CRF
516.5-516.6
Risk Management
Destruction
Record Series
Eligibility Date
Descriptor
Accident Reports — City Assets
Prior to 2011
Reports and related records
* CFR 1904.6
Claims, Damage / Liability
Prior to 2011
Paid / Denied
Incident Reports
Prior to 2011
Theft, arson, vandalism,
property damage or similar
occurrence (excluding
fire/law enforcement
RECREATION AND COMMUNITY SERVICES
Facility Reservations Dated 2016
General Files/Correspondence Dated 2016
Rec. Liability Release (not associated with any claims filed) Dated 2016
PUBLIC WORKS
Misc Engineering Files:
Engineering and Traffic Chron Files 2015 and 2016
Unsuccessful Proposals for Stojanovich Park 2009
CIP Project #
Title
Accepted by Council
00-02
Heritage Theatre
4/20/04
00-09
Downtown Parking
5/6/03
00-11
M cG I i ncy/Cristich
2/15/05
00-13
John D. Morgan Park
7/6/04
01-28
Street Maintenance
11/4/02
01-30
UPS/LED for Traffic
Prior to 2008
01-72
Sidewalk Maintenance
2/23/01
02-02
Accessibility Ramps
5/21/02
02-04
Ainsley Park
1/17/06
02-09
Los Gatos Creek Trail
4/4/06
02-72
Sidewalk Maintenance
5/21/02
03-04
Westmont Avenue
3/21/05
03-05
Deferred Street Maintenance
10/18/05
03-11
Campbell Victor
7/15/05
03-72
Annual Sidewalk
11/18/03
04-02
Los Gatos Creek County Dog Park
5/30/06
04-72
Annual Sidewalk
9/21/04
06-11
Charities Housing
1/23/08
07-02
Campbell Civic Center
11/18/08
07-04
Community Center
10/17/06
07-05
Deferred Street Main.
1/6/09
07-06 _
Hamilton/Highway 17
2/19/08
07-07
Misc Storm Drain
3/21/05
08-05
Hamilton Phoenix
9/1/09
08-11
Winchester Master Plan
2/17/09
83-3
Civic Center Drive
5/23/85
83-9
Union Avenue
5/3/88
85-2
Camden Avenue
9/3/91
85-3
San Tomas Aquino Rd
Prior to 2008
85-4
Pavement
Prior to 2008
85-5
Sidewalk
Prior to 2008
95-6
San Tomas Aquino Rd.
Prior to 2008
85-7
Virginia Ave.
Prior to 2008
85-8
White Oaks Ave
Prior to 2008
85-9
Parking Lot Seals
Prior to 2008
90-35
Dillon/Gilman
10/23/93
93-51
Los Gatos Creek Trail
5/20/97
95-03
Los Gatos Creek Trail
9/15/98
95-10
Mozart
9/2/97
95-71
Campisi Way
12/5/95
96-22
Hamilton Eden
11/2/98
PUBLIC WORKS SERVICE CENTER
Property Damage Reports from PD Prior to 2011
Purchas Orders Prior to 2014
Invoices Prior to 2014
POLICE DEPARTMENT
CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS
#09-03D (July 2009), #09-05D (July 2009), #10-01 D (Oct. 2009), #10-04D (June 2010),
#11-01D (June 2011), #11-03D (August 2011), #11-05D (Nov. 2011), #12-01D (April
2012), #12-03C (August 2012), #12-05C (Dec. 2012), #12-09D (Dec. 2012), #13-01 C
(May 2013), #13-02C (August 2013), #13-03C (Oct. 2013), #13-04C (July 2013), A.I.
13-01 (June 2013), A.I. 13-02 (June 2013), and miscellaneous citizen's complaints filed
between January 1st and December 31st 2013.
PURSUIT REPORTS
2016
2016-2350
ON -DUTY VEHICLE ACCIDENTS
On -duty accident reports/documentation dated 10/16/09, 2/19/10, 1/7/14, 5/11/14,
6/12/14, 2/25/15, 6/24/15, 8/10/15, 8/29/15, 10/20/15, 10/22/15, 2/3/16, 2/23/16, 3/7/16,
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 backup 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
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 2016 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 2016 and earlier with a retention period of more than 2 years that
have been scanned and a back-up file has been created and stored off -site
DOJ and Department Statistical Reports from 2016 and earlier that have been scanned
and a back -up file has been created and stored off -site
Audio recordings from 2017
ABC Licenses 2016 or older
Massage Establishment files out of business 2016 or older
POST Reimbursement Reports 2016 or older
Training Packets 2016 or older
DOJ Firearms Sales Approvals 2016 or older
All Permit applications/denials/expired 2016 or older. Also, all Permits issued to
businesses that are now out of business. These include the following permit categories:
Arcades/Semi-Arcades, Auctions, Billiard/Pool Halls, Bingo, Block Parties, Filming,
Hypnotherapy, Occult Sciences, Private Patrol, Secondhand dealers, Sexually (adult)
oriented businesses, Solicitation.
Police Officer/Police Officer Trainee Applications and associated notes and lists 2016
and older
Background files of former police department employees with separation dates of 2016
and older that have been scanned and a back-up file has been created and stored off -
site.
Planning Doeminents - Box 71 1 X+ ' Page 2
Planning Files. - Documents. Imaged April through A�t 2017
By Corinne A. Shinn
8/30/11
Dell Ave., 140.0 (Sign ,- Siemens - 2017)
6
Ileritage. Villa Ln.,, 3 (Deqd TR - 2017)
Ca1hp Ave,, 15.70�1,82 W. (Si , Progr*a.- Kirkwood S. C.
94
73
Ham Ave., 15$0 E. (Tree Replacement Photo - 2O 17)
Bascom.AvP,,. 187-5 S. (Master Use Permit - 4/14/1:7 vcrsf60-
51.
Bascom Ave., 1.875 S..(Master . Use peM. iT -§/M.7 vdr$j,
51
Highland Parks Ln.; 2205 (l)oedRestiiqtiqTi.-2Qi7)
-
Estrellita 13 a 1 (Deed Restriction - 2017)
4
Llewellyn Ave., 137 (Deed Restript. on 261.7)
Freda Ct.,, 13-83 (Deed Restriction: -Apcessory* Structure 2017)
Cre4side 655/6.75/705 (Deed Restriction;-'2017)
27
T;�ichjce Dr., 360 (-D—cad TRP - Ash - 20, 17-
Estrellita:Wy., t3 "0 i�Be�4- As -.2017)- t�
t3
3
Esther Ave., 3$.8. (T. Cedar` �.O.l 7)
5
STAR. t Health - Ki&wood Auto.- 201.7)
2
Ham Ave (Temp. B�Por -1-0"p .'$ 2017)
5
J 4in Me., 60.0. .. E. 1996 Ante Research.
J
6—
Mf,A
2.
WOW -91ROM
qw..EWAVIT� W11-0
Planning Documents — Box 72 Page 1
Planning Files - Documents Imaged August & September 2017
By Corinne A. Shinn
Date
Item(s)
Pages
8/1/17
Campbell Ave., 276 S. CE A Filing 2017
8
Campbell Ave., 276 S. (Initial Stud — 2017)
287
Campbell Ave., 276 S. (Research Info — 2017)
32
Cam bell Ave.,, 276 S. (Application materials — 2016
48
Campbell Ave., 276 S. (DRC Info)
83
Campbell Ave., 276 S. (Application documents and Signed Plans)
61
Campbell Ave., 276 S. (PC Action and Report -2017)
479
Campbell Ave., 276 S. CC Report — 4/4/17)
194
Campbell Ave., 276 S. (SARC Report and exhibits
40
Campbell Ave., 276 S. (Completeness w/ exhibits
47
Campbell Ave., 276 S. (Misc Items )
9/1/17
DAAP Public Comments
69
DAAP (SJWC DAAP Water Supply Assessment— 2015)
23
DAAP (Public Review Draft — 6/22/15)
93
DAAP (PC Staff Report — 7-28-2015)
224
DAAP CC Report — 12-6-16
25
DAAP (Mist Public Agency Comments — 2015)
86
DAAP (RF'P — 2/25/13)
23
DAAP (CC Study Session — 2/18/14)
30
DAAP PC Sco in . Session 9/9/14
6
DAAP (Consultant File)
216
DAAP CAC Meetings)
97
DAAP (Environmental Working File)
337
9/5/17
DAAP (Stakeholders Meeting)
72
DAAP (2011 — 2014 Misc File)
236
DAAP —Final EIR—August 2016
293
DAAP —NOP and Comment Letters - 2016
704
DAAP — Public Review Draft EIR— June 22, 2015
634
Planning Documents — Box 72 Page 2
Planning Files - Documents Imaged August & September 2017
By Corinne A. Shinn
8/30/17
Dell Ave., 1400 (Sign — Siemens — 2017)
6
Heritage Village Ln., 3 Dead TRP — 2017
5
Camp Ave., 1570-1820 W. (Sign Program — Kirkwood S. C. 2017)
73
Ham Ave., 1550 E. (Tree Replacement Photo — 2017)
1
Bascom Ave., 1875 S. Master Use Permit - 4/14/17 version
51
Bascom Ave., 1875 S. (Master Use Permit — 8/2/ 17 version)
51
Highland Parks Ln., 2203 Deed Restriction — 2017)5
Estrellita W ., 1381 (Deed Restriction — 2017)
4
Llewellyn Ave., 137 (Deed Restriction — 2017)
4
Freda Ct., 1383 (Deed Restriction — Accessory Structure 2017)
4
Creekside 655/675/705 Deed Restriction — 2017
27
Richlee Dr., 360 ( Dead TRP — Ash — 2017)
3
Estrellita W ., 1340 Dead TRP — Ash — 2017
3
Esther Ave., 388 (TRP — Cedar — 2017)
5
STAR., 125 S. (County Health — Kirkwood Auto — 2017
2
Ham Ave, 150 E.(Temp Banner — Coco's 20 17)
5
Ham Ave., 600 E. 1996 Antenna Research
6
2.
Planning Documents — Box 73 Page 2
Planning Files - .Documents Imaged October to November 2017'
By Corinne A. Shinn
2.
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I
Planning Documents — Box 77 Page,2
Planning Files - Documents Imaged: April thru ?018
By Corinne A. Shinn
Date It m(S Pages
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