CC Resolution 13001 - Authorizing Destruction of Certain City RecordsRESOLUTION NO. 13001
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 Exhibits A, B and C, which have been determined by the respective Department
Head to be 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
Exhibits A, B and C.
PASSED AND ADOPTED this 20th day of June, 2023, by the following roll call vote:
AYES:
Councilmembers
NOES:
Councilmembers
ABSENT:
Councilmembers
ATTEST:
Andrea Sanders ity Clerk
Lopez, Scozzola,
None
None
Furtado, Landry, Bybee
APPROVED:
12v-
Anne Bybee, Mayor
CITY MANAGER
Bulletins (Legislative) Prior to 7/1/2020
Budget Related Files Prior to 7/1/2020
Capital Improvement Program - Working Files Prior to 7/1/2020
City Newsletter (The Profile) Prior to 7/1/2019
City Calendars Prior to 7/1/2020
Civic Improvement Commission - Agenda Materials Prior to 7/1/2020
Correspondence Prior to 7/1/2018
Position on Legislation Prior to 7/1/2020
Purchase Orders / Blanket Purchase Orders Prior to 7/1/2018
Social Service Sub -Grant Applications Prior to 7/1/2018
Special Projects Prior to 7/1/2020
Travel Records (Council and City Manager) Prior to 7/1/2020
CITY CLERK
Claims Against City
Prior to 2015
Agenda Postings
Prior to 2020
General Correspondence
Prior to 2020
City Council Meeting Follow-up
Prior to 2020
FPPC - Statement of Economic Interest -
Terminated Elected Officials
Prior to 2014
Designated Employees
Prior to 2016
Petty Cash Reimbursement Request
Prior to 2020
Purchase Orders/Blanket P.O.'s (dupl)
Prior to 2020
Check Requests
Prior to 2020
HUMAN RESOURCES
Classification Studies
Prior to 2003
Correspondence
Prior to 2020
1-9: Temporary: 1-9's for temporary terminated employees 3 years
Prior to 2021
after the term date.
1-9: Permanent: 1-9's for permanent terminated employees 3 years
Prior to 2021
after term date.
Temporary Files: T + 6 years per the schedule.
Prior to 4/1/2017
All Term Files containing Termination year 4/1/17 and prior
Recruitment/Testing Files: CL + 2
. Prior to 2021
COMMUNITY DEVELOPMENT
FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT
SEE EXHIBIT B FOR DETAILED LISTING
Location & Type of Document/File
Planninq
Campbell Ave., 28 E - Admin Planned Development permit — 2020
Dell Ave, 1700 - PD - Office Bldg and Parking Garage — 2017
Planning Commission Agendas 2021
Planning Commission Resolutions 2019
1160 Bucknam Ct, Campbell CA 95008 - BLD-2020-1440 — 2021
50 N Milton Ave, Campbell CA 95008 -BLD-2021-375 — 2021
638 Harrison Ave, Campbell CA 95008 - BLD-2020-1209 — 2021
16179 E Mozart Avenue - PIN-2019-00148 - 2021
100 W Hamilton Ave STE - Application Alc/ Bev License - 2021
1808 White Oaks Rd, Campbell - PLN2018-220-Deposit for Faithfull performance- 2021
Declaration of Covenants, Conditions & Restrictions (Original w/ City Clerk) 2019-2022
Business License - Home Occupation Permits — 2021
Misc. Project files:
1251 Munroe Ave, Campbell CA 95008 - Renewal of Applications — 2022
276-280 E Campbell Ave - Completeness and Dept Comments — 2018
276 -280 E Campbell Ave - Approved Plans (Stamped) - 2018
276-280 E Campbell Ave — Application and Submittal Materials - 2018
ACCOUNTING
Record Series
Accounts Payable
Purchase Orders
Warrant (Check)
Register
Accounts
Receivable
Billing Records
FINANCE
Destruction Retention Citation
Eligibility
Date
Prior to 2018
Prior to 2018
Prior to 2018
Prior to 2018
Prior to 2018
AU+4
AU+4
AU+4
AU+4
AU + 4
GC34090
GC34090;
CCP 337
GC34090.7
GC34090
Descriptor
Invoices, check copies,
supporting Documentation
Original Documentation
N/A
N/A
GC34090 Customer name, service
address, meter reading, usage,
payments, applications /
cancellations
Business Licenses
Prior to 2018
T + 4
GC34090;
Paid & reports
only if business
CCP 337
is closed
Journal Entries
Prior to 2018
AU + 4
GC340090
Account Transfers;
Deposits, Receipts
Prior to 2018
AU + 4
GC34090:
Checks, coins, currency
CCP 337
Invoices
Prior to 2018
AU + 4
GC34090
Billing including monthly activity
Taxes Receivable
Prior to 2018
AU + 4
CCP338
N/A
BANK STATEMENTS
Record Series
Destruction
Retention
Citation
Descriptor
Eligibility
Date
Account
Prior to 2012
CL + 10
GC34090:
Monthly Statement of
Statements (Bonds)
CCP 337.5
Transactions (Investments
Administration
Prior to 2012
CL + 10
GC34090:
Supporting Documents
(Bonds)
CCP 337.5
Bank Reconciliation
Prior to 2017
AU + 5
GC34090
Statements, Summaries for
26 CFR
Receipts, Disbursements &
16001-1
Reconciliation
Bonds & Coupons
Prior to 2018
CL + 4
GC34090;
Paid / Canceled
43921
Checks
Prior to 2017
UA + 5
GC34090;
Includes A/P, Payroll, Cancelled
CCP 337
& Voided Checks
BUDGET & GENERAL
Record Series
Destruction
Retention
Citation
Descriptor
Eligibility
Date
Budget
Prior to 2018
AU + 4
GC34090
Account Transfers
Adjustments
Inventory — Fixed
Prior to 2018
AU + 4
GC34090:
Reflects Purchase Date, Cost
Assets
26 301 65-1
Account Number
(F)
Inventory — Auction
Prior to 2018
AU + 4
GC34090
Listing of Property
Inventory —
Prior to 2018
AU + 4
GC34090;
Reflects Purchase Date, Cost
Disposal
CCP 337
Account Number
PUBLIC WORKS
Public Works Director Chron Files FY2017
Engineering General Chron Files FY2018-2020
Traffic General Chron Files FY2018-2020
Truck Permits FY2018-2020
Closed Vendor PO's FY2010-2019
CIP Protects
07-11 E. Campbell Avenue Improvements
01-27 — Orchard City Banquet Hall
THE FOLLOWING PERMITS HAVE BEEN SCANNED INTO LASERFICHE AND
ELECTRONICALLY MAKES AS CERTIFIED ORIGINAL COPIES
2008 Permit #0001 through #00168
2009 Permit #0001 through #00134
2010 Permit #0001 through #00185
2011 Permit #0001 through #00169
Land Development Files scanned in Laserfiche see Exhibit C for detailed listing
2000 - 2016
RECREATION AND COMMUNITY SERVICES
Facility Reservations
General Files/Correspondence
Rec. Liability Release
POLICE DEPARTMENT
CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS
Prior to 6/30/2020
Prior to 6/30/2020
Prior to 6/30/2020
Internal Investigations: #16-02C (September 2016), #16-04D (July 2017), #16-06C
(February 2017), miscellaneous citizen's complaints filed in 2016, miscellaneous citizen's
complaints filed in 2017.
ON -DUTY VEHICLE ACCIDENTS
On -duty accident reports/documentation dated 5/10/2015, 4/21/2017, 7/3/2017,
9/16/2017, 9/23/2017, 12/13/2017, 7/4/2018, 7/8/2018, 7/24/2018, 8/13/2018, 8/23/2018,
10/12/2018, 1 /18/2019, 2/15/2019, 3/11 /2019, 4/15/2019, 5/6/2019, 6/19, 2019,
8/11 /2019, 10/11 /2019, 12/6/2019, 12/19/2019, 1 /6/2020, 1/1 ' 0/2020, 2/4/2020, 3-year
purge date, absent any additional accidents by the employee.
FORMER EMPLOYEES PERSONNEL FILES
Personnel and background files of former employees 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.
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 2020 and earlier with retention period of 2 years:
a) Bench Warrant arrests
b) Warrant Arrests- Outside Agencies felony and misdemeanor- no local
charges
c) Marijuana citation arrests - HS 11367(b), HS 11357(c), HS 11357(e)
d) Missing Persons or Runaways that have returned or been located
e) Non -Criminal Reports- Lost/Found Property, Stored/ Impounded Vehicles/
Abated Vehicles/ Injury Reports and other Information Reports/ Recovered
Stolen Vehicle Reports/ Attempted Suicides
Police Reports from 2020 and earlier with a retention period of more than 3 years:
a) Local Ordinance of Muni Code Violations
b) Animal Reports
c) Courtesy Reports for Outside Agencies
d) Non -Criminal Reports — Lost/Found Property, Stored/ Impounded Vehicles/
Death Reports/ Abated Vehicles/ Injury Reports, and other Information
Reports/ Recovered Stolen Vehicle Reports/ Mental Disorder Reports
(unless repeated contacts)
e) Inactive Misdemeanor crime reports (PC 242, Financial crimes excluding
embezzlement), drug related charges, non -injury Hit and Run accidents
Police Reports from 2020 and earlier with a retention period of more than 3 years that
have been scanned and a back-up file has been created and stored off -site.
PD Explorer applications that are more than 2 years old.
SWAT Operational Plans that are more than 2 years old.
POST Reimbursement Reports 2020 or older.
Training Packets 2020 or older.
All Permit applications/denials/expired 2020 or older. Also, all Permits issued to
businesses that are now out of business. These include any and all permit
categories listed in the PD Permit list My Government Online.
Background files of former police department employees with separation dates of 2020
and older that have been scanned and a back-up file has been created and stored
off -site.
Dispatch audio recordings from 2020.
Daily Observation Reports from 2020 or older that have been scanned and a back-up file
has been created and stored off site.
ABC Licenses 2020 or older.
Police Officer/Police Officer Trainee Applications and associated notes and lists 2020 and
older.
DOJ Firearms Sales Approvals 2020 or older.
AVASA paperwork from 2019 or older.
Before April-lst, 2021.
Date... Item .Pages Located h Laserfich'e
6/2/2020 Adm PD Permit. (28 E Campbell Ave) CDD> Planning> project
4/17/2020 Approved Plans by address> C> Campbell
6/2/2020 Admin Decision Staff Report 135 Ave., 28 E Admin
5/20/2020 Public Notice (28 E. Campbell Ave) Planned Development
5/21/2020 Completeness and DEPT comments permit -remodel - addition
7/15/2019 Application & Submittal Materials 2020
2/4/2020
Council Report (1700 Dell Ave, PLN2018-148/PLN2017-381)
107
Planning > Project by
Adress > Dell Ave, 1700
> PD _ Office Bldg and
Parking Garage - 2017
3/3/2020
Council Report (1700 Dell Ave, PLN2018-148/PLN2017-3 8 1)
72
12/10/2019
Attach 1: Resolution
4
12/10/2019
Attach 2: Resolution
4
12/10/2019
Attach 3: Resolution
2
11/26/2019
Attach 5 Mitigation Monitoring & Reporting Program
12
12/4/2019
Attach 6:. App Resonse to Traffic Impacts
7
10/22/2019
Attachment 7: Consultant Response to Traffic Impacts
3
9/30/2019
Attachment 8: Project Plans
41
9/12/2019
Attachment 9: App Attorney Letter
18
I 1 /4/2019
Attachment 10: App Attorney Letter
8
6/11/2019
Attachment 11: App Light and Shadow Study
67
6/10/2019
Attachment 12: App Attorney Letter.
5
6/9/2019
Attachment 13: App Market Analysis 06/11/2019
11
10/1/2019
Attach 14: App Landscaping Letter
1
10/1/2019
Attachment 15: App Soil Sampling and Testing 09/10/19
51
9/20/2019
Attachment 16: App Response Air Quality 09/17/19
7
10/1/2019
Attachment 17: App Bat Survey 09/20/19
6
10/1/2019
Attachment 18: App Response to Bio Impacts 09/25/19
109
10/22/2019
SARC Report
52
11/27/2019
Public Notices.- 1700 Dell Ave PLN2018-148, PLN2017-381
10
12/10/2019
Completeness and Departmental Comments
51
12/1/2017
Application Materials
38
6/11/2019
Planning Commission Report
9
7/10/2018
Planning Commision Report
35
9/26/2017
Planning Commission Report
83
7/18/2017
City Council Report
8
10/10/2017
Public Comments
25
6/7/2017
Supporting Documents
32
6/22/2.017
6/7/2017
Department Comments
16
Pre -Application
3
12/10/2019
12/10/2019
5/18/2018
Research & Miscellaneous Information
90
CEQA Material
78
CEQA Technical Studies
82
3/26/2019
Processing of Consultant Payments
130
9/30/2019
3/17/2020
3/3/2020
3/13/2020
3/24/2020
Council -Approved Stamped Plans
Council -Approved Ordinances 2262,2263,
Council - Approved Resolutions 12565 and 1256.6
Council -Desk Item
CEQA Notice of Determination
41
36
41
3
1 2
8/10/2021
PC Agenda
2
CDD> planning >
Agendas- PC
8/24/2021
PC Agenda
2
9/14/2021
PC Agenda
2
9/28/2021
PC Agenda - Cancelled
1
10/12/2021
PC Agenda
2
10/19/2021
'PC Agenda - Joint CC and PC
1
10/26/2021
PC Agenda
2
11/9/2021
PC Agenda
2
11/23/2021
PC Agenda
2
12/10/2019
Resolution 4554
4
12/10/2019
Resolution 4555
2
12/10/2019
Resolution 4556.
2
11/23/2021 1608 W- Campbell #289 Campbell, CA
11/23/2021 904 Hazel Ave Campbell
11/12/2021 635 Lamont Court, Campbell CA 95008.
11/9/2021 600 Marathon Dr Apt'45 Campbell CA 95008
12/1/2021 1138 Nadine Dr Campbell, CA 95008
12/2/2021 710 Nido Dr Apt 90 Campbell, CA 95008
12/1/2021 192V Rosemary Lane Campbell, CA 95008
11/18/2021 1062 Springfield Dr Campbell, CA 95008
11/9/2021 285 Union Ave Apt E1110 Campbell, CA 95008
480 E
Hamilton
Avenue Ordinance 1841, 1901, 2015 & Res No 3978
4/18/2016 Mavin Bamburg, AIA 04/16 - Contract Services Agreement
Res No 4624
Res No 4625
Res No 4626
Res No 4627
Res No 4628
1
1 CDD> Planning>
1 Business License> Home
1 Occupation Permits
1
1
1
1
1
CCD> Planning> Project
37 by Street Address, 480 E.
5 Hamilton Ave> Res/Ord
8 for homedepot
10
11
12
9
Application and Submittal 1323 Parsons
76
CDD> Planning> Project
Completeness PLN2016-34, 35,36, 37 > 1323 Parsons
58
St Address> P > 1323
2/3/2016
CEQA Material - Notice .of Determination > 1323 Parsons
8
Parsons
Research and Misellenous Information > 1.323 Parsons
32
Approval Letter or Resolution > 1323 Parsons
6
Public Notice > 1323 Parsons
1 7
Approval Letter or Resolution - 1806 W Campbell
31
Use Permit Request for Modification
53
CDD> Planning> Project
Planning Commission Staff Report
49
St Address> C> Campbell
N2018-001
Public notices
9
Ave, 1806 W
Approved Plans Stamped
6
Completeness & Dept Comments/Application. Submittal Materials
6
Research and Miscellaneous Information
19
CDD> P annmg> Project
e �
Pi212018
8/21/2018
Council Repart> 1336 Parsons
Council Report > 1336 Parsons
2]
2'7
S� 4Edr�ssMP
St Address> P
9/30/2021 1160 Bucknam Ct, Campbell CA 95008 - BLD-2020-1440 4
9/20/2021 50 N Milton Ave, Campbell CA 95008 -BLD-2021-375 4
9/17/2021, 638 Harrison Ave , Campbell CA 95008 - BLD-2020-1209 4
8/11/2021 16179 E.Mozart Avenue - P1N-2019-00148 7
CDD> Planning> project by
address>
10/21/2021 100 W Hamilton Ave STE - Application Alc/ Bev License 3
8/25/2021 1808 White oaks rd , Campbell - PLN2018-220- Cash deposit for faithfull performance 1
10/8/2021 281 W Latimer Ave, Campbell - BLD-2020-1302 4
City Clerk> Agreements>
Declaration of Covenants >
Conditions and Restrictions
9/23/2021 656 Louise Court, Campbell - BLD-2021-1185. 4
10/1/2021 1033 Patricia Ct, Campbell = BLD-2021-707 5
10/8/2021.. 63 8 Harrison Ave., .Campbell - BLD-2020-1209 4
10/19/2021 1189 Audrey Ave, Campbell - Occupation Permit 1
10/4/2021 501 W Hacienda Ave. A6 Campbell - Occupation Permit 1
CDD> Planning> Business
10/4/2021 47 E Rincon Ave - Occupation Permit 1
License> Home Occupation
10/13/2021 207 Shelley Ave Apea Campbell - Occupation Permit 1
5/26/2022 N. Milton Ave, 340 2 City Clerk> declaration of
6/13/2022 Weston Dr., 517 3 covenants, conditions, restrictions
6/13/2022 California St., 403 4 for an ADU
6/13/2022 Virginia Ave, 844 5
6/13/2022 Jane Ann Way, 60 4
4/11/2022 1251 Munroe Ave, Campbell CA 95008 - Renewal of Applications 2
10/19/2018 276-280 E Campbell Ave - Completeness and Dept Comments 23 Project by St Address
11/21/2018 276 -280 E Campbell Ave - Approved Plans (Stamped) . 21
9/21/2018 276-280 E Campbell Ave - Applicationa nd Submittal Materials 1 7
11/22/2021 Declaration of Convenants, Conditions, and Restrictions ( 685 Margaret Ln, Campbell Ca 95008) 4
.1/11/2019 Declaration of Convenants; Conditions, and Restrictions 056 Louside Ct, Campbell) 4 Project by St Address
_m. - ..
The Land Development Files on the list attached to this memo, have been scanned into LaserFiche
and marked as certified original copies,
Scanned Land Dev Files to destroy (after 2000) 49 files
Street
Street #
Hamilton E
100
2014
Hamilton E
210-250
2016
Hamilton E
871
2014
Hamilton E
971
2012
Hamilton W
591
2011
Hamilton W
705
2013
Hamilton W
851
2009
Harriet
880-910
2015
Hazelwood
1133
2011
Hurst
1707
2012
Juanita
1365
2015
Kennedy
45-67
2013
Kennedy
45-81
2014
Kennedy
45-81
2013
Kenneth
503
2014
Parsons
1323
2016
Redding
180
2015
Regina
1175
2011
Regina
1786
2002
San Tomas Aquino S
70
2016
San Tomas Aquino S
125
2013
San Tomas Aquino S
825
2013
Second N
91
2007
Second N
175
2010
Shelby
150
2010
Sonuca
959
2008
Smith
1178
2006
Steinway
1046
2007
Steinway
1146
2002
Sunnybrook
495
2007
SunnyoaksE
150
2006
SunnyoaksE
186
2008
SunnyoaksE
180-186
LLA
Sunnyside
45
2007
Sunnyside
115
2006
Sunnyside
120
2006
Sunnyside
188
2007
Theresa
1250
2009
Theresa
1395
2004
Third S
47
2012
Union
258-268
2007
Victor
218
2010
Virginia
471
2010
White Oaks
1925
2008
Winchester
1769
2006
Winchester S
1805
2006
Winchester S
2145
2011
Winchester S
2220
2003
Winchester
2295/2305
2014