CC Resolution 10482
RESOLUTION NO.
10482
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING THE 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 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 Exhibit
"A" attached hereto, and by this reference made a part hereof, it having been determined
by the head of the City department specified in said exhibit to be no longer required.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Campbell
that it does hereby authorize the heads of City Departments specified in Exhibit "A" to
destroy those certain records, documents, instruments, books or paper under their charge
as described in said exhibit.
PASSED AND ADOPTED this 19th day of April, 2005, by the following roll call vote:
AYES:
Councilmembers:
Burr, Hernandez, Furtado, Watson, Kennedy
NOES:
Councilmembers:
None
ABSENT: Councilmembers:
None
APPROVED:
ATTEST:
~
Anne Bybee, City Clerk
Exhibit A
Files to Be Destroyed - 2005
CITY MANAGER'S OFFICE
FILE NO.
(if indicated)
140
210
330
330
TITLE
West Valley Mayors & Managers - 1997
Social Service Sub grant Applications - FY 1999/2000
Legislative Bulletins - 2002
Legislation - Letters re Council's Position - 2002
Check Request Forms - 2002
Travel Records for City Council, City Manager - 2002 (10 files)
City Council Chron Files - 1991-1999
City Manager Chron Files - 1994-1997
CITY CLERK
Purchase Orders and Purchase Order Log for 1998-1999
Blanket Purchase Order & Blanket Purchase Order Log for 1998-1999
Business License copies for 1994-1995
Paid NSF letters - 2003-2004
Claims Against City - 1993
Unsuccessful Bids:
Project 90-23 - Sidewalk Curb and Gutter Repair Project
Project 90-36 - Campbell Avenue-Gilman Avenue Traffic Signal
Project 93-02 - Comm. Center Storm Drain
Project 95-18 - Winchester Parking Lot Reconstruction
Project 95-71 - Campbell Avenue resurfacing Project
1995 State of California Accounts Receivable Documentation
1996 State of California Accounts Receivable Documentation
1997 State of California Accounts Receivable Documentation
1998 State of California Accounts Receivable Documentation
1999 State of California Accounts Receivable Documentation
1995 Santa Clara County Accounts Receivable Documentation
1996 Santa Clara County Accounts Receivable Documentation
1997 Santa Clara County Accounts Receivable Documentation
1998 Santa Clara County Accounts Receivable Documentation
1999 Santa Clara County Accounts Receivable Documentation
1999 Agenda Postings
2000 Agenda Postings
2001 Agenda Postings
2002 Agenda Postings
1999 General Correspondence
2000 General Correspondence
2001 General Correspondence
2002 General Correspondence
1999 City Council Follow-up Correspondence
2000 City Council Follow-up Correspondence
2001 City Council Follow-up Correspondence
2002 City Council Follow-up Correspondence
1999 Proclamations
2000 Proclamations
2001 Proclamations
2002 Proclamations
HUMAN RESOURCES
Correspondence files prior to April 2003
Temporary employee records - terminated (and not rehired) prior to April 1999
1-9's (3 years after date of hire or 1 year after termination)
Recruitments/Testing - Closed + 2 years
RECREATION AND COMMUNITY SERVICES
Receipts for 2001
Financial records for 2001
Petty cash records for 2001
Visa/MC receipts from 2001
Check requests from 2001
PO/RVPO records from 2001
Personnel records for previous part-time employees
Facility permits for 2001
Finance Department Records Destruction
Record Title
Destruction Date
Finance Department:
Accounts Payable:
Accounts Payable Prior to 7/1/99
Warrant (Check) Register Prior to 7/1/99
Accounts Receivable:
Accounts Receivable Prior to 7/1/99
Billing Records Prior to 7/1/99
Business License Termination + 4
Deposits, Receipts Prior to 7/1/99
Invoices Prior to 7/1/99
Taxes Receivable Prior to 7/1/99
Audits:
Journal Entries Prior to 7/1/99
Bank Statements:
Account Statements (Bonds) Closed + 10
Administration (Bonds) Closed + 10
Bank Reconciliation Prior to 7/1/97
Bank Statements Prior to 7/1/97
Bonds & Coupons Closed + 4
Checks Prior to 7/1/97
BudQet:
Budget Adjustments Prior to 7/1/99
General:
Correspondence - Miscellaneous Prior to 7/1/99
Inventory - Fixed Assets Prior to 7/1/99
General- Continued:
Inventory - Surplus Property - Auction Prior 7/1/99
Inventory - Surplus Property - Disposal Prior 7/1/99
Payroll:
Adjustments Prior to 7/1/99
Deferred Compensation Termination + 5
Employee Time Sheets Prior to 7/1/98
Federal & State Tax Reports Prior to 7/1/99
PERS Employee Deduction Reports Termination + 4
Salary Records Termination + 4
Warrant (Check) Register Prior to 7/1/99
Risk ManaQement - Claims AQainst City:
Accident Reports - City Assets Closed + 7
Claims, Damage /Liability Closed + 7
Incident Reports Closed + 7