CC Resolution 10626
RESOLUTION NO. 10626
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 18th day of April 2006 by the following roll call vote:
AYES : Councilmembers: Kennedy, Burr, Furtado, Watson
NOES : Councilmembers: None
ABSENT: Councilmembers: Hernandez
APPROVED:
(2,1 r- --
~anette Watson, Mayor
ATTEST:
a~
Anne Bybee, City Clerk
CITY MANAGER'S OFFICE
FILE NO.
(if indicated) TITLE
100 Kiplinger Newsletters - 2002-2004
120 Barbara Conant's Retirement Party - April 1999
130 Farmers' Market - Correspondence - 1993/94
140 Commonwealth Club - Membership Information - 1999-2003
140 Joint Venture: Silicon Valley - Corres.lReports - 2002
140 Santa Clara County Cities Association - Corres. - 1992-2001
140 West Valley Mayors & Managers - Corres.lAgendas - 2000,2001
210 Social Service Subgrant Applications - FY 2000/2001
330 LCC City Managers Department Newsletters - 1996
330 LCC Priority Focus Newsletters (now receive electronically) - 2003, 2004
330 Booklet: Legislative Process - A Citizen's Guide to Participation - 1989
580 Energy-related handouts from 4/01 American Public Power Assn. Conference
620 Consultant Services - 1994-1997
640 City Council/Manager Retreat files - 1995, 1996, 1997
640 Executive Staff Employee Evaluations - FY 1993-94 (CONFIDENTIAL)
640 Executive Team Retreats - 1992, 1998-2000
640 Management Team Retreats - 1990-2000
Check Request Forms - 2003
City Attorney Correspondence Files - 2000 and prior
City Council Correspondence Files - 2000
City Manager Correspondence Files - 2000
City Calendars - 2003 and prior
Civic Improvement Commission Agenda Materials - 1999 and prior
NLC Working Group on Homeland Security - Corres. - 2002
Travel Records for City Council, City Manager - 2003 (8 files)
Meeting notes - Mayor Furtado - 2003
Meeting notes - Mayor Burr - 2004
Meeting notes - Mayor Kennedy - 2005
HUMAN RESOURCES
Correspondence files prior to April 2004
Temporary employee records - terminated (and not rehired) prior to April 2000
1-9's (3 years after date of hire or 1 year after termination)
RecruitmentslTesting - Closed + 2 years
CITY CLERK
Purchase Orders and Purchase Order Log for 1999-200
Blanket Purchase Order & Blanket Purchase Order Log for 1999-2000
Business License copies for 1995-1996
Paid NSF letters - 2004-2005
Claims Against City - 1994
Unsuccessful Bids:
Project 01-02 - Annual Concrete Repair (March 5, 1991)
Project 95-03 - Los Gatos Creek Trail Widening
Project 95-13 - Hamilton Avenue/Route 17 Improvements
Project 96-09 and 10 - Accessibility Ramps/Sidewalk Infill Program
Project 96-22 - Hamilton Avenue/Eden Avenue Traffic Signal Installation
Project 97-71 - Campbell Avenue Resurfacing
FY 1994-95 Budget Working file
FY 1995-96 Budget Working file
FY 1996-97 Budget Working file
1999 Correspondence re: Casa Di Mir School - 90 E. Latimer Avenue
2000 State of California Accounts Receivable Documentation
2000 Santa Clara County Accounts Receivable Documentation
2003 General Correspondence
2003 City Council Follow-up Correspondence
2003 Proclamations
2003 Proclamations
CITY CLERK
City Council Agenda Packets (document imaged per Administrative Policy)
01/04/2005
01/18/2005
02/01/2005
02/15/2005
02/15/2005 Study Session
03/01/2005
03/05/2005 Special Meeting
03/16/2005 Study Session
03/18/2005 Special Meeting
03/21/2005 Study Session
03/21/2005
03/29/2005 Special Meeting
04/05/2005
04/05/2005 Study Session
04/19/2005
05/03/2005
01/06/2004
01/06/2004 Study Session
01/20/2004
02/03/2004
02/03/2004 Study Session
02/17/2004
03/02/2004 Study Session
03/02/2004
03/03/2004 Study Session
03/16/2004
03/23/2004 Study Session
04/06/2004
04/20/2004
05/03/2004 Study Session
05/04/2004
FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT
BETWEEN FEBUARY 2003 AND APRIL 2005
An itemized list runs about 500 pages and is available upon request. This serves as a summary
list.
Scan Date(s)
Feb 2003
Feb 2003
Feb-Mar 2003
Mar-Apr 2--3
April 2003
Mar-Jul 2003
Mar-Jul 2003
July-Sept 2003
Jul-Sept 2003
Aug-Oct 2003
Oct 2003
Nov03 - Jan 04
1/15/2004
1/22/2004
2/2/2004
2/3/2004
2/4/2004
2/5/2004
2/10/2004
2/1 0/2004
2/11/2004
2/12-17/2004
2/18-23/2004
2/24/2004
2/25- 3/1 /2004
3/3/2004
3/3/2004
3/9-10/2004
3/11-15/2004
4/1/2004
4/7/2004
4/8/2004
5/27/2004
6/2/2004
Location & Type of Document/File
List 1 - Planning Commission Minutes 4/1998 through 2002
List 2 - PC Resolutions 1993 through 2002
List 4 - 91 project files
List 5 - 55 project files
List 6 - 71 project files
List 7 - 11 project files
List 8 - 65 project files
List 9 - 82 project files
List 10 - 56 project fileslPC Resolutions 1991 through 1992
List 11 - 29 project fileslPC Resolutions 1987-1990
List 12 - 74 proj ect files
List 13 - DRC Agendas (12/01-1/04); 35 project files; PC Mins (11/25/03);
PC Resol (3530); SARC Agendas (1999-2003); PC Agendas (1997-2003)
List 14 - Bldg Permits (50)
List 15 - Bldg Permits (24)
List 16 - Bldg Permits (21)
List 17- Bldg Permits (78)
List 18 - Bldg Permits (114)
List 19 - Bldg Billing Backup - Oct - Dec 2003 (3 months)
List 20 - Bldg Permits (Oct 2003 = 152)
List 21 - Bldg Billing Backup -Jul-Sept 2003 (3 months)
List 22 - PC Mins (1/27/04); PC Resol Log 2003; PC Agendas (2/10/03 reg
& study session); PC Resols 3535-3536
List 23 - Bldg Permits - Sept 2003 (155)
List 24 - Bldg permits - Aug 2003 (168)
List 25 - Bldg Permits - Feb 2004 (94)
List 26 - Bldg Permits - July 2003 (183); PC Mins (2/10/2004); PC Resols
(3537-3540)
List 27 - Bldg Permits -June 2003 (150)/Billing Sheets (June 2003)
List 28 - Bldg Permits - June 2003 (15)
List 29 - Bldg Permits -May 2003 (153)/Billing Sheets (May 2003)
List 30 - Bldg Permits-April 2003 (132)/Billing Sheets (April 2003); PC
Agenda (3/9/04 reg and SS)
List 31 - DRC Agendas (2001 & 1/04 to 3/04) CMA Files (16); Housing
Element Update (2), STANP Update (1), Project files (18)
List 32 - EIR (2)
List 33 - Housing Update (1), project files (12)
List 34 - Project files (37), Text Amendment File, GP Amendment File
List 35 - Project files (34), Market Study, Bascom Ave Circ Study 1989
Community Development Department Summary File List
Request for Council Authorization to Destroy Paper Files
Imaged onto LaserFiche between February 2003 through April 2005
Page 2
Scan Date(s)
6/3/2004
6/3/2004
6/9/2004
6/1 0/2004
6/23/2004
7/1/2004
7/7/2004
7/7-8/2004
7/12/2004
7/14/2004
7/28/2004
7/29/2004
8/9/2004
8/18/2004
8/18-25/2004
11/3/2004
11/16/2004
11/18/2004
11/23/2004
11/24/2004
11/29/2004
11/30/2004
12/2-6/2004
12/7/2004
12/9/2004
12/9/2004
12/22/2004
12/23/2004
12/28/2004
12/28/2004
12/29/2004
1/11/2005
1/12/2005
1/12/2005
1/13/2005
1/20/2005
1/25/2005
1/31/2005
2/1/2005
2/3/2005
Location & Tvpe of Document/File
List 36 - PC Mins (4/13, 4/27 & 5/11/2004); PC Resols 3552-3568
List 37 - Project files (24), Central-Harrison 81-86
List 38 - Project files (12)
List 39 - Project files (9), ZC Update 2004
List 40 - PC Mins (5/25 & 6/8/2004), PC Resols (3569-3574)
List 41 - Project files (23)
List 42 - Project files (6)
List 43 - Bldg Permits - March 2004 (127)
List 44 - Bldg Permits - April 2004 (108) & Billing Sheets (April 04)
List 45 - Project files (8)
List 46 - PC Mins (6/22/04), PC Resols 3575-3576, Project files (9)
List 47 - Project files (37)
List 48 - Bldg Permits - May 2004 (110) & Billing Sheets
List 49 - Bldg Permits - June 2004 (146)
List 50 - Bldg Permits - July 2004 (148) & Billing Sheets (June 2004)
List 51 - PC Mins (9/14,9/28 & 10/12/2004), PC Resols 3582-3591
List 52 - Legal Ads (1998-2004), Project Files (11)
List 53 - Bldg Permits -August 2004 (167) & Billing Sheets
List 54 - Bldg Permits - September 2004 (131) & Billing Sheets
List 55 - Bldg Permits October 2004 (169)
List 56 - Bldg Permits - November 2004 (112)
List 57 - Bldg Permits -March 2002 (145) & Billing Sheets
List 58 - Bldg Permits - Feb 2002 (123) & Billing Sheets
List 59 - Bldg Permits-Jan 2002 (140) & Billing Sheets
List 60 - Bldg Permits - Dec 2002 (99) & Billing Sheets
List 61 - Bldg Permits - Nov 2002 (112) & Billing Sheets
List 62 - Bldg Permits - Oct 2002 (127) & Billing Sheets
List 63 - Bldg Permits - Sept 2002 (123) & Billing Sheets
List 64 - Bldg Permits - Aug 2002 (124) & Billing Sheets
List 65 - Project files (3)
List 66 - Bldg Permits - July 2002 (125) & Billing Sheets, Billing Sheets
(Sept & Oct 2004)
List 67 - PC Mins (10/26/2004), Project files (3), PC Resols 3592-3604,
SARC Agendas - 2004, Billing Sheets & Building Permits June 2002 (45)
List 68 - PC Mins (11/9 & 12/14/2004), PC Resols 3605-6620
List 69 - Bldg Permits - June 2002 (74)
List 70 - Bldg Permits - May 2002 (135) & Billing Sheets
List 71 - Bldg Permits - April 2002 (90) & Billing Sheets
List 72 - Bldg Permits - March 2002 (92) & Billing Sheets
List 73 - Bldg Permits - February 2002 (93) & Billing Sheets
List 74 - Bldg Permits - January 2002 (88) & Billing Sheets
List 75 - Bldg Permits - December 2001 (77) & Billing Sheets
Community Development Department Summary File List
Request for Council Authorization to Destroy Paper Files
Imaged onto LaserFiche between February 2003 through April 2005
Page 3
Scan Date(s)
2/7/2005
2/8/2005
2/9/2005
2/14/2005
2/17/2005
2/23/2005
2/24/2005
3/1/2005
3/2/2005
3/2/2005
3/7/2005
3/10/2005
3/16/2005
3/17/2005
3/22/2005
3/24/2005
3/29/2005
3/30-4/12/2005
4/13/2005
4/19/2005
4/28/2005
Location & Tvpe of Document/File
List 76 - Bldg Permits - November 2001 (130) & Billing Sheets
List 77 - Bldg Permits - October 2001 (114) & Billing Sheets
List 78 - Bldg Permits - September 2001 (125) & Billing Sheets
List 79 - Bldg Permits -August 2001 (111) & Billing Sheets
List 80 - Bldg Permits - July 2001 (106) & Billing Sheets
List 81 - Bldg Permits - June 2001 (110) & Billing Sheets
List 82 - Bldg Permits - May 2001 (138) & Billing Sheets
List 83 - Bldg Permits - April 2001 (76) & Billing Sheets
List 84 - Bldg Permits - March 2001 (44) & Billing Sheets
List 85 - Bldg Permits - February 2001 (88) & Billing Sheets
List 86 - Bldg Permits - January 2001 (89) & Billing Sheets
List 87 - Bldg Permits - December 2004 (93) & Billing Sheets (November &
December 2004)
List 88 - Bldg Permits - January 2005 (115) & Billing Sheets
List 89 - Bldg Permits - December 2000 (74) & Billing Sheets
List 90 - Bldg Permits - November 2000 (112) & Billing Sheets
List 91 - Bldg Permits - October 2000 (139) & Billing Sheets
List 92 - Bldg Permits - September 2000 (161) & Billing Sheets
List 93 - Bldg Permits - August 2000 (135), Bldg Permits - July 2000 (119)
& Billing Sheets (July & August)
List 94 - Project Files (7)
List 95 - PC Mins (Jan-Mar 2005), PC Resols 3621-3639
List 96 - PC Mins (4/12/05), PC Resols 3640-3644, PC Agendas (11/23/04 -
4/26/05)
Finance Department Records Destruction
Record Title
Destruction Date
Accounts Payable:
Accounts Payable Prior to 7/1/2000
Warrant (Check) Register Prior to 7/1/2000
Accounts Receivable:
Accounts Receivable Prior to 7/1/2000
Billing Records Prior to 7/1/2000
Business License Terminated Prior to 7/1/2000
Deposits, Receipts Prior to 7/1/2000
Invoices Prior to 7/1/2000
Taxes Receivable Prior to 7/1/2000
Audits:
Journal Entries (Except June) Prior to 7/1/2000
Bank Statements:
Account Statements (Bonds) Closed Prior to 7/1/96
Administration (Bonds) Closed Prior to 7/1/96
Bank Reconciliation Prior to 7/1/99
Bank Statements Prior to 7/1/99
Bonds & Coupons Closed Prior to 7/1/2000
Checks Prior to 7/1/99
Budaet:
Budget Adjustments Prior to 7/1/2000
General:
Inventory - Fixed Assets Prior to 7/1/2000
Inventory - Surplus Property - Auction Prior to 7/1/2000
Inventory - Surplus Property - Disposal Prior to 7/1/2000
Information Systems:
Internet, World Wide Web Prior to 7/1/2003
Inventory, Information Systems Prior to 7/1/2003
Payroll:
Adjustments Prior to 7/1/2000
Deferred Compensation Terminated Prior to 7/1/99
Employee Time Sheets Prior to 7/1/95
Federal & State Tax Reports Prior to 7/1/2000
PERS Employee Deduction Reports Terminated Prior to 7/1/2000
Salary Records Terminated Prior to 7/1/2000
Warrant (Check) Register Prior to 7/1/2000
fIn: sd/h/Excel/Finance Records Destruction
3127/2006
POLICE DEPARTMENT
Reports/Files to be purged in the year 2006
Reports from year 2003 and prior to be purged (2 year retention)
Non-injury accidents with no arrest.
Warrant worksheets on warrants that have been closed and/or served.
Suicides and Mental disorder reports (unless repeat contacts).
Stolen vehicle reports where vehicle has been recovered
Lost/found property, stored/impounded/abated vehicle reports
Injury reports and miscellaneous reports taken for informational purposes only.
Missing persons and runaway reports when the person has been located or returned.
Animal reports
Courtesy reports for outside agencies.
Domestic violence reports with no prosecution.
Campbell Municipal Codes reports
Bench warrant arrest reports
Outside agency warrant arrest with no CPD charges, both felony and misdemeanor.
Pawn slips
Misdemeanor crime reports with no related arrests and the statute of limitations expired.
Reports from year 2000 and prior to be purged (5 year retention)
Injury accident reports with no arrest involved.
Drunk in public arrest
Reports from year 1998 and prior to be purged (7 year retention).
Felony crime reports with no related arrests with a statute of limitations of 6 yrs (most
sexual assaults).
Reports from year 1995 and prior (10 year retention)
Fatal accident reports with no arrest
Misdemeanor arrest, convictions and non-convictions
Arrest rejected by DA or released per 849 - no charges filed
Arrest register
List of years of reports to be shredded once the report has been
scanned, the scanned report is audited and a backup tape is both stored
onsite and offsite. The scanned copy will be used as the original.
2003,2002,2001,2000,1999,1998,1997,1996,1995, 1994,1993,1992,1991,1990
All Background Files and employee files of former employees of the
Police Department
PUBLIC WORKS DEPARTMENT
Document Imaged for longer than one year and backed up on DVD:
Bicycle Advisory Committee
Agenda/Minutes 1994-2001
Correspondence 1994-2001
Encroachment Permits
1979
1980
1981
1995
1998
Land Development Files (Prior to 1990)
Alice Avenue (2)
Almarida Dr. (5)
Apricot Ave. (11)
Arroyo Seco Dr. (1)
Ashlock Ct. (1)
Audrey Ave. (8)
Bascom Ave., N. (2)
Bascom Ave., S. (147)
Bedal Ln. (2)
Bracebridge Ct. (3)
Bucknall Rd. (4)
Bucknam Ave. (3)
Burnham Ct. (3)
Budd Ave. (15)
Burrows Rd. (2)
Calado Ave. (1)
Camden Ave. (54)
Cameo Dr. (1)
Campbell Ave., E. (30)
Campbell Ave., W. (22)
Lighting and Landscaping District 1979-1999
Neighborhood Traffic Program Files
Apricot 1998
E. Campbell Ave. 1995
W. Campbell Ave. 1992
Campbell Ave. South
Capri Dr. 1999
Central Ave. 1989-1992
Monica Lane 1990-1995
White Oaks Road 1970-1994
PUBLIC WORKS DEPARTMENT
Files not Document Imaged but listed on the City's Records Retention Schedule
adopted 3/20/01 and pass their allowed destruction date:
Speed Surveys (1974-1994)
Traffic Counts (prior to 1990)
Traffic Model (dated 1988-1992)