CC Resolution 10000
RESOLUTION NO. 10,000
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 as follows, it
having been determined by the head of the City department that said records are 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 16th day of April
vote:
, 2002 by the following roll call
AYES:
Councilmembers: Dean, Burr, Kennedy, Furtado, Watson
NOES:
Councilmembers: None
ABSENT: Councilmembers: None
APPROVED:
(Lc-v.k-
~anette Watson, Mayor
ATTEST:
~
Anne Bybee, City Clerk
Exhibit A
CITY CLERK'S OFFICE
Files to Be Destroyed
Purchase Order Log for 1994-1995 to July 1, 1996
Blanket Purchase Orders for 1993-1994 to July 1, 1996
Purchase Orders for 1993-19940-1995 to July 1, 1996
Business License Copies (1991)
Correspondence re: NSF Checks 1995-1997 (unpaid) and 2000-01 (Paid)
General Correspondence 1998 and 1999
EXHIBIT A
FILE NO.
(if indicated)
CITY MANAGER'S OFFICE
FILES TO BE DESTROYED
TITLE
210
220
220
330
file:Apr02fileslist
Social Service Subgrant Applications - 1995 to 1997
CIP Master Forms -1990-91,1994-95
CIP Working Files/Draft CIP - 1992-99
League of CA Cities' Priority Focus (Legislative Bulletins) -1998-1999
Check Requests - 1998, 1999
Community Center Master Plan (former City Manager's working file) - 1989
Community Center Master Plan - General Obligation Bond - Correspondence,
notes, proposals - 1989-90
Notes related to community survey (former City Manager's working file) - 1989
Travel/Conference Records of City Council, City Manager - 1998, 1999
Santa Clara County/Cities Managers' Association agendas, notes
(Former City Manager's working file) - 1996
Consultant Proposals - 1997 Community Satisfaction Survey
Personnel - Disciplinary Investigation Files and Materials - 1994 and 1995
Correspondence file and loan payment summaries - 1995-1997
EXHIBIT A
City Manager's Office - Human Resources Division
Files to be Purged
. Salary Surveys dated between 1991 - 4/00
· Volunteer Program Correspondence/Special Events dated thru 4/00
· Volunteer Applications for inactive volunteers thru 2000
· Volunteer Applications for applicants never placed in a volunteer assignment
thru 2000
· Misc. Volunteer Reports through 2000
Name/Address Listings
Project Type Listings
Supervisors Listings
Awards Listings
. Temporary Employee files through 4/96
. 1-9's for terminated employees through 4/01
. Recruitment and Testing materials through 4/00
. Correspondence files through 4/00
EXHIBIT A
Finance Department Records Destruction
Record Title
Destruction Date
Finance Department:
Accounts Pavable :
Accounts Payable Prior to 7/1/96
Warrant (Check) Register Prior to 7/1/96
Accounts Receivable:
Accounts Receivable Prior to 7/1/96
Billing Records Prior to 7/1/96
Business License Termination + 4
Deposits, Receipts Prior to 7/1/96
Invoices Prior to 7/1/96
Taxes Receivable Prior to 7/1/96
~
Journal Entries Prior to 7/1/96
Bank Statements:
Account Statements (Bonds) Closed + 10
Administration (Bonds) Closed + 10
Bank Reconciliation Prior to 7/1/95
Bank Statements Prior to 7/1/95
Bonds & Coupons Closed + 4
Checks Prior to 7/1/95
Budget:
Budget Adjustments Prior to 7/1/96
General:
Correspondence - Miscellaneous Prior to 7/1/98
Inventory - Fixed Assets Prior to 7/1/96
General- Continued:
Inventory - Surplus Property - Auction Prior 7/1/96
Inventory - Surplus Property - Disposal Prior 7/1/96
Payroll:
Adjustments Prior to 7/1/96
Deferred Compensation Termination + 5
Employee Time Sheets Prior to 7/1/94
Federal & State Tax Reports Prior to 7/1/96
PERS Employee Deduction Reports Termination + 4
Salary Records Termination + 4
Warrant (Check) Register Prior to 7/1/96
Risk Management - Claims Against Citv:
Accident Reports - City Assets Closed + 7
Claims, Damage /Liability Closed + 7
Incident Reports Closed + 7
Exhibit A
CITY OF CAMPBELL
PUBLIC WORKS DEPARTMENT
2002 CLEAN YOUR FILES DAY
PURGE LIST
Proiects (Closed + 10 years)
82-2
83-3
85-10
87-4
88-1
88-2
88-4
88-5
88-8
88-10
88-14
89-10
89-23
89-27
89-31
89-50
89-52
90- 24
90-35
90-36
91-01
91-03
91-04
91-17
91-18
91-19
91- 26
Sidewalk Repairs
Civic Center Drive Signal
Morgan Park Light Replacement
Budd Avenue Sidewalks
Pavement Maintenance
Sidewalk Repairs (Citywide)
Community Center Parking Lot Striping
Community Center Handicap Ramp
Winchester Blvd./STEX Sidewalk Repairs
Los Gatos Creek Path to Bascom A venue
Llewellyn/Hamilton Traffic Signals
Ainsley House Relocation
Campbell Ave. Sidewalk Under Highway 17
Campbell Streetscape
Morgan Park Lighting Upgrade
Public Facilities Landscape Maintenance Program
Bascom A venue Pedestrian Signal between McBain & Fewtrell
Pollard Road Striping Modifications
Dillon/Railway Improvements
Campbell/Gilman Traffic Signal
Harrison A venue Utility Undergrounding
First Street Parking Structure Building Evaluation
Project Name (?)
Hamilton A venue Signal 2
Hamilton A venue Signal 3
Bascom A venue Signal Interconnect
Runoff Pollution Study (see 89-40)
General Files
Accident Reports (Prior to 1999)
Exhibit A
Recreation and Community Services
Records to Be Purged
Visa/MC Charge Slips - 1999 (need to be shredded)
Recreation Registration Receipts - 1999
Daily close records - 1999
Facility permits - 1999
Terminated temporary personnel-1999 (need to be shredded)