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CC Resolution 11025 RESOLUTION NO. 11025 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 21st day of April 2009 by the following roll call vote: AYES : Councilmembers: Furtado, Baker, Low, Kennedy NOES : Councilmembers: None ABSENT: Councilmembers: Kotowski APPROVED: ATTEST: t!~ Anne Bybee, City Clerk City Manaaer's Department Records Destruction Record Title Destruction Date City Manaaer - Administrative Division: Bulletins (Legislative) Budget Related Files Prior to 7/1/2006 Prior to 7/1/2006 Capital Improvement Program - Working Files City Newsletter (The Profile) City Calendars Civic Improvement Commission - Agenda Materials Correspondence (Chron Files) Prior to 7/1/2006 Prior to 7/1/2006 Prior to 7/1/2006 Prior to 7/1/2006 Prior to 7/1/2004 Position on Legislation Prior to 7/1/2006 Social Service Sub-Grant Applications Special Projects Prior to 7/1/2005 Prior to 7/1/2006 Travel Records (Council & City Manager) Prior to 7/1/2006 fIn: sd/h/Excel/CM Records Destruction 4/8/2009 HUMAN RESOURCES Correspondence files prior to April 2007 Temporary employee records - terminated (and not rehired) prior to April 2003 1-91s (3 years after date of hire or 1 year after termination) ,/ RecruitmentsfTesting - Closed + 2 years CITY CLERK Purchase Orders and Purchase Order Log for 2002-03 Blanket Purchase Order & Blanket Purchase Order Log for 2002-03 Business License copies for 1999-99 Paid NSF letters - 2007-2008 General Business License Correspondence for 2008 Claims Against City - 1997 2006 State of California Accounts Receivable Documentation 2006 Santa Clara County Accounts Receivable Documentation 2006 General Correspondence 2006 City Council Follow-up Correspondence 2006 Proclamations 2006 Agenda Postings 2006 Agenda Postings City Council Agenda Packets (document imaged per Administrative Policy) 2001 06/05/2001 Agenda packet 06/19/2001 Agenda packet 07/03/2001 Agenda packet 07/03/2001 Study session 07/17/2001 Agenda packet 08/07/2001 Study Session 08/07/2001 Agenda packet 09/04/2001 Agenda packet 09/04/2001 Special Meeting PC Interviews 2003 10/07/2003 Agenda packet 10/07/2003 Study Session agenda packet 10/21/2003 Agenda packet 11/04/2003 Agenda packet 11/18/2003 Agenda packet 12/02/2003 Agenda packet 2007 10/23/2007 Special PC Interviews 11/20/2007 Agenda packet 2008 04/01/2008 Agenda packet 04/15/2008 Agenda packet 04/29/2008 Study Session agenda packet 05/06/2008 Agenda packet OS/20/2008 Agenda packet 06/03/2008 Agenda packet 06/17/2008 Agenda packet 07/01/2008 Agenda packet 07/15/2008 Agenda packet 07/29/2008 Special PC Interviews 07/29/2008 Special meeting packet 08/05/2008 Agenda packet 09/02/2008 Agenda packet 09/16/2008 Agenda packet 10/07/2008 Agenda packet 10/07/2008 Special PC interviews 10/21/2008 Agenda packet 11/03/2008 Agenda packet 11/18/2008 Agenda packet 12/08/2008 Agenda packet FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT BETWEEN DECEMBER 2006 AND APRIL 2008 Scan Date( s) Location & Type of Document/File Planning December 2006 March 2007 April 2007 January 2008 Box 25 - Planning Project Files Box 26 - Planning Project Files Box 27 & Box 28 - Planning Project Files Box 29 - Building & Planning Project Files Building June 2006 July 2006 August 2006 September 2006 October 2006 November 2006 December 2006 January 2007 February 2007 March 2007 April 2007 May 2007 June 2007 July 2007 August 2007 September 2007 October 2007 November 2007 December 2007 January 2008 February 2008 March 2008 April 2008 May 2006 Building Permits June 2006 Building Permits July 2006 Building Permits August 2006 Building Permits September 2006 Building Permits October 2006 Building Permits November 2006 Building Permits December 2006 Building Permits January 2007 Building Permits February 2007 Building Permits March 2007 Building Permits April 2007 Building Permits May 2007 Building Permits June 2007 Building Permits July 2007 Building Permits August 2007 Building Permits September 2007 Building Permits October 2007 Building Permits November 2007 Building Permits December 2007 Building Permits January 2008 Building Permits February 2008 Building Permits March 2008 Building Permits Finance Department Records Retention I Destruction Record Title Destruction Date Accounts Payable: Accounts Payable Prior to 7/1/03 Warrant (Check) Register Prior to 7/1/03 1099's Prior to 7/1/03 Accounts Receivable: Accounts Receivable Prior to 7/1/03 Billing Records Prior to 7/1/03 Business License Terminated Prior to 7/1/03 Deposits, Receipts Prior to 7/1/03 Invoices Prior to 7/1/03 Taxes Receivable Prior to 7/1/03 Audits: Journal Entries Prior to 7/1/03 Bank Statements: Account Statements (Bonds) Closed Prior to 7/1/99 Administration (Bonds) Closed Prior to 7/1/99 Bank Reconciliation Prior to 7/1/02 Bank Statements Prior to 7/1/02 Bonds & Coupons Closed Prior to 7/1/03 Checks Prior to 7/1/02 Budaet: Budget Adjustments Prior to 7/1/03 General: Inventory - Fixed Assets Prior to 7/1/03 Inventory - Surplus Property - Auction Prior to 7/1/03 Inventory - Surplus Property - Disposal Prior to 7/1/03 Information Systems: Internet, World Wide Web Prior to 7/1/06 Inventory, Information Systems Prior to 7/1/06 Network Information Systems (LAN/WAN) Prior to 7/1/05 Program Files & Directories (Annual) Prior to 7/1/06 Work Orders Prior to 7/1/06 Payroll: Adjustments Prior to 7/1/03 Deferred Compensation Terminated Prior to 7/1/03 Employee Time Sheets Prior to 7/1/99 Federal & State Tax Reports Prior to 7/1/03 PERS Employee Deduction Reports Terminated Prior to 7/1/03 Salary Records Terminated Prior to 7/1/03 Warrant (Check) Register Prior to 7/1/03 Vendor Checks Prior to 7/1/03 Risk Manaaement - Claims Aaainst the City Accident Reports - City Assets Closed Prior to 7/1/01 Claims, Damage/Liability Closed Prior to 7/1/01 Incident Reports Closed Prior to 7/1/01 fIn: stlh/Excel/Finance Records Destruction 4/6/2009 POLICE DEPARTMENT CITIZEN COMPLAINT FILE DESTRUCTION #02-05 through #02-07 filed between January 1 st and December 31 st 2002 #03-01 through #03-03 filed between January 1st and December 31st 2003 PURSUIT REPORT FILE DESTRUCTION 2002 2002-3354 2003 2003-1370 2003-4497 2004 2004-0121-008 2004-0729-077 2004-1076 2004-4515 2005 2005-3735 2005-4366 2005-4510 2005-1205-011 2006 2006-0186 2006-0574 2006-1060 2006-0317 -042 2006-1111 2006-0329-028 2006-2627 2006-3831 2006-4189 2006-4423 Police Department In-Car Video All in-car videos over 1 year old that are not evidence, no claim has been filed and there is no pending litigation. (Government Code 34090.6) Police Reports All possession of marijuana arrests/citations (Health and Safety codes 11357(b), 11357(c), 11357(d), 11357(e), 11360(b)) with conviction dates over 2 years with no associated outstanding warrants. (Department of Justice Guidelines) Personnel and Training Permit Files from 2006 and prior to be purged (2 year retention) All Fire Arms Sales Permit files with no activity since 2000 All Massage Therapy Establishment/Applicant files with no activity since 2006 PUBLIC WORKS Encroachment Permits Boxes from storage - added large drawings to previously scanned files. 1977 -00001 thru 00202 1978-00001 thru 00190 1979-00003 thru 00269 1988-00001 thru 00150 1990-00186 thru 1991-00149 1991-00171 thru 1992-00140 1994-00200 thru 00297 1995-00100 thru 00174 1996-00210 th ru 1997-00165 1997 -00166 th ru 00306 1998-00100 thru 00250 1999-00209 thru 00298 RECREATION AND COMMUNITY SERVICES Receipts for 2006 Registration forms 2006 Financial records for 2006 Petty cash records for 2006 Check requests from 2006 PO/RVPO records from 2006 Facility permits for 2006