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CC Resolution 11272RESOLUTION NO. 11~ 72 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 19th day of April 2011 by the following roll call vote: AYES COUnCIlmemberS: Waterman, Low, Cristina, Kotowski, Baker NOES :Councilmembers: None ABSENT: Councilmembers: None APPROVED: Ja n .Baker, Mayor ATTEST: Anne Bybee, City Clerk CITY MANAGER Bulletins (Legislative) Budget Related Files Prior to 7/1/2008 Prior to 7/1/2008 Capital Improvement Program -Working Files Prior to 7/1/2008 City Newsletter (The Profile) Prior to 7/1/2008 City Calendars Prior to 7/1/2008 Civic Improvement Commission -Agenda Materials Prior to 7/1/2008 Correspondence (Chron Files) Prior to 7/1/2006 Position on Legislation Prior to 7/1/2008 Social Service Sub-Grant Applications Prior to 7/1/2007 Special Projects Prior to 7/1/2008 Travel Records (Council & City Manager) Prior to 7/1/2008 CITY CLERK Purchase Orders and Purchase Order Log for 2004-05 Blanket Purchase Order & Blanket Purchase Order Log for 2004-05 Business License copies for 2000-2001 Paid NSF letters - 2009 General Business License Correspondence for 2010 Claims Against City - 1999 2008 General Correspondence 2008 City Council Follow-up Correspondence HUMAN RESOURCES Correspondence Files Prior to April 2008 Temporary Employee records -terminated (and not rehired) prior to April 2006 I-9's (3 years after date of hire or 1 year after termination) Recruitments/Testing -closed + 2 years Destruction of old volunteer records (e.g. old applications, timesheets) COMMUNITY DEVELOPMENT DEPARTMENT FILES IMAGED BETWEEN APRIL 2009 THROUGH APRIL 2010 Scan Date(s) Location & Type of Document/File Plannin May 2009 May to September 2009 September 2009 October 2009 to February 2010 February 2010 Box 40 -Planning Project & General Files* Box 41 -Planning Project & General Files* Box 42 -Planning Project & General Files* Box 43 -Planning Project & General Files* Box 44 -Planning Project & General Files* *Itemized list available for each of the above boxes of files Finance Department Records Retention /Destruction Record Title Destruction Date Accounts Payable Accounts Payable Prior to 7/1/05 Warrant (Check) Register Prior to 7/1/05 1099's Prior to 7/1/05 Accounts Receivable Prior to 7/1/05 Billing Records Prior to 7/1/05 Business License Terminated Prior to 7/1/05 Deposits, Receipts Prior to 7/1/05 Invoices Prior to 7/1/05 Taxes Receivable Prior to 7/1/05 VISA/Master Charge Reports Prior to 7/1/05 Audits: Journal Entries Prior to 7/1/05 Account Statements (Bonds) Closed Prior to 7/1/01 Administration (Bonds) Closed Prior to 7/1/01 Bank Reconciliation Prior to 7/1/04 Bank Statements Prior to 7/1/04 Checks Prior to 7/1/04 Budget Adjustments (Prior to 7/1/05 Inventory -Fixed Assets Prior to 7/1/05 Inventory -Surplus Property -Auction Prior to 7/1/05 Inventory -Surplus Property -Disposal Prior to 7/1/05 Internet, World Wide Web Prior to 7/1/08 Inventory, Information Systems Prior to 7/1/08 Network Information Systems (Larvniva,N) Prior to 7/1/06 Program Files & Directories (Annual) Prior to 7/1/08 Work Orders Prior to 7/1/08 Adjustments Prior to 7/1/05 Deferred Compensation Terminated Prior to 7/1/05 Employee Time Sheets Prior to 7/1/01 Federal & State Tax Reports Prior to 7/1/05 PERS Employee Deduction Reports Terminated Prior to 7/1/05 Salary Records Terminated Prior to 7/1/05 Warrant (Check) Register Prior to 7/1/05 Vendor Checks Prior to 7/1/05 Accident Reports -City Assets Closed Prior to 7/1/03 Claims, Damage/Liability Closed Prior to 7/1/03 Incident Reports Closed Prior to 7/1/03 .I \Records Retention Destruct\R 2011 POLICE DEPARTMENT CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS #05-01 through #05-04 filed between January 1st and December 31st 2005 Citizen Complaint and Internal Investigation Log Sheets dated 1990 - 2005 PURSUIT REPORTS 2008 2008-0409 2008-1003 2008-1834 2008-2375 2008-2989 2008-3006 2008-3055 2009 RATTF 090560290V ON-DUTY VEHICLE ACCIDENTS On-duty accident reports/documentation dated 11/15/2007 and 11/21/2007. 3 year purge date, absent any additional accidents by the employee. FORMER EMPLOYEES PERSONNEL FILES Personnel and background files of former employees that that have been scanned and a back up file created and stored off-site POLICE REPORTS, AND OTHER FILES TO BE PURGED Applicant files and backgrounds of applicants that were not hired that are more than 2 years old Massage applicants and establishments applications that have been inactive for more than 2 years Ride-a-long applications that are more than 2 years old Repo and private property tow sheets that are more than 2 years old Pawn slips more than 2 years old Traffic, parking and warning citations more than 2 years 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 Dispatch audio recordings from 2009 and prior Police reports from year 2008 and earlier that have been scanned and a back up file has been created and stored off-site PUBLIC WORKS Encroachment permits: 1990-100 thru 1990-209 1993-190 thru 1993 226 Land Development Files Prior to 1990: 2501 Winchester thru York 1991-1999 Abbott Ave. thru 1875 S. Bascom Sunnybrook Court thru 386 Union Ave Sanford Ave. thru Steinway Ave. CITY OF CAMPBELL PUBLIC WORKS/VEHICLE MAINTENANCE REPAIR ORDERS TO BE DESTROYED Unit TD Number Year Make Model 1 1398 1994 Chevy Caprice 2 1302 1994 Chevy Caprice 3 1393 1994 Chevy Caprice 4 1394 1994 Chevy Caprice 5 1301 1994 Chevy Caprice 6 1304 1995 Ford Crown Victoria 7 1362 1987 Dodge Di lomat 8 1367 1987 Dodge Diplomat 9 1368 1987 Dodge Diplomat 10 1369 1987 Dodge Diplomat 11 1363 1987 Dodge Diplomat 12 1364 1987 Dodge Diplomat 13 1365 1987 Dodge Diplomat 14 1366 1987 Dodge Diplomat 15 1376 1988 Chevy Ca rice 16 1377 1988 Chevy Caprice 17 1378 1988 Chevy Ca rice 18 1379 1988 Chevy Caprice 19 1380 1988 Chevy Caprice 20 1381 1989 Chevy Ca rice 21 1372 1988 Chevy Caprice 22 1373 1988 Chevy Caprice 23 1374 1988 Chevy Ca rice 24 1375 1988 Chevy Caprice 25 1370 1987 Chevy Caprice 26 1371 1988 Chevy Caprice 27 1310 1997 Ford Crown Victoria 28 1309 1997 Ford Crown Victoria 29 1308 1997 Ford Crown Victoria 30 1307 1997 Ford Crown Victoria 31 1306 1997 Ford Crown Victoria 32 1303 1995 Chevy Camaro Z28 33 1305 1997 Ford Crown Victoria 34 1313 1999 Chevy Tahoe 35 1314 1999 Chevy Tahoe 36 1315 1998 Ford Crown Victoria 37 1316 1998 Ford Crown Victoria 38 1317 1998 Ford Crown Victoria 39 1312 1997 Ford Crown Victoria 40 1384 1991 Chevy Caprice 41 1385 1991 Chevy Caprice CITY OF CAMPBELL PUBLIC WORKS/VEHICLE MAINTENANCE REPAIR ORDERS TO BE DESTROYED 42 1383 1991 Chevy Ca rice 43 1382 1991 Chevy Caprice 44 1386 1991 Chevy Caprice 45 1388 1991 Chevy Caprice 46 1387 1991 Chevy Caprice 47 1391 1991 Chevy Ca rice 48 1390 1991 Chevy Caprice 49 1389 1991 Chevy Ca rice 50 1392 1992 Ford Crown Victoria 51 1399 1994 Chevy Caprice 52 1397 1994 Chevy Ca rice 53 1396 1994 Chevy Caprice 54 1395 1994 Chevy Ca rice 55 1311 1997 Ford Crown Victoria 56 2035 1985 Chevy 5-10 57 2034 1984 Dodge Pick-u 58 2033 1984 Dodge Pick-up 59 2032 1993 Ford Ranger 60 2012 1970 Ford Van 61 2036 1986 Dodge D250 Pick-up 62 2039 1986 Chevy 5-10 4x4 63 2044 1988 Ford BroncoII4x4 64 2045 1989 Jeep Cherokee Wagon 65 2032 Unknown 66 2023 1981 Dodge Pick-up 67 2008 1973 Chevy Pick-u 3/4 T 68 2027 1969 Chevy Van 69 2010 1970 Chevy Pick-up '/z T 70 2049 1991 Chevy Pick-up 3/4 T 71 2050 1991 Chevy Pick-up'/4 T 72 2048 1991 Chevy Astro Van 73 2037 1986 Chevy Truck 74 2054 1992 Ford Ranger 75 2055 1995 GMC Sonoma Pick-up 76 2042 1987 Jeep Utility 77 2016 1953 Willys Jeep 78 2013 1969 Chevy Van 79 3010 1974 Chevy Flat Bed 1 T 80 5029 Hydro power 4x4 mower 81 3003 1965 International Dum Truck 82 3007 1960 Ford Water Truck 83 3005 1973 Water Truck 84 3004 1963 Ford Dump Truck CITY OF CAMPBELL PUBLIC WORKS/VEHICLE MAINTENANCE REPAIR ORDERS TO BE DESTROYED 85 5043 LeeBoy Roller 86 5034 1988 Lee Boy Compressor 87 1124 1979 Dodge Regis 88 1125 1979 Dodge Regis 89 1015 1974 Plymouth Satellite 90 1019 1975 Plymouth Satellite 91 1009 1973 Dodge Sedan 92 4005 1989 GMC Swee er 93 59 1974 Power Pactor 94 1224 1986 Ford T-Bird 95 1025 1979 Dodge Regis 96 1023 1979 Dodge Regis 97 1021 1975 Plymouth Fury Sedan 98 4004 1981 Mobil Sweeper