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