CC Resolution 11385
RESOLUTION NO. 11385
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 1 th day of April 2012 by the following roll call vote:
AYES : Councilmembers: Cristina, Baker, Waterman, Kotowski
NOES : Councilmembers: None
ABSENT: Councilmembers: Low
APPROVED:
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Michael F. Kotowski, Mayor
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ATTEST:
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Anne Bybee, City Clerk
CITY MANAGER
Bulletins (Legislative)
Budget Related Files
Prior to 7/1/2009
Prior to 7/1/2009
Capital Improvement Program - Working Files
City Newsletter (The Profile)
City Calendars
Correspondence (Chron Files)
Prior to 7/1/2009
Prior to 7/1/2009
Prior to 7/1/2009
Prior to 7/1/2007
Position on Legislation
Prior to 7/1/2009
Special Projects
Prior to 7/1/2009
Travel Records (Council & City Manager)
Prior to 7/1/2009
CITY CLERK
Claims Against City - 2000
2009 General Correspondence
2009 City Council Follow-up Correspondence
City Council Agenda Packets (document imaged per Administrative Policy)
2001
10/02/2001 Agenda packet
10/02/2001 Agenda special meeting
10/16/2001 Agenda packet
11/06/2001 Agenda packet
11/12/2001 Agenda Executive Session
11/20/2001 Agenda packet
11/20/2001 Study Session
11/27/2001 Study Session
12/10/2001 Agenda packet
HUMAN RESOURCES
Correspondence files prior to 2009
Temporary Employee records - terminated and not rehired prior to April 2007
1-9's (3 years after date of hire or 1 year after termination)
RecruitmentlTesting - Closed + 2 years
Destruction of old volunteer records (apps, timesheets) prior to 2009
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COMMUNITY DEVELOPMENT DEPARTMENT
FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT
BETWEEN APRIL 2010 THROUGH APRIL 2011
Scan Date( s)
Location & Type of Document/File
Planninq
May to July 2010
July to August 2010
August to September 2010
September to November 2010
November 2010 to January 2011
February 2011
Box 45 - Planning Project & General Files*
Box 46 - Planning Project & General Files*
Box 47 - Planning Project & General Files*
Box 48 - Planning Project & General Files*
Box 49 - Planning Project & General Files*
Box 50 - Planning Project & General Files*
*ltemized list available for each of the above boxes of files
FINANCE
Blanket PO's and Purchase Order's for 2005-06 including log
NSF and General Correspondence for 2009
Business licenses for 2001-02
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PUBLIC WORKS
Encroachment Permits: (Document imaged over 1 year ago)
1996-100 thru 1996-209
1998-251 thru 281
1999-100 thru 1999-208
Accounting Files:
2005/2006 Blanket POs and Check Requests
2006/2007 Blanket POs and Check Requests
RECREATION AND COMMUNITY SERVICES
Receipts for 2009
Financial records for 2009
Petty cash records for 2009
Check requests from 2009
PO/RVPO records from 2009
Personnel records for previous part-time employees 2009 and prior
Facility permits for 2009
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POLICE DEPARTMENT
CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS
#06-01 through #06-02 filed between January 1st and December 31st 2006
PURSUIT REPORTS
2009
2009-1778
2009-1779
2009-1910
2009-3965
2009-4727
2009-4939
2010
2010-1184
ON-DUTY VEHICLE ACCIDENTS
On-duty accident reports/documentation dated 5/9/2007, 5/12/2008, 6/9/2008, 8/6/2008,
and 1/29/2009. 3 year purge date, absent any additional accidents by the employee.
FORMER EMPLOYEES PERSONNEL FILES
Personnel and background files of former emplovees 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
Ride-a-Iong 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 2010 and prior
Police reports from 2009 and earlier with a retention period of 2 years
Police reports from year 2009 and earlier with a retention period of more than 2 years that
have been scanned and a back up file has been created and stored off-site
Second Hand Dealers that were never established or out of jurisdiction for more than 2
years
Billiards that have been out of business for more than 2 years
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Solicitation Permits that are no longer licensed, never completed process or were denied
more than 2 years ago.
Development Review Folder memos and development reports dating back to 1997-2001.
ABC Licenses from 2008 and 2009
Hypnotherapist with incomplete applications older than 2 years old
Ice Cream Trucks that are closed for more than 2 years
Taxi Cab Companies that are closed for more than 2 years
Private Patrol Companies that have been closed for more than 2 years
Massage Establishments or Therapist with incomplete applications that are more than 2
years old
Massage Establishments or Therapist with denied applications that are more than 2 years
old
Massage Magazine Public Records Request from 2007
Massage Therapists or Establishments that expired in 2008 - 26 files
Previous Massage Therapists in Campbell where the massage therapist is no longer active
in Campbell, has left massage or has had no contact for more than 2 years
Occult Sciences that have been closed for more than 2 years
Auctions that have been closed for more than 2 years
Film permits that are older than 2 years old
Head Shops that have been closed for more than 2 years
Arcades or Semi-Arcades that have been closed for more than 2 years
Bingo - that dissolved more than 2 years ago
CCW Files - Denials more than 2 years old
CCW Public Records Requests - April 1999 - March 2001
Live Entertainment Permits where the business is now closed or the application was
incomplete - 2008 and prior
Firearms Sales where the business is out of business for more than 2 years or they
discontinued firearms sales
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Special Events where the event is more than 2 years old
P.O.S.T. Reimbursement Records from 2003-2006
Acupuncture - where the business has been closed for more than 2 years
Laser Skin Care Center - where the business has not operated for more than 2 years
Family Therapy/Life Enhancement Practitioner - where the businesses have not operated
for more than 2 years
Calls for Service Reports/Disturbance Reports where the calls for service are more than 2
years old and the businesses have closed
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