08. Records destructionRESOLUTION No. iaioa LjKAFT
A RESOLUTION OF THE CUPERTI[NO CITY COUNCIL APPROVING
DESTRUCTION OF CERTAIN RECORDS
(PARKS & RECREATION - SENIOR CENTER AND COMMUNITY
DEVELOPMENT - PLANNING) DEPARTMENTS)
WHEREAS, the City Council did by adoption of Resolution Nos. 8894 and 02-
037 establish rules and regulations for records retention and destruction; and
WHEREAS, it has been determined that certain records in excess of two years old
no longer contain data of any historical or administrative significance; and
WHEREAS, the departmental request for permission to destroy all said records in
excess of two years old has been approved by the City Clerk and the City Attorney
pursuant to Resolution Nos. 8894 and 02 -037;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Cupertino authorizes destruction of the records specified in the schedule attached hereto.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Cupertino this 1 st day of June, 2010, by the following vote:
Vote Members of the City Council
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
APPROVED:
Mayor, City of Cupertino
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RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to cityclerk @cupertino.org
File name or Box number: May Iron Mountain
Destroyed
;Resolution
Scanned
Microfilmed
Date records
Date:
Date paper
Date: Date paper
authorizing destroyed:
HOMELESS
destroyed:
destroyed:
III destruction:
D= Destruction M= Microfilm S= Scannin
7BOxN tain Name Number Subject Address Date Ranges Type
er
180250 231
COUNTYWIDE
1999
D
HOMELESS
SURVEY
191048308
BMR
CDBG, SIMMS,
D
OAK VALLEY
N
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to ci1yclerk e ,cupertino.org
File name or Box number: 2004 and earlier
Destroyed
Scanned
Microfilmed
Resolution
Date records
Date: N/A
Date paper
Date: N/A
Date paper
authorizing
destroyed:
D
destroyed: N/A
destroyed: N/A
destruction:
D
N/A
Redeemed Rec Bucks
N/A
D= Destruction M= Microfilm S= Scanning
N/A
Name
Subject
Address
Date Ranges
Other
Type
F be
N/A
D
information
e card
D
N/A
Redeemed Rec Bucks
N/A
N/A
Check requests
N/A
2002 -2005
D
N/A
Petty cash recap
_
N/A
2004
D
N/A
N/A
D
N/A
Redeemed Rec Bucks
N/A
2003 -2004
D
N/A
Redeemed gift checks
N/A
2002 -2004
D
N/A
Sysco invoices
N/A
1995, 2002 -2005
D
N/A
Point of Sale receipts
N/A
2004
D
N/A
Trip refund confirmation
N/A
2002 -2004
D
N/A
Facility refund receipts
N/A
2003 -2005
D
NIA
Class refund receipts
N/A
2003 -2005
D
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to cityclerkgcupertino.or
File name or Box number: 2004 and earlier
Des tro ed
Scanned
Microfilmed
Resolution
Date records
Date: N/A
Date paper
Date: N/A
Date paper
authorizing
destroyed:
D
destroyed: N/A
Misc correspondence
destroyed: NIA
destruction:
D
.6�
D= Destruction M= Microfilm S= Scannine
Number to be
Name
Subject
Address
Date Ranges
Other
Type
used for
N/A
1999 -2003
D
information
Misc correspondence
microfiche card
1997,2000-
2002, 2004
D
.6�
N/A
Facility rental contracts
N/A
2001 -2004
D
N/A
Purchase orders
N/A
1999 -2003
D
N/A
Misc correspondence
N/A
1997,2000-
2002, 2004
D
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to cityclerk@cupertino.oM
File name or Box number: 2005
Destroyed
Scanned
Microfilmed
Resolution Date records
Date: N/A Date paper
Date: N/A Date paper
authorizing destroyed:
destroyed: N/A
destroyed: N/A
destruction:
D
D= Destruction M= Microfilm S= Scanning
Number to be
Name
Subject
Address
Date Ranges
Other
Type
used for
N/A
2005
D
information
Member applications
microfiche card
2005
D
N/A
Redeemed Rec Bucks
N/A
N/A
Check requests
N/A
2005
D
N/A
Petty cash recap
N/A
2005
D
N/A
Member applications
N/A
2005
D
N/A
Redeemed Rec Bucks
N/A
2005
D
N/A
Redeemed gift checks
N/A
2005
D
N/A
Sysco invoices
N/A
2005
D
N/A
Point of Sale receipts
N/A
2005
D
N/A
Refund confirmation
N/A
2005
D
N/A
Daily Cash Balance Reports
N/A
2005
D
N/A
Facility rental contracts
N/A
2005
D
OFFICE OF THE CITY CLERK
CUPERTINO
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014 -3255
TELEPHONE: (408) 777 -3223 • FAX: (408) 777 -3366
MEMORANDUM
To: Department Heads applicable to listed records
From: Grace Schmidt, Deputy City Clerk
Subject: RECORDS FOR DESTRUCTION
Date: May 10, 2010
Listed on the attached sheets are records, which are in excess of two years old and can therefore be
destroyed in accordance with the City's records retention schedule. Please review the list and
contact me if you believe any of these files are of historical or administrative significance and
should not be destroyed. If approved, a resolution authorizing destruction will be on the council
agenda for Mzy-t -- ,7'u-v�..L I .
City Clerk l �.,p� Date
NO OBJECTION TO DESTRUCTION:
dS 2 /h
..4nity Development Director Date
Encls: Planning
L , 2X A0,
City Attorney Date
s -6
OFFICE OF THE CITY CLERK
CUPERTINO
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014 -3255
TELEPHONE: (408) 777 -3223 • FAX: (408) 777 -3366
MEMORANDUM
To: Department Heads applicable to listed records
From: Grace Schmidt, Deputy City Clerk \) S-
Subject: RECORDS FOR DESTRUCTION
Date: May 13, 2010
Listed on the attached sheets are records, which are in excess of two years old and can therefore be
destroyed in accordance with the City's records retention schedule. Please review the list and
contact me if you believe any of these files are of historical or administrative significance and
should not be destroyed. If approved, a resolution authorizing destruction will be on the council
agenda for June 1.
City Clerk Date
J�
NO OBJECTION TO DESTRUCTION:
" 0,�,�Zwr
-5 //�
P d Recre on Director Date
Encls: Parks and Recreation (Senior Center)
Oal�&A-
City Attorney Date
8 -7