08. Records destruction (clerk & code)Dear
RESOLUTION NO.08-084
A RESOLUTION OF THE CUPERTINO CITY COUNCIL APPROVING
DESTRUCTION OF CERTAIN RECORDS
(CODE ENFORCEMENT AND CITY.CLERI~
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 meering of the City Council of the City of
Cupertino this 17th day of June 2008, by the following vote:
Vote Members of the City Council
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
APPROVED:
Mayor, City of Cupertino
8-1
RECORDS IlvVh'NTORY FOR MICROFILIVIIl~iG',OR DESTRUCTION
Department: City Clerk Contact: Kimberly Sxitith or Grace Schmidt
Page: __._ of_ -File Name: May
Resolution which authorized. destruction:
__
No. (o be used File Name, Project name File Number, Resolution, Subject, Application, Addxess or Location Date ranges Enter
for microfiche or Developer, Department Ordinance, Application Permit (if any) (or most M = to be microfilmed
card #) name Number, Iron Mountain recent date} D = to be destroyed
' ~ box number RE UIRED
Garden Gate Protests 2001 D
Campaign Forms - 501, 410, 460 Barrett, Moore 2003 D
' Not Elected
.;; ,_
' - .
Codification of
12,003
Ordinance analysis
1972
D
Ordinances -Book and report from
' Publishin Com any Book Publishin
Parrish House 12,071 Contract 1975 D
Demolition -Jack M.
. Farnham
Rosendin Electric - 12,069 Contract 1973 D
Installation of traffic
-_ . signal system &hwy
safety lighting at
- ' ' intersection of SCB _
• & Bubb
Rd./Peninsula Blvd.
Penn Electrical Corp. 12,068 Contract 1973 D
-Modification of
traffic signal system
:' &hwy safety lighting
at intersection of
- Saratoga-Sunnyvale ,
Rd. & Homestead
Rd.
- M.B. Painting, Inc. - 12,066 Contract Oct. 8, D
Paintin of Ci Hall 1974
N
Page
,:RECORDS INVENTORY FOR 1VIICROF'II.:IVIING OR DESTRUCTION
Department: City Clerk Cbntaet:. Kimberly Smith or Grace Schmidt
Page: ~ of_ =File Name: May
Resolution which.authorixed destruction:
No. (to ;bb used File Name Project name File Number, Resolution, Subject, Application, Address or Location Date ranges Enter
for microfiche or Developer, Department Ordinance, Application Permit (if any) (or most M = to be microfilmed
cazd #) name Number, iron Mountain recent date) D = to be destroyed
box number _ REQUII~D
w
Mercedes Tank No. 2 12,062 Contract Feb. 2, D
Project 76-4, 1977
Extended Warranty
. Contract, R.W. Reade
& Co.
Memorial Park Phase 12,061 Contract March 17, D
III 1976
' ~ Stevens Creek 12,115 Contract March D
Pi eline #1 1964
Stevens Creek #1, 12,110 (Resolution Contract April 18, D
Local Improvement 655.6) 1963
District
;..::.;.
Streets, Asphalt
12,107
Contract
July 6,
D
Overlay 77-15; 1977
Maintenance contract
(Leo F. Piazza Paving
Co.}
Calabazas Creek 12,012 Contract Apri120, D
Pedestrian Walkway 1977
-Project 76-2 -
O'Grady Paving Co.
Crescent Road Main 12,011 Contract March 21, D
Extension Project 77- 1977
3, R.G. Pitts & Co.
Employing Financing 12,010 Contract May 4, D
Consultant, Stone & 1964
Youn ber
Page
_. __
RECORDS INVENTORY FOR 1VIICROF`tLMING OR DESTRUCTIO
Department: City Clerk-Contact: Kimberly Smith or Grace Schmidt
Page: ~ of -File Name: May
No. (to be used File Name, Project name File Number, Resolution, Subject, Application, Address or Location Date ranges Enter
for microfiche or Developer, Department Ordinance, Application Permit (if any) (or most M = to be microfilmed
card #) name Number, Iron Mountain recent date) D = to be destroyed
box number RE UII2ED
Empire Maintenance 12,009 Contract Jan. 2, D
Janitorial Services ~ 1974
Bandley -Mariam 12,007 Contract Aug. 3, D
Extension Project 76- 1976
12, D.L. Construction
' Co. '
Bubb Rd. (Zipse 12,002 Contract Apri17, D
Pavin Co. 1969
Cost Service 12,001 Contract Sept. 4, D
Agreement between 1974
City and State for
Examination Services
City Manager's 1963 D
'
................................ . R orts
Deed & Bill of Sale 11,023.12 Indenture with March 1, D
(Copy -unsigned) Water Works of 1960
Monta Vista, Ltd.
Library Contract - 12,038 Specifications & Apri121, D
Challen e Dev. Inc. bid information 1970
Stevens Creek Lease, 11,016.16 Lease May 22, D
City & S.C. Valley 1974
Water Dist. Adjacent
' ~ to Horse Ranch
' Wolfe Rd. 11,017.4 Agreement April 1,
D
°~ '- Bridge/Calabazas 1963
Creek (S.C. Co. •
FIood Control &
Water
A
Page
_ , ' RECORDS LNVENTO1tY FOR 1vIICROFILMTNG OR DESTRUC'ITON '
Department: City Clerk Contact: Kimberly Smith or Grace Schmidt
Page:. ~,„ of _ -File Name: May
Resolution which authorized destruction:
No. (to be used File Name, Project name File Number, Resolution, Subject, Application, Address or Location Date ranges Enter
for microfiche or Developer, Department Ordinance, Application Permit (if any) (or most M = to be microfilmed
cazd ~#) name Number, Iron Mountain recent date) D = to be destroyed
___ box number u~nrrro~r~
Trash Collection at 11,008.10 Agreement Dec. 7, D
Transit Facilities (Resolution No. 1976
between SCC and the 4331)
CI
Memorial Park 11,016.28 Correspondence Nov. 23, D
Senior Citizens' 1976
Center, Architect
Services with Cobb
& Morton
Engineering & 11,011.1 Agreement Aug. 19, D
. Mapping Services 1968
(Wahlen Aerial '
Survey)
Cooperative 11,008.2 Agreement Oct. 6, D
agreement with State, (Resolution No. 1969
Div. Of Hwy. 1880
Providing for
' drainage overflow
facility at Stevens
Creek Blvd.
Municipal Library 11,066 Correspondence, 1968 D
Bonds receipts,
(Resolution No.
1674 ,
Code Enforcement 1996- D
TRACE records 2001
Xerox -Purchase of 00-116 Statement of Sept. 28, D
Ci Clerk Machine a Bement 2000
Pagc
CODE ENFORCEMENT OFFICE
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3182 • FAX: (408) 777-3174
aiexw@cupertino.org
MEMORANDUM
Date: May 12, 2008
To: Kimberly Smith, City Clerk
Frown: Alex Wykoff, Code Enforcement j~.~•
Subject: Records Destruction
The Code Enforcement Division utilizes a software database application to track citizen
complaints and record information of code violation investigations. The case information is
entered into the database and if the case requires written correspondence or photographs, hard
copy records aze maintained and ultimately destroyed in accordance with the City's policy of
record retention. These records, with few exceptions have a designated retention schedule of
closed + S years.
As we have been diligent about the hard copy management of these.records, to date, we have
not implemented a solution to address the sofhuare database. In consulting with the
Information Technology Departanent and your staff, it was decided the software database
containing Code Enforcement case investigations could be destroyed with consent from the
CitS~ Council consistent with our record retention policy.
This memorandum constitutes our request for permission to destroy Code Enforcement
Division, code violation investigation records. The records include complaints initiated by
citizens and / or staff and contain specific details of the violation, reports, and other findings.
The database is identified as TRACE and contains records from May 1996 to September 2001.
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OFFICE OF THE CITY CLERK
CUPERTlNO
CETY 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: June 9, 2008
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 w}ll tie on the council
agenda for May 20, 2008. ~ ~ // /
6 /i%
City Clerk Date
NO OBJECTION TO DESTRUCTION:
Q ~ ~o D~
Administrative Services Director ate
Encls: City Clerk, Code Enforcement
~~~
Date
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