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Exhibit CC 11-03-15 Item #13 Destruction of Certain RecordsRESOLUTION NO. 15- 11 /3/1r- dt13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO APPROVING DESTRUCTION OF CERTAIN RECORDS FROM THE CITY CLERK, CITY MANAGER, CODE ENFORCEMENT, PUBLIC li\TORK8, AND RECREATION AND COMMUNITY SERVICES (QUINLAN COMMUNITY CENTER) DEPARTMENTS WHEREAS, the City Council did by adoption of Resolution No. 13-094 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 department request for permission to destroy all said records in excess of two years old has been approved by the Department Head, City Attorney, and City Clerk; 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 special meeting of the City Council of the City of Cupertino this 3rd day of November, 2015, by the following vote: Vote Members of the City Council AYES : NOES : ABSENT: ABSTAIN : ATTEST: APPROVED : Grace Schmidt, City Cl erk Rod Sinks, Mayor, City of Cupertino OFFICE OF THE CITY CLERK CITY HALL CUPERTINO 10300 TORRE AVENUE• CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3223 •FAX: (408) 777-3366 RECORDS DESTRUCTION AUTHORIZATION FORM The records listed on the attachment can be destroyed in accordance with the City's Records Retention Schedule. Please review the list and contact the City Clerk's office if you believe any of these records are of historical or administrative significance and should not be destroyed. Please also make sure none of the records are the subject of any claim, litigation, investigation, or audit. Please return signed form to the City Clerk's office. /cJ/ 22( /( I 7 Department Head I Division Manager Date bYVU:~'JI City Clerk Date Q~~ City Attorney Date (To be completed after destruction has been performed -return signed form to City Clerk's office) I HEREBY CERTIFY that the items listed on the attachment have been destroyed in accordance with City policies and procedures: City Clerk files Employee Performing Destruction Date Resolution authorizing destruction: Additional information Retention 7 y ears Retention 2 years RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: City Clerk Files - Destroyed Scanned M i crofilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning ~ INrune rumbfil II Subject ll Ad~ss I Date Ranges IT~ Statements of 2002-2003 D Economic Inter ests PSS Associates Application 8-U-Administrative 1998 D /Citation Homes 94 Record Center .. I CUPERTINO OFFICE OF THE CITY CLERK CITY HALL 10300 TORRE AVENUE• CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3223 •FAX: (408) 777-3366 RECORDS DESTRUCTION AUTHORIZATION FORM The records listed on the attachment can be destroyed in accordance with the City's Records Retention Schedule. Please review the list and contact the City Clerk's office if you believe any of these records are of historical or administrative significance and should not be destroyed. Please also make sure none of the records are the subject of any claim, litigation, investigation, or audit. Please return signed form to the City Clerk's office. TS HA VE BEEN REVIEWED AND APPROVED FOR DESTRUCTION /o (L? (!] Date Date City Attorney Date (To be completed after destruction has been performed -return signed form to City Clerk's office) I HEREBY CERTIFY that the items listed on the attachment h ave been destroyed in accordance with City policies and procedures: City Manager file s Employee Performing Destruction Date Resolution authorizing destruction: Additional information Retention 2 y ears or no longer needed RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org ------------,-, le name or Box number: Citv Manag:er Files 198 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning I Nrune rumber II Subject II Adilless I DateR.nges I Type City Manager 1985 D Files I OFFICE OF THE CITY CLERK CITY HALL CUPERTINO 10300 TORRE AVENUE• CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3223 • FAX: (408) 777-3366 RECORDS DESTRUCTION AUTHORIZATION FORM The records listed on the attachment can be destroyed in accordance with the City's Records Retention Schedule. Please review the list and contact the City Clerk's office if you believe any of these records are of historical or admillistrative significance and should not be destroyed. Please also make sure none of the records are the subject of any claim, litigation, investigation, or audit. Please return signed form to the City Clerk's office. DOCUMENTS HA VE BEEN REVIEWED AND APPROVED FOR DESTRUCTION (~efe-t &-CflML.ttJ-tJ --ll_ 9-3 --10 Department Head I Division Manager Date Date City Attorney Date (To be completed after destruction has been performed-return signed form to City Cle rk's office) I HEREBY CERTIFY that the items listed on the attachment have been destroyed in accordance with City policies and procedures: Code Enforcement Files 2015 Employee Performing Destruction Date RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Code Files 2015 D_estroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: 15- D=Destruction M=Microfilm S=Scanning - Additional 1N=e rumbfil ~Subject rddress I Date Ranges ITwe information Code Party Disturbance Party Forms 2004-2006 D Enforcement Forms CD-015 Retention When No Longer Required- Minimum 5 years; CFC §104 .3.4 , GC &34090 Code Abandoned Quarter 1 Abandoned 2012 D Enforcement Vehicle July, August & Vehicles Abatement September (AVASA) CD-010; Service Authority Retention 2 years; Reports GC §34090 et seq. Code Abandoned Quarter2 Abandoned 2012 D Enforcement Vehicle October, Vehicles Abatement November & (AVASA) CD-010; Service Authority December Retention 2 years; (Reports) GC §34090 et seq. Code Enforcement Abandoned Abandoned 2009-2010 D I RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Code Files 2015 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: 15- -· D=Destruction M=Microfilm S=Scanning - Additional !Nrune rumber II Subject ~Address I Date Ranges ITwe information Vehicle Quarters 1, 2, 3 & Vehicles CD-010; Abatement 4 (AVASA) Retention 2 years; Service Authority GC §34090 et seq. (Reports) Code Abandoned Quarters 1, 2, 3 & Abandoned 2011 D Enforcement Vehicle 4 Vehicles Abatement (AVASA) CD-010; Service Authority Retention 2 years; (Reports) GC §34090 et seq. Code Abandoned Quarter 1 Abandoned 2008 D Enforcement Vehicle July, August, & Vehicles Abatement September CD-010; Service Authority (AVASA) Retention 2 years; (Reports) GC §34090 et seq. Code Abandoned Quarter4 Abandoned 2013 D Enforcement Vehicle April, May& Vehicles Abatement June CD-010; Service Authority (AVASA) Retention 2 years; GC §34090 et seq. Code False Alarm Cards Residential and 01/2010 -D I RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Code Files 2015 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: 15- D=Destruction M=Microfilm S=Scanning - Additional INrune rumbcr II Subject II Ad&ess I Date Ranges 1~ information Enforcement (Records) Commercial 12/2012 Properties CD -011; Retention 2 years; GC §34090 et seq. Code Debris Box 2007 -2011 D Enforcement Investigation Letters, Court CD-016; Papers and Retention Reports 2 years; GC §34090 et seq. Code Electronically Citizenserve Case 01/2008 -D Enforcement Stored Case Files F iles 06/2010 CD -015; Retention When No Longer Required- Minimum 5 years; CFC §104.3.4, c. GC ~34090 Code Case File (closed) Case#09-000836 Municipal Code 19964 Wheaton Closed on D I RECORD S INVENTORY F OR DESTRUCTION, MICROFILMING, OR SCANNING Email compl eted form to cityclerk@cupertino.org File n ame or Box number: Code Files 2015 Destroyed Scanned Microfilmed . - Resolution Date records D ate: Date paper Date: Date paper authorizing destroyed: · destroyed: destroyed: destruction: 15- D=Destrucf M=Microfilm S=S Additional INmne r =bm II Subject II Ad dress I Date Ranges I Type information Enforcement Animal Control# Viol ation Drive, Cupertino 09/16/2009 A09-009830 Investi gation Case CD-015; Fil e Retention When No Longer Required- Minimum 5 years; CFC §104.3.4, GC §34090 Code Case File (closed) Sheriff Report Municipal Code 22326 Regnart 10/19/2004 D Enforcement #04-293-0048C Sheriff Report; Road, Cupertino CD-015; Retention When No Longer Required- Minimum 5 years; CFC §104.3.4, GC §34090 Code Case File Animal Control Dog Bite 7778 Lilac Way Closed on D Enforcement (Closed) #A04-0 15 629 Invest igation & Cupertino 9-16-2004 Determination CD-015; I RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Code Files 2015 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: 15- D=Destruction M=Microfilm S=Scanning - Additional INmne r=bm II Subject llAdITTess I Date Ranges [Type information Retention When No Longer Required- Minimum 5 years; CFC §104.3.4, GC &34090 Code Case File Dog Bite 22326 Regn.art Case closed on 7- Enforcement (Closed) Investigation & Road 16 -2004 Determination CD-015; Retention When No Longer Required- Minimum 5 years; CFC §104.3.4, GC §34090 Code Handbill & Expired and 01/2013 -D Enforcement Solicitor closed Permits; 07/2013 Applications CD-018 ; Expired Permits Retention Expiration + 2 years; GC §34090 I Resolution authorizing destruction: 15- Additional information et se . RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Code Files 2015 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=D M=Microfilm S=S I Nrune rumbm II Subject rddress I Date Ranges I Type I OFFICE OF THE CITY CLERK CITY HALL CUPERTINO 10300 TORRE AVENUE• CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3223 •FAX: (408) 777-3366 RECORDS DESTRUCTION AUTHORIZATION FORM The records listed on the attachment can be destroyed in accordance with the City's Records Retention Schedule. Please review the list and contact the City Clerk's office if you believe any of these records are of historical or administrative significance and should not be destroyed. Please also make sure none of the records are the subject of any claim, litigation, investigation, or audit. Please return signed form to the City Clerk's office . DOCUMENTS HA VE BEEN REVIEWED AND APPROVED FOR DESTRUCTION 10 -It ·-/ 5 Department Head I Division Manager Date ~Jt,~ City Clerk Date ~UA/ (o (2-1 /is ~ity Attorney Date ------ (To be completed after des truction has been performed -return signe d form to City Clerk's office) I HEREBY CERTIFY that the items listed on the attachment h ave been destroyed in accordance with City policies and procedures: Quinlan 2015 Employee Performing Destruction Date Resolution authorizing destruction: 15- Additional information RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Quinlan 2015 - Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: I D=Destruction M=Microfilm S=Scanning ~ \Nrune llNumbcr II Subject rdilless I Date Ranges \Type P&R-008 Park Rental Permits Quinlan Co=. Ctr Jan.-Dec. 2012 D 10185 N . Stelling Rd Cupertino, Ca 95014 P&R-008 Quinlan Community Quinlan Co=. Ctr Jan.-Dec. 2012 D Center 10185 N. Stelling Rd Rental Permits Cupertino , Ca 95014 P&R-008 Creekside Park Quinlan Comm. Ctr Jan.-Dec. 2012 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014 P&R-008 Manta Vista Quinlan Comm. Ctr Jan.-Dec. 2012 D Recreation Ctr. 10185 N. Stelling Rd Rental Permits Cupertino, Ca 95014 P&R-008 Community Hall Quinlan Comm. Ctr Jan.-Dec. 2012 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014 P&R-008 Teen Center Quinlan Comm. Ctr Jan.-Dec. 2012 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014 P&R-004 Drop-in Classes Quinlan Comm. Ctr Jan.-Dec. 2012 D 10185 N . Stelling Rd Cupertino, Ca 95014 I Resolution authorizing destruction: 15- Additional information RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Quinlan 2015 - Destroyed Scanned Microfilmed Date records Date: Date paper Date: Datepap~r destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning INmne rum bey ~Subject rdress I Date Ranges !Type CW-032 Leader in Training Quinlan Co=. Ctr Apr. -Aug. D Applications 10185 N. Stelling Rd 1998 -2011 CW-033 Cupertino, Ca 95014 P&R-015 Teen Center 21111 Stevens Creek Jan.-May D Registration Forms Blvd. Cupertino, Ca 95014 2003-2012 P&R-015 Ceramic Center Fee 10185N. Stelling Rd Jan. -Dec. D Forms Cupertino, Ca 95014 2010-2011 ; I