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CC Resolution No. 11-013 Destruction of Certain Records from City Clerk and Parks and Recreation (Quinlan and Senior Center) Departments
RESOLUTION NO. 11 -013 A RESOLUTION OF THE CUPERTINO CITY COUNCIL APPROVING DESTRUCTION OF CERTAIN RECORDS FROM CITY CLERK AND PARKS AND RECREATION (QUINLAN AND SENIOR CENTER) 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 1st day of February 1, 2011, by the following vote: Vote Members of the City Council AYES: Chang, Mahoney, Santoro, Wang, Wong NOES: None ABSENT: None ABSTAIN: None ATTEST: APPROVED: City Clerk Mayor, City of Cupertino RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: Destroyed Scanned Microfilmed I Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A A d. v i',50 y N/A /2 -(Piet Lauk c4:J tri n . Loo - 200 V N/A ?vow, wt.p N/A P / / friskt,t Boa 6 - -v o 7 N/A / A i N/A Z,OS - - 2vo ,L D N/A d3 coa,, h-, ; f/, N/A N/A Dzp bud j N/A zoo 6- Loo 17 7 N/A c a n rra 5 N/A t/ clock r o st-5 Zopy- 2-dO,s N/A / A, t i, 5pla j N/A " 2-60 S — (2.e ►�a,ae N/A N/A (/ cOf695fo t cP 202 - Z'a N/A -be , r - S N/A � t _ 0 11-41A/V t � "�YGI Res lQ N/A N/A Senior Center 2011 Destruction Request Page 1 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A - 5-z. : o,^ (-2-,11 N/A )oo 5 - 2 ° 0 4 1 exesc at 2e r; i^4,h 6s, r uC 6 - 2001 N/A << N/A C �Ga5.5 Q ■/Ct'Lici� _ 2 - U " 100 1 1 N/A riier s N/A zoo(, -200 7 D 665 -e y2v )�ts. N/A i/ S 4 Si.a t O N/A 2 0 0 y - 2 . 0 0 6 D N/A 5.e vn.i or c,,P, -t"ev- N/A i b ID c,lu t re .1 -ra4" .2..00 N/A V b 1 LA, K•t -wive N/A // App l.ttncL. M :ww"FeS 00q — ZOO t, N/A S r:•<rr cQvA. fi ear N/A ta-p bey 2O0 7 J N/A No- �� pT /lffo a s-4 N/A Zoos,. zoo 'f cor^wA; e, M. r. . N/A ZLI'h N • Y3 N/A T2pn't _ 2 0 b J N/A .5 p,e a 44 E v Q.A3 N/A ,Poo 6 - Loo D K cowl• v1 iKfeJ 7 Senior Center 2011 Destruction Request Page 2 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@u,cupertino.org File name or Box number: Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: , 4 D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A Julia Lamy aft aag " N/A 20 06 - 2008 D N/A 11 Qv v arier•ty N/A 2000 "200 g N/A 11 Gwen d ars N/A 266 i e 1066 - 7Cog (nil cciing ) P N/A 11 MPG R1s K N/A 200 - 7 mano�icrncn{- t7 N/A 0 1 ritipreti Y 2 N/A si nage conference Lao 7 N/A I I As K au d it N/A ZOO Go N/A t + 6raatz N/A ZOQB t7 HSSo(10,1e,s N/A t t habitat N/A 200 7 D GOns�r i Oft n bc{raM - - N/A - 2-e -e-7 ...a._ N/A N h i s to r (. 4A N/A 200 7 ne.ritQgZ, grant Senior Center 2011 Destruction Request Page 3 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@a,cupertino.org File name or Box number: Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing , destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning N umber to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A Julia Lamy Grant Programs N/A 200 p N/A I 1 CA rare Fry it N/A �� „ , ., 1 grow T c vv r V N/A I 1 Scni or citi ?en N/A 200G 2009 Agendas N/A I Wt t v olley N/A 2007 D Senior Wulg N / A o f f g i r t N/A (� rrlanagcmen r 200 wv KSh °P N/A ii Health safety N/A 2 00 7 f ai r N/A ti Senior center N/A directors meeting 200 $ 0 N/A I 1 EmpI Records N/A Zoo 6 LD lic Stanyo rck N/A I I siliffi cffcr hoar,, N/A 1005 - 200$' D worts Schedute N/A it city T o g o N/A 200 g D Shirts Senior Center 2011 Destruction Request Page 4 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@a,cupertino.org File name or Box number: Destroyed Scanned Micro filmed Resolution ;� Date records Date: Date paper Date: 1,r Date paper authorizing destroyed: destroyed: destroyed: ii destruction: D= Destruction M= Microfilm S=S canning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A Julia Lamy 11 advis.ons N/A 200G Y All OM LC dTAV e l N/A PI'rntrican N/A 2006 b t i ii aM - "Vic fravvi N/A I employee - N/A 2005 - Z006 Ro &Woo< N/A 2 ecrvitmcht N/A Zoo q b (zoos) N/A (4 - lraa v e I o tt c< N/A ZOO '7 b acci stant inky viAd N/A 1 CaltndarS N/A 2007 D N/A I( Erv►ploycc.- N/A 2005 - 200 7 D Jaaie Bo NCOA D N/A r� meeting NA 2 ooF, N/A 1 , manteti n N/A 2006 senior C en C N/A 1 , N tW Wtbpaye N/A 2c© g Dtt19n Pro jeC,t _ 0 Senior Center 2011 Destruction Request Page 5 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: Destroyed Scanned Microfilmed Resolution 1, Date records Date: Date paper Date: Date paper authorizing j destroyed: I destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A Julia Lamy Cuper9iho N/A 2007 YtttranS memorial N/A t Goal gttion N/A 2006 riam 1) N/A t Nrnographtcs N/A Newspupar Cli{ptav 2ooi N/A f1CIAUSItttCr S N/A 2006 — ZOO$ II D N/A I I Fl I Year N/A 2006 - zoo 7 N/A i1 Fi scal Year N/A 2005 - 2066 N/A Blta Pheasan4 N/A h I. Negotiations 2.006 N/A ti OliCc o N/A 20o Cancellation N/A t inaugural N/A 200q Event N/A t t Volunteer N/A 2007 i v neheo n Senior Center 2011 Destruction Request Page 6 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Destroyed Scanned Microfilmed Rt solut ori I[ Date records Date: j; Date paper D • Date paper a thori ing I destroyed: destroyed: destroyed: d i. j II D= Destruction M= Microfilm S= Scanning mbei to be Name Subject Address Date Ranges 1 Other Type ed fo 1 information crofi he card , I _ N/A J L amy Volunteer N/A 2008 1D Luncheon �r /Q' Stnior tinter N/A II oppniny Lnt Aww 1 L vc /A jitay pass N/A 1 Pro (LSS Z00 `7 ;1 N/A ' I Go ntra.ots N/A 2o01 - zooS '� 1P /A 11 yownfecr- N/A 19 Rrt Rotary club /A 1 1 co rt - tspondance. N/A (aqy N/A I Atcreecticn Trai is N/A Gonfcrenct 200 ? D N/A 11 Niter Part Tv N/A Prodvc ton 2ov 6 D N/A II vownf N/A Luncheon 2006 0 N/A n (yi sco Go ld N /A bard projects 200 Senior Center 2011 Destruction Request Page 7 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: Destroyed Scanned Microfilmed R • • • • Date: 6 Date paper Date: - Date paper a thori ing destroyed: destroyed: i destroyed: d. ; on: I r. I D= Destruction M= Microfilm S= Scanning N mbe L to be Name Subject Address Date Ranges Other Type u ed fo information m croft he card /A Julia Lamy Volunf tcring N/A 2006 WOfKSho , /�. :, IllPar:tmer N/A 2001 t1 o{fstt N/A i 1 Joan's 'NJ Do`s N/A 200 6 (Employee Y I`V.A. „ Evr9' Ri vey" N/A 200 p /A f Pro gram L(Ctblii fl N/A 2007 D IniVrance fr ini /A it VTA Service N/A _ elimination 20o7 P N/A 11 Photos for N/A 1 q q0 - Zoos Public, ftI Miff, S D N/A It P. Wi'c1.G N/A 2oog ;� apc-n house IJ J /A Stnior ccro-er N/A 2007 I I E ntcrprisc Tr ansftr h C7. F. N/A n Stnror t.enhcr N/A 2623 strati- Trkini ng Senior Center 2011 Destruction Request Page 8 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: L I Destroyed Scanned Microfilmed Resolut_ori Date records Date: I . .. Date: Date .aper authorizing destroyed: destroyed: destroi ed: destruct on: I D= Destruction M= Microfilm S= Scanning N =bel to be Name Subject Address Date Ranges Other le e II used for I information m crofiche card i i I I /A �l /1t4 Iarrty Tra�et Finance N/A 200'5 ZOO 1 I111/A o 11 PA gxyo N/A 2066 � i/A , , NCDPt /Rsn N/A Conference Zoo 3 p /A c 1 psA - NtOR N/A 2004 Conf trend. N/A a RSA Beij in g N/A 2002 confer /nee N/A II NISC N/A 2.00 Z i I Corftrehcc. N/A (f Chfncsc S(t for N/A Zoo 2, CIQ I, - volurj -Ur N/A N/A i N/A N/A ■/A N/A Senior Center 2011 Destruction Request Page 9 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: 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= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A Check requests N/A 1980 -2006 N/A Petty cash recap N/A 1980 -2006 N/A Redeemed Rec Bucks N/A 1980 -2006 N/A Redeemed gift checks N/A 1980 -2006 N/A Sysco invoices N/A 1980 -2006 I D N/A Point of Sale receipts N/A 1980 -2006 N/A Trip refund confirmation N/A 1980 -2006 r1 N/A Facility refund receipts N/A 1980 -2006 o N/A Class refund receipts N/A 1980 -2006 N/A Facility rental contracts N/A 1980 -2006 0 Senior Center 2011 Destruction Request Page 10 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: Destroyed Scanned __ Microfilmed Resolution ' Date records Date: N/A i Date paper Date: N/A Date paper authorizing destroyed: destroyed: N/A destroyed: N/A destruction: _ D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A Purchase orders N/A 1980 -2006 N/A Misc correspondence N/A 1980 -2006 I/ N/A Membership Applications N/A 1980 -2006 SALA, Housing and HICAP N/A Appointment rosters N/A 1980 -2006 p N/A Class Lists N/A 1980 -2006 N/A Class Flyers N/A 1980 -2006 p Case Management Contracts & N/A Grant Applications N/A 1980 -2006 p N/A County Health Permits N/A 1982 -2001 N/A Social Sign -in Sheets N/A 1980 -2006 I D Senior Center 2011 Destruction Request Page 11 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: Destroyed Scanned Microfilmed Resolution Date records Date: N/A Date paper Date: N/A Date paper authorizing destroyed: i destroyed: N/A destroyed: N/A destruction: D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card N/A RSVP Hours Forms N/A 1980 - 2006 `-� N/A Class Materials N/A 1980 -2006 ,� U N/A Newspaper Clippings N/A 1980 -2006 N/A Event Photos N/A 1980 -2006 N/A Fire Inspections N/A 2000 -2006 N/A ABAG Incident Reports N/A 1992 -2000 D N/A Donation List N/A 1999 0 N/A Blood Pressure Sign -in Sheets N/A 2000 -2006 o 2001, 2002, N/A Newsletter Mailing lists N/A 2004 Senior Center 2011 Destruction Request Page 12 of 12 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk a cupertino.org File name or Box number: April Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: j Date paper authorizing destroyed: destroyed: destroyed: destruction: "! D= Destruction M= Microfilm S= Scanning Additional I Name I Number Subject Address Date Ranges Type information McCrary 00 -004 Senior Center 2000 D Construction bid docs Council/Planning 353 Statement of 2004 D and Desienated Economic Employees Interest Form 700 Civic Center 87 -002 Bid docs 1986 D Improvements Project 87 -2003 Hughes Heiss & 87 -007 Staffing & work 1987 D Associates improvement study of Cupertino's Building Division proposal RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Additional Name Number Subject Address Date Ranges Type information Hughes Heiss & 87 -008 Police & Fire 1987 D Associates study Carmen Road 87 -020 Bid docs 1987 D Improvements Project 4009 Raisch 87 -023 Bid docs 1987 D Construction Co. Project 87 -108 Preliminary 18,001 De Anza 1974 D Engineer's Campus off - Report street parking & traffic facilities assessment district Brian- Kangas- 18,002 Report, Division 1974 D RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerkncupertino.org File name or Box number: April Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: i D= Destruction M= Microfilm S= Scanning Additional Name Number Subject Address Date Ranges Type information Foulk & Assoc. 4, Streets & Hwys. Code Notice of filing 18,006 De Anza 1974 D written report Campus off ri ten report Y under division 4 street parking of the Streets & and traffic Highways Code facilities assessment district Notice to 18,007 De Anza 1974 D property owners Campus off street parking and traffic facilities assessment district RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing I destroyed: destroyed: destroyed: destruction: 1 D= Destruction M= Microfilm S= Scanning Additional Name Number Subject Address Date Ranges I Type information • Brian- Kangas- 18,000 Specifications & 1974 D Foulk & contract Associates document De Anza Campus off street parking and traffic facilities assessment district Notice inviting 18,008 De Anza 1974 D sealed proposals Campus for bids (Wilson, Assessment Jones, Morton & District Lynch) RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: April Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Additional Name Number Subject Address Date Ranges I Type information Contract Change 18,013 De Anza 1975 D Orders Campus off street parking and traffic facilities assessment district Council/Planning 353 Statement of 2005 D and Designated Economic Employees and Interest Form 2005 Election 700 candidates Campaign 300 2005 D disclosure RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk @cupertino.org File name or Box number: January 2011 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card (Iron Mountain box number) (Agreement / File number) 2004 Claims - 2004 D 2006 Proof of 2006 D Publication 2008 Public 2008 D Records Requests Bid Documents 2007 D for Pavement Restoration Project 2007 -04 Bid Documents 2007 D for Storm Drain RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: January 2011 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card (Iron Mountain box number) (Agreement / File number) Catch Basin Cleaning Project No. 2007 -05 Bid Documents 2007 D for Reconstruction of Curbs, Gutters, and Sidewalks Project No 2007- 06 Bid Documents 2007 D for Contractual Janitorial RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerkncupertino.org File name or Box number: January 2011 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card (Iron Mountain box number) (Agreement / File number) Services Project No 1007.3 Bid Documents 2007 D for Street Sweeping Project No 2007- 02 Bid Documents 2007 D for Mary Avenue Bicycle Footbridge Project 2005- 9449 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk(a)cupertino.org File name or Box number: January 2011 Destroyed Scanned Microfilmed Resolution i Date records Date: ; Date paper Date: ' Date paper authorizing destroyed: I destroyed: destroyed: destruction: _ . D= Destruction M Microfilm S Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card (Iron Mountain box number) (Agreement / File number) 2008 Affidavits 2008 D of posting via v.�iib RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk(u)cupertino.org File name or Box number: Quinlan permits 2008 Destroyed Scanned Microfilmed - Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: ' destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Additional Name Number Subject Address Date Ranges Type information Park Rental Permits Quinlan Comm. Ctr Jan. -Dec. 2008 D 10185 N. Stelling Rd Cupertino, Ca 95014 Quinl l�uinl.... n,.,..« ( lan Comm Ctr T„« 71 2008 Tl an 1�VVlli 4 V V v Permits 10185 N. Stelling Rd Cupertino, Ca 95014 Quinlan Purchase Quinlan Comm. Ctr Jan. -Dec. 2008 D Orders 10185 N. Stelling Rd Cupertino, Ca 95014 Quinlan Daily Quinlan Comm. Ctr Jan. -Dec. 2008 D Deposits 10185 N. Stelling Rd Cupertino, Ca 95014 Quinlan Check Quinlan Comm. Ctr Jan. -Dec. 2008 D Requests 10185 N. Stelling Rd Cupertino, Ca 95014 Creekside Park Quinlan Comm. Ctr Jan. -Dec. 2008 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Quinlan permits 2008 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D= Destruction M= Microfilm S= Scanning Additional Name Number Subject Address Date Ranges Type information Monta Vista Quinlan Comm. Ctr Jan. -Dec. 2008 D Recreation Center 10185 N. Stelling Rd Cupertino, Ca 95014 Rental Permits Community Hall Quinlan Comm. Ctr .Tan. -Dec_ 2008 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014 City Hall- Quinlan Comm. Ctr Jan. -Dec. 2008 D Conference Room 10185 N. Stelling Rd Cupertino, Ca 95014 100 Rental Permits Teen Center Quinlan Comm. Ctr Jan. -Dec. 2008 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014