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CC Resolution No. 13-021 Approving Certain Records of Destruction in Parks & Recreation (Senior Center, Quinlan, and Administration) Departments RESOLUTION NO. 13-021 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO APPROVING DESTRUCTION OF CERTAIN RECORDS FROM THE PARKS & RECREATION (SENIOR CENTER, QUINLAN COMMUNITY CENTER, AND ADMINISTRATION) 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 5th day of March, 2013, by the following vote: Vote Members of the City Council AYES: Mahoney, Wong, Chang, Santoro, Sinks NOES: None ABSENT: None ABSTAIN: None ATTEST: APPR ti. : 64t, Grace Schmidt, City Clerk Orrin Mahoney, Ma or, City of Cupertino Resolution authorizing destruction: Number to be used for microfiche card NIA NIA NIA NIA NIA NIA NIA RECORDS INVENTORY FOR DESTR'-1'-' TION, MICROFILMING, OR SCANNING Email completed form to citvclerk@cupertino.om. File name or Box number: SNT CTR 2012 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destrucf M=Microfilm S=S Name Subject Address Date Ranges Other Type information Donation Log NIA 2005 NIA D Donation Log NIA 2006 NIA D Case Manager's Client case files NIA 2000 NIA D (closed) Case Manager's Client case files NIA 2001 NIA D (closed) Case Manager's Client case files NIA 2002 NIA D (closed) Case Manager's Client case files NIA 2003 NIA D (closed) Case Manager's Client case files NIA 2004 NIA D (closed) Resolution authorizing destruction: Number to be used for microfiche card NIA NIA NIA NIA NIA NIA NIA NIA NIA NIA RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityc!erk@,cupertino.org File name or Box number: SNT CTR 2012 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning - Name Subject Address Date Ranges Other Type information Bingo records NIA 2007 NIA D Volunteer Program Monthly Reports NIA 2003-2007 NIA D Bingo certificates/records NIA 2004-2007 NIA D Volunteer applications (non-active) NIA 2001-2007 NIA D Student volunteer applications NIA 2006 NIA D Guest Speaker Guidelines NIA 1997-1998 NIA D Student Volunteer Hours NIA 2003-2005 NIA D Volunteer Hours logs NIA 1979-2007 NIA D AARP class lists NIA 2005-2007 NIA D Senior Center Newsletters NIA 2004-2007 NIA D ,1' """ / Resolution authorizing destruction: Number to be used for microfiche card NIA NIA NIA NIA NIA NIA NIA NIA NIA NIA RECORDS INVENTORY FOR DESTRl.J1.._., TION, MICROFILMING, OR SCANNING Email completed form to citvclerkl(/.~cupertino.org File name or Box number: SNT CTR 2012 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning Name Subject Address Date Ranges Other Type information Volunteer Lunch/Breakfast Files NIA 1999-2007 NIA D The Better Part Flyers NIA 2007 NIA D Activity Flyers NIA 2006-2007 NIA D Class Lists NIA 2006-2007 NIA D Rhythmaires Flyers NIA 2007 NIA D Chinese New Year Invoices NIA 2004-2005 NIA D China Trip Calculations NIA 2005 NIA D Panama Trip Invoice NIA 2006 NIA D Kitchen Volunteer Lists NIA 2002-2004 NIA D Volunteer Advisory Council List NIA 1999 NIA D -o.i.:. RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to citv clerk`ui'cupertino.onl File name or Box number: SNT CTR 2012 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 Donation Log N/A 2005 N/A D N/A Donation Log N/A 2006 N/A D N/A Case Manager's Client case files N/A 2000 N/A D (closed) N/A Case Manager's Client case files N/A 2001 N/A D (closed) N/A Case Manager's Client case files N/A 2002 N/A D (closed) N/A Case Manager's Client case files N/A 2003 N/A D (closed) N/A Case Manager's Client case files N/A 2004 N/A D (closed) RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cite clerk a ci pertino.orLI File name or Box number: SNT CTR 2012 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 Volunteer Lunch/Breakfast Files N/A 1999-2007 N/A D N/A The Better Part Flyers N/A 2007 N/A D N/A Activity Flyers N/A 2006-2007 N/A D N/A Class Lists N/A 2006-2007 N/A D N/A Rhythmaires Flyers N/A 2007 N/A D N/A Chinese New Year Invoices N/A 2004-2005 N/A D N/A China Trip Calculations N/A 2005 N/A D N/A Panama Trip Invoice N/A 2006 N/A D N/A Kitchen Volunteer Lists N/A 2002-2004 N/A D N/A Volunteer Advisory Council List N/A 1999 N/A D RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk u`cupertino.org File name or Box number: SNT CTR 2012 Destroyed S canned 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 Bingo volunteer sheets N/A 2007 N/A D N/A Bingo committee notes N/A 2007 N/A D N/A Rhythmaires volunteer hours N/A 2007 N/A D N/A Redeemed bingo certificates N/A 2007 N/A D N/A Redeemed bingo coupons N/A 2007 N/A D N/A Membership applications N/A 2007 N/A D N/A Travel Program Evaluation N/A 2008 N/A D N/A Leadership Development Training N/A 2009 N/A D N/A Physical Activity Forum N/A 2009 N/A D N/A Fresh Look Committee N/A 2009 N/A D RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to citvclerk'ucupertino.org File name or Box number: SNT CTR 2012 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 Monday Night Football N/A 2009 N/A D RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerkriIcupertino.org_ File name or Box number: QCC 2010 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: 1 D=Destruction M=Microfilm S=Scanning Additional Name Number Subject Address Date Ranges Type information Rental Permits Cupertino,Ca 95014 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to city Jerk it cupertino.or�ll File name or Box number: P&R 012813 Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: D=Destruction M=Microfilm S=Scanning Additional I Name Number Subject Address Date Ranges I Type information Parks& Rec File n/a staff reports, n/a 1991 - 2005 D on DACA(De meeting notes, & Anza Cupertino correspondence Aquatics) Parks & Rec file residents' 2002 D Hyde School petition Park Parks & Rec file Parks & Rec 2001 - 2003 D Director's Director's Reports reports to Commission Grant State Urban 2004 D Application for Parks & Healthy Cupertino Communities Aquatic Fitness Resolution authorizing destruction: Number to be used for microfiche card NIA RECORDS INVENTORY FOR DESTRuvTION, MICROFILMING, OR SCANNING Email completed form to citvclerk@cupertino.org File name or Box number: SNT CTR 2012 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning ~ Name Subject Address Date Ranges Other Type information Monday Night Football NIA 2009 NIA D Resolution authorizing destruction: Additional information RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk(@cupertino.org File name or Box number: QCC 2010 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning - INrune rmber rbject II Adilless I Date Ranges I Type Park Rental Permits Quinlan Comm. Ctr Jan.-Dec. 2010 D 10185 N. Stelling Rd Cupertino, Ca 95014 Quinlan Room Quinlan Comm. Ctr Jan.-Dec. 2010 D Permits 10185 N. Stelling Rd Cupertino, Ca 95014 Creekside Park Quinlan Comm. Ctr Jan.-Dec. 2010 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014 Jan.-Dec. 2010 D Quinlan Comm. Ctr Monta Vista 10185 N. Stelling Rd Recreation Center Cupertino, Ca 95014 Rental Permits Community Hall Quinlan Comm. Ctr Jan.-Dec. 2010 D Rental Permits 10185 N. Stelling Rd Cupertino, Ca 95014 Teen Center Quinlan Comm_ Ctr Jan.-Dec. 2010 D 10185N. Stelling Rd I '· I Resolution authorizing destruction: Additional information RECORDS INVENTORY FOR DESTRu--:TION, MICROFILMING, OR SCANNING Email completed form to citvclerk@,cupertino.org File name or Box number: QCC 2010 - Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning - INrune rmber ~Subject I Address Date Ranges !Type I J -r j J Rental Permits J Cupertino, ca 95014 c [ HJ Resolution authorizing destruction: Additional information RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@.cupertino.org File name or Box number: P&R 011813 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning INrune rumber rubject rdress I Date Ranges I Type Parks & Rec n/a Agendas, Draft n/a 2008 -2010 D Packets & Minutes, Staff Exhibits Binders Reports & Exhibits /--"- I Resolution authorizing destruction: Additional information RECORDS INVENTORY FOR DESTRLi~TION, MICROFILMING, OR SCANNING Email completed form to citvclerk@cupertino.org File name or Box number: P&R 012813 Destroyed Scanned Microfilmed Date records Date: Date paper Date: Date paper destroyed: destroyed: destroyed: D=Destruction M=Microfilm S=Scanning ~ I Nrune rrnber I Subject I Address I Date Ranges ITYpe Parks & Rec File n/a staff reports, n/a 1991-2005 D onDACA(De meeting notes, & Anza Cupertino correspondence Aquatics) Parks & Rec file residents' 2002 D Hyde School petition Park Parks & Rec file Parks & Rec 2001 -2003 D Director's Director's Reports reports to Commission Grant State Urban 2004 D Application for Parks & Healthy Cupertino Communities Aquatic Fitness I - OFFICE OF THE CITY CLERK CITY HALL CUPERTINO 10300 TORRE AVENUE• CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3223 • FAX: (408) 777-3366 MEMORANDUM To: Department Head -Parks and Recreation From: Kirsten Squarcia, Deputy City Clerk Subject: RECORDS FOR DESTRUCTION Date: February 14, 2013 ==~~~=:========~~=~====~~===~=========:::::====~~~~~~==:~~:::::;::::~~==~==~=~=~~~~ 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 March 5. . ~ 2JJ..tJ/11r.:!f'NJ~{}J~ ~Lr<ifr3 City Clerk Date \ v •City Attorney d~te NO OBJECTION TO DESTRUCTION: • ,,..r ,.p<;~~.-v f___.< .... I l f r Encls: Senior Center, Quinlan, Parks & Rec files