CC Resolution No. 15-098 Records of Destruction from City Manager, City Clerk, Code Enforcement, Finance, and Recreation and Community Services (Quinlan Community Center) departmentsRESOLUTION N0.15-098
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
APPROVING DESTRUCTION OF CERTAIN RECORDS FROM THE
CITY CLERK, CITY MANAGER, CODE ENFORCEMENT, 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
A YES: Sinks, Chang, Paul and Wong
NOES: None
ABSENT: None
ABSTAIN: Vaidhyanathan
ATTEST:
r;:~,~'r)J
Grace Schmidt, City Clerk Rod Sinks, Mayor, City of Cupe tino
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
/7 .~ /) ,,/JJ_j}_ (") ( ',.efl,f,.r:)k LKAXLJtJ-fJ-~O(._
Department Head I Division Manager Date
c~,Jr_
'biy Clerk Date
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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: Code Enforcement Files 2015
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: 15-098 11-10-15
D=Destruction M=Microfilm S=Scanning
~
Additional I Nfillle rumber I Subject II Address I Date Rmlges I Type 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 (A VASA)
CD-010; Service Authority
Retention 2 years; Reports
GC §34090 et seq.
Code Abandoned Quarter2 Abandoned 2012 D
Enforcement Vehicle October, Vehicles
Abatement November& (A VASA)
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: 15-098 11-10-15
D=Destruction M=Microfilm S=Scanning
Additional INrune rumbfil I Subject llAdiliess I Date Ranges I Type
information
Vehicle Quarters 1, 2, 3 & Vehicles
CD-010; Abatement 4 (AV ASA)
Retention 2 years; Service Authority
GC §34090 et seq. (Reports)
Code Abandoned Quarters 1, 2, 3 & Abandoned 2011 D
Enforcement Vehicle 4 Vehicles
Abatement (A VASA)
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: 15-098 11-10-15
D=Destruction M=Microfilm S=Scanning
~
Additional INrune rumber I Subject rdress I Date Ranges I Type 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 0112008-D
Enforcement Stored Case Files Files 06/2010
CD-015;
Retention When
No Longer
Required-
Minimum 5 years;
CFC §104.3.4,
GC §34090
Code Case File (closed) Case#09-000836 Municipal Code 19964 Wheaton Closed on 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: 15-098 11-10-15
D=Destruction M=Microfilm S=Scanning
Additional INrune rumber II Subject I Address I Date Ranges I Type
information
Enforcement Animal Control# Violation Drive, Cupertino 09/16/2009
A09-009830 Investigation Case
CD-015; File
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) #A04-015629 Investigation & Cupertino 9-16-2004
Determination
CD-015;
I
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
En:iail 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: 15-098 11-10-15
D=Destruction M=Microfilm S=Scanning -
Additional INmne rumber II Subject I Address I Date Ranges I Type
information
Retention When
No Longer
Required-
Minimum 5 years;
CFC §104.3.4,
GC §34090
Code Case File Dog Bite 22326 Regnart 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
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:
destruction: 15-098 11-10-15
D=Destruction M=Microfilm S=Scanning -
Additional
I N&ne rum~ I Subject r~ss I Date Ranges I Type information I
cefSeq. I I I T ------------r ----I -=1
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.
1_0/ 2 2( L(
I 7
Department Head I Division Manager Date
bvvu.~>rt
City Clerk Date
~)£l~,k_
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 proced.!::'-res: City Clerk files
~ (tJ ~AJJ f/h-/1)
Employee Performing Destruction Date
Resolution ~
authorizing
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to cityclerk@cupertino.org
File name or Box number: City Clerk Files -
Destroyed Scanned Microfilmed
Date records Date: Date paper Date: Date paper
destroyed: destroyed: destroyed:
destruction: 15-098 11-5-15
D=Destruction M=Microfilm S=Scanning
Additional INrune rumber I Subject rdress I Date Ranges IJYpe information
Retention 7 Statements of 2002-2003 D
years Economic
Interests
Retention 2 PSS Associates Application 8-U-Administrative 1998 D
years /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
Date
6;~1.9M1'ff
cc~~& 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 have been destroyed in accordance
with City policies and procedures: City Manager files
baeu ~~t rrfrfrr
Employee Performing Destruction Date
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to cityclerk@cupertino.org
File name or Box number: City Manager Files 1985
Destroyed Scanned Microfilmed
Resolution Date records Date: Date paper Date: Date paper
authorizing destroyed: destroyed: destroyed:
destruction: 15-098 11-5-15
D=Destruction M=Microfilm S=Scanning
~
Additional I N=e rumber I Subject II Adilless I Date Rmlgcs I Type information
Retention 2 City Manager 1985 D
years or no Files
longer needed
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 desl-royed 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
Department Head I Division Manager Date
~~#--:L.~{
Cily Clerk Date
~~ /o (2-1 /,s
~ . 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: Quinlan 2015
11/;;/15
Date
Resolution
authorizing
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to cityclerk@cupertino.org
File name or Box number: Quinlan Community Center 2015
Destroyed Scanned Microfilmed
Date records Date: Date paper Date: Date paper
destroyed: destroyed: destroyed:
destruction: 15-098 11112115
D=Destruction M=Microfilm S=Scanning
Additional
INrune rum her I Subject I Address I Date Ranges IT~ information
P&R-008 Park Rental Quinlan Comm. Ctr Jan.-Dec. 2012 D
Permits 10185 N. Stelling Rd
Cupertino, Ca 95014
P&R-008 Quinlan Quinlan Comm. Ctr Jan.-Dec. 2012 D
Community 10185 N. Stelling Rd
Center Cupertino, Ca 95014
Rental Permits
P&R-008 Creekside Park Quinlan Comm. Ctr Jan.-Dec. 2012 D
Rental Permits 10185 N. Stelling Rd
Cupertino, Ca 95014
P&R-008 Monta 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
I
RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING
Email completed form to cityclerk@cupertino.org
File name or Box number: Quinlan Communitv Ceriter 2015 -
Destroyed Scanned Microfilmed
Resolution Date records Date: Date paper Date: Date paper
authorizing destroyed: destroyed: destroyed:
destruction: 15-098 11/12115
D=Destruction M=Microfilm S=Scanning
~
Additional IN rune rumber I Subject rdress I Date Ranges Type
information
Cupertino, Ca 95014
P&R-004 Drop-in Classes Quinlan Comm. Ctr Jan.-Dec. 2012 D
10185 N. Stelling Rd
Cupertino, Ca 95014
CW-032 Leader in Training Quinlan Comm. 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 Blvd. Cupertino, Ca 2003-2012
Forms 95014
P&R-015 Ceramic Center 10185 N. Stelling Rd Jan.-Dec. D
Fee Forms Cupertino, Ca 95014 2010 -2011