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Request No. 14REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS This Request for Authority to Destroy Obsolete Records is made pursuant to the: Gilroy Records Retention Guidelines adopted February 3, 2014, by City Council Resolution No. 2014 -11 I hereby request destruction of the records identified on the "Destruction of Obsolete Records Inventory," attached hereto as Exhibit "A." The records identified on Exhibit "A" will be referred to as "Obsolete Records." I have reviewed the Obsolete Records and hereby certify that the "record series numbers," "office of record/title & content of record ", and "dates of records ", identified on Exhibit "A" attached hereto, accurately and completely describe the Obsolete Records. I hereby certify that, based upon the Records Retention Guidelines, the City is no longer required to retain these Obsolete Records.. L✓?1 , I'' 1/12/2018 St4ff McAaber /Recor&,,1 nager Date I hereby certify that I have reviewed the Request for Destruction of Obsolete Records Inventory (Exhibit "A "), and, to my knowledge, the Obsolete Records Inventory does not identify any records which the City is required to retain in accordance with the City Records Retention Guidelines. Subject to the consent by the City Attorney as provided with the adoption of Resolution 2014 -11, I hereby consent to destruction of the Obsolete Records. Based upon the types of documents included in the Obsolete Records Inventory, the method of destruction shall be: Shredding X , Recycling , RME Destruction [to be inserted by City Clerk] I hereby consent to destrucl<ion of-the Obsolete Records 1/12/2018 CiN Clerk Date • Urban Growth Boundary Initiative Petition - 2 boxes of petitions (79 sections) Petition Certified 6/8/2016. Resolution accepting certification RESOLUTION. NO. 2016 -34 Adopted by the City Council 6/20/2016 4814 - 2150- 91442 LAC104706083 Clerk' 7351 Rosanna Street, Gilroy, CA. 9502 (408) 846 -0204 • fax (403) 846 -0500 CERTIFICATE OF SUFFICIENCY OF PETITION I, Shawna Freels, City Clerk of the City of Gilroy, County of Santa Clara, State of California, hereby certify that: The petition entitled "Gilroy Urban Growth Boundary Initiative" was filed with the City Clerk's Department on May 2, 2016; That said petition consists of 79 sections; That each section contains signatures purporting to be signatures of qualified electors of the City of Gilroy, CA; That attached to this petition at the time it was filed was an affidavit purporting to be the affidavit of the person who solicited the signatures, and containing the dates between which the purported qualified electors signed this petition; That the affiant stated his or her own qualification, that he or she had solicited the signatures upon that Section, that all of the signatures were made in his or her presence, and that to the best of his or her own infonnation and belief, each signature to that section was the genuine signature of the person whose name it purports to be; That after the proponents filed this petition and based on the County of Santa Clara Registrar of Voters' Signature Verification; I have detennined the following facts regarding this petition: 1. Total number of signatures filed by proponent raw count: 3565 2. Total number of signatures verified: 3573 3. Number of signatures found sufficient: 2743 4. Number of signatures found insufficient: 830 5. Number of signatures insufficient because of Duplication: 42 6. Total number of signatures required (to qualify for general election): 1923 (10% x 19229 voters) Based on the above, the "Gilroy Urban Growth Boundary Initiative" petition is deemed to be sufficient. IN WITNESS WHEREOF, I have here riito set my hand and affixed the official seal of the City of Gilroy this 8th day of June, 201,¢. Signed By: Date: awna Freels, City Clerk City of Gilroy Proponents: Coiulie Rogers, David Almeida, Rebeca Annendariz REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Request No. 14 This Request for Authority to Destroy Obsolete Records is made pursuant to the: Gilroy Records Retention Guidelines adopted February 3, 2014, by City Council Resolution No. 2014 -11 I hereby request destruction of the records identified on the "Destruction of Obsolete Records Inventory," attached hereto as Exhibit "A." The records identified on Exhibit "A" will be referred to as "Obsolete Records." I have reviewed the Obsolete Records and hereby certify that the "record series numbers," "office of record/title & content of record ", and "dates of records ", identified on Exhibit "A" attached hereto, accurately and completely describe the Obsolete Records. I hereby certify that, based upon the Records Retention Guidelines, the City is no longer required to retain these Obsolete Records. Staff Member/Reco s Manager Date I hereby certify that I have reviewed the Request for Destruction of Obsolete Records Inventory (Exhibit "A "), and, to my knowledge, the Obsolete Records Inventory does not identify any records which the City is required to retain in accordance with the City Records Retention Guidelines. Subject to the consent by the City Attorney as provided with the adoption of Resolution 2014 -11, I hereby consent to destruction of the Obsolete Records. Based upon the types of documents included in the Obsolete Records Inventory, the method of destruction shall be: Shredding 'V Recycling , RME Destruction 'v/ [to be inserted by City Clerk] 4814 - 2150- 91442 LAD04706083 )lete Records A t� Date Name Filing Date Retention Schedule 2015 OGO Certificate for Edward Tewes 10/20/2015 Current Year, then destroy after 2 years (CU +2) 2015 OGO Certificate for Pryanka Sabharwal 3/9/2015 Current Year, then destroy after 2 years (CU +2) 2015 OGO Certificate for William Borzone 6/23/2015 Current Year, then destroy after 2 years (CU +2) 2015 OGO Certificate for Luis Aguilar 2/6/2015 Current Year, then destroy after 2 years (CU +2) Name Term End Retention Schedule Linda Williams 2010 -2013 Closed /Completion, then destroy after 7 years (CL +7) Robert Sigala 2010 Closed /Completion, then destroy after 5 years (CL +5) Marilyn Roaf 2002 -2013 Closed /Completion, then destroy after 5 years (CL +5) Marco Machado 2013 Closed /Completion, then destroy after 5 years (CL +5) Phil King 2009 -2013 Closed /Completion,'then destroy after 5 years (CL +5) Casey Estorga 2012 -2013 Closed /Completion, then destroy after 5 years (CL +5) ,William Faus 2011 -2013 Closed /Completion, then destroy after 7 years (CL +7) David Dunkle 2013 Closed /Completion, then destroy after 5 years (CL +5) Edward Bozzo 2009 -2013 Closed /Completion, then destroy after 5 years (CL +S) Ben Anderson 2008 -2011 Closed /Completion, then destroy after 5 years (CL +5) Todd Barreras 2009 -2013 Closed /Completion, then destroy after 5 years (CL +5) Name Filing Date Retention Schedule Affordable Roofing & Solar - Agreement roof repair at city hall 2011 -2012 Closed /Completion, then destroy. after 5 years (CL +S) AKEL Engineering Group - 2010 Urban Water Management Plan 2010 -2012 Closed /Completion, then destroy after 5 years (CL +S) Bibliotheca, Inc. - Software /Installation of Computer System for the Library 2010 -2012 Closed /Completion, then destroy after 5 years (CL +S) Blair, Church & Flynn Consulting - Joint Trunk Sewer Replacement 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) EMC Planning Group - Christmas Hill Park Uvas Creek Outfall Reconstruction 2010 -2012 Closed /Completion, then destroy after 5 years (CL +S) Eureka Cartography - Agreement for Bike Map Project 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) Goodwin Consulting Group - 2011 Landscape Maintenance CFD 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) Hammett & Edison, Inc. - 2011 Agreement 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) HDR Engineering, Inc. - Agreement for Water.and Wastewater Rate Study 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) Jensen Landscape Services - Landscape Services and Amendments 2008 -2012 Closed /Completion, then destroy after 5 years (CL +S) Lynx Technologies, Inc. - 2011 Agreement and Amendment 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) Nova Partners - San Ysidro Park Project and Amendment. 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) P.V. Supa; Inc. - 2010 Agreement and Change Order 2010 -2012 Closed /Completion, then destroy after 5 years (CL +S) Pacific Maintenance Company - Custodial Services and Amendments 2007 -2012 Closed /Completion, then destroy.after 5 years (CL +S) .Randazzo Enterprises'- Demolition and Amendment & Changed Orders 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) SCC Public Health Department - Obesity Prevention Policy Development 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) .Second Harvest Food Bank - Operation Brown Bag 2011 -2012 Closed /Completion, then destroy after 5 years (CL +S) Xerox - .Lease Agreement 2008 -2012 Closed /Completion, then destroy after 5 years (CL +S) Xerox - Pool Plan Agreement 2008 -2012 Closed /Completion, then destroy after 5 years (CL +S) Name Term End Retention Schedule Jailene Arellano.- Youth Commission 2012 Closed /Completion, then destroy after 5 years (CL +5) Alyssa Dorn - Youth Commission 2012 Closed /Completion, then destroy after 5 years (CL +5) Cindy Kang - Youth Commission 2009 -2012 Closed /Completion, then destroy after.5 years (CL +5) Charlenne Medina - Youth Commission 2009 -2012 Closed /Completion, then destroy after 2 years (CL +2) Morgan Triolo - Youth Commission 2009 -2012 Closed /Completion, then destroy after 5 years (CL +5) Jessica Cabatingan - Youth Commission 2010 -2012 Closed /Completion, then destroy after 5 years (CL +5) Barbara Douglass - Housing Advisory Committee 2012 Closed /Completion, then destroy after 5 years (CL +5) Andy Lief - Housing Advisory Committee 2011 Closed /Completion, then destroy after 5 years (CL +5) Russel Sosa - Housing Advisory Committee 2012 Closed /Completion, then destroy after 5 years (CL +5) Casey Estorga - Physically Challenged Board 2010 -2012 Closed /Completion, then destroy after 5 years (CL +5) David Marano - Building Board of Appeals 2011 Closed /Completion, then destroy after 2 years (CL +2) Valerie Hammonds - Public Art Committee 2012 Closed /Completion, then destroy after 5 years (CL +5) Karen Aitken - Bernosky - Public Art Committee 2010 -2012 Closed /Completion, then destroy after 5 years (CL +5) Richard Vallalba- Navarette - Arts & Culture Comm 2011 -2012. Closed /Completion; then destroy after 5 years (CL +5) Phyllis Armenta - Arts '& Culture Commission 2012 Closed /Completion, then destroy after 5 years (CL +5) Dave Dunkle - Arts & Culture Commission 2011 -2012 Closed /Completion, then destroy after 5 years (CL +5) Name Arts & Culture Packet 2015/01/13 Arts & Culture Packet 2015/02/10 Arts & Culture Packet 2015/03/10 Filing Date 1/1/2015 1/1/2015 1/1/2015 Retention Schedule Current Year, then destroy after 2 year (CU +2) Current Year then destroy after 2 year (CU +2) Current Year, then destroy after 2 year (CU +2) Name Filing Date Retention Schedule Bicycle Pedestrian. Packet 2015/01/27 1/1/2015 Current Year, then destroy after 2 year (CU +2) Bicycle Pedestrian Packet 2015/02/24 1/1/2015 Current Year, then destroy after 2 year (CU +2) Bicycle Pedestrian Packet 2015/03/24 1/1/2015 Current Year, then destroy after 2 year (CU +2) Bicycle Pedestrian Packet 2015/04/28 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name Filing Date Retention Schedule City Council Packet 2015/01/05 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/01/26 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/02/02 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/03/02 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Strategic Planning Session 2015/03/06 & 3/07. 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/03/16 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/04/06 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/04/20 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/05/04 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/05/11 & 05/12 Study Session 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/05/18 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/06/01 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/06/15 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/07/01 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/08/03 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/08/17 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Special Mtg Packet 2015/08/24 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/09/14 1/1/2015 Current Year, then destroy after 2 year -(CU +2) City Council Packet 2015/09/18 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/10/05 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Notice of Adjuurment 2015/10/19 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/10/26 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/11/02 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/11/16 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/12/07 1/1/2015 Current Year, then destroy after 2 year (CU +2) City Council Packet 2015/12/14 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name Filing Date Retention Schedule CNRC Packet 2015 /03/09 1/1/2015 Current Year, then destroy after 2 year (CU +2) CNRC Packet 2015/03/17 1/1/2015 Current Year, then destroy after 2 year (CU +2) CNRC Packet 2015/03/31 1/1/2015 Current-Year, then destroy-after 2 year (CU +2) CNRC Packet 2015/04/28 1/1/2015 Current Year, then destroy after 2 year (CU +2) CNRC Packet 2015/09/16 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name Filing Date Retention ,Schedule Historic Heritage Packet 2015/01/21 Historic Heritage Packet 2015/02/18 Historic Heritage Packet 2015/03/18 Historic Heritage Packet 2015/04/15 Historic Heritage Packet 2015/04/22 1/1/2015 Current Year, then destroy after 2 year. (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name Filing Date Retention Schedule Housing Advisory Packet 2015/01/14 Housing Advisory Packet 2015/02/11 . Housing Advisory Packet 2015/03/11 Housing Advisory Packet 2015/04/08 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name . Filing Date Retention Schedule General Plan Packet 2015/01/14 1/1/2015 Current Year, then destroy after 2 year (CU +2) General. Plan Packet 2015/02/11 1/1/2015 Current Year, then destroy after 2 year (CU +2) General Plan Packet 2015/02/25 1/1/2015 Current Year, then destroy after 2 year (CU +2) General Plan Packet 2015/03/11 1/1/2015 Current Year, then destroy after 2 year (CU +2) General Plan Packet 2015/03/18 1/1/2015 Current Year, then destroy after 2 year (CU +2) General Plan Packet 2015/04/08 1/1/2015 Current Year, then destroy after 2 year (CU +2) General Plan Packet 2015/09/16 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name Filing Date Library Commission Packet 2015/01/14 Library Commission Packet 2015/02/11 Library Commission Packet 2015/03/11 Retention Schedule 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/4/2015 Current Year, then destroy after 2 year (CU +2) C Name Filing Date Retention Schedule Open Government Packets 2015/03/26 1/1/2015 Current Year, then destroy after 2 year (CU +2) Open Government Packets 2015/06/03 1/1/2015 Current Year, then destroy after 2 year (CU +2) Open Government Packets 2015/10/08 1/1/2015 Current Year, then destroy after 2 year.(CU +2) Name Filing Date Parks & Recreation Packet 2015/01/20 Parks & Recreation Packet 2015/02/17 Parks & Recreation Retreat-2015 /02/21 Parks & Recreation Packet 2015/03/17 Parks & Recreation Packet 2015/04/21 Retention Schedule 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name Filing Date Personnel Commission Packet 2015/01/12 Personnel Commission Packet 2015/02/09 Personnel Commission Packet 2015/03/09 Personnel Commission Packet 2015/04/13 Personnel Commission Packet 2015/09/14 Retention Schedule 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name I Filing Date Retention Schedule Physically Challenged Board Packet 2015 /01/13 1/1/2015 Current Year, then destroy after 2 year (CU +2) Physically Challenged Board Packet 2015/04/14 1/1/2015 Current Year; then destroy after 2 year (CU +2) Name Filing Date Planning Commission Cancellation Notice 2015/01/08 1/1/2015 Planning Commission Packet 2015/02/05 1/1/2015 Planning Commission Packet 2015/03/05 1%1/2015 Planning Commission Special Packet 2015/04/02 1/1/2015 Planning Commission Packet 2015/04/22 1/1/2015 Retention Schedule Current Year, then destroy after 2 year (CU +2) Current Year, then destroy after 2 year (CU +2) Current Year, then destroy after 2 year (CU +2) Current Year, then destroy after 2 year (CU +2) Current Year, then destroy after 2 year (CU +2) Name Filing Date Retention Schedule Public Art Committe Packet 2015/01/28 Public Art Committee Packet 2015/02/25 Public Art Committe Packet 2015/03/25 Public Art Committee Special Packet 2015/03/30 Public Art Committe Packet 2015/04/22 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2). Name Filing Date Retention Schedule SCRWA Cancellation Notice 2015/01/07 1/1/2015 Current Year, then destroy after 2 year (CU +2) SCRWA Packet 2015/02/04 1/1/2015 Current Year, then destroy after 2 year (CU +2) SCRWA Packet 2015/03/04 1/1/2015 Current Year, then destroy after 2 year (CU +2) SCRWA Packet 2015/04/01 1/1/2015 Current Year, then destroy after 2 year (CU +2) SCRWA Packet 2015/11/04 1/1/2015 Current Year, then destroy after 2 year (CU +2) Name Filing Date Retention Schedule Youth Commission Packet 2015/01/12 Youth Commission Packet 2015/02/09 Youth Commission Packet 2015/03/09 Youth Commission Packet 2015/04/13 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2) 1/1/2015 Current Year, then destroy after 2 year (CU +2)