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City Council Resolution 09-043
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, Government Code Section 34090 et seq. authorizes City department heads to destroy certain records, documents, instruments, books or paper after the same are no longer required with the approval of the legislative body by resolution and the written consent of the City Attorney. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: That it does hereby authorize the department heads to destroy those certain records, documents, instruments, books or paper under their charge as described in Exhibit `A.' The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 15 day of July, 2009 by the following vote: AYES: Councilmember Susie Nagpal, Howard Miller, Jill Hunter, Vice Mayor Kathleen King, Mayor Chuck Page NOES: None ABSENT: None ABSTAIN: None ATTEST: f. JJJ. Annul ivan, Cty Clerk RESOLUTION NO. 09 -043 Box Description Division Record Series Official retention Retain through "69" Accounts Payable "A Misc. Frontier Travel and Tours" FY 90/91 Accounts Payable Accounts Payable AU +4 1995 False Alarm cards, unpaid ('83 -'84) [small boxi Accounts Receivable Accounts Receivable AU +4 1988 Payroll Checks 17501 -20817 FY 95/96 -96/97 Accounts Payable Checks AU +5 2002 29B A/P Check Copies FY 97/98, Permit Refunds A -Z, Rental Deposit Refunds A -Z Accounts Payable Accounts Payable AU +4 2002 3A A/P Check Copies FY 97/98 A -C (includes "Contracts" and ABAG Accounts Payable Accounts Payable AU +4 2002 Petty Cash Reimbursement FY (97/98) Accounts Payable Accounts Payable AU +4 2002 3B NP Check Copies FY 97/98 M -R Accounts Payable Accounts Payable AU +4 2002 43D Savings Account Reconciliation FY 98/99 Check Reports FY 98/99 (NP, July March) Includes full A/P books Reports Accounts Payable Account Reconciliation Accounts Payable AU +5 AU +4 2004 2003 44A 46A A/P Check Copies FY 98/99 C, C Misc, D -F Accounts Payable Accounts Payable AU +4 2003 46B A/P Check Copies FY 98/99 G -L Accounts Payable Accounts Payable AU +4 2003 47A A/P Check Copies FY 98/99 Principle Life through San Jose Water Company Accounts Payable Accounts Payable AU +4 2003 47D NP Check Copies FY 98/99 S -Z Accounts Payable Accounts Payable AU +4 2003 48A A/P Check Copies FY 98/99: Class /Permit/Rental Deposit Refunds A -Z Accounts Payable Accounts Payable AU +4 2003 49B Reconciled Checks and Ck# 74887 to 80423 ('98- '99) Accounts Payable Checks AU +5 2004 54D Bank Statements (July '99-March '00) Accounting Banking Records AU +5 2005 CAL -Card manual, Pooled Money Investment Board reports, bank rate info (2000 or earlier) General Administration Administrative Services Reference Files, External Sources SU +2 2002 59A False Alarm Cards 12/98 -12/99 Accounts Receivable Accounts Receivable AU +4 2004 64B Comerica Bank Checking Acct transaction receipts FY 96/97 97/98 Accounting Banking Records AU +5 2003 Cancelled Checks FY 96/97 97/98 Accounts Payable Checks AU +5 2003 64D Comerica Bank Checking Acct, Cancelled Checks FY 97/98 Accounting Banking Records AU +5 2003 65A General Checking Acct Reconciliation (July 1999- Dec 1999, Jan 2000 -June 2000) Reports Account Reconciliation AU +5 2005 Checks FY 99/00 Accounts Payable Checks AU +5 2005 66B Accounts Payable FY 99/00 (July- February) Accounts Payable Accounts Payable AU +4 2004 73B Cash Edit Lists Cash postings (Apr. '00 -June '00) Accounts Receivable Accounts Receivable Cash receipts Cash receipts AU +4 AU +4 2004 2004 73D Cash Edit Lists Cash postings (Feb. '00 -April '00) 74A Cash Edit Lists Cash Postings (Jan -Feb 2000) Accounts Receivable Cash receipts AU +4 2004 74A Cash Edit Lists (Jan, Feb, June '00), Accounts Receivable ('99 -'00), and Data Tickets ('99) Accounts Receivable Cash receipts; Accounts Receivable AU +4 2004 74B Accounts Payable FY 99/00, Edit and Update Lists FY 99/00 Accounts Payable Accounts Payable AU +4 2004 Purchase Order Encumbrances, Encumbrance Edit/Update Lists FY 99/00 Accounts Payable Purchase Orders AU +4 2004 Check Register /Cert. FY 99/00 Accounts Payable Check Registers CU +7 2007 Exhibit A Records to be Destroyed Administrative Services Department 76C Terminated employee files (2000) Payroll Employee Payroll files CU +6 2006 77B Cash Edit Lists (Jul. '00 -Aug. '00) (Cash postings) Accounts Receivable Cash receipts AU +4 2004 79B Instructor Fees (FY 99/00) S- Wilten. Accounts Payable Accounts Payable AU +4 2004 Business license files (not applications) transferred from 77C (FY 99/00) Accounts Receivable Business License Files T +4 2005 79C Permit Refunds, Rental Deposit Refunds, and Instructor Fees (A- Russell) (FY 99/00) Accounts Payable Accounts Payable AU +4 2004 80A Accounts Payable (Pacific -Shaw) (FY99 /00) Accounts Payable Accounts Payable AU +4 2004 80B Accounts Payable Cha), FY99 /00 Accounts Payable Accounts Payable AU +4 2004 81A Accounts Payable (F- Larson) (FY 99/00) Accounts Payable Accounts Payable AU +4 2004 81 B Accounts Payable (League Pacific) (FY 99/00) Accounts Payable Accounts Payable AU +4 2004 81C Accounts Payable (San Jose -US) (FY 99/00) Accounts Payable Accounts Payable AU +4 2004 81D Accounts Payable (A misc -Dept. Conservation) FY 86/87 Accounts Payable Accounts Payable AU +4 1991 81 D Accounts Payable (Unisource -Zee), "A -Z Nursery", Class/Trip Refunds A -Z 99/00 Accounts Payable Accounts Payable AU +4 2004 82C Bank Statements (June '99, April '00-Dec. '00) Accounting Banking Records AU +5 2006 82D Bank Statements (00 -01) Accounting Banking Records AU +5 2005 Payroll Reconciliation (2000) Reports Bank Reconciliation AU +5 2005 84A Journal Entries ('00 -'01) Accounting Journal AU +7 2008 84B Cash Edit Lists (Nov '00- Dec. '00) Accounts Receivable Cash receipts AU +4 2005 84C Cash Edit Lists (Jan. '01 -Feb. '01) Accounts Receivable Cash receipts AU +4 2005 84D Cash Edit Lists /Cash Postings (March -April '01) Accounts Receivable Accounts Receivable Cash receipts Accounts Receivable AU +4 AU +4 2005 2005 85A Accounts Receivable (FY 00/01) [full year] 85C Business License Renewals ('01) Accounts Receivable Business License Files T +4 2006 85D Cash Edit Lists (Sep -oct 2001) Accounts Receivable Cash receipts AU +4 2006 Bank statements (sep -oct 2001) Accounting Banking Records AU +5 2006 86A Cash Edit Lists (Nov. '01 -Dec. '01) Accounts Receivable Cash receipts AU +4 2006 Bank Statements (Nov. '01 -Dec. '01) Accounting Banking Records AU +5 2007 86B Bank Statements (Jun -Aug 2001) Accounting Banking Records AU +5 2008 Journal Entries (June 2001) Accounting Journal AU +7 2008 Payroll Account Reconciliation (FY 00/01) Reports Bank Reconciliation AU +5 2006 86C Cash Postings /Cash edit lists (May '01- Jun. '01) Accounts Receivable Cash receipts AU +4 2005 86D Cash Postings (Jul. '01 -Aug. '01) Accounts Receivable Cash receipts AU +4 2006 87A Cash Receipts A -Z Files (FY 00/01) Accounts Receivable Cash receipts AU +4 2005 87B False Alarm Cards ('00 -'01) Accounts Receivable Accounts Receivable Au +4 2005 Parking Citations paid and appeal info (mainly referrals to Data Ticket) 2000 -2001 Accounts Receivable (CD- Code Compliance: Parking Citations) Accounts Receivable AU +4* 2006 89C Payroll Employee Time Sheet Files PP #14 -00 to #26 -01 (6/24/00 12/21/01) Payroll Payroll Employee Timesheets AU +6 2008 93B Gen. Checking Account Reconciliation (FY 00/01), Cleared Checks #82191 -85690 Reports Account Reconciliation AU +5 2006 93C General Checking Account cleared checks (01/02) Nos. 85692 -89272 Accounts Payable Checks AU +5 2007 94A Payroll checking account, cleared checks Jan. 2000 Jun 2002 Accounts Payable Checks AU +5 2007 Employee Payroll 94B Terminated employee files (2002) Payroll files Cu +6 2008 Accounts 96B Cash Postings (May -June 2002) Receivable Cash receipts AU +4 2006 Accounts 96C Cash Postings (July '02) Receivable Cash receipts AU +4 2006 Bank Deposit Books FY 01/02, 02/03, Banking receipts Jan -Dec 2002 Accounting Banking Records AU +5 2008 Accounts Accounts 97A Accounts Receivable (FY 01/02) Receivable Receivable AU +4 2006 Payroll Bank Recon. (July 2001 -June 2002), Bank Bank 97B Statements (Jan. -June 2002) Reports Reconciliation AU +5 2007 Business License Renewals and B /L's printed (Oct. Accounts Business License 97C 2001- Dec. 2002), Indiv B /L's printed (2001) Receivable Files T +4 2007 97D Bank Statements (July 2002 -June 2003) Accounting Banking Records AU +5 2008 Accounts Business License 98A Printed Business licenses (2002) Receivable Files T +4 2007 Accounts Receivable (CD- Code Compliance: Accounts Paid Parking Citations ('02) Parking Citations) Receivable AU+4* 2006 Accounts 98B Cash Receipts A -Z Files (FY 01/02) Receivable Cash receipts AU +4 2006 Accounts 98C Cash Postings (Jan. '02 -Feb. '02) Receivable Cash receipts AU +4 2006 Accounts 98D Cash Postings (Mar. '02 -Apr '02) Receivable Cash receipts AU +4 2006 Account 100B Gen. Checking Account Reconciliation (FY 02/03) Reports Reconciliation AU +5 2008 Accounts 100C Cash Postings (aug. '02 Sept. '02) Receivable Cash receipts AU +4 2007 Accounts 100D Cash Postings (Oct. '02 Nov '02) Receivable Cash receipts AU +4 2008 Accounts 101A Cash Postings (Dec. '02 Jan. '03) Receivable Cash receipts AU +4 2007 Accounts 101B Cash Postings (Feb. '03 Mar. '03) Receivable Cash receipts AU +4 2008 Accounts 101C Cash Postings (Apr '03 May '03) Receivable Cash receipts AU +4 2008 Accounts Accounts 103A Accounts Receivable (FY 02/03) Receivable Receivable AU +4 2007 103B Account Payable Checks Copies "A Misc. Coate, Barrie" (FY 01/02 [03]) Accounts Payable Accounts Payable AU +4 2007 Account Payable Checks Copies "Commonwealth 103C Credit Union Fry's Electronics" (FY 01/02) Accounts Payable Accounts Payable AU +4 2006 Account Payable Checks Copies G -I (FY 01/02) 103D Includes checks from July 2002 (FY 02 -03) Accounts Payable Accounts Payable AU +4 2007 Account payable checks copies "J Misc. Oriental 123A Trading Co" (FY 01/02) Accounts Payable Accounts Payable AU +4 2006 Account payable checks copies "P misc. S misc" 123B (FY 01/02 [03]) Accounts Payable Accounts Payable AU +4 2007 Account payable checks copies "S Misc. Sutro 123C Co" (FY 01/02) Accounts Payable Accounts Payable AU +4 2006 Account payable checks copies "T.A.K.'s Equipment 123D Zutshi, Ruchi" (FY 01/02[03]), Void PO's Accounts Payable Accounts Payable AU +4 2007 Account Payable Check copies FY01 /02 Class 124A trip refunds, rental deposit refunds, permit refunds Accounts Payable Accounts Payable AU +4 2006 Account Payable Checks copies FY 01/02 Instructor 124B Fees A -Z Accounts Payable Accounts Payable AU +4 2006 Account Payable checks copies FY 00/01, A Misc. 124C Burns, Lori Accounts Payable Accounts Payable AU +4 2005 Account payable checks copies C Misc. Dunn 124D Edwards Corporation (FY 00/01) Accounts Payable Accounts Payable AU +4 2005 125A Account payable checks copies FY 00/01 E Misc. Interstate Battery System Accounts Payable Accounts Payable AU +4 2005 125B Account payable checks copies J Misc. Orchard Supply Hardware (FY 00/01) Accounts Payable Accounts Payable AU +4 2005 125C Account payable checks copies P Misc. Royal Coach Tours (FY 00/01) Accounts Payable Accounts Payable AU +4 2005 125D Account payable checks copies S Misc. Super Glass (FY 00/01) Accounts Payable Accounts Payable AU +4 2005 126A Account payable checks copies TUV Misc., T.A.K.'s Equipment Zee Medical (FY 00/01) Accounts Payable Accounts Payable AU +4 2005 126B Account payable checks copies Permit Refunds, Instructor Fees (FY 00/01) Accounts Payable Accounts Payable AU +4 2005 126C Account payable checks copies Class and trip Refunds, rental deposit refunds (FY 00/01) Accounts Payable Accounts Payable AU +4 2005 131A- 1 Bank deposit tickets (11/23/99 Reception to 5/14/01 Building) [small box] Accounting Banking Records AU +5 2006 140D Accounts receivables FY 03/04, NR invoices A Z (FY 03/04) Accounts Receivable Accounts Receivable AU +4 2008 141C White receipts with backup documentation (cash receipts) (FY 02/03) Accounts Receivable Cash receipts AU +4 2007 141D White receipts with backup documentation (cash receipts) (FY 03/04) A Misc. State of CA Payment Sched Accounts Receivable Cash receipts AU +4 2008 D1 Vendor Payments FY 96 -97 Central Bay Painting Co. to Fry's Electronics Accounts Payable Accounts Payable AU +4 2001 D2 Vendor Payments 2000 -2003 Accounts Payable Accounts Payable AU +4 2007 D3 Accounts Payable FY 96/97 Employee reimbursement, cash refunds A -L, deposit refunds, Vendor payments W Misc. Zee Medical Accounts Payable Accounts Payable AU +4 2001 F2 Business License files Renewal Reports (Jan -Mar '03) Accounts Receivable Business License Files T +4 2008 A/p Checks Copies "L -W Misc." (FY 03/04) [from F14] Accounts Payable Accounts Payable AU +4 2008 F4 Cash Edit Lists /Cash Postings (Jul. '03 Aug. '03) Accounts Receivable Cash receipts AU +4 2008 F5 Cash Edit Lists /Cash Postings (May '04 Jun. '04) Accounts Receivable Cash receipts AU +4 2008 F10 Cash Edit Lists /Cash Postings (Mar '04 Apr. '04) Accounts Receivable Cash receipts AU +4 2008 F12 lnact. Business File Copies /Renewal Reports /Notices Park. Cit. ('03) Accounts Receivable Business License Files T +4 2008 F13 Cash Postings (Jun. '03) False Alarm Cards ('02- '03) Accounts Receivable Cash receipts AU +4 2008 F15 A/p Checks Copies Cotton Shires and Assoc. Horizon (FY 03/04) Accounts Payable Accounts Payable AU +4 2008 F16 Account Payable Checks Copies "V Misc. Zutshi" (FY 02/03) Accounts Payable Accounts Payable AU +4 2007 F17 A/p Checks Copies PG &E -San Jose Water (FY 03/04) Accounts Payable Accounts Payable AU +4 2008 F18 A/p Checks Copies "Maximus Inc Pollock, Felicia Peters" (FY 03/04) Accounts Payable Accounts Payable AU +4 2008 F20 Account Payable Checks Copies "SCC Dept. of Revenue -UNUM Life Ins." (FY 02/03) Accounts Payable Accounts Payable AU +4 2007 F21 A/p Checks Copies (FY 03/04) "Santa Clara County Department of Revenue Streit, Nick" Accounts Payable Accounts Payable AU +4 2008 F22 Cash Edit Lists /Cash Postings (Sept. '03 Oct. '03) Accounts Receivable Cash receipts AU +4 2008 F23 Account Payable Checks Copies "PG &E -San Jose Water" (FY 02/03) Accounts Payable Accounts Payable AU +4 2007 F24 A/p Checks Copies (Sullivan, Anne Zutshi, Ruchi) (FY 03/04) Accounts Payable Accounts Payable AU +4 2008 1 F25 Account Payable Checks Copies "H Misc. -L Misc." (FY 02/03) Accounts Payable Accounts Payable AU +4 2007 F26 A/p Checks Copies (A Misc. -Coast Oil Company) (FY 03/04) Accounts Payable Accounts Payable AU +4 2008 F27 Account Payable Checks Copies "Coate, Barrie Greg G. Ing and Associates" (FY 02/03) A/p Checks Copies (I Misc.- League of California Cities) (FY 03/04) Accounts Payable Accounts Payable Accounts Payable Accounts Payable AU +4 AU +4 2007 2008 F28 F29 Account Payable Checks Copies "Rental Dep. /Permit Ref /Instr. Fees" (FY 02/03) Accounts Payable Accounts Payable AU +4 2007 F30 Account Payable Checks Copies "League of CA Cities -Pac Bell Worldcomm" (FY 02/03) Accounts Payable Accounts Payable AU +4 2007 F31 A/p Checks Copies (A Kuhn, Brian) (FY 03/04) Instructor fees and class refunds Accounts Payable Accounts Payable AU +4 2008 F32 Cash Edit Lists (Nov '03 Dec. '03) Accounts Receivable Cash receipts AU +4 2008 F44 Bank Account Savings Recon. (FY 99/00 00/01) Account Payable Checks Copies 'A City of Saratoga Petty Cash (Finance)" (FY 02/03) Reports Accounts Payable Bank Reconciliation Accounts Payable AU +5 AU +4 2006 2007 F45 F51 Gen. Checking Account (FY 02/03) Cancelled Checks #89477 -92099 Accounts Payable Checks AU +5 2008 F66 Payroll Employee Files for terminated employees ('01) Payroll Employee Payroll files CU +6 2008 Time Sheet Files for terminated employees ('01) Payroll Payroll Employee Timesheets AU +6 2008 F68 General Checking Account Reconciliation FY 01/02 Reports Account Reconciliation AU +5 2007 F8 Cash Edit Lists /Cash Postings (Jan. '04 Feb '04) Accounts Receivable Cash receipts AU +4 2008 *Where a record could arguably be placed in multiple records series, we have listed both series and kept only the longer retention period. For example, Parking Citations are processed through Administrative Services: Accounts Receivable as Accounts Receivable files; they are also listed in Community Development: Code Compliance as "Parking Citations" but have a shorter retention period. We list the Accounts Receivable retention period. The following records may only be destroyed if the accompanying resolution to amend the records retention schedule is approved. Payroll Registers (a permanent record) have all been removed Box Description Division Record Series Official retention Retain through 36B Payroll Reports /Records (Apr -Jun 1998) Payroll Payroll Salary and Deduction Registers AU +5 2003 36D Payroll Reports /Records (Jan -Mar 1998) Payroll Payroll Salary and Deduction Registers AU +5 2003 37A Payroll Reports /Records (Oct -Dec 1998) Payroll Payroll Salary and Deduction Registers AU +5 2004 86B Payroll reports (from 16B) (July August 1997) Payroll Payroll Salary and Deduction Registers AU +5 2003 88A Payroll Reports /Records (Jun -Mar 2002) Payroll Payroll Salary and Deduction Registers AU +5 2007 88C Payroll Reports /Records (May -Jul 2002) Payroll Payroll Salary and Deduction Registers AU +5 2008 90B Payroll Reports /Records (Jan. '01 Mar '01) Payroll Payroll Salary and Deduction Registers AU +5 2006 90C Payroll Reports /Records (Mar -May 2001) Payroll Payroll Salary and Deduction Registers AU +5 2006 90D Payroll Reports /Records (May -Jun 2001) Payroll Payroll Salary and Deduction Registers AU +5 2006 91A Payroll Reports /Records (Jul- Aug '01) Payroll Payroll Salary and Deduction Registers AU +5 2007 91 B Payroll Reports /Records (Sep -Oct '01) Payroll Payroll Salary and Deduction Registers AU +5 2007 91C Payroll Reports /Records (Nov -Dec '01) Payroll Payroll Salary and Deduction Registers AU +5 2007 92B Payroll Reports /Records (Sep -Nov 2002) Payroll Payroll Salary and Deduction Registers AU +5 2008 92C Payroll Reports /Records (Nov- Dec '02) Payroll Payroll Salary and Deduction Registers AU +5 2008 F53 Payroll Reports /Records (Mar '02 May '02) Payroll Payroll Salary and Deduction Registers AU +5 2007 F55 Payroll Reports /Records (Jul '02 Sept. '02) Payroll Payroll Salary and Deduction Registers Payroll Salary and Deduction Registers AU +5 AU +5 2008 2004 F74 Payroll Processing Reports (9/30/98) Payroll Sox Description Division Series Officiat retention Retain through 2006 #1 Blue binder pages for facility location of classes 7/03 12/03, Long form class locations winter 99, Spring 99 Fall 03, winter /spring 03 and spring /summer 04 General Administration Recreation /Facilities Administrative Records CU +2 2008 Receipts 07/01 02/03, AS- Accounts Receivable Cash Receipts AU +4 2007 purchase orders 07/02- 06/02, refunds 03, petty cash forms 00 -03, ABAG power purchasing pool 02 -03, check request 06/01/03- 09/11/03, teacher payments spring 02 release forms for camps 03 AS- Accounts Payable Recreation Accounts Payable; Purchase Orders Release of Liability /Health forms AU +4 CU +4 2008 2007 cancelled classes summer 04 General Administration Recreation /Facilities Reference Files, Internal SU +2 2006 Box Description Division Series Official retention Retain through #1 City Volunteer Program Records (non- active volunteer records) FY 2000 -06 Human Resources City Volunteer Program Records T +2 2008 City Manager's Office (Human Resources) Recreation/Facilities Department Records ready for destruction Note: Many of the accounting records stored by Recreation/Facilities are fully duplicated in Administrative Services. These records have been given retention periods based upon the retention requirements of the records series as noted in the Administrative Services section of the records retention schedule, and have been listed as "AS- Accounts Payable" etc. m the Division column registration forms summer 04 Recreation Registration Forms CU +2 2006 #2 Accounting Daily 6/02 -9/02 AS- Accounts Receivable Accounts Receivable AU +4 2007 winter 03 rosters Recreation Class Rosters CU +2 2005 bottom line report (winter 03) Recreation Bottom Line Reports CU +2 2005 #3 Daily Accounting 6/20/2003 04/2004 AS- Accounts Receivable Accounts Receivable AU +4 2008 #4 Building Rentals 2003 -2004, contracts, schedules, receipts calendars Facilities Facility Rentals cu +4 2008 #6 PO's 07/01- 12/01, class refunds 07/00- 08/01, check requests July -Dec 01; fall, summer, spring 02 refunds teachers payment. AS- Accounts Payable Accounts Payable; Purchase Orders AU +4 2006 activity summary 03/01- 05/01, activity listings 08/01 -11/01 General Administration Recreation /Facilities Reference Files, Internal SU +2 2004 blue binder facilities res. Reports 07/01 12/01, party rental forms 99 -01, long form classroom sched. Summer, winter, spring 02. expenditure approval listing 07/01 12/01, daily accounting 03/04 -04/04 General Administration Recreation /Facilities AS- Accounts Receivable Administrative Records Accounts Receivable CU +2 AU +4 2004 2008 #8 Accounting Daily 3/02 -6/02 AS- Accounts Receivable Accounts Receivable AU +4 2006 #9 Robert Kirks ABAG purchasing 01 -02, PO register 99 -00, class refund rosters 99 -00 03 -04, AS- Accounts Payable Accounts Payable AU +4 2008 incident Reports 93 -98, Risk Management Accident and Incident Reports CL +7 2005 fall 01 rosters, faxes, info, rosters faxes 02, Recreation Class Rosters CU +2 2004 long form spring /summer 02, long forms bldg assignments for classes 01, General Administration Recreation /Facilities Administrative Records CU +2 2004 fall reconciliation reports 1/09/00, 04/19/01, 12/00- 05/01, AS- Reports Account Reconciliation AU +5 2006 daily accounting receipts Jan 01 -June 01 AS- Accounts Receivable Accounts Receivable AU +4 2005 check registers 12/00 -06/01 AS- Accounts Payable Check registers CU +7 2008 instructor roster 99 -00 Recreation Roster of Instructors SU +2 2003 Instructor contracts 98, Recreation Instructor Applications and Contracts T +4 2003 camp release forms 12/03 Recreation Release of Liability /Health forms CU +4 2007 #10 Building Rentals 7/00 -6/02, calendars, rental logs, schedules, receipts contracts. Facilities Facility Rentals cu +4 2006 #11 Registration forms fall 01, winter, spring, 02 trip, spring, summer 02 Recreation Registration Forms cu +2, 2004 #12 Payroll instructor 02/03, payroll instructor 02 -03, Recreation Instructor Payments cu +4 2008 class refunds 04, AS- Accounts Payable Accounts Payable AU +4 2008 fall rosters 04, winter 05 rosters misc reports, hobbit play enrollment 03, Recreation Class Rosters CU +2 2007 redwood sports liability forms 04, Recreation Release of Liability/Health forms CU +4 2008 facility reports 7/04 -1/05 (calendars of facility use) General Administration Recreation /Facilities Administrative Records CU +2 2007 #13 Fall, summer, spring 02 Teacher payments, refunds, Accounting 3/04 04/30/04 AS- Accounts Payable Accounts Payable AU +4 2008 #14 Building Rentals 02/03 03/04, contracts, schedules, calendars receipts. Facilities Facility Rentals cu +4 2008 #15 Registration forms 2001 Recreation Registration Forms CU +2 2003 #16 Daily Accounting Nov -Dec 01 Aug -Oct 01 AS- Accounts Receivable Accounts Receivable AU +4 2006 Activity summary spring 01,& summer, winter, spring 2000 General Administration Recreation /Facilities Reference Files, Internal SU +2 2003 #17 Purchase orders 7/01/02- 06/20/2003; class refunds summer 2001, fall summer 2000, AS- Accounts Payable Accounts Payable AU +4 2007 contracts on former instructors 1991 -2003, personnel forms on former rec leaders 1991 -2003, Recreation Instructor Applications and Contracts T +4 2008 teacher payments summer 2000 20001 Recreation Instructor Payments CU +4 2005 spring 2000 Winter 2002 rosters, faxes and rosters info 2001 Recreation Class Rosters CU +2 2003 reports, information mailing lists 2002 General Administration Recreation /Facilities Administrative Records CU +2 2004 #18 refunds spring summer 03, summer 03 refunds, AS- Accounts Payable Accounts Payable AU +4 2007 teacher payment spring& summer 03, Recreation Instructor Payments CU +4 2007 drafts for winter 03 brochure, Recreation Activity Guides CU +2 2005 summer 03 rosters notes on classes, Recreation Class Rosters CU +2 2005 long forms fall 02, summer 03, winter /spring 03, old correspondence with instructors 02, blank old forms, old voice mail books 2003. General Administration Recreation /Facilities Administrative Records CU +2 2005 #19 summer camp paperwork, brochure report, long forms, 2000 -2001 General Administration Recreation /Facilities Administrative Records CU +2 2003 Trip Registration Forms 2000 -2001 Recreation Registration Forms CU +2 2003 #20 Activity summary fall 2000 winter 01, information on classes 02, 03 General Administration Recreation /Facilities Reference Files, Internal SU +2 2006 roster changes summer camps 2000, THE accounting 2/07/00- 08/11/00, daily accounting 1/07/03 3/31/03 11/27/02- 1/16/03, Recreation AS- Accounts Receivable Class Rosters Accounts Receivable CU +2 AU +4 2002 2007 refund info 2003, AS- Accounts Payable Accounts Payable AU +4 2007 #21 daily accounting 01, AS- Accounts Receivable Accounts Receivable AU +4 2006 winter wonderland registration forms 2001, Recreation Registration Forms CU +2 2003 Activity Reports listing 01, 02, General Administration Recreation /Facilities Reference Files, Internal SU +2 2005 teacher payments winter 01 02, Recreation Instructor Payments CU +4 2006 refunds 01 AS- Accounts Payable Accounts Payable AU +4 2005 #22 2001 activity summary, class stats fall 01 General Administration Recreation /Facilities Reference Files, Internal SU +2 2004 brochure info 01, fall 2000 brochure Recreation Activity Guides CU +2 2003 calendar of classes fall 2000 General Administration Recreation /Facilities Administrative Records CU +2 2002 teacher phone lists 01 Recreation Roster of Instructors SU +2 2004 faxes roster info fall 01, Recreation Class Rosters CU +2 2003 refunds 01 winter spring, refunds fall 00, AS- Accounts Payable Accounts Payable AU +4 2005 teacher payments spring winter 01 Recreation Instructor Payments CU +4 2005 daily class deposits 8/25/00 05/13/2001, Recreation Miscellaneous Payments Cu +4 2005 #23 deposits 01/00 -06/01 Recreation Miscellaneous Payments cu +4 2005 registration forms 01/00 -06/01 Recreation Registration forms CU +2 2003 #24 instructor contracts 99/01 Recreation Instructor Applications and Contracts T +4 2005 #25 Camps 90 -91 info, brochure info fall 89 -fall 91, old fashioned camp printout spring 96, brochure trip info 97 -98, Recreation Activity Guides CU +2 2000 instructor contracts expired 93 -96, Recreation Instructor Applications and Contracts T +4 2000 class refund roster summer 91, Recreation Class Rosters CU +2 1993 #26 Trips 5/92 -9/95 General Administration Recreation /Facilities Contracts and Agreements CL +4* 1999 #27 special events, holiday classes events, paperwork 87 -98, brochure info 92 -97 trip info 12/97 -12/98 General Administration Recreation /Facilities Contracts and Agreements CL +4* 2002 #28 Trips 89 -92 General Administration Recreation /Facilities Contracts and Agreements CL +4* 1996 #29 trips info 9/95 -12/97 General Administration Recreation /Facilities Contracts and Agreements CL +4* 2001 #30 refunds winter 02, fall 03, winter 04, AS- Accounts Payable Accounts Payable AU +4 2008 teacher payments summer 00, winter 03, fall 02, winter 04, Recreation Instructor Payments CU +4 2008 bldg. reservations report and copies 11/01/04- 06/30/04 Facilities Facility Rentals CU +4 2008 #31 Trips 85 -89 General Administration Recreation /Facilities Contracts and Agreements CL +4* 1993 #32 Reg. forms 2002 2003 Recreation Registration Forms Cu +2 2005 #33 Building Rentals 7/98 -06/00 calendars, rental logs, schedules, receipts contracts. Facilities Facility Rentals CU +4 2004 #34 Registration Forms summer 03, fall 03, fall 04 Recreation Registration Forms CU +2 2006 #35 Camps 86 -88 info, winter events, General Administration Recreation /Facilities Contracts and Agreements CL +4* 1992 brochure info fall 86 summer 89, Recreation Activity Guides CU +2 1991 facility log 1/02- 06/02, Facilities Facility Rentals CU +4 2006 accounting receipts 7/1/02 06/27/03, AS- Accounts Receivable Cash Receipts AU +4 2007 copies check requests PO's Robert Kirks 02 -03, PO's listing 2002 2003 AS- Accounts Payable Accounts Payable AU +4 2007 #35 Accounting 5/03/04 07/01/04 1/12/04 03/16/04. AS- Accounts Receivable Accounts Receivable AU +4 2008 release liability 04, Recreation Release of Liability /Health forms CU +4 2008 theater info contracts 01 -02 General Administration Recreation /Facilities Contracts and Agreements CL +4* 2006 #36 impac copies (purchasing) 5/22/02 12/22/03, PO copies 2003 -04, ABAG power purchasing 1992- 2000, AS- Accounts Payable Accounts Payable; Purchase Orders AU +4 2008 afterschool redwood coaches 02 -03, contracts finger printing info Recreation Instructor Applications and Contracts T +4 2007 Daily accounting 9/20/02 11/26/02, AS- Accounts Receivable Accounts Receivable AU +4 2007 Yellow page ad 2002, General Administration Recreation /Facilities Administrative Records CU +2 2004 Hercules play enrollment forms 2001, Recreation Registration Forms CU +2 2003 Free standing ballet bar info on equipment, vending machine, trampoline, equip no longer here) no longer in service since 2000 Facilities Equipment Ownership L +2 2002 copies of bldg. rental agreement, 02 -03 Facilities Facility Rentals CU +4 2007 ball park theatre contracts 02 -03, General Administration Recreation /Facilities Contracts and Agreements CL +4 2007 statements letters Bank Comerica 91 -01 AS- Accounting Banking Records AU +5 2006 #38 Redwood Afterschool Sports 00 -04, Recreation Instructor Applications and Contracts T +4 2008 contracts 97,01,02,04, Recreation Instructor Applications and Contracts T +4 2008 Rosters 01 Recreation Class Rosters CU +2 2003 sign ups pymt 00 -01, Boosters pymt 98, 02, 03, Recreation Miscellaneous Payments CU +4 2007 #39 Trips 85 -89 General Administration Recreation /Facilities Contracts and Agreements CL +4* 1993 #40 Expenditure Approval list 00, Robert Kirks Encumbrance Listing by vendor 00, check requests invoices 99 -00, PO's with register 99, 00, AS- Accounts Payable Accounts Payable; Purchase Orders AU +4 2004 classroom assignments for rentals 7/00- 12/00, Facilities Facility Rentals CU +4 2004 teacher contracts 98/99, Recreation Instructor Applications and Contracts T +4 2003 postage receipts 96 -99, trip correspondence 00, information on HTE 95 General Administration Recreation /Facilities Administrative Records CU +2 2002 paperwork on redwood coaches 98 -99. Recreation Instructor Applications and Contracts T +4 2003 Box payment info revenue from vending machine 2000, AS- Accounts Receivable Accounts Receivable AU +4 2004 #1 Closed Purchase Orders and Check Requests Vendors A -Z FY 1999 -2001 Corp. Yard Instructor CL +4 2005 #2 Paid Vendor Files A -Z/ FY 2002 -2003 Corp. Yard Applications and CL +4 2007 #3 instructor contracts 97 -99, Recreation Contracts T +4 2003 #4 PG &E /San Jose Water Co Paid Invoices 2001 -2004 General Vendor Files CL +4 2008 activity summary 00 Administration Recreation /Facilities Reference Files, Internal SU +2 2003 *Where a record could arguably be placed in multiple records series, we have listed both series and kept only the longer retention period. Trips and events include class rosters, Purchase orders, contracts and associated administrative documents, and external info such as brochures. We list the Contracts and Agreements retention period. Box Description Division Record Series Official retention Retain through #1 Closed Purchase Orders and Check Requests Vendors A -Z FY 1999 -2001 Corp. Yard Vendor Files CL +4 2005 #2 Paid Vendor Files A -Z/ FY 2002 -2003 Corp. Yard Vendor Files CL +4 2007 #3 Paid Vendor Files A -Z/ FY 2003 -2004 Corp. Yard Vendor Files CL +4 2008 #4 PG &E /San Jose Water Co Paid Invoices 2001 -2004 Corp. Yard Vendor Files CL +4 2008 The above listed records have been retained in accordance with the City's Records Retention Schedule and applicable federal and state laws. Upon approval of the City Council by resolution and the approval of the City Attorney, these records will be properly destroyed. City Attorney's Consent: Public Works (Corp. Yard) AUTHORIZATION FOR DESTRUCTION The above listed categories of records have been reviewed and I hereby authorize the destruction of all the listed records. Richard Taylor City Attorney, City of Saratoga 7- i i C Date