HomeMy WebLinkAboutCity Council Resolution 09-051A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE CITY'S RECORDS RETENTION SCHEDULE
WHEREAS, on the 3 day of June, 2009, the City Council of the City of Saratoga
approved a records retention schedule governing the retention of City records; and
WHEREAS, the schedule has been updated to more accurately reflect the contents,
value, and variety of records created by the City of Saratoga;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby approve the updated records retention schedule, including the revisions set forth in
Exhibit A.
BE IT FURTHER RESOLVED, that the above and foregoing resolution was passed and
adopted at a regular meeting of the Saratoga City Council held on the 16 day of September,
2009 by the following vote:
AYES: Councilmember Susie Nagpal, Howard Miller, Jill Hunter,
Mayor Chuck Page
NOES: Vice Mayor Kathleen King
ABSENT: None
ABSTAIN: None
ATTEST:
RESOLUTION NO. 09 -051
uck Page, Mayor
Audit Records
P
GC 34090
X
Auditor reports relating to the review and monitoring
of accounting or financial records to ensure
compliance with GAAP standards and the City's
financial procedures. Includes: Single Audit
reports; TDA Audit reports; GANN Appropriation
Limit report; Public Financing Authority reports; and
Auditor's Internal Control memorandum or reports.
Audit
AU +4
GC 34090
Formal correspondence associated with the yearly
Correspondence
financial audit.
Business License
P
GC 34090.
X
Original applications for business licenses
Municipal
submitted to the City.
Applications
Code 4-
the City Council. Retained as part of the official City
05.070
Business License
Files
T +4
GC 34090;
CCP 337
X
X
Records related to business licenses, including
applications copies of issued licenses, and audits.
M616411496'
Audio /Visual
Recordings
P
GC 34090
Rocordingc of City Council for
mootings, whon usod
havo historic
F
items, for consideration at any noticed meeting of
ay valuo.
the City Council. Retained as part of the official City
Meetings, Video
P
GC 34090
X
Video recordings of City Council meetings. Provides
Recordings
a record of legislative history and intent.
Communications
P
GC 34090
Material provided to City Council from members of
the public, relating to agendized or non agendized
from the Public at
items, for consideration at any noticed meeting of
Council Meetings
the City Council. Retained as part of the official City
a.enda .acket for the meetin to which it .ertains.
Accounting Division
Accounts Receivable Division
Exhibit A:
Revisions to the City of Saratoga's Records Retention Schedule
Administrative Services Department
Accounts
Receivable
AU +4
GC 34090
X
Records related to accounting for money owed to
the City, where the City sends out billing invoices.
Includes false alarm cards.
Reports Division
Annual Financial
AU +7 P
GC 34090
X
Annual financial reports describing the financial
status of the City, and related records.
City Clerk division
City Manager's Office
Communications
P
GC 34090
X
Material provided to commissions and committees
from members of the public, relating to agendized or
from the Public at
non agendized items, for consideration at any
Commission
and intent.
noticed meeting of the commission or committee.
Meetings
Retained as part of the agenda packet for the
meeting to which it pertains.
Meetings, Video
P
GC 34090
X
Video recordings of commission and committee
Recordings
meetings. Provides a record of legislative history
and intent.
Commissions and Committees