HomeMy WebLinkAboutCity Council Resolution 11-041 RESOLUTION NO. 11— 041
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
AUTHORIZING THE FINAL DISPOSITION 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 have those certain records, documents, instruments, books or
paper under their charge as described in Exhibit `A' to be shredded.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 15 day of June, 2011 by the following vote:
AYES: Councilmember Emily Lo, Jill Hunter, Vice Mayor Chuck Page,
Mayor Howard Miller
NOES: None
ABSENT: Councilmember Manny Cappello
ABSTAIN: None
a
1 Howard A. Miller, Mayor
ATTEST:
DATE: C
Ann u Ivan, City Clerk
June 2011 Boxes for Destruction
date to be
number Description of Documents Record series Official Retention destroyed
Terminated contracts (2) 1993/2005, Correspondance
1993/1996, Invoices 1994 -1997
Contracts
Agreements, Accounts
CM 1 Payable CL +4, CU +2, AU +4 2010
Geotechnical Review Files Completed /closed projects Public Works, Deposit
PW1 1991 scanned Account Projects CL +4 1995
Geotechnical Review Files Completed /closed projects
PW2 1992 1994 scanned same CL +4 1998
Geotechnical Review Files Completed /closed projects
PW3 1995- 1996 scanned same CL +4 2000
Geotechnical Review Files Completed /closed projects
PW4 1997 1998 scanned same CL +4 2002
Geotechnical Review Files Completed /closed projects
PW5 2000 2001 scanned same CL +4 2005
Geotechnical Review Files Completed /closed projects
PW6 2002- 2003 scanned same CL +4 2007
Geotechnical Review Files Completed /closed projects
PW7 2004 scanned same CL +4 2008
Oversize Load Permits Completed /closed projects 1994
PW10 2008 Public Works CL +2 Dec. 2010
25D -1 Processed Claims 1988 -1994 Risk Management CL +5 Dec. 2001
Terminated scanned contracts, Approved by Council 1999
31D 2001, Other contracts 2000 -2005 contracts /agreements CL +10,CL +4 6/1/2011
31D -1 Payroll Journals 1997 Payroll AU +5 Dec. 2003
Employees Personnel
51C Terminated Employee files 1981 -1998 Files T +10 Dec. 2008
71D Payroll Journals 1987 -1988 Payroll AU +5 Dec. 1996
78B Payroll -salary and deduction registers 1982 -1983 Payroll AU +5 Dec. 1989
131B-1 Accounts Payable March 2005 Accounts Payable AU +4 2009
Receivable AU +4 2010
136B Cash Receipts April 2006 2010
Accounts Receivable AU +4
136C Cash Receipts May 2006 Accounts Receivable AU +4 2009
138D Cash Postings Jan. -Feb. 2005
140A Business License Renewals 2006 Accounts Receivable AU +4 Jan. 2011
Accounts Receivable AU +4 2010
140B Accounts Receivable Feb. 2006 Accounts Receivable AU +4 2009
142B Business License Renewals 2005 Accounts Receivable AU +4 2009
148A Accounts Receivable 2005 AU+5 2009
512 Payroll -salary and deduction registers 2004 Payroll
AU+5 2010
520 Payroll salary and deduction registers 6 -2005 Payroll AU +5 2010
521 Payroll -salary and deduction registers 10 -2005 Payroll 2010
522 Payroll salary and deduction registers 7 -2005 Payroll AU +5 2010
523 Payroll -salary and deduction registers 4/2005 Payroll 2010
527 Payroll -salary and deduction registers 12/2005 Payroll AU +5 2010
114 -10 Recreation -Daily Accounting 2006 Misc. Payments CU +4
CU +4 2010
113 -10 Recreation -Daily Accounting 2006 Misc. Payments 2010
107 -10 Recreation Accounting Records 2005 -2006 Misc. Payments CU +4
Misc. Pa ments CU +4 2010
109 -10 Recreation Accounting Records 2005 -2006 Y