HomeMy WebLinkAboutCity Council Resolution 11-062 RESOLUTION NO. 11— 062
A RESOLUTION OF THE CITY COUNCILOF 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 21st day of September, 2011 by the following vote:
AYES: Council Member Manny Cappello, Emily Lo, Jill Hunter, Vice Mayor Chuck Page,
Mayor Howard Miller
NOES: None
ABSENT: None
ABSTAIN: None I
d LAdiAla Li
Howard A. tiller, Mayor
ATTEST:
DATE: 9" 05 02 c:
/J
Ann iv. City Clerk
Sept. 2011 boxes for destruction
official date to be
number description of documents Record series retention destroyed
Geotechnical Review Files for completed /closed projects 2005- Public Works, Deposit
PW8 scanned Account Projects CL +4 2009
Geotechnical Review Files for completed /closed projects 2006
PW9 3/2007 scanned same CL+4 March 2011
1048 Misc. City Manager's complaint files 1976 -1993 Complaint Files CL +2 1996
Contracts and
36D Expired/ terminated contracts 1989 -1992 Agreements CL +10 2002
Contracts and
31A Expired/ Terminated contracts 1992 -1998 Agreements CL +10 2008
Contracts and
48D Expired/ Terminated contracts 1987 -1998 agreements c1 +10 2008
FINANCE FINANCE FINANCE
28 Monthly Treasurer's Report FY 1980 -81 Treasurer's AU +5 1987
8D Journal Entries FY 1997 -98 Journal AU +7 2006
108 Monthly Treasurer's Report FY 1978 -79 Treasurer's AU+5 1985
11A Cash Reconciliation FY 1997 -98 /AP Vendor List Bank Reconciliation AU +5 2004
17B Bank Reconciliation FY 1994 -95 Bank Reconciliation AU +5 2000
20B Monthly Treasurer's reports FY 1976 -77 1978 -79 Treasurer's AU +5 1985
24A monthly Treasurer's Report FY 1979 -80 Treasurer's AU+5 1986
78D Monthly Financial Reports 2000 Account Reconciliation AU +5 2006
79A Monthly Financial Reports 2000 Account Reconciliation AU +5 2006
132 A Accounts Payable FY 05 -06 Accounts Payable Au +4 Oct. 2010
142 D payroll Bank Recon FY 04 -05 Bank Reconciliation AU +5 Oct. 2010
136 D Cash Receipts May -June, 2006 Cash Receipts AU +4 Oct. 2010
137 A Cash Receipts FY 2005- 2006 Cash Receipts AU +4 Oct. 2010
140 C Accounts receivables March -June 2006 Accounts Receivables AU +4 Oct. 2010
142 C Payroll Bank Recon FY 2003 -04 Bank Reconciliation AU +5 Oct. 2010
145 D Audit Workpapers FY 2001 -2002 Audit correspondance AU +4 2006
146 A Audit Workpapers FY 2002 -2003 and FY 2004 -05 Audit correspondance AU +4 2007
146 B Audit Workpapers FY 2003 -2004 Audit correspondance AU +4 2008
HTE and Internet Information for programs that were last used Computer System
147 B in 2005 1997 -2003 Administration SU +5 2010
537 Payroll month end reports fy 2004 -05 Accounts payable AU +4 2010
Reference files,
549 MBIA Quarterly Sales Tax reports 1999 -2008 external SU +2 2010
578 Cash Receipts July 2006 Cash Receipts AU +4 2010
594 Cash Receipts Aug. 2006 Cash Receipts AU +4 Oct. 2010
595 Cash Receipts Sept. 2006 Cash Receipts au +4 Oct. 2010