HomeMy WebLinkAboutCity Council Resolution 12-012 RESOLUTION NO. 12 -012
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 the7th day of March, 2012 by the following vote:
AYES: Council Member Manny Cappello, Emily Lo, Howard Miller, Vice Mayor Jill
Hunter, Mayor Chuck Page
NOES: None
ABSENT: None
ABSTAIN: None
mor Aillk
ATTEST:
Chuck Page, Mayor
CLl 1 L 1 1 Ay
C Morrow, City Clerk
March 2012 Boxes to be Disposed of
Finance
of Box Description of Documents Retention Series Official Retention Date
F9 Journal Entries Jan. -June 2003 (audit completed June 2004) Accounting /Journal AU +7 7/1/2011
Reference Files,
12A Santa Clara County Tax Rates books 1970 -1994 External Sources SU +2 1/1/1998
F36 Payroll /PERS payroll reports July 2003 -June 2004 Payroll _PERS reports CU +6 1/1/2011
38C Transaction Activity FY 1974 -75 (audit completed June 1976) Banking Records AU +5 7/1/1983
F38 Month End Registers July 2003 -June 2004 (audit completed June 2005) Reports /Treasurer's AU +5 7/1/2010
F42 Journal entries July 2002 -June 2003 (audit completed June 2004) Accounting /Journal AU +7 7/1/2011
Reference Files,
69C Internal working papers 1996 -1999 internal SU +2 1/1/2002
Reference Files,
78C Audit internal workpapers 2000 internal SU +2 1/1/2003
87D Journal Entries Accounting /Journal AU +7
132D Accounts Payable FY 2005 -2006 (audit completed June 2007) Accounts payable AU +4 7/1/2011
130B -1 Accounts payable 2005 (audit completed June 2007) Accounts Payable AU +4 7/1/2011
130D Accounts payable 2005 (audit completed June 2007) Accounts Payable AU +4 7/1/2011
130D -1 Accounts payable 2005 (audit completed june 2007) Accounts payble AU +4 7/1/2011
131C -2 Acoounts payable FY 2005 -2006 (audit completed June 2007) Accounts Payable AU +4 7/1/2011
132D Accounts payable FY 2000 -2001 (audit completed June 2002) Accounts payable AU +4 7/1/2006
Reference files,
135A Audit internal workpapers FY2005 -2006 internal SU +2 1/1/2009
141A Inactive Business licenses CY2002 -2003 and CY2005 -2006 Business license files T +4 1/1/2011
Code Compliance /Case
141B False Alarm Cards CY2004, 2005, 2006 files CL +2 1/1/2009
143B Bank Reconcilliation 2005 (audit completed Oct. 2006) Bank Reconcilliation AU +5 11/1/2011
Accounts
148B Fixed Assets records FY2003 -2004 (audit completed June 2005) Payable /Fixed Assests AU +4 7/1/2009
Fixed Assets records FY2000 -2001, 2001 -2002, 2002 -2003 (audit completed Accounts
148C June 2005) Payable /Fixed Assests AU +4 7/1/2008
payroll /Employee
532 Employee timesheets July 2003 -June 2004 (audit completed June 2005) timesheets AU +6 7/1/2011
Reference files,
548 Audit Internal working papers 1996 -1999 internal SU +2 1/1/2002
1053 Investments transaction documents 1989 -1990 (Audit completed June 1992) Accounting Journal AU +7 7/1/1999
Other departments
Contracts and
222 Terminated contracts, closure 12/31/2006 agreements CL +4 1/1/2012