HomeMy WebLinkAbout13-001 City Council Resolution --Deposition of recordsRESOLUTION NO. 13 -001
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:
1. Department heads are hereby authorized to have shredded those certain records,
documents, instruments, books or paper under their charge as described in Exhibit `A.
2. The records, documents, instruments, books or paper described in Exhibit `A shall be
held for seven days for review pursuant to the Public Records Act prior to shredding.
If no request for review is submitted within that time, they shall be promptly
destroyed. If a request for review is submitted, the records shall be destroyed not less
than twenty days and not more than thirty days after the records have been made
available for review.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 16th day of January, 2013 by the following vote:
AYES: Council Member Chuck Page, Manny Cappello, Howard Miller, Vice Mayor
Emily Lo, Mayor Jill Hunter
NOES: None
ABSENT: None
ABSTAIN: None
AA
Jill Hunter, Ma or
ATTESTS
DATE: I Z t7 l 3
CrN l Bothelio, City Clerk
CITY ATTORNEY CONSENT TO DESTRUCTION
OF THE RECORDS, DOCUMENTS, INSTRUMENTS,
BOOKS OR PAPER DESCRIBED IN EXHIBIT `A.:
Richard Taylor, City Attorney
Jan. 2013 destruction of documents
number
description of documents
Retention Series
Official Retention
Date of disposal
32C
Proof of publication for public hearings 1980 -1991
Legal Advertising
CU +4
1/1/1996
Contracts and
167
Terminated contracts 2006 -2009
agreements
CL +4
1/1/2013
530
Employee Timesheets 06/2004 to 06/2005
Employee Payroll Files
CU +6
12/31/2012
581
Business license renewal notices CY2007
Business License Files
T +4
12/31/2012
634
1997 -2006 Bank statements
Banking Records
AU +5
6/30/2012
Public Comments and
CMO
Correspondance of Mayors and City Manager 2003 -2010 Correspondance
CU +2
1/1/2012
CDD
1975 -1990 Tree Bonds
Security Bonds
CL +2
1/1/1993