HomeMy WebLinkAbout13-043 Resolution Approving Final Disposition of Certain City Records RESOLUTION NO. 13-043
A R�SOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING THE FINAL DISPOSITION OF CERTAIN CITY RECORDS
VVHEREAS, 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.
"Ihe above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council
held on the 3rd day of July, 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 ,
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Jill Hunter, Mayor
ATTEST:
` � �� f�� � �ATE: �7 � `�(� -
ry t Bothelio, C ty Clerk
CITY ATTORNEY CONSENT TO DESTRUCTION
OI' THE KECORDS, DOCUMENTS, INSTRUMENTS,
BOOKS OR PAPER DESCRIBED 1N EXHIBIT A.
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�� ' � DATE: �'��� °�. _ " ' '�
Richard Z�aylor, City Attorney �
494162.1
Disposal of Records 1
date can be
box Department Description Record series Retention disposed
Duplicates of Public Finance Authority records 1998- Reference Files,
25C Finance 2000, 2006-2007 External Superseded + 2 12/31/2010
Reference Files,
70D Finance Duplicates of Budget Finance Binders Internal Superseded + 2 6/30/2013
1356-2 Finance Bank Statement FY 06/07 (2/07-06/07) Bank Records Audit+ 5 6/30/2013
135C-1 Finance Bank statement FY 06/07 (7/06-1/07) Bank Records Audit+ 5 6/30/2013
Duplicates of Gann limit Reports (2003, 2005-2007, Reference Files,
143C Finance 2010) and Audit Reports 2004-2007 Internal Superseded + 2 12/31/2012
Reference Files,
143D Finance Duplicates of Budget Finance Binders Internal Superseded + 2 6/30/2013
Reference Files,
145C Finance Duplicates of Budget Finance Binders Internal Superseded + 2 6/30/2013
575 Finance 1099's Calendar Year 2004, Record Dates 1/1/2005 Payroll -Registers Audit+ 5 6/30/2013
Accounts Receivable back up documentation, Record
583 Finance Dates FY 2007/08 Accounts Receivable Audit+4 6/30/2013
597 Finance Cash Receipts Dec. 2007, Record date FY 2007/08 Cash Receipts Audit+4 6/30/2013
598 Finance Cash Receipts Jan 2008, Record date FY 2007/08 Cash Receipts Audit+4 6/30/2013
A-Z cash receipts files-July 2007-June 2008, Record
599 Finance date FY 2007/08 Cash Receipts Audit+4 6/30/2013
600 Finance Cash Receipts July 2007, Record date FY 2007/08 Cash Receipts Audit+4 6/30/2013
601 Finance Cash Receipts Aug. 2007, Record date FY 2007/08 Cash Receipts Audit+4 6/30/2013
602 Finance Cash Receipts Feb. 2008 , Record date FY 2007/08 Cash Receipts Audit+4 6/30/2013
603 Finance Cash Receipts Mar. 2008, Record date FY 2007/08 Cash Receipts Audit+4 6/30/2013
604 Finance Cash Receipts Apr 2008, Record date FY 2007/08 Cash Receipts Audit+4 6/30/2013
Cash Receipts May 2008-June 10, 2008, Record date
605 Finance FY 2007/08 Cash Receipts Audit+4 6/30/2013
Cash Receipts Sept. 2007-Oct 10, 2007, Recorded FY
606 Finance 2007/08 Cash Receipts Audit+4 6/30/2013
Cash Receipts Oct. 11, 2007-Nov. 30, 2007, Record
607 Finance date FY 2007/08 Cash Receipts Audit+4 6/30/2013
Cash Receipts June 11, 2008-June 30, 2008 and
Parking citations Jan.-June 2008, Record date FY
608 Finance 2007/08 Cash Receipts Audit+4 6/30/2013
Disposal of Records 2
632 Finance General Checking Account Reconciliations 2007 Account Reconciliation Audit+ 5 6/30/2013
General Checking Account Reconciliations 2007/Payroll
635 Finance Account Reconciliation FY2006-2007 Account Reconciliation Audit+ 5 6/30/2013
642 Finance RFP for Cost Allocation Study and Audit Services Bids and Proposals Terminated +4 6/30/2013
112-10 Recreation Facility Rentals 2005-2006 Facility Rentals Current Year+4 1/1/2011
Reference Files,
113-10 Recreation Budget working papers 1987-2003 internal Superseded + 2 12/31/2006
116-10 Recreation Teacher Payments 2006 Teacher Payments Current Year+4 1/1/2011
118-10 Recreation Daily Accounting records 2007 Accounts Receivable Audit+4 12/31/2012
Instructor Applications
119-10 Recreation Teacher Contracts, applications, W-9 forms 2000-2007 and Contracts Termination +4 1/1/2012