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Home My WebLink AboutCity Council Resolution 14-001- Authorizing Final Disposition of Certain City RecordsRESOLUTION NO. 14 -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 15th day of January, 2014 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor Emily Lo, Vice Mayor Howard Miller, Council Member Manny Cappello, Chuck Page, Jill Hunter None None None Emily Lo, Mayor ATTEST: DATE: 1 CITY ATTORNEY CONSENT TO DESTRUCTION OF THE RECORDS, DOCUMENTS, INSTRUMENTS, BOOKS OR PAPER DESCRIBED IN EXHIBIT `A.: Richard Taylor City Attorney listing of Jan. 2014 disposal of documents Box # vesciption retention type Disposal date 135A -1 Commission agendas 2002 -2004 Current year +2(after scanning) 1/1/2007 135A -1 Youth Commission Applications 1996 -2007 Term +5 1/1/2010 135A -1 HPC applications - selected commissioners 2002 -2006 Term +5 1/1/2012 135A -1 Public safety Commission applications - selected commissioners 1996 -2002 Term +5 1/1/2008 135A -1 Planning Comm. applications - selected commissioners 2001 -2006 Term +5 1/1/2013 135A -1 Planning Comm. applications - selected commissioners 1999 -2003 Term +5 1/1/2009 45C Finance Comm. applications - selected comm. 2000 -2005 (commission ended in Current year +2 (after scanning) 1/1/1984 135A -1 2005) Term +5 1/1/2011 135A -1 Library Comm. applications, not selected 1997 -1999 Closed +2 1/1/2002 135A -1 Parks and Rec. Comm. applications -not selected 1998 -1999 Closed +2 1/1/2002 135A -1 Planning Comm. applications -not selected 1998 -1999 Closed +2 1/1/2002 242 Parks and Rec. Commission -some of the agendas 2000 -2002 / City Council staff report/ agendas 1996 -1998 Current year +2 (after scanning) 1/1/2001 CMO 1 Parks and Rec. Comm. -some of the agendas 1999 -2005 / Public Safety Comm. agendas 1993 -1995 Current year +2 (after scanning) 1/1/2008 CDD 1 Code Complaint Files 2002 -2009 Closed +2 1/1/2012 8B Council meeting staff reports 1989 -1990 Current year +2 (after scanning) 1/1/1993 18A Council meeting staff reports 1990 Current year +2 (after scanning) 1/1/1993 2513-1 Council meeting staff reports 1995 -1996 Current year +2 (after scanning) 1/1/1999 25b -2 Council meeting staff reports 1996 -1997 Current year +2 (after scanning) 1/1/2000 45C Council meeting staff reports 1980 -1981 Current year +2 (after scanning) 1/1/1984 45D Council meeting partial agendas 1982 Current year +2 (after scanning) 1/1/1986 49D Council meeting staff reports 1990 -1991 Current year +2 (after scanning) 1/1/1994 50D Council meeting staff reports 1992 -1993 Current year +2 (after scanning) 1/1/1996 51B Council meeting staff reports 1986 Current year +2 (after scanning) 1/1/1989 55C Council meeting staff reports 1984 Current year +2 (after scanning) 1/1/1987 60D Council meeting staff reports 1993 -1994 Current year +2 (after scanning) 1/1/1997 64C Council meeting staff reports 1985 Icurrent year +2 (after scanning) 1/1/1988 67C ICouncil meeting staff reports 1988 -1989 ICurrent year +2 (after scanning) 1/1/2001 73C Council meeting staff reports 1996 Current year +2 (after scanning) 1/1/1999 Finance 503 Payroll Deduction registers, Pay Period #20/06 to #23/06, Record Dates 09/06 TO 11/06 Audit + 5 12/31/2013 505 Payroll Deduction registers, Pay Period #9/06 to #12/06, Record Dates 04/06 TO 06/06 Audit + 5 12/31/2013 511 Payroll Deduction registers, Pay Period #1/05 to #4/05, Record Dates 12/05 TO 02/06 Audit + 5 12/31/2013 513 Payroll Deduction registers, Pay Period #16/06 to #19/06, Record Dates 07/06 TO 09/06 Audit + 5 12/31/2013 514 Payroll Deduction registers , Pay Period #24/06 to #26/06, Record Dates 11/06 TO 12/06 Audit + 5 12/31/2013 516 Payroll Deduction registers, Pay Period #13/06 to #15/06, Record Dates 06/06 TO 07/06 Audit + 5 12/31/2013 519 Payroll Deduction registers, Pay Period #5/06 to #8/06, Record Dates 02/06 TO 04/06 Audit + 5 12/31/2013 582 Business licenses /renewal notices (files copies), Record Date CY 2008 Term + 4 12/31/2013 Recreation 120 -10 Facility rentals, reservation forms 07 -06 -06 to 06 -08 -08 Current year + 4 12/31/2012 128 -10A trips and classes Release of Liability /health forms 01 -01 -08 to 12 -31 -08 Current year + 4 12/31/2012 128 -10B Itrips and classes Release of Liability /health forms 01 -01 -08 to 12 -31 -08 1 Current year + 4 12/31/2012 129 -10 1 registration forms for classes and trips 01 -09 -09 to 12 -31 -10 1 Current year + 2 12/31/2012