HomeMy WebLinkAboutCity Council Resolution 14-044 - Authorizing Final Disposition of Certain City Records RESOLUTION NO. 14-044
A RrSOLUTION 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.
"l�he above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council
held on the 2°� day of July, 2014 by the following vote:
AYF,S: Mayor F,mily Lo, Vice Mayor Howard Miller, Council Member Manny
Cappello, Chuck Page, Jill Hunter
NO1;S: None
�1f3S1?NT: None
nf3S"I'AIN: None �
Emily Lo, Mayor
�rr��resz,:
1,�� �j`]'���(�i J DATE: �/%7�Z a 1�'
r
Crystal Bothelio, City Clerk �
CI"I�Y ATTORNEY CONSENT TO DESTRUCTION
OI� "1'I-IE RECORDS, DOCUMENTS, INSTRUMENTS,
I300KS OR PAPER DESCRIBED IN EXHIBI"I� `A.:
_ \�, �'�_.
IZichard "Taylor
City Attorney
July 2014 Destruction
*After Scanning
�box number description retention destruction date �
� CE 1 Massage permits 2002-2009 Closed+2 Jan. 2012 �
Noise Excemption permits 2001-2011 other Misc.permits
CE 2 1999-2011 Closed+2 Jan. 2014
� CE 3 Massage Permits 1998-2008 Closed+2 Jan. 2011
� CE 4 Closed Code Enforcement Cases 2005-2007 Closed+2 Jan. 2010
� CE 5 Closed Code Enforcement Cases 2005-2009 Closed+2 Jan. 2012
� CE 6 Closed Code Enforcement Cases 2002-2011 Closed+2 Jan. 2014
Statements of Economic Interests 1977-1995 Non-elected
CMO 1 Nomination papers 1986 & 1982 Current Year+7 Jan. 2003
� 22A 1987-1988 City Council staffreports Currentyear+2* Jan. 1991 �
� 121-10 Accounts payable-recreation 2007-2008 Audit+4 Jan. 2014 �
� HR1 Terminated Employee Files 2000-6/30/2010 Termination+ 10 7/1/14�
� 149 1997-1999 City Council staff reports Current year+2* Jan. 2003 �
� 165 1998 City Council staff reports Current year+2* Jan. 2002
� 235 2007-2009 City Council agenda supplemental documents Current year+2* Jan. 2013
�
� Finance
� 134A-1 Journal Entries -July-Dec 2005 Audit+4 Jan. 2012 �
� 134B-1 Jouranl entries- Jan. 2005-June 2005 Audit+4 Jan. 2011 �
� 539 Bank Statements: 02/08-06/08 Audit+5 Jan. 2014 �
� 540 Bank statements: 07/07-01/08 Audit+5 Jan. 2014 �
� 543 Journal Entries - July-Dec 2005 and Jan. 2006 Audit+4 Jan. 2013 �
� 544 Joural Entries Feb-June 2006 Audit+4 Jan. 2013
� 576 Courier Receipts/Bank deposits May 2006-July 2008 Audit+5 Jan. 2014
� 612 Development Deposit binders 2001-2006 Closed+2 Jan. 2014 �
� 618 FY 2008-2009 AP checks Audit+4 Jan. 2014 �
� 619 FY 2008-2009 AP checks Audit+4 Jan. 2014
� 620 FY 2008-2009 AP checks Audit+4 Jan. 2014
� 621 FY 2008-2009 AP checks Audit+4 Jan. 2014 �
� 622 FY 2008-2009 AP checks Audit+4 Jan. 2014 �
� 623 FY 2008-2009 AP checks Audit+4 Jan. 2014 �
� 624 FY 2008-2009 AP checks Audit+4 Jan. 2014 �
� 625 Bank Statements FY 2008 Audit+5 Jan. 2014
I 633 Checking Account reconcililations 2008 Audit+5 Jan. 2014
� 636 Bank Reconciliations 2005-2008 Audit+ 5 Jan. 2014 �
� 637 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014
� 638 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014
� 639 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014 �
� 640 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014 �
� 665 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014 �
� 666 FY 2008-2009 Cash Receipts Audit+4 Jan. 20l 4 I