HomeMy WebLinkAboutCity Council Resolution 15-001 - Authorizing Disposition of Certain City Records RESOLUTION NO. 15-001
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 21St day of January, 2015 by the following vote:
AYES: Mayor Howard A. Miller,Vice Mayor Manny Cappello, Council Member
Emily Lo, Mary-Lynne Bernald, Rishi Kumar
NOES: None
ABSENT: None
ABSTAIN: None
Q0
Howard A. Miller, Mayor
ATTEST:
(� DATE: � ci
Cryo 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. 2015 Destruction List
Date of
Box # Dept. Description Disposal Retention Record series
CMO1 City Clerk scanned, terminated contracts 2000-2003 12/31/2014 Closed + 10
16D city clerk scanned, terminated contracts 1962-1985 1/1/2006 Closed+10
31 B City Clerk scanned, Terminated contracts 2001-2003 1/1/2015 Closed+10
236 City Manager scanned, misc. reference files 2006-2010 1/1/2015 Current year+2
138-11 Recreation Accounts Payable Jan. 2009-Dec. 2009 1/1/2015 Audit+4
Rental Contracts, reservation receipts, invoices, calendars 01-01-04 thru 12-31
397 Recreation 10 12-31-2014 Current year+4
400 Recreation Rental Contracts 06-01-2009 thru 05-30-2010 12/31/2014 Current year+4
401 Recreation Teacher Payments 12-31-2006 thru 12-31-2010 12/31/2014 Current year +4
402 Recreation Teacher payments 01-01-2006 thru 12-31-2010 12/31/2014 Current year+4
Rental Contracts, reservation receipts, invoices, calendars 01-01-04 thru 12-31
397 Recreation 10 12-31-2014 Current year +4
400 Recreation Rental Contracts 06-01-2009 thru 05-30-2010 12/31/2014 Current year+4
401 Recreation Teacher Payments 12-31-2006 thru 12-31-2010 12/31/2014 Current year+4
402 Recreation Teacher payments 01-01-2006 thru 12-31-2010 12/31/2014 Current year+4
509 Finance Payroll Reports, Pay Period # 13/07 to#14/07, Record Dates 06/07 To 07/07 12-31-2014 Audit (AU)+6
510 Finance Payroll Reports, Pay Period #5/07 to#7/07, Record Dates 02/07 TO 03/07 12-31-2014 Audit +6
517 Finance Payroll Reports, Pay Period #9/07 to#12/07, Record Dates 04/07 TO 06/07 12-31-2014 Audit+6
518 Finance Payroll Reports, Pay Period #1/06 to#34/07, Record Dates 12/06 TO 02/07 12-31-2014 Audit+6
529 Finance Employee Timesheets, Record Dates 07/05 TO 06/06 12-31-2014 Audit+6
531 Finance Employee Timesheets, Record Dates 06/05 TO 01/06 12-31-2014 Audit +6
Payroll MonthEnd Reports, Cummulative Register, Review Listing, Monthly
Accrual-To-Date Register, Monthly Accrual Register, Record Dates 07/05 TO
538 Finance 06/06 12-31-2013 Audit+6
Accounts Payable Check Registers, Record Dates 7/18/2007; 7/25/2007 and
561 Finance 8/1/2007 12/31/2012 Audit + 4
Accounts Payable Check Registers, Record Dates 8/8/2007; 8/15/2007 and
562 Finance 8/22/1007 12/31/2012 Audit + 4
Accounts Payable Cjeck Registers, Record Dates 8/20/2007; 9/5/2007;
563 Finance 9/12/2007; 9/19/2007 and 9/26/2007 12/31/2012 Audit + 4
Accounts Payable Check Register, Record Dates 10/03/2007; 10/10/2007;
564 Finance 10/17/2007 and 10/24/2007 12/31/2012 Audit + 4
Accounts Payable Cjheck Registers, Record Dates 10/31/2007; 11/7/2007 and
565 Finance 11/20/2007 12/31/2012 Audit + 4
Accounts Payable Check Registers, Record Dates 11/28/2007; 12/5/2007;
566 Finance 12/12/2007 and 12/19/2007 12/31/2012 Audit + 4
Accounts Payable Check Registers, Record Dates 1/9/2008; 1/16/2008;
567 Finance 1/123/2008 and 1/31/2008 12/31/2012 Audit + 4
Accounts Payable Check Registers, Record Dates 2/7/2008; 2/14/2008;
568 Finance 2/21/2008 and 2/28/2008 12/31/2012 Audit + 4
Accounts Payable Check Registers, Record Dates 3/5/2008; 3/12/2008;
569 Finance 3/19/2008; 3/26/2008; 4/2/2008 and 4/9/2008 12/31/2012 Audit + 4
Accounts Payable Checks Register, Record Dates 4/16/2008; 4/23/2008 and
570 Finance 4/30/2008 12/31/2012 AU +4
Accounts Payable Checks Register, Record Dates 5/7/2008; 5/14/2008;
571 Finance 5/21/2008 and 5/28/2008 12/31/2012 AU +4
Accounts Payable Checks Register, Records Dates 6/4/2008; 6/11/2008;
572 Finance 6/18/2008 and 6/25/2008 12/31/2012 AU +4
Accounts Payable Checks Register, Records Dates 7/2/2008; 7/9/2008;
7/16/2008; 7/23/2008; 7/30/2008; 8/6/2008; 8/13/2008; 8/20/2008 and
573 Finance 8/27/2008 12/31/2012 AU +4
Purchase Order Log FY 2007/08; Accounts Payable Checks Register Reports
574 Fianace FY 04/05, 05/06 and Purchase Orders FY 2007/08 12/31/2012 AU +4
627 Finance Employee time sheets FY 07/08 12-31-2014 AU + 6
648 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU +4
649 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU +4
650 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU +4
651 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU +4
652 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU +4
653 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU +4
657 Finance FY 2009/10 Cash Receipts 12/31/2014 AU +4
658 Finance FY 2009/10 Cash Receipts 12/31/2014 AU +4
659 Finance FY 2009/10 Cash Receipts 12/31/2014 AU +4
660 Finance FY 2009/10 Cash Receipts 12/31/2014 AU +4
661 Finance FY 2009/10 Cash Receipts 12/31/2014 AU +4
662 Finance FY 2009/10 Cash Receipts 12/31/2014 AU +4
663 Finance FY 2008/09 Parking citations, bank deposit slips, A/R inv./payments 12/31/2014 IAU +4
664 Finance FY 2009/10 Parking citations, bank deposit slips, A/R inv/payments 12/31/2014 AU +4
692 Finance AP FY 2008-09 Closed purchase orders 12-31-2013 AU +4
723 Finance A-Z Cash Receipt backup FY 2009-10 12/31/2014 AU+4
758 Finance Treasurer Report FT 2007-08 6/30/2013 Closed+5