HomeMy WebLinkAboutCity Council Resolution 15-041 -final disposition of City RecordsRESOLUTION NO. 15-041
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 destroyed those certain records,
documents, instruments, books or paper under their charge as described in
Exhibit 'A.
2. The records, documents, emails, instruments, books or paper described in
Exhibit 'A shall be held for seven days for review pursuant to the Public Records
Act prior to destruction. 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 1 si day of July, 2015 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
AST:
Mayor Howard A. Miller, Vice Mayor Manny Cappello, Council Member Emily
Lo, Mary -Lynne Bernald, Rishi Kumar
Cryst Bothelio, City Clerk
Howard A. Miller, Mayor
DATE: lk01Z�IS
CITY ATTORNEY CONSENT TO DESTRUCTION
OF THE RECORDS, DOCUMENTS, INSTRUMENTS,
BOOKS OR PAPER DESCRIBED IN EXHIBIT 'A.:
Richard Taylor, City Attorney
July 2015 Disposal of Documents
Box # Department Description
Destruction
Date Retention Schedule
CMO1
city clerk
Mayor Correspondance 2007-2012: Form 700"s 1997, 1999; Commission
Applications 1992-1998; Claims 2003-2009
1/1/2015
Current year+3;
Current year+4;
Terminated+5;
243
city clerk
Supplemental Council agendas --partial 2007-2011, through 6-15-2012
*after scanning
Jan. 2015
Current year+ 2
541
Finance
Budget Adjustments; Encumbrances, Record Dates 07/07 TO 06/08
6-30-2015
Audit+4
542
Finance
Budget Adjustments, Record Dates 06/06 TO 07/07
6-30-2015
Audit+4
545
Finance
Journal Entries- July -Dec 06 and Journal Entries Jan 07
6-30-2015
Audit+4
546
Finance
Journal Entries- Feb- June 07, Journal Entries- Period 13 2007 and Journal
Entries- Budget Adjustments 2006/07
6-30-2015
Audit+4
610
Finance
Treasurer Report, Record date FY 2008/09
6-30-2015
Audit+5
611
Finance
Bank Reconciliation, Record date FY 2008/ 09
6-30-2015
Audit+5
617
Finance
HTE check registers Vendor 1099
6-30-2015
Audit+5
647
Finance
Accounts Payable (AP) -FY 2009/10 Weekly Check Run
6-30-2015
Audit+4
763
Finance
Journal entries 4-2010 through 6-2010
12/31/2014
Audit+4
764
Finance
Journal entries 7/2009 - 3/2010
12/31/2014
Audit+4
765
Finance
Journal Entries 4/2009 - 6/2009
12/31/2013
Audit+4
766
Finance
Journal Entries 7/2008 - 3/2009
12/31/2013
Audit+4
Information
Technology
all Emails that are not part of another Records Retention Series 2004-2009
1/1/2014
Current year+4