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HomeMy WebLinkAboutCity Council Resolution 17-001 - Disposition of City documentsRESOLUTION NO. 17-001 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 destroyed those certain records, documents, instruments, books or paper under their charge as described in Exhibit 'A 2 The records, documents, mails, 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 18th day of January, 2017 by the following vote. AYES Mayor Emily Lo, Council Members E Manny Cappello, Howard A. Miller, Rishi Kumar NOES ABSENT Vice Mayor Mary -Lynne Bernald ABSTAIN- �C , ATTEST Crystal Bothelio, City Clerk CITY ATTORNEY CONSENT TO DESTRUCTION OF THE RECORDS, DOCUMENTS, INSTRUMENTS, BOOKS OR PAPER DESCRIBED IN EXHIBIT 'A • - Richard Taylor, City Attorney Emily Lo, Mayor \/(q/1-7 Date Destruction for Jan 2017 Retention Guide AU = Audit, CL =Closure, CU = Current Year, T = Terminated Number of Box Department Description of Documents Retention date Retention CM01 City Clerk Solicitors permits 2009-11, Special Event permits 2005-2011, Block party permits 2002-2004, Grand Jury reports 1972-74, Youth commission agendas 1972-74 1/1/2014 CL+2, CU+10 HR1 Human Resources Misc Documents 1977-2012, Position Recruitment 1998- 2002 1/1/2015 CU + 2, CL + 3 19C City clerk Terminated Contracts 2004-2005 SCANNED 1/1/2017 CL+10 27C CMO Summons 1989-1991, Contracts 1982, AB1234 paperwork 2008-2011 1/1/2017 CU+7, CU + 10, CU+ 5, 42A CDD CDBG and HCD 1979-1982 1/1/1990 CL+4 42D CDD CDBG and HCD 1979-1982 1/1/1990 CL+4 67D CDD Inspection Permit logs 1976-1987 1/1/1991 CL+2 69B CDD CDBG and HCD 1990-1991 1/1/2005 CL+4 IT IT Unsuccessful bids for copiers 2013 1/1/2016 CU+2 131D-1 Finance Accounts Payable FY2005-06 1/1/2012 AU+4 240 City Clerk Terminated Contracts, Form 700's 2007-2009 SCANNED 1/1 2017 CL+10 328 Public Works Geotechneical Review -some 2007, 2011, 2012 1/1 2017 CL+2 394 City Clerk Supplemental Council agendas -partial 2012, 2013, partial 2014 SCANNED 1/1 2017 CU+2 626 Finance Bank Statements and Reconciliations FY 2009 6-30-2016 AU+5 673 Finance Terminated Employees -Employee Payroll files 01-01-2006 thru 12-31-2006 12-31-2016 T+6 675 Finance FY 2010-2011 Bank Statements and Reconiliations 12/31/2016 AU+5 676 Finance FY 2010/2011 Bank Statements and Reconiliations 12/31/2016 AU+5 694 Finance AP FY 2010-11 Closed Purchase orders 12-31-2016 AU + 4 710 Finance Cash receipts July -Aug 2011 12/31/2016 AU + 4 711 finance Cash Receipts Sept -Oct 2011 12/31/2016 AU + 4 712 finance Cash Receipts Nov -Dec 2011 12/31/2016 AU + 4 713 finance Cash Receipts Jan -Feb 2012 12/31/2016 AU + 4 714 finance Cash Receipts March -April 2012 12/31/2016 AU + 4 715 finance Cash Receipts May -June 2012 12/31/2016 AU + 4 716 finance Accounts Payable (AP) FY 2011/2012 Weekly Check Run & register 12/31/2016 AU + 4 717 finance AP FY 2011-2012 Weekly Check Run & register 12/31/2016 AU + 4 718 finance AP FY 2011-2012 Weekly Check Run & register 12/31/2016 AU + 4 719 finance AP FY 2011-2012 Weekly Check Run & register 12/31/2016 AU + 4 720 finance AP FY 2011-2012 Weekly Check Run & register 12/31/2016 AU + 4 721 finance AP FY 2011-2012 Weekly Check Run & register through Period 13 12/31/2016 AU + 4 722 finance AP FY 2011-2012 Weekly check run & register through Period 13 Payroll EFT A/P Checks 12/31/2016 AU + 4 726 finance Cash receipts (parking citations paid by residents) FY 2011-12 12/31/2016 AU + 4 727 Finance A-Z Cash Receipts backup FY 2011-12 12/31/2016 AU + 4 731 finance Banking Records -Bank deposit receipts FY 2010-11 12/31/2016 AU + 5 735 finance Accounts Receivable FY 2011-12 and False Alarm cards Calendar Year 2012 12/31/2016 AU + 4 783 Finance CY 2012 Business license renewals 12/31/2016 T+4 818 Finance Payroll reports 1/2009-3/2009 12/31/2015 AU+6 819 Finance Payroll reports 3/2009-7/2009 12/31/2015 AU+6