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Home My WebLink AboutCity Council Resolution 17-047 -deposition of City recordsRESOLUTION NO. 17-047 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 documents, instruments, books or paper (collectively, "Records") under their charge as described in Exhibit 'A 2 The Records 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 Notwithstanding the foregoing, if the City Attorney determines that any Records should be retained for any reason those Records shall be retained and destroyed at a later date determined by the City Attorney The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 16th day of August, 2017 by the following vote. AYES. Mayor Emily Lo, Vice Mayor Mary -Lynne Bernald, Council Members E Manny Cappello, Howard A Miller, Rishi Kumar NOES. ABSENT ABSTAIN TEST. ��tiGLGGti' Cr a1 Bothelio, City Clerk 915459.1 Emily Lo, Mayor DATE `i a)/701'_I August 2017 Records Authorized for Destruction by Council and City Attorn Retention Guide AU = Audit, CL =Closure, CU = Current Year, T = Terminated Number of Box Department Descnption of Documents Retention date Retention Record Series CDD1 CDD 1991-1993 CDBG grants 1/1/2007 Closure +4 Grants, CDBG 69A CDD 1998-1999 Code enforcement case files 1/1/2006 Closure +2 Violations 69B CDD 1993-1997 CDBG Grants 1/1/2004 Closure +4 Grants, CDBG 69B 2 CMO 2010 Unsuccessful RFP Bids and proposals 1/1/2013 Current year +2 Bids & Proposals, Unsuccessful CMO1 CMO 1991-1995 Correspondance on Cable Bills 1/1/1999 Current year +3 Correspondance CMO2 CMO Scanned Misc. agendas/correspondance 1974 1999 1/1/2002 Current year + 2 Agendas/Correspondance CMO3 CMO 1991-2013 Immigration I-9 forms of terminated employees/ 1995-1996 Accounts receivable/ 2002-2014 Admmrstrative Hearings/ 2013-2014 Public Records Requests 1/1/2017 Term+3/ Audit+ 4/ Current year + 2/ Close+2 Immigration/ Accounts Receivable/Admrnistrativ e Hearings/Public Records Requests 170 City Council 1997-98 Videos of Council meetings already on website 1/1/2002 C losure+2 Reference files 171 City Council 1998-1999 Videos of Council meetings already on website 1/1/2003 Closure+2 Reference files I 6 .2' CiV Council 2000-2001 Videos of Council meetings already on website 1/1/2005 Closure+2 Reference files 173 City Council Misc Videos of Council meetings already on website 1/1/2007 Closure+2 Reference files 324 Public Works Scanned Geotechinal Review plans -some 2009, 2010, 2011 1/1/2017 Closure + 2 Environmental Review - supporting Documentation 613 Finance Revenue Bonds/interest bearing certificates 1965-1993 1/1/2006 Closure+10 Bond Documents 745 finance Closed Purchase order FY201 1-12 12/31/2016 Audit+4 Purchase Order files 809 Finance Revenue Bonds/interest bearing certificates 1969 and 1993 1/1/2006 Closure+10 Bond Documents 874 Finance Unsuccessful RFP bids for City Audit 2013 1/1/2016 Current year+2 Bids & Proposals, Unsuccessful 1 1 Finance 2003-5/2004 Journal Entnes 1/1/2015 Audit+10 Journal Entries F2 Finance 2006-2008 Misc. Administrative Services records 1/1/2011 Current year+2 Administrative Records F3 Finance 1991-96 Miscellanous Receipts 1/1/2001 Audit+4 Cash Receipts F4 Finance 1993 and older Revenue Bonds 1/1/2005 Closure+10 Bond Documents 1'5 Finance Revenue Bonds for Parking Distncts 1965- 1993 1/1/2005 ('losure+10 Bond Documents 16 Finance ABAG Senes Bonds -certificates of Participation 1991 & 1993 1/1/2005 ('losure -10 Bond Documents CITY ATTORNEY CONSENT TO DESTRUCTION OF THE RECORDS, DOCUMENTS, INSTRUMENTS, BOOKS OR PAPER DESCRIBED ABOVE Richard Taylor City Attorney Date