HomeMy WebLinkAboutCity Council Resolution 19-043 disposal of documentsRESOLUTION NO. 19-043
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 3rd day of July 2019 by the following vote:
AYES: Mayor E. Manny Cappello, Vice Mayor Howard Miller, Council Members Rishi Kumar,
Mary -Lynne Bernald, Yan Zhao
NOES:
ABSENT:
ABSTAIN:
E. Manny Cappello, Mayor
ATTEST:
DATE: %/ I /20 /
ie Bretschneider, City Clerk
Retention Guide
AU = Audit, CL =Closure, CU = Current Year, T = Terminated
Record Series
VI
ro
E
v
Median Banner
applications
Bids & Proposals,
Successful &
Unsuccessful
Purchase orders
Joint Powers Agency,
materials
Risk Management
Clerk/Oath of
Office/agendas
Case records, Informal
Case records, Informal
Risk Management
Case records, Informal
Case records, Informal
Contracts
Permits, oversize loads
Class rosters
Retention
Current year
+2
N
+
N
o
U
+
=
Q
Audit+4
Current
year+2
In
+
.)
o
U
Term +6,
Current year
+2
Closed +7
N
+
�
O
U
Closed +5
N
+
O
U
N
+
O
U
Current year
+10
Current year
+2
Current year
+2
Retention date
Q1
r1
O
N
COM
co
,-+1
0
N
\
r-I
N
1/1/2000
'O
0
O
N
%-1
r-1
N
0
O
N
—
N--I
1--1
u
0
0
N
—
c-I
c-I
0
.-1
0
N
\
,--I
i--I
1-,
01
CT
r-I
\
r-I
,--I
N
01
01
I--1
\
r-1
r-1
11 1
rn
01
r-I
\
.--I
.--I
0o
rn
01
r-1
\
r-I
r-I
0o
rn
01
.--1
\
r-1
% -I
ri
0
N
—
-I
r-1
rn
.-1
0
N
—
c-I
.--I
ri
0
N
ri
CO
N
,-1
Description of Documents
Emails before June 30, 2017, except for
individuals on Legal Hold
Median Banner applications + Commissioner
applications 2013-2016
1992 Bids & proposals on Library construction
Correspondance 1990 + Purchase orders 1995 &
2000 related to FEMA
2001-2004 Silicon valley Animal Control
Authority Minutes and agendas
1990-1995 ABAG Plans, Claim Files, Risk
Management Reports
1968-2004 Oaths of Office, 2000-2005 Council
agendas/staff reports
11988 Attorney files
1989 attorney files
1986 ABAG insurance documents
1980-1990 Attorney correspondance
1980-1989 attorney correspondance
1997-2005 Contracts on Cable TV
2011-2016 oversize load permits, 2009
Pavement Management Bid submittals
Recreation Class & Camp Registrations 2016
Department
City clerk
City clerk
City clerk
City clerk
Risk
Management
City clerk
Attorney
Attorney
Attorney
>-
O
0
Q
Attorney
City clerk
d
0
a)
U
0)
cc
Number of
Box
<
z
0
U
0
U
N
01
N
`�
O
CO
` 1
ra-I
Cr)
'�
Attorney 1
Attorney 2
Attorney 3
Attorney 4
Attorney 5
N
Lr1
0
14
00
0
u1
rs-
co
0