HomeMy WebLinkAboutCity Council Resolution 00-032 RESOLUTION NO. 00- 0____~2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SARATOGA AUTHORIZING THE DESTRUCTION 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 by 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:
Authorize the department heads to destroy certain records, documents, instruments, books or
paper under their charge as described in "Exhibit A".
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the 7'm day of June, 2000, by the following vote:
AYES: Evan Baker, John Mehaffey, Nick Striet, Ann Waltonsmith, Mayor Stan Bogosian
NOES: None
ABSENT: None
ABSTAIN: None
', . ~ : : : , . :.d .,. Mayor
f~T..TEST: '~ ~';~':i
Cou~ic. ilRpt ' ' '
EXHIBIT "a"
City of Saratoga
Fiscal Records
Administrative Services Department
Box# Description Year Destruction Date
001 Payroll Deduction Summary Reports 1992 6/30/96
Contents- Monthly Deduction Summary Reports
Employee Deductions
002 Terminated Temporary Employees Records 1992-1995 6/30/99
Contents-Personnel Action Forms, W-4's, Volunteer deduction cards
003 Payroll Time sheets & Deduction Reports 1992-1993 6/30/97
Contents-Time Sheets for period 12/92 - 12/93
Letters A-B, F-G, H-J
Reports-Check Register 1993, Deduction Register 1993
004 Cash Receipts (Yellow) copies 1990-1991 6/30/96
005 Cash Receipts (Pink) copies 1994-1995 6/30/00
006 Cash Receipts (Yellow) copies 1989-1990 6/30/95
007 AP files; Letters A-I 1994-1995 6/30/00
008 AP files; Letters U-Z 1994-1995 6/30/00
009 AP files; Letters J-T 1994-1995 6/30/00
010 Terminated Employees Records 1994-1995 6/30/99
Contents in employees folders
Personnel Action Form, W-4, PERS Enrollment Form, ICMA
Employee Action Form, Deferred Compensation Plan, Employees
Withholding Allowance Certificate, ICMA Change Form
011 AP Vendor files 1988-1989 6/30/94
012 AP Vendor files 1994-1995 6/30/00
013 Cash Receipts (Yellow) copies 1994-1995 6/30/00
014 Payroll Cancelled checks (Shred) 1994-1995 6/30/00
015 Check Registers 1984-1992 6/30/97
016 Employee timesheets 1995 6/30/97
017 Terminated Employees Records 1993-1996 6/30/00
Contents in employees folders
Personnel Action Form, W-4, Employee's Withholding Allowance
Certificate, and Deferred Compensation Plan
018 Payroll Deduction Summary Reports Box#1043 1993-1994 6/30/98
Contents-Check Registers, Deduction Registers, Bank Statements
Monthly Deduction Summary 1991-1994 6/30/99
019 Payroll deduction reports 1995 6/30/99
Contents-Monthly Deduction Summary Report, Pay Table,
Leave Table
020 Payroll deduction reports 1991 6/30/95
Contents-Monthly Deduction Summary Reports, Employee
Deduction, Project Charge Summary Report, Organization Charge
Summary Report, Deduction Register, and Check Register
021 Payroll deduction reports 1994-1995 6/30/99
Contents-Employee Deductions, Check Registers, Deduction
Registers, Project Charge Summary Report, and Monthly Deduction
Summary Report
022 Work papers/proposed legislation 1996/1997 6/30/00
022 Bank reconciliation work papers 1983-1984 6/30/89
Approved by Department Head .~ ~'wwj ~ ~ ~
Approved by City Attorney ~ - ' - "-'"~