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HomeMy WebLinkAboutCity Council Resolution 22-032 Authorizing Destruction of RecordsRESOLUTION NO.22-032 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, Government Code Section 34090 et. seq, authorizes the City Council to destroy any city record, document, instrument, book, or paper (collectively, "Records") without making a copy thereof, 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, BE IT RESOLVED by the City Council of the City of Saratoga that: 1. The Records sets forth in Exhibit A attached hereto and incorporated by reference, are eligible for destruction pursuant to the City of Saratoga's Records Retention Schedule and applicable federal and state laws. 2. Upon approval of the City Council, by resolution, and the approval of the City Attorney, those Records as described in Exhibit A are hereby authorized to be destroyed. 3. Pursuant to action taken by the City Council on September 16, 2009, the Records described in Exhibit A shall be held for seven days for review. 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 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 71" day of September 2022, by the following vote: AYES: COUNCIL MEMBERS KUMAR ZHAO, VICE MAYOR FITZSIMMONS, MAYOR WALIA NOES: NONE ABSENT: COUNCIL MEMBER BERNALD ABSTAIN: NONE Tina Walia, Mayor ATTEST: Britt Avrit, MMC, City Clerk Resolution 22-032 Page 2 EXHIBIT A Dept. Records Description Records dates Retention Governing Code listed in Retention Schedule Finance Journal Entries, Budget 7/2011-6/2012, AU+4; GC 34090 Adjustments Year End Period 13 FY AU+5 2011/12 Finance Journal Entries, Budget 7/2012-6/2013, AU+4; GC 34090 Adjustments Year End Period 13 FY AU+5 2012/13 Finance Bank deposit receipts, Accounts FY 2015/16 AU+4; GC 34090; 26 Receivable reports AU+5 CFR 31 .6001-1 Finance Business License renewal reports, CY 2016 T+4 GC 34090; CCP business licenses inactivation 337 notices Finance Employee Time Sheets Fiscal Year AU+6 GC 34090; 29 2013/14; CFR 516.2;20 7/1/13-6/30/14 CFR 516.6(1); IRS Reg. 31.6001-1(e)(2); R&T 19530; LC 1 174 d Finance Business License renewal reports, CY 2017 T+4 GC 34090; CCP business licenses inactivation 337 notices Finance Cash Receipts, A-Z files FY 2016/17 AU+4 GC 34090; CCP 337 Finance Cash Receipts, Parking Citations FY 2016/17 AU+4 GC 34090; CCP 337 Finance Bank deposit receipts, Accounts FY 2016/17 AU+4; GC 34090; 26 Receivable reports AU+5 CFR 31 .6001-1 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 7/1/16-8/20/16 337 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 8/21/16- 337 10/10/16 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 10/11/16- 337 11/30/16 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 12/01/16- 337 1 /20/ 17 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 1/21/17-3/10/17 337 Resolution 22-032 Page 3 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 3/11/17-4/20/17 337 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 4/21/17-5/31/17 337 Finance Cash Receipts FY 2016/17; AU+4 GC 34090; CCP 6/l/17-6/30/17 337 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 07/05/16-09/13/16 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 09/27/16-11/08/16 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 11/15/16-01/10/17 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 01/07/17-02/07/17, Payroll EFT 7/1-16-12/31/16, Batch Edit Lists 07/01/16-12/31/16 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 2/14/17-4/4/17 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 4/11/17-5/23/17 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 5/30/17-7/18/17 Includes Period 13 Finance A/P-FY 2016/17 Weekly check run 2016-2017 AU+4 GC 34090 & registers 7/25/17-8/15/17 (Includes Period 13), Payroll EFT Jan -June 2016/17, VOID Checks and Lo 7/13/15-6/28/17 Finance Journal Entries/Budget Adjustments 2015-2016 AU+4; GC 34090 7/ 1 /15-6/30/16 AU+5 Finance Closed Purchase Orders 2016/2017 2016-2017 AU+4 GC 34090; CCP 337 IT E-mail archives (except those email prior to June 30, CU+2 GC 34090 accounts on legal hold) 2020 CDD Tree permits 2019 CU+2 GC 34090; H&S 19850 City Terminated Contracts, Agreements, 2009-2011 CL+10 GC 34090 Manager's Amendments Office City Legal advertising 2017-2018 CU+3 CCP 343, 349 et Manager's seq; GC 911.2, Office GC 34090 City Commission Applications, terms ended up T+5 GC 34090, Manager's Successful to 2015 40801 Office Resolution 22-032 Page 4 City Commission Applications, 2016-2019 CL+2 GC 34090 Manager's Unsuccessful Office City Oaths of Office, Commission terms ended T+6 GC 34090; 29 Manager's 2009, 2010, USC 1113 Office 2011 and 2015 City Public Record Requests 2019 CL+2 GC 34090 Manager's Office City Statement of Economic Interests 2013 CU+7 GC 81009 (e), Manager's (f); 82006, Office 87200 et seg.