HomeMy WebLinkAbout06-534 Destruction of Temporary Finance Records
CITY OF MERIDIAN
RESOLUTION NO.
tflp - 534-
BY THE CITY COUNCIL:
BIRD, BORTON, ROUNTREE, WARDLE
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
MERIDIAN, ADA COUNTY, IDAHO, AUTHORIZING THE CITY CLERK TO
DESTROY CERTAIN RECORDS / DOCUMENTS WHICH MAY BE DEFINED
IN IDAHO STATE CODE AS TEMPORARY RECORDS; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho
State Code ~ 50-907 by resolution to destroy semipermanent and temporary records upon
the advice of the City Attorney and with such disposition to be under the direction and
supervision of the City Clerk; and
WHEREAS, the City Clerk has identified certain records that may be destroyed
pursuant to the Idaho State Code 50-907(4) because time period for retention has expired;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS:
SECTION 1. They hereby authorize, under the direction and supervision of the
City Clerk, the destruction of the following semipermanent and temporary records of the
Finance Department as defined by Idaho State Code 50-907(2) and (3):
FINANCE:
AP Vouchers
Cash Receipts
Journal Entries
Bank Statements
MUSS:
Sewer Average reports
MUBS Shut off reports
Meter handheld reports
MUBS reports & agings
MUBS assessments
MUBS deposits reports
MUBS cash receipts
Year
FY 1980-FY200 1
FY 1980-FY200 1
FY1980-FY2001
FY1980-FY2001
FY1990-FY2001
FY1990-FY2001
FY1990-FY2001
FY1990-FY2001
FY1990-FY2001
FY1990-FY2001
FY1990-FY2001
Description
includes: invoices or warrants, purchase orders, packing slips, check stubs
includes: hand written cash receipt forms, check stubs, or backup information
includes: JE report and backup documentation
includes: the original bank statement and the City reconciliation forms (no cancelled checks)
reports of customer water usage to average the sewer monthly billings
reports of utility customers to be approved for shut off due to delinquent balances
reports of meter readings for water usage
reports of utility billings and customer balances due
assessment requests made by title companies for final utility billings for City water customers
reconciliation of daily utility cash receipts for bank deposits
cash receipts from utility customers
RESOLUTION - DESTRUCTION OF TEMPORARY RECORDS
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A copy of this Resolution shall be held on file in the office of the City Clerk.
SECTION 2. EFFECTIVE DATE: This Resolution shall be in full force and
effect immediately upon its adoption and approval.
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ADOPTED by the City Council of the City of Meridian, Idaho, this d - day
of p7e--fr; ~ ,2006.
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APPROVED by the Mayor of the City of Meridian, Idaho, this c;I' - day of
tp C/hr~ ,2006.
APPROVED:
ATTEST:
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RESOLUTION - DESTRUCTION OF TEMPORARY RECORDS
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