HomeMy WebLinkAboutRecords Retention Schedule Reso
January 18, 2007
MERIDIAN CITY COUNCIL MEETING
APPLICANT
January 23, 2007
ITEM NO.
5..8
REQUEST Tabled from December 19, 2006: Resolution No.
Adoption of Records Retention Schedule
AGENCY
COMMENTS
CITY CLERK:
CITY ENGINEER:
CITY PLANNING DIRECTOR:
CITY ATTORNEY
CITY POLICE DEPT:
CITY FIRE DEPT:
CITY BUILDING DEPT:
CITY WATER DEPT:
CITY SEWER DEPT:
CITY PARKS DEPT:
MERIDIAN SCHOOL DISTRICT:
ADA COUNTY HIGHWAY DISTRICT:
SANITARY SERVICE COMPANY
CENTRAL DISTRICT HEALTH:
NAMPA MERIDIAN IRRIGATION:
SETTLERS IRRIGATION:
IDAHO POWER:
US WEST:
INTERMOUNTAIN GAS:
MERIDIAN POST OFFICE:
OTHER:
See Previous Item Packet
f fN'f fo
1]11/01
~II/ .
Contacted:
Emailed:
Date:
Staff Initials:
Phone:
Materials presented at public mee"ngsshall become property of the City of Meridian.
December 15, 2006
MERIDIAN CITY COUNCIL MEETING December 19, 2006
APPLICANT ITEM NO. 6..W
REQUEST Resolution -- Adoption of Records Retention Schedule
AGENCY
COMMENTS
CITY CLERK:
CITY ENGINEER:
CITY PLANNING DIRECTOR:
CITY ATTORNEY
CITY POLICE DEPT:
CITY FIRE DEPT:
CITY BUILDING DEPT:
CITY WATER DEPT:
CITY SEWER DEPT:
CITY PARKS DEPT:
MERIDIAN SCHOOL DISTRICT:
ADA COUNTY HIGHWAY DISTRICT:
SANITARY SERVICE COMPANY
CENTRAL DISTRICT HEALTH:
NAMPA MERIDIAN IRRIGATION:
SETTLERS IRRIGATION:
IDAHO POWER:
US WEST:
INTERMOUNTAIN GAS:
MERIDIAN POST OFFICE:
OTHER:
See attached
~~
y61
1/~
Contacted:
Emailed:
Date:
Staff Initials:
Phone:
Materials presented at public mee"ngs shall become property of the City of Meridian.
CITY OF MERIDIAN
RESOLUTION NO.
BY THE CITY COUNCIL:
BIRD, BORTON, ROUNTREE, WARDLE
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY
OF MERIDIAN, IDAHO, ADOPTING A RECORD RETENTION SCHEDULE.
WHEREAS, a record retention schedule establishes minimum retention periods for
the various types of city records; and,
WHEREAS, Idaho Code 50-907 requires the City Council to adopt by resolution a
record retention schedule, listing the various types of city records with the applicable
retention periods; and,
WHEREAS, adoption of a record retention schedule assists in efficient and
effective records management by identifYing records that have exceeded their
minimum retention that may be destroyed following approval by the City Attorney
and, as required for semi-permanent records, approval by the Idaho State Historical
Society and upon resolution of the City Council in accordance with the provisions of
Idaho Code 50-907; and,
WHEREAS, a record retention schedule also enhances protection of historic
records by identifYing records of enduring value as permanent records that are
retained by the city in perpetuity or transferred to the Idaho State Historical
Society's Permanent Records Repository for permanent retention upon resolution of
the City Council.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council ofthe City of
Meridian, Idaho that the city hereby adopts the record retention schedule attached as
Exhibit "A."
Section 1. Records identified as permanent shall not be destroyed, but shall be
retained by the city in perpetuity or transferred to the Idaho State Historical Society's
Permanent Records Repository for permanent retention upon resolution of the City
Council.
Records that are not considered permanent shall be retained for the period specified in
the retention schedule and until destruction is approved by resolution of the City Council
pursuant to the provisions of Idaho Code 50-907.
The City Clerk as the Records Manager of the City is authorized to take all necessary
steps to carry out the authorization provided by this Resolution.
RECORDS RETENTION SCHEDULE RESOLUTION
Page 1 of2
Section 2. That this Resolution shall be in full force and effect immediately upon its
adoption and approval.
PASSED BY THE CITY COUNCIL OF THE CITY OF MERIDIAN,
IDAHO, this
day of
APPROVED BY THE MAYOR OF THE CITY OF MERIDIAN, IDAHO,
this day of
MAYOR TAMMY de WEERD
ATTEST:
WILLIAM G. BERG, JR., CITY CLERK
STATE OF IDAHO, )
) ss
County of Ada )
On this day of " before me,
the undersigned, a Notary Public in and for said State, personally appeared TAMMY de
WEERD and WILLIAM G. BERG, JR., known to me to be the Mayor and City Clerk,
respectively, of the City of Meridian, Idaho, and who executed the within instrument, and
acknowledged to me that the City of Meridian executed the same.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed my
official seal the day and year first above written.
(SEAL)
NOTARY PUBLIC FOR IDAHO
RESIDING AT:
MY COMMISSION EXPIRES:
RECORDS RETENTION SCHEDULE RESOLUTION
Page 2 of2