HomeMy WebLinkAbout26-2579 Records Destruction CITY OF MERIDIAN RESOLUTION NO.26-2579
BY THE CITY COUNCIL: CAVENER,LITTLE ROBERTS,OVERTON,
STRADER,TAYLOR,WHITLOCK
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN
AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI-PERMANENT AND
TEMPORARY RECORDS OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section 50-
907(7) to, by resolution, destroy semi-permanent 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, upon the advice of the City Attorney, the City Clerk has identified certain semi-
permanent and temporary records that may be destroyed pursuant to Idaho Code sections 50-907(2)and(3)
because the time period for retention of such records has expired; and
WHEREAS, the list of semi-permanent and temporary records ripe for destruction through
December 31,2025 are identified in Exhibit A, attached.
NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY
OF MERIDIAN CITY,IDAHO:
Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of the
semi-permanent and temporary records of the City of Meridian identified in Exhibit A,attached.
Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as
provided by this Resolution.
Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and
approval.
ADOPTED by the City Council of the City of Meridian, Idaho,this 7th day of April,2026.
APPROVED by the Mayor of the City of Meridian, Idaho, this 7th day of April, 2026.
APPROVED: ATTEST: (SEAL)
By: By.
Mayor Robert E. Simison 4-7-2026 Chris Johnson, City Clerk 4-7-2026
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 1 OF 1
Exhibit A
RECORDS
DESTRUCTION
RESOLUTION ADOPTING UPDATED RECORDS RETENTION SCHEDULE PAGE I
TABLE OF CONTENTS
City Attorney's Office ................................................................... Page 2
City Clerk's Office ....................................................................... Page 4
Community Development ............................................................... Page 5
Finance Department ..................................................................... Page 6
Human Resources Department ......................................................... Page 7
Parks and Recreation Department ...................................................... Page l 1
Public Works Department ............................................................... Page 14
11Page
CITY ATTORNEY'S OFFICE
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Legal Department
Bankruptcy Records documenting notification Semipermanent Destroy records dated on
Notices and Case to the city that certain individuals IC§50-907(2)(a,g) or before December 31,
Files have filed for bankruptcy, and used 2020 after receipt of
to determine if the individual owes Trustee Final Report or
money to the city and to file notice an Order Dismissing the
or claim with the court. Case. (See Civil Case
Information may include: debtor's Files for litigated claims
name, utility accounts information, and adversary actions)
prepared repayment plan and
related documentation.
Civil Case Files Records related to cases filed by Semipermanent Destroy records dated on
and against the City, including IC§50-907(2)(g) or before December 31,
bankruptcy litigated claims and land 2020
use judicial review/appeals .
Includes complaints, summons,
investigations, reports, attorney
notes, discovery-related records,
pleadings, affidavits, motions,
deposition transcripts, disposition,
orders and judgments, exhibits,
appeals, and related records.
Contracts Agreements with outside counsel, Semipermanent Destroy records dated on
investigators, representatives, and IC§50-907(2)(b) or before December 31,
other parties approved by the City 2020
Attorney.
Departmental Reports prepared by the city Semipermanent Destroy records dated on
Reports attorney for the mayor and city IC§50-907(2)(e) or before December 31,
council. 2020
Forms and Forms and agreements prepared by Semipermanent Destroy records dated on
Agreements City Attorney's Office (e.g. consent IC§50-907(2)(g) or before December 31,
forms, acknowledgement forms, 2020
waiver agreements, liability
agreement .
Legal Opinions, Formal and informal opinions and Semipermanent Destroy records dated on
Memoranda memoranda rendered by the city IC§50-907(2)(g) or before December 31,
attorney for the mayor, city council, 2020
or city departments, examining
legal questions relating to
state/federal law/rules or local
ordinances/policies.
21 Page
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Privileged Records held in confidence by the Semipermanent Destroy records dated on
Administrative City Attorney's Office regarding IC§50-907(2)(g) or before December 31,
Records confidential or privileged matters 2020 after separation of
including personnel investigations, investigated employee
settlements related to personnel
matters.
Settlement Settlement agreements and related Semipermanent Destroy records dated on
Records documentation from civil cases, IC§50-907(2)(g) or before December 31,
claims, mediation, and arbitration. 2019 after final
fulfillment of all parties'
obli ations
Risk Management
Claim Files Claims for damages filed by and Semipermanent Destroy records dated on
against the city, including claims IC§50-907(2)(a,g) or before December 31,
caused by City employees/ 2020 for unlitigated
equipment, including tort claims, claims (See Civil Case
property damage records, and Files for litigated claims)
related correspondence.
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CITY CLERK'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Correspondence Records created or received in the course Semipermanent Destroy records
of administering city policies, procedures dated on or before
or programs, but these records do not December 31, 2020
provide insight into significant policy,
procedure or program discussions or
decisions.
Operational Records
AudioNideo Audio and video recordings of City Semipermanent Destroy records
Recordings Council, Commission and Committee dated on or before
Meetings. December 31, 2020
Contracts & Agreements with vendors and other Semipermanent
Agreements to parties for the acquisition, lease, lease- IC§50- Destroy where
which the City is a purchase or sale of equipment, supplies, 907(2)(b) expired on or before
Party services or property, letters of credit, December 31, 2015
warranty surety agreements which have
been approved at a City Council meeting,
approved by the Mayor, or have been
recorded with Ada County.
Permits & Licenses Records relating to city permits and Semipermanent Destroy records
licenses issued in the City Clerk's Office. IC§50- dated on or before
907 2 d December 31, 2020
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COMMUNITY DEVELOPMENT DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Administrative—All Divisions
Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary Destroy records
Team Records special groups convened by Community dated on or before
Development for specific purposes such as December 31,
understanding operational gaps, Code 2023
issues, and process delays.
Department Departmental records created or received in Temporary Destroy records
Guidelines, Policies, the course of administering departmental dated on or before
Procedures, Processes policies,procedures, or programs,but these December 31,
and Reports records do not provide insight into 2023
significant policy, procedure, program,
discussions, or decisions. Including,but not
limited to: citizen response letters.
Zoning Verification Documents, including,but not limited to: Semi- Destroy records
Letter written requests for zoning analysis of a permanent dated on or before
specific parcel/property and the responsive December 31,
departmental opinion. 2015
51Page
FINANCE DEPARTMENT
RECORD DESCRIPTION I CATEGORY RETENTION PERIOD
Administrative—All Administration, Arts & Culture,Billing, Budget, Controller,Purchasing)
Correspondence Records created or received in the Semipermanent Destroy records
course of administering city policies, dated on or before
procedures or programs, but these December 31, 2020
records do not provide insight into
significant policy, procedure or program
discussions or decisions. Including but
not limited to Citizen Response letters,
billing adjustment requests, etc.
Accounting
Accounts Payable Records documenting payment of city Semipermanent Destroy records
bills, including reports, invoices, check IC§50- dated on or before
stubs, purchase orders,payment 907(2)(a) December 31, 2020
authorizations.
Accounts Records documenting billing and Semipermanent Destroy records
Receivable collection of monies owed to the city by IC§50- dated on or before
vendors, citizens, organizations, 907(2)(a) December 31, 2020
governments, etc. Records include:
reports, receipts, invoices, statements,
etc. Information typically includes:
receipt amount, date, invoice number,
name, account number, account balance,
adjustments, etc.
Cash Receipts Receipt and supporting documentation. Semipermanent Destroy records
IC§50- dated on or before
907 2 a December 31, 2020
Grant Records Records documenting the application, Semipermanent Destroy records
evaluation, awarding, administration, IC§50- dated on or before
reporting and status of grants applied 907(2)(g) December 31, 2015
for,received, awarded or administered from final grant
by the city. Records include: close-out
applications and proposals, summaries,
objectives, activities, budgets, exhibits,
award notices,progress reports,
contracts, financial reports, and related
correspondence and documentation.
Bank Transaction Records documenting the status and Semipermanent Destroy records
Records transaction activity of city bank IC§50- dated on or before
accounts, including account statements. 907(2)(a) December 31, 2020
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HUMAN RESOURCES DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Affirmative Records documenting city compliance with Semipermanent Destroy where date
Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); of request or
Employment Employment Opportunity Act of 1972 and 29 CFR personnel action
Opportunity the Americans with Disabilities Act. 1602,1602.14, (whichever is later)
Commission Records include: plans,policy statements, 1620.32 was on or before
Reports reports, investigations, case files and related December 31, 2020
information. Also includes EEO-4 reports
submitted to the Equal Employment
Opportunity Commission(EEOC)
documenting compliance with EEOC
requirements by cities with 15 or more
employees.
Employee Document of employee's work history. Semipermanent Destroy where date
Personnel Records Original employee personnel records are IC§§50-907(2)(g) of employee
kept by Human Resources Department and 45-610; 29 separation,
unless otherwise specified. Records may CFR 1627.3; 29 expiration of
include, but are not limited to: employment CFR 1602.31; eligibility, or
applications, notices of appointment, IDAPA completion of
training and certification records, records of 09.01.35.081 litigation (whichever
health limitations, drug testing, salary is earliest)was on or
schedules,personal actions,performance before December
evaluations, awards and other special 31, 2020
recognition, letters of recommendation,
investigation information, disciplinary
action, notices of layoff, letters of
resignation, home address and telephone,
emergency notification forms, oaths of
office, grievance and complaint records, and
relate correspondence and documentation.
(See also Employee Benefits Records,
Employee Medical Records, Recruitment
and Selection Records, and Volunteer
Records).
Notes:
(1)Meridian Police Department employee
personnel records including original Internal
Affairs files and training materials are kept
by the Police Department according to the
Police Department Records Retention
Schedule. Upon employee separation, these
records shall be forwarded to Human
Resources Department.
7 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All other Police Department current
employee original personnel records are
kept by the Human Resources Department.
(2)Meridian Fire Department employee
personnel records including original training
records and original records related to
Union promotions are kept by the Fire
Department. Upon employee separation
these records shall be forwarded to Human
Resources Department.
All other Fire Department current employee
original personnel records including ICRMP
and BEST training records and Union
member promotion applications and PAR
forms documenting a promotion are kept by
Human Resources Department.
Employment Document to the U.S. Immigration and Temporary Destroy where date
Verification Naturalization Service that an applicant or IC§50-90 7(3)(d), of hire was on or
(I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § before December
Applicants Information includes: employee information 1324a(b)(3) 31, 2022 or date of
and verification data such as citizenship or (Immigration termination of
alien status and signature, employer review Reform and employment was
and verification data such as documents, Control Act) December 31, 2024,
which establish identity and eligibility, and whichever is later
employer's signature certifying that
documents were checked. This category
includes forms completed for all new hires,
as superseded or previous forms completed
on rehires.
Leave Applications or requests submitted by city Temporary Destroy records
Applications employees for compensatory, family and IC§50-907(3)(d) dated on or before
medical leave, long term leave and other December 31, 2022
leave time. Information usually includes:
employee name, department, date, leave
dates requested, type of leave requested, and
related data. These are not kept by Finance.
Personnel Action Completed employee forms submitted to Semipermanent Destroy where date
(PAR) Forms HR upon initial hire,pay increase or IC§50-90 7(2)(g); of employee
decrease, change of address, or change of 29 CFR Part 1602 separation,
supervisor. and 29 CFR expiration of
1627.3 eligibility, or
completion of
litigation(whichever
is earliest)was on or
before December
31, 2020
8 1 P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2023
are Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 1627.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes,position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information,polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Police Department employee Temporary Destroy where date
original background investigation records of separation was on
are kept by the Police Department. Upon or before December
employee separation these original records 31, 2023
shall be forwarded to the Human Resources
Department for proper disposition.
Meridian Fire Department Union original Temporary Destroy records
recruitment records including National dated on or before
Testing Network testing, application, and December 31, 2023
interview notes, for applicants who are
hired, are kept by the Fire Department
until the expiration of the retention period at
which time they shall be properly destroyed
by the Fire Department.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2023
are Not Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 1627.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes,position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information,polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Fire Department Union original Temporary Destroy records
recruitment records including National dated on or before
Testing Network testing, application, and December 31, 2023
interview notes, for applicants who are not
hired, are kept by the Fire Department until
the expiration of the retention period at
which time, they shall be properly destroyed
b the Fire Department
101 Page
PARKS &RECREATION DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Agendas & Minutes— Staff Agendas and minutes of monthly Semipermanent Destroy records
Meetings MPR all-staff meetings. IC§50-907(2)(g) dated on or before
December 31, 2020
Concessionaires' Health Central District Health food safety Temporary Destroy records
Department Records certifications and permits IC§50-907(3)(d) dated on or before
submitted by concessionaire. December 31, 2025
Correspondence Correspondence created or Semipermanent Destroy records
received in the course of IC§50-907(2)(g) dated on or before
administering City policies, December 31, 2020
procedures or programs including
but not limited to memos,
transmittals, notes, comments,
thank you notes, letters to
businesses and day-to day office
and housekeeping correspondence.
Committee Records Agendas, meeting minutes/notes, Semipermanent Destroy records
and audio recordings of ad hoc IC§50-907(2)(g) dated on or before
groups convened by Parks & December 31, 2020
Recreation for specific purposes
(e.g., Christmas in Meridian).
Employee files Certifications, disciplinary reports, Semipermanent Transfer to Human
performance evaluations, IC§50-907(2)(g) Resources and
comment cards, complaints, records dated on or
kudos, awards, etc. regarding before December
em to ees and lifeguards. 31, 2020
External Guidelines, Director's orders and policies Temporary Destroy records
Policies,Director's Orders pertaining to external customers, IC§50-907(3)(d) dated on or before
facilities, recreation classes, December 31, 2023
camps, special events, and sports
(e.g., Lost& Found, Metal
Detecting, Recreational Instructor
Policy, Registrations &Refunds,
Sports League Bylaws,
Partnerships Between Private or
Public Entities, Hot Air Balloons).
Employee Time Logs and Completed logs of employees' Semipermanent Destroy records
Reports timesheets, tasks, and location; IC§50-907(2)(g) dated on or before
reports and analysis of related December 31, 2020
data.
Facility Improvement Plans Plans and specifications related to Semipermanent Destroy records
remodel and improvement of MPR IC§50-907(2)(c) dated on or before
buildings d facilities. December 31, 2015
111 Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Facility Reservations Materials related to reservation of Semipermanent Destroy records
facilities and equipment(e.g., IC§50-907(2)(g) dated on or before
shelters; tennis,pickleball, and December 31, 1998
basketball courts; multiuse and (kept in Recl)
baseball/ softball fields; cornhole
boards).
Financial Aid Applications Completed application forms and Temporary Destroy records
materials submitted to request IC§50-907(3)(d) dated on or before
financial assistance for children's December 31, 2023
class or program(e.g., Care
Enough to Share).
Grounds Maintenance Pesticide spray records, Temporary Destroy records
Records playground inspection records. IC§50-907(3)(d) dated on or before
IDAPA December 31, 2022
02.03.03.100.05
Homecourt Membership Records regarding Homecourt Temporary Destroy records
Records membership registration, IC§50-907(3)(d) dated on or before
including, e.g., waiver, financial December 31, 2023
information, daily sign-in logs.
Incident or Accident Records regarding incidents, Temporary Destroy records
Reports injuries, accidents, rescues, or IC§50-907(3)(d) dated on or before
other staff actions, incurred during December 31, 2023
or related to a department-
sponsored or department-provided
class, camp,program, reservation,
or activity.
Meeting Records and Notes Agendas and minutes of monthly Semipermanent Destroy records
MPR all-staff meetings. IC§50-907(2)(g) dated on or before
December 31, 2020
Permits Materials related to permit Semipermanent Destroy records
applications and permits issued by IC§50-907(2)(g) dated on or before
MPR(e.g., amplified sound December 31, 2020
permits, short-term concession
permits).
Recreation Class/Activity Materials related to registration for Semipermanent Destroy records
Registration a recreation class or activity. IC§50-907(2)(g) dated on or before
December 31, 1998
(ke tin Rec 1)
Surveys Internal and external outreach Semipermanent Destroy records
surveys and results. IC§50-907(2)(g) dated on or before
December 31, 2015
12 1 Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Team Rosters and Record of all individuals Temporary Destroy records
Registration Forms registered for a sports team. IC§50-907(3)(d) dated on or before
December 31, 2023
Tree Abatement Case Files Records related to nuisance tree Temporary Destroy records
abatement as ordered by City IC§50-907(3)(d) dated on or before
Arborist. December 31, 2023
Lakeview Golf Course
Golf Cart Maintenance Records regarding maintenance of Temporary Destroy records
Records golf carts. IC§50-907(3)(d) dated on or before
December 31, 2023
Golf Course Annual Passes Records related to annual pass Temporary Destroy records
registration and issuance, IC§50-907(3)(d) dated on or before
including, e.g., waiver, contact December 31, 2023
and financial information.
Golf Course Fertilizer and Pesticide, herbicide, and fertilizer Temporary Destroy records
Pesticide Records spray records. IC§50-907(3)(d) dated on or before
IDAPA December 31, 2022
02.03.03.100.05
Tournament Applications Tournament application form and Temporary Destroy records
related materials, including IC§50-907(3)(d) dated on or before
waiver, proof of insurance, etc. December 31, 2023
Community Swimming Pool
Chemical Test Logs Records of water chemical level Temporary Destroy records
testing performed by pool staff. IC§50-907(3)(d) dated on or before
December 31, 2023
Chemical Test reports Records of automatic chemical Semipermanent Destroy records
tests performed by chemical IC§50-907(2)(g) dated on or before
automation system and emailed to December 31, 2020
MPR staff.
Swim Team Waiver Forms Completed waivers submitted by Temporary Destroy records
individual swim team members. IC§50-907(3)(d) dated on or before
December 31, 2023
Pool Operation License License(s)to operate pool issued Temporary Destroy records
by Central District Health. IC§50-907(3)(d) dated on or before
December 31, 2023
Lifeguard Schedules and Lifeguard schedule and Semipermanent Destroy records
Timesheets timesheets, contact information IC§50-907(2)(g) dated on or before
December 31, 1998
(kept in
WhenlWork
Arts and Culture Coordinator
Initial Point Gallery Records regarding applicants not Temporary Destroy records
Records selected for exhibition of work in IC§50-907(3)(d) dated on or before
IPG. December 31, 2023
13 1 Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Permission forms allowing display Temporary Destroy records
of work by minor artists in IPG. IC§50-907(3)(d) dated on or before
December 31, 2023
IPG visitor sign-in sheets. Temporary Destroy records
IC§50-907(3)(d) dated on or before
December 31, 2023
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Department Records
Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent Destroy records dated on or
Test Results security alarms and sprinkler tests before December 31, 2020
Reports for all relevant City-owned facilities or until administrative need
including annual fire alarm testing, ends
annual backflow testing, quarterly
sprinkler testing in Sapphire
suppression system, monthly fire
pump runs, and monthly check on
fire extinguishers and Sapphire.
Budget Preparation Work documents utilized to build Semipermanent Destroy records dated on or
Records base budgets and establish yearly before December 31, 2005
budgets, including vehicle
replacement worksheets,
enhancements, amendments and
carry forward support.
Confined Space A written authorization prepared Semipermanent Destroy records dated
Entry Permit prior to employee entry into a Permit December 31, 2020 and
Required Confined Space. The older
Department's permit contains
specific entry space,purpose and
time conditions under which the
entrance will operate.
Correspondence, Correspondence created or received Semipermanent Destroy records dated on or
Administrative in the course of administering City before December 31, 2020
policies, procedures, or programs.
Departmental Department reports,performance Semipermanent Destroy records dated on or
Reports management presentations. before December 31, 2015
141Page
Engineering Capital Engineering Capital& Enhancement Semipermanent Destroy records dated on or
and Enhancement Plan(ECEP)—5-year Capital before December 31, 2015
Plan (ECEP) Improvement Plan Reports.
Reports
Meeting Minutes Internal meeting agendas, minutes, Semipermanent Destroy records dated on or
sign-in sheets before December 31, 2020
Presentations Departmental presentations. Semipermanent Destroy records dated on or
before December 31, 2015
Safety Audits Health and Safety audits. Temporary Destroy records dated
December 31, 2022 and
older
Safety/Health and Safety and health documents Semipermanent Destroy records dated on or
Testing including but not limited to training, before December 31, 1950
auditory testing records, respirator
fit test information.
Safety Meeting Topics covered and sign-up sheet for Semipermanent Destroy records dated on or
Agenda/Signup employees who attended the before December 31, 2020
Sheets meetings.
Training and Travel Records documenting attendance Semipermanent Destroy records dated on or
and presentation by City employees before December 31, 2020
at conventions, conferences,
seminars, workshops, and similar
training events. Includes training
requests, travel requests, training
and Continuing Education Unit
(CEU)tracking reports, and related
correspondence.
Administration
Area of Impact Records related to analysis of Semipermanent Destroy records dated on or
Records expansion of Public Works services before December 31, 1950
into the Area of Impact such as
those for Kuna, Kuna Treatment
Plant, Meridian Heights Water and
Sewer District, South Meridian
Planning.
Committee Records Agendas and meeting minutes for Semipermanent Destroy records dated on or
special groups convened by Public before December 31, 2020
Works such as City Services Focus
Group, Construction Best
Management Practices Sub-
Committee, Energy.
Emergency Master Emergency plan records for City Semipermanent Destroy records dated on or
Plans Hall, Emergency Management, and before December 31, 2015
Continuity of Operations.
Events, Public Records related to planning Public Semipermanent Destroy records dated on or
Works Works internal and external events. before December 31, 2015
15 1 Page
Rate/Fee Records Records related to establishing Semipermanent Destroy records dated on or
utility rates and fees, including before December 31, 2005
calculations, research and
recommendations.
Special Projects Documents related to special or one- Semipermanent Destroy where date of
time projects to include, but not completion was on or
limited to: Strategic Plans, Inventory before December 31, 2015
Management, Project Information,
Rail with Trail, Subdivisions, and
Accreditation.
Surveys Public Works initiated internal and Semipermanent Destroy records dated on or
external surveys and survey results. before December 31, 2015
161 Page
Engineering
Fire Flow Requests Requests from customers for fire Semipermanent Destroy records dated on or
flow and responses from before December 31, 1950
Engineering staff based on computer
modeling.
Sewer Modeling Requests from customers to run Semipermanent Destroy records dated on or
Requests sewer model for capacity and sizing before December 31, 1950
and response from Engineering staff
based on computer modeling.
Environmental
Environmental Awards presented to citizens and Semipermanent Destroy records dated on or
Awards Records businesses in recognition of before December 31, 2015
environmental contributions to the
community. This includes but is not
limited to award nominations,
certificates,photographs, and lists of
recipients.
Streetli hts/Trans ortation & Utility Coordination
Moratorium Cut Requests to ACHD to do a utility Semipermanent Destroy records dated on or
Requests repair in an area with a 5-year no cut before December 31, 2015
moratorium .
Pretreatment
Permitted Facilities Records related to permitted Semipermanent Destroy records dated on or
facilities, including zero discharge before December 31, 2015
permits
Pretreatment Awards presented to businesses in Semipermanent Destroy records dated on or
Awards Records recognition of Best Management before December 31, 2020
Practices (BMP) contributions to the
Wastewater Resource Recovery
Facility. This includes but is not
limited to award nominations,
certificates,photographs, and lists of
recipients.
Wastewater
Sewer Maintenance Records documenting the Semipermanent Destroy records requiring
and Repair Records maintenance and repair of City engineering stamps whose
sewers. May include summaries, life of structure ended in
reports, and similar records usually 2023. For records not
compiled from daily work records requiring engineering
on a monthly or quarterly basis. stamps, destroy records
dated December 31, 2020 if
asset has been removed
from service.
Sewer Smoke Test Records documenting smoke tests Semipermanent Destroy records dated on or
Records undertaken to verify hookup to main before December 31, 2015
sewer lines, check condition of
pipes, or determine effectiveness of
171 Page
backflow prevention devices.
Information typically includes: maps
or diagrams of lines tested, location
of leaks detected, inspector's name,
pipe size, and related information.
Sewer Television/ Records from contractors Semipermanent Destroy records dated
Videoscan documenting television inspections December 31, 2020 and
Inspection Records used to locate problems and defects older
(External) in sewer lines. Often consists of,
inspections of newly constructed
lines.
Water
Backflow Tests Backflow assemblies test report Temporary Destroy records dated on or
before December 31, 2022
Construction Bacteria sample results taken for Semipermanent Destroy records dated on or
Samples water line/well construction before December 31, 2020
or until administrative need
ends
Daily Chlorine Field notes from Chlorine residuals Temporary Destroy records dated on or
Residuals taken from various sample ports in before December 31, 2022
the City waters stem
Digline Marking Agreements between City and Semipermanent Destroy records dated on or
Agreement Excavators for marking facility before December 31, 2020
Fire Flow Reports Actual fire flow data taken from a Semipermanent Destroy records dated on or
articular fire hydrant before December 31, 1950
ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent Destroy records dated on or
Reports notifying them of new hydrants to before December 31, 2020
Water System
Leak Letters Letters that are mailed to customer Semipennanent Destroy records dated on or
informing customer of a possible before December 31, 2020
leak are attached to the service order
for leak check
Meter Warranty A report on meter warranty Semipermanent Destroy records dated on or
Report before December 31, 2000
Safety Inspections Inspections/Reports for Gas Semipermanent Destroy records dated on or
Monitors, Crane, Fall Protection, before December 31, 1995
and Fire Inspection
Spring flush notices Flush notices mailed to customers Semipermanent Destroy records dated on or
(Mailers) for spring flush of water system/ before December 31, 2020
Maps
Turbidity Reports Logs used for entering wasted water Semipermanent Destroy records dated on or
flushed from the water system and before December 31, 2000
not sold. Flush locations are listed.
Water Quality information,
including Nephelometer Turbidity
TU readings, are documented.
Water Meter Water meter reports including NC Semipermanent Destroy records dated on or
Reports list,billing status report, autoread before December 31, 2020
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master route report,billing pre-scan
report, re-reads, and water meter
testing results, Sensus analytics, RNI
Reports
Water Quality Any mailed correspondence with Semipermanent Destroy records dated on or
Correspondence labs, customers, regulators before December 31, 2010
concerning sampling
Water Quality Records documenting water quality Semipermanent Destroy records dated on or
Master Log calls from customers before December 31, 2000
Water Quality Records documenting water quality Semipermanent Destroy records dated on or
Master calls from customers. before December 31, 2000
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