14-1002 Authorizing Destruction of Semi-Permanent and Transitory Finance RecordsCITY OF MERIDIAN RESOLUTION NO. 14-1002
BY THE CITY COUNCIL:
BIRD, BORTON, CAVENER,
MILAM, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN
AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI-PERMANENT AND
TRANSITORY RECORDS OF THE FINANCE DEPARTMENT; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code § 50-907(4) to, by
resolution, destroy semi-permanent and transitory 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 semi-permanent and transitory records that may be
destroyed pursuant to Idaho Code § 50-907(2) because the time period for retention of such records has expired;
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 following
semi-permanent and transitory records of the Finance Department:
FINANCE
YEAR(S)
DESCRIPTION
DEPARTMENT -
Semi -Permanent Records
Accounts Payable
12/31/2008
Records documenting payment of city bills, including reports, invoices,
and older
purchase orders, payment authorizations.
Accounts Receivable
12/31/2010
Records documenting billing and collection of monies owed to the city
and older
by vendors, citizens, organizations, governments, etc. Records include:
reports receipts, invoices, statements, etc. Information typically
includes: receipt amount, date, invoice number, name, account number,
account balance, adjustments, etc.
Bank Transaction
12/31/2008
Records documenting the status and transaction activity of city bank
Records
and older
accounts, including account statements.
Budget Records
12/31/2003
Records used in preparing and adopting the city budget, including
and older
revenue projections, instructions, department requests, worksheets,
council -approved tentative budget and notice of budget hearing*,
adopted appropriations ordinance and amendments, and other
information.
*Not including: Newspaper notice of budget hearing.
Cancelled Checks
12/31/2008
Bank record of account transactions
and older
Cash Receipts
12/31/2008
Receipt and supporting documentation
and older
Contracts
12/31/2008
Agreements with vendors and other parties for the acquisition or sale of
and older
equipment, supplies, services or property.
Departmental Reports
12/31/2003
Reports documenting the financial condition and operation of the city,
and older
issued on a monthly, quarterly, annual or other basis, including
quarterly published treasurer's report and year-end financial reports.
Reports include information on revenues and expenditures in relation to
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the final budget.
Financial Reports
12/31/2003
Reports documenting the financial condition and operation of the city,
Quarterly Published
and older
Reports include information on revenues and expenditures in relation to
the final budget.
General Ledgers
12/31/2003
Records documenting the summary of accounts reflecting the financial
and older
position of the city, showing debit, credit, and balance amounts per
account, budget, fund and department, asset depreciation, and totals for
notes receivable, interest income, amounts due from other funds, bank
loans received, cash in escrow, deferred loans received, cash, revenue,
accounts receivable, accounts payable, etc.
Gift & Contribution
12/31/2003
Records documenting gifts and contributions to the city.
Records
and older
Grant Records (final
Grants closed
Records documenting the application, evaluation, awarding,
reports, grant
by
administration, reporting and status of grants applied for, received,
applications and awards)
12/31/2003
awarded or administered by the city. Records include: applications and
and older
proposals, summaries, objectives, activities, budgets, exhibits, award
notices, progress reports, contracts, financial reports, and related
correspondence and documentation.
Investment Records
12/31/2008
Reports, statements, summaries, correspondence and other records
and older
documenting and tracking investments made by the city, including the
Local Government Investment Pool.
Lease Agreements
12/31/2008
Lease agreements for property or equipment.
and older
Payroll Administrative
12/31/2003
Reports, statistical studies, and other records designed and used for
Reports
and older
budget preparation, projections, workload and personnel management,
and research and general reference.
Payroll Deduction
Employee
Records documenting employee authorization for voluntary payroll
Authorization Records
separated by
deductions. Records may include: direct bank deposits, insurance
12/31/2008
applications, enrollment cards, deduction authorizations, approval
and prior
I notices, deduction terminations, and related records.
Payroll Federal and
12/31/2008
Records, in addition to those itemized in this section, used to report the
State Tax Records
and older
collection, distribution, deposit, and transmittal of federal and state
income taxes as well as social security tax. Examples include: the
federal miscellaneous income statement (1099), employers' quarterly
federal tax return (941, 941E), tax deposit coupon (8109), and similar
federal and state completed forms.
Payroll Garnishment
Employee
Records documenting requests and court orders to withhold wages from
Record
separated by
employee earning for garnishments, tax levies, support payments, and
12/31/2008
other reasons. Usually includes original writs of garnishment, orders to
and prior
withhold, federal or state tax levies, recapitulations of amounts
withheld, and related records. Information usually includes: employee
name and social security number, name of agency ordering
garnishment, amount, name of party to whom payment is submitted,
dates, and related data.
Payroll Register — Year
12/31/2008
Payroll Registers: Registers or records serving the same function of
End
and older
documenting the earnings, voluntary and required deductions, and
withholdings of city employees. Information usually includes employee
name and social security number, hours worked, rate, overtime,
vacation value, various allowance, gross pay, federal and state
withholding; voluntary deductions, net pay, and related data.
Payroll Time Records
Employee
Records documenting hours worked, lave hours accrued, and leave
separated by
hours taken by city employees. Information usually includes: employee
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32/31/2008
name and employee number, hours worked, type and number of leave
and prior
hours taken, total hours, dates and related data.
Travel Records
12/31/2008
Records documenting requests, authorizations, reimbursements, and
and older
other actions related to employee travel, including expense reports and
receipts, vouchers and related documents.
Payroll Unemployment
12/31/2008
Records documenting employee earnings on a quarterly basis. Used to
Reports
and older
document costs and charges in the event of an unemployment
compensation claim. Information includes: employee name and social
security number, quarterly earnings.
Payroll W2s
12/31/2008
Annual statements documenting individual employee earnings and
and older
withholdings for state and federal income taxes and social security tax,
also known as federal tax form W-2. Information includes: city name
and tax identification number, employee name and social security
number, wages paid, amounts withheld, and related.
Payroll W4s
Employee
Certificates documenting the exemption status of individual city
separated by
employees, known as W-4 forms. Information includes: employee
12/31/2008
name and address, social security number, designation of exemption
and prior
status, and signature.
PERSI Records
12/31/2008
Records relating to PERSI, including Employer Remittance Forms,
and older
invoices, correspondence, financial adjustments, etc.
Purchasing Selection
12/31/2008
Records documenting competitive bidding and purchase of goods,
and older
services, and public works construction, and procurement of design
professionals. Records include: published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Purchase Orders
12/31/2008
Requests and purchase orders for goods or services purchased by the
and older
city. Information includes: department, delivery location, date,
quantity, description, unit and total price, and authorizing signatures.
Receipts
12/31/2008
Copies of receipts, showing the date, from whom received, amount,
and older
purpose, etc. (same as cash receipts)
Sales & Use Tax Forms
12/31/2008
Used to report and remit sales tax collected and due to the state.
and older
Signature Authorization
12/31/2008
Records documenting authorization of designated employees to sign
Records
and older
fiscal and contractual documents.
Vendor Lists
Until
Lists of vendors providing goods and services to the city. Name,
superseded or
address W9 for vendors.
obsolete
Capital Asset Record
12/31/2008
Record of purchase, vendor invoice and related documents.
and older
Capital Asset Record
2/31/2008
Record of disposal, department request of disposal.
and older
Utility Billing—
12/31/2008
Records documenting adjustments to customer water, sewer, garbage or
Adjustment Registers
and older
other city -provided service billings for debits, credits, refunds, returned
checks, and related reasons. Information usually includes: customer's
name and address, type of adjustment, justification, amount changed,
authorizing signatures and other information. (records held within the
billing software).
Utility Billing - Billing/
12/31/2008
Records documenting transactions on the water, sewer, garbage or
Payment Registers
and older
other city -provided service account of each customer. Useful for
reference to assure accurate customer billings and posting of payments.
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Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as provided by
this Resolution.
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Information often includes: customer's name, service address, meter
reading, water usage, utility charges, payments, adjustments and related
data. (records held within the billing software).
Utility Billing - Change
12/31/2008
Records documenting routine information changes to customer
Record
and older
accounts, including name and address. (records held within the billing
software).
Utility Billing -
12/31/2008
Records documenting a customer's request for disconnection of water,
Disconnect Record
and older
sewer, garbage or other city -provided services. (records held within the
billing software).
Utility Billing - Meter
12/31/2008
Document the readings of customer water meters for billing purposes.
Readings
and older
Information typically includes: meter reading, date read, account
number, billing code, final reading, reason for turnoff, meter changes,
and related data. (records held within the billing software).
Utility Billing - Security
12/31/2008
Records documenting customer payment of a security deposit to
Deposit Records
and older
receive temporary dumpster services. Information usually includes
date, amount of deposit, customer's name, address, and account
number, date account closed, refund date, amount of deposit applied,
and related information.
Utility Billing -
12/31/2008
Notice to City Council to verify that no customer currently slated for
Disconnect Notice to
and older
shut off due to non-payment has requested a hearing with the Board of
City Council
Adjustment. Notice includes number of customers slated for shut off
and the value of the delinquent accounts.
Utility Billing - Shut off
12/31/2008
Electronic spreadsheet used during shut off day by water department
Turn On (Soto)
and older
field staff and MUBS. Tracks customers that are to be shut off,
payments, and turn -ons as authorized. Record includes: Customer
name, service address, meter id, time of shut off, time of payment, time
of turn -on, fee waived if applicable and general notes.
Utility Billing—
12/31/2008
One page document that records a customer's promise to pay.
Payment Arrangement
and older
Utility Billing —
12/31/2008
Application completed by owner or property manager to initiate Third
Billing Directive
and older
Party billing for specified utility account. Information included: owner,
property manager, tenant, move -in date, and service address.
Utility Billing —
12/31/2008
Supplemental document completed by the tenant to accept the third
Renter Addendum
and older
party billing for specified utility account. Information included: tenants
name, service address, mailing address and phone number.
Utility Billing —
12/31/2008
General correspondence and forms related to a specific utility account.
Customer File
and older
This information would be in addition to that found within the billing
software. Documents in file may include and are not limited to: general
letters, payment arrangement forms, third party billing docs, hard
copies of customer history reports, leak adjustment requests, letters
submitted to the City for customers.
Utility Billing — Billing
12/31/2008
Document submitted by customer requesting an adjustment of charges
Adjustment Request
and older
on their account. Information includes: Customer name, service,
address, reason for billing adjustment.
Transitory Records
Payroll Registers — other
12/31/2012
Monthly registers documenting earnings, deductions, and withholdings
and older
of city employees.
Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as provided by
this Resolution.
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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 -5 day of August, 2014.
APPROVED by the Mayor of the City of Meridian, Idaho, this S day of August, 2014.
APP 8 ATTEST:
By.
Mayor Tam y eerd
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