15-1084 Approving Destruction of PW RecordsA CITY OF MERIDIAN
BY THE CITY COUNCIL:
RESOLUTION NO.
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 TEMPORARY RECORDS OF THE MERIDIAN PUBLIC WORKS
DEPARTMENT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code
section 50-907(4) 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, 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;
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO:
Section 1. That the City Cleric is hereby authorized to direct and supervise the
destruction of the following semi-permanent and temporary records of the Public Works
Department:
PUBLIC WORKS YEAR(S) I DESCRIPTION
Semi-permanent Records
Activity Reports
2002-2004, 2007-2009
Daily, weekly, monthly or other
reports documenting the activities
of the Public Works Department
employees, including: type of
activity, time spent, work
completed, equipment and fuel
used, reports, logs, log sheets, and
related records.
Ada County Highway
1997
Permits issued by Ada County
District ACHD Permits
Highway District (ACHD) to dig
in public utility easement.
Area of Impact Records
2001-2004
Records related to analysis of
expansion of Public Works
services into the Area of Impact
such as those for Kuna, Kuna
Treatment Plant, Meridian
Heights Water and Sewer
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-03 PAGE 1 OF 3
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-03 PAGE 2 OF 3
District, South Meridian
Planning.
Budget Preparation Records
2001-2004
Work documents utilized to build
base budgets and establish yearly
budgets, including vehicle
replacement worksheets,
enhancements, amendments and
carry forward support.
Committee Records
1987-1990, 2001-2002,
Agendas and meeting minutes for
2004-2009
special groups convened by
Public Works such as City
Services Focus Group,
Construction Best Management
Practices Sub -Committee,
Energy.
Correspondence,
1988, 1997-2009
Correspondence created or
Administrative
received in the course of
administering City policies,
procedures, or programs.
Departmental Reports
1997-1998, 2003-2005
Department reports, performance
management presentations.
Emergency Master Plans
1995-2001
Emergency plan records for City
Hall, Emergency Management,
and Continuity of Operations.
Events, Public Works
2008-2009
Records related to planning
Public Works internal and
external events.
Meeting Minutes
2004-2009
Internal meeting agendas,
minutes, sign -in sheets.
Rate/Fee Records
1959-1967, 1992, 1996-
Records related to establishing
2004
utility rates and fees, including
calculations, research and
recommendations.
Safety Inspections
1979-1983
Inspections/Reports.
Sewer TelevisionNideoscan
2004
Reports documenting television
Inspection Records
inspections used to locate
problems and defects in sewer
lines.
Spring Flush Notices
2005
Flush notices mailed to customers
(Mailers)
for spring flush of water
system/Maps.
Studies
1976, 1984-1985, 1995-
Studies related to Public Works
1997, 1999, 2001-2004
as provided by consultants.
Training/Travel
1998, 2002-2003, 2008-
Records documenting attendance
2009
and presentation by City
employees at conventions,
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-03 PAGE 2 OF 3
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 R day of August,
2015.
q 1!�
APPROVED by the Mayor of the City of Meridian, Idaho, this 10 day of August, 2015.
APPRO�YEDw__.___
Mayor y de Weerd
ATTEST:
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-03 PAGE 3 OP 3
conferences, seminars,
workshops, and similar training
events. Includes training/travel
requests, training and Continuing
Education Unit (CEU) tracking
reports, and related
correspondence.
Water Meter Reports
1984-1991, 2009
Water meter reports including:
NC list, billing status report,
autoread master route report,
billing pre -scan report, re -reads,
and water meter testing results.
Temporary Records
Customer Complaints
2008-2010
Complaint letters, notes on phone
calls and in person complaints
from customers/citizens.
Quotes
1999
Quotes from contractor and other
service providers, Preliminary
and final quotes for goods and
services used to conduct building
repairs, maintenance, or
modifications.
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 R day of August,
2015.
q 1!�
APPROVED by the Mayor of the City of Meridian, Idaho, this 10 day of August, 2015.
APPRO�YEDw__.___
Mayor y de Weerd
ATTEST:
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-03 PAGE 3 OP 3