15-1096 Authorizing Destruction of Certain PW RecordsA CITY OF MERIDIAN RESOLUTION NO.
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 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-peirnanent 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 Clerk is hereby authorized to direct and supervise the
destruction of the following temporary records of the Public Works Department:
Section 2. That the City Clerk is hereby authorized to direct and supervise the destruction of the
following semi-permanent records of the Public Works Department:
. I
Ada Country Highway District Permits issued by Ada County Highway District
(ACRD) Permits 2002, 2004-2008 (ACRD) to dig in public utility easement.
Work documents utilized to build base budgets and
Budget Preparation Records 1999
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establish yearly budgets, including vehicle replacement
worksheets, enhancements, amendments and carry
forward support.
Agendas and meeting minutes for special groups
convened by Public Works such as City Services Focus
Committee Records 2003-2009
Group, Construction Best Management Practices Sub -
Committee, Energy.
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-04 PAGE 1 OF 3
Section 3. That the City Clerk is authorized to take all necessary steps to destroy the
records as provided by this Resolution.
Section 4. 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 day of
October, 2015.
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-04 PAGE 2 OF 3
A written authorization prepared prior to employee
entry into a Permit Required Confined Space. The
Confined Space Entry Permit
2007-2009
Department's permit contains specific entry space,
purpose and time conditions under which the entrance
will operate.
Correspondence, Administrative
p
2006
Correspondence created or received in the course of
administering City policies, procedures, or programs.
Departmental Reports
p p
2000 2002
Department reports, performance management
presentations.
Emergency Master Plans
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2004
Emergency plan records for City Hall, Emergency
Management, and Continuity of Operations.
Meeting Minutes
2003, 2008-2009
Internal meeting agendas, minutes, sign -in sheets.
Rate /Fee Records
1975-2004
Records related to establishing utility rates and fees,
including calculations, research and recommendations.
Records documenting the maintenance and repair of
City sewers. May include summaries, reports, and
similar records usually compiled from daily work
Sewer Maintenance and Repair
2007-2009
records on a monthly or quarterly basis. Information
often includes location, narrative of work completed,
Records
amount and type of material used, personnel
completing work, dates of activities, authorization, and
related information.
Agreements between the City and landowners related to
the application of sewage sludge to approved sites.
Sewer Sludge Application
1980-1987, 1998-1999
Records include signed agreements, exhibits,
amendments and related documents. Information
Agreements
Landowner A gr'
typically includes: agreement number, date, conditions
or terms, parties involved, period covered, and
signatures.
Reports documenting television inspections used to
locate problems and defects in sewer lines. Often
consists of periodic inspections of existing lines, final
Sewer Television /
inspections of newly constructed lines, and inspections
Videoscan Inspection
1995-2004
at the end of warranty periods. Records usually contain
Records
videotapes and written reports. Information typically
includes: date, type of inspection, conditions found,
repairs needed, distances from manholes, and related
information.
Studies
1999, 2004
Studies related to Public Works as provided by
consultants.
Training / Travel
2008-2009
Records documenting attendance and presentation by
City employees at conventions, conferences, seminars,
workshops, and similar training events. Includes
training/travel requests, training and Continuing
Education Unit (CEU) tracking reports, and related
correspondence.
Section 3. That the City Clerk is authorized to take all necessary steps to destroy the
records as provided by this Resolution.
Section 4. 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 day of
October, 2015.
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-04 PAGE 2 OF 3
Approved by the Mayor of the City of Meridian, Idaho, this b day of
October, 2015.
APPROVED:
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Mayor Taffy de Weerd
4CIerIT,,,
CD AU�1�
ATTEST: T'l
sCity of
By: Jaycee Holman, CiEAS..e TRE ASUQ
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2015-04 PAGE 3 OF 3