16-1124 Authorizing Destruction of Semi-Permanent and Transitory Records of the Finance DepartmentCITY OF MERIDIAN RESOLUTION NO. / __
BY THE CITY COUNCIL:
BIRD, BORTON, CAVE NER,
MILAM, PALMER, LITTLE ROBERTS
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 Cleric; 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
12/31/2010 and
Records documenting payment of city bills, including reports,
older
invoices, purchase orders, payment authorizations.
Accounts Receivable
12/31/2010 and
Records documenting billing and collection of monies owed to the
older
city 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
12/31/2010 and
Records documenting the status and transaction activity of city bank
Records
older
accounts, including account statements.
Budget Records
12/31/2005 and
Records used in preparing and adopting the city budget, including
older
revenue projections, instructions, department requests, worksheets,
council -approved tentative budget and notice of budget hearing,
adopted appropriations ordinance and amendments, and other
information.
Cancelled Checks
12/31/2010 and
Bank record of account transactions
older
Cash Receipts
12/31/2010 and
Receipt and supporting documentation
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Contracts
12/31/2010 and
Agreements with vendors and other parties for the acquisition or
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sale of equipment, supplies, services or property also includes
insurance certificates, payment and performance bonds pertaining to
a solicitation or contract that Purchasing is facilitating.
Departmental Reports
12/31/2005 and
Reports documenting the financial condition and operation of the
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city, 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 the final budget.
Financial Reports
12/31/2005 and
Reports documenting the financial condition and operation of the
Quarterly Published
older
city, Reports include information on revenues and expenditures in
relation to the final budget.
General Ledgers
12/31/2005 and
Records documenting the summary of accounts reflecting the
older
financial 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
12/31/2005 and
Records documenting gifts and contributions to the city.
Records
older
Grant Records (final
Grants closed by
Records documenting the application, evaluation, awarding,
reports, grant
12/31/2005 and
administration, reporting and status of grants applied for, received,
applications and
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awarded or administered by the city. Records include: applications
awards)
and proposals, summaries, objectives, activities, budgets, exhibits,
award notices, progress reports, contracts, financial reports, and
related correspondence and documentation.
Investment Records
12/31/2010 and
Reports, statements, summaries, correspondence and other records
older
documenting and tracking investments made by the city, including
the Local Government Investment Pool.
Lease Agreements
12/31/2010 and
Lease agreements for property or equipment.
older
Payroll Administrative
12/31/2005 and
Reports, statistical studies, and other records designed and used for
Reports
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
12/31/2010 and
applications, enrollment cards, deduction authorizations, approval
prior
notices, deduction terminations, and related records.
Payroll Federal and
12/31/2010 and
Records, in addition to those itemized in this section, used to report
State Tax Records
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the 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
Record
separated by
from employee earning for garnishments, tax levies, support
12/31/2010 and
payments, and other reasons. Usually includes original writs of
prior
garnishment, orders to 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
a to whom payment is submitted, dates, and related data.
Payroll Register — Year
12/31/2010 and
Payroll Registers: Registers or records serving the same function of
End
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,
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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, leave hours accrued, and leave
separated by
hours taken by city employees. Information usually includes:
12/31/2010 and
employee name and employee number, hours worked, type and
prior
number of leave hours taken, total hours, dates and related data.
Travel Records
12/31/2010 and
Records documenting requests, authorizations, reimbursements, and
older
other actions related to employee travel, including expense reports
and receipts, vouchers and related documents.
Payroll Unemployment
12/31/2010 and
Records documenting employee earnings on a quarterly basis. Used
Reports
older
to document costs and charges in the event of an unemployment
compensation claim. Information includes: employee name and
social security number, quarterly earnings.
Payroll W2s
12/31/2010 and
Annual statements documenting individual employee earnings 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
securi number, wages paid, amounts withheld, and related data.
Payroll W4s
Employee
Certificates documenting the exemption status of individual city
separated by
employees, also known as W-4 forms. Information includes:
12/31/2010 and
employee name and address, social security number, designation of
prior
exem tion status, and signature.
PERSI Records
12/31/2010 and
Records relating to PERSI, including Employer Remittance Forms,
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invoices, correspondence, financial adjustments, etc.
Purchasing Selection
12/31/2010 and
Records documenting competitive bidding and purchase of goods,
older
services, and public works construction, and procurement of design
professionals. Records include: published notices and solicitations,
specifications, bids, requests for qualifications, statements of
ualifications, etc.
Purchase Orders
12/31/2010 and
Requests and purchase orders for goods or services purchased by
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the city. Information includes: department, delivery location, date,
quantity, description, unit and total price, and authorizing
signatures.
Receipts
12/31/2010 and
Copies of receipts, showing the date, from whom received, amount,
older
purpose, etc. (same as cash receipts)
Sales & Use Tax Forms
12/31/2010 and
Used to report and remit sales tax collected and due to the state.
older
Signature Authorization
12/31/2010 and
Records documenting authorization of designated employees to sign
Records
older
fiscal and contractual documents.
Capital Asset Record
12/31/2010 and
Record of purchase, vendor invoice and related documents.
older
Capital Asset Record
2/31/2010 and
Record of disposal, department request of disposal.
older
Utility Billing —
12/31/2010 and
Records documenting adjustments to customer water, sewer,
Adjustment Registers
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garbage or 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).
RESOLUTION AUTHORIZING DESTRUCTION OF FINANCE DEPARTMENT RECORDS 2016-02 PAGE 3 OF 5
Utility Billing - Billing/
12/31/2010 and
Records documenting transactions on the water, sewer, garbage or
Payment Registers
older
other city -provided service account of each customer. Useful for
reference to assure accurate customer billings and posting of
payments. 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
12/31/2010 and
Records documenting routine information changes to customer
Record
older
accounts, including name and address. (Records held within the
billing software).
Utility Billing -
12/31/2010 and
Records documenting a customer's request for disconnection of
Disconnect Record
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water, sewer, garbage or other city -provided services. (Records
held within the billing software).
Utility Billing - Meter
12/31/2010 and
Document the readings of customer water meters for billing
Readings
older
purposes. 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 -
12/31/2010 and
Records documenting customer payment of a security deposit to
Security Deposit
older
receive temporary dumpster services. Information usually includes
Records
date, amount of deposit, customer's name, address, and account
number, date account closed, refund date, amount of deposit
a lied, and related information.
Utility Billing -
12/31/2010 and
Notice to City Council to verify that no customer currently slated
Disconnect Notice to
older
for shut off due to non-payment has requested a hearing with the
City Council
Board of Adjustment. Notice includes number of customers slated
for shut off and the value of the delinquent accounts.
Utility Billing - Shut off
12/31/2010 and
Electronic spreadsheet used during shut off day by water
Turn On Report (Soto)
older
department 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 —
12/31/2010 and
One page document that records a customer's promise to pay.
Payment Arrangement
older
Utility Billing —
12/31/2010 and
Application completed by owner or property manager to initiate
Billing Directive
older
Third Party billing for specified utility account. Information
included: owner, property manager, tenant, move -in date, and
service address.
Utility Billing —
12/31/2010 and
Supplemental document completed by the tenant to accept the third
Renter Addendum
older
party billing for specified utility account. Information included:
tenants name, service address, mailing address and phone number.
Utility Billing —
12/31/2010 and
General correspondence and forms related to a specific utility
Customer File
older
account. 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.
RESOLUTION AUTHORIZING DESTRUCTION OF FINANCE DEPARTMENT RECORDS 2016-02 PAGE 4 OF 5
Transitory Records
Payroll Registers —
12/31/2013 and
Monthly registers documenting earnings, deductions, and
other
older
withholdings of city employees.
Vendor Lists
Until superseded
Lists of vendors providing goods and services to the city. Name,
or obsolete
address W9 for vendors.
Section 2. That the City Cleric 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 day of March, 2016.
APPROVED by the Mayor of the City of Meridian, Idaho, this day of March, 2016.
APPROVED:
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