16-1134 Destruction of Semi-Permanent and Transitory PW RecordsA CITY OF MERIDIAN RESOLUTION NO. l h' 1134
BY THE CITY COUNCIL: BIRD, BORTON, CAVENER,
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 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 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:
RECORDS
Daily, weekly, monthly or other reports documenting
the activities of Public Works Department employees,
Activity Reports 2005, 2010 including:
type of activity, employees involved, time spent on
activity, work completed, equipment and fuel used,
reports, logs, log sheets, and related records.
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2016-03 PAGE 1 OF 3
TEMPORARY RECORDS
-----
Correspondence, Engineering
2012
Engineering transmittals (not project -related),
serviceability letters, Letters of Interest.
Customer Complaints
1993-1999, 2000-2007, 2011-
Complaint letters, notes on phone calls and in person
2012
complaints from customers/citizens.
Preventative Maintenance Work
2012
Preventative maintenance schedules, work orders.
Plans
Quotes from contractor and other service providers,
Quotes
2000-2003, 2009-2010, 2012
Preliminary and final quotes for goods and services
used to conduct building repairs, maintenance, or
modifications.
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:
RECORDS
Daily, weekly, monthly or other reports documenting
the activities of Public Works Department employees,
Activity Reports 2005, 2010 including:
type of activity, employees involved, time spent on
activity, work completed, equipment and fuel used,
reports, logs, log sheets, and related records.
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2016-03 PAGE 1 OF 3
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2016-03 PAGE 2 OF 3
Records related to analysis of expansion of Public
Area of Impact Records
2005
Works services into the Area of Impact such as those
for Kuna, Kuna Treatment Plant, Meridian Heights
Water and Sewer District, South Meridian Planning.
A written authorization prepared prior to employee
entry into a Permit Required Confined Space. The
Confined Space Entry Permits
2010
Department's permit contains specific entry space,
purpose and time conditions under which the entrance
will operate.
Correspondence, Administrative
2008, 2010
Correspondence created or received in the course of
administering City policies, procedures, or programs.
Awards presented to citizens and businesses in
recognition of environmental contributions to the
Environmental Awards Records
2009-2010
community. This includes but is not limited to award
nominations, certificates, photographs, and lists of
recipients.
Events, Public Works
2010
Records related to planning Public Works internal and
external events.
Meeting Minutes
2010
Internal meeting agendas, minutes, sign -in sheets.
Presentations
2005
Departmental presentations.
Rate/Fee Records
2004
Records related to establishing utility rates and fees,
including calculations, research and recommendations.
Health and Safety Manual, safety audits, training,
Safety Documents
1985
standard operating procedures, auditory testing records,
respirator fit test information.
Records including requests from customer, Utility
Service Orders
2009-2010
Billing, or Water Division to perform work or get a
read at an address as well as historical logs showing
service order number.
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
2010
records on a monthly or quarterly basis. Information
Records
often includes location, narrative of work completed,
amount and type of material used, personnel
completing work, dates of activities, authorization, and
related information.
Reports documenting television inspections used to
locate problems and defects in sewer lines. Often
consists of periodic inspections of existing lines, final
Sewer TelevisionNideoscan
2005
inspections of newly constructed lines, and inspections
Inspection Records
at the end of warranty periods. Records usually contain
videotapes and written reports. Information typically
includes: date, type of inspection, conditions found,
repairs.
Documents related to special, one-time projects to
Special Projects
2005
include, but not limited to, Inventory Management,
Project Information, Rail with Trail, Subdivisions, and
Accreditation.
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2016-03 PAGE 2 OF 3
Studies
2005
Studies related to Public Works as provided by
consultants.
Records documenting attendance and presentation by
Training / Travel
2010
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.
Water meter reports including: NC list, billing status
Water Meter Reports
1997-1999, 2009-2011
report, autoread master route report, billing pre -scan
report, re -reads, and water meter testing results.
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.
4
Adopted by the City Council of the City of Meridian, Idaho, this ��'�
day of
April, 2016.
Approved by the Mayor of the City of Meridian, Idaho, this Lct�day of
April, 2016.
APPROVED:
Mayor Ta y Weerd
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ATTEST: 2C°
w city of
By: Fhi
Jacy Jones, City Clerk
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