16-1157 Authorization to Destroy Certain RecordsCITY OF MERIDIAN RESOLUTION NO.
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 HUMAN RESOURCES DEPARTMENT; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code § 50-907(7) 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 § 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
semi-permanent and temporary records of the Human Resources Department:
HUMAN RESOURCES
YEAR(S) DESCRIPTION
DEPARTMENT
Semi -Permanent Records
Affirmative Action; 2000-2002, 2002- Records documenting city compliance with the Civil Rights Act of
Equal Employment 2004, 2005-2007, 1964, the Equal Employment Opportunity Act of 1972 and the
Opportunity 2010, 2011 Americans with Disabilities Act. Records include: plans, policy
Commission Reports statements, reports, investigations, case files and related
information. Also includes EEO -4 reports submitted to the Equal
Employment Opportunity Commission (EEOC) documenting
compliance with EEOC requirements by cities with 15 or more
employ es.
Insurance 1996, 1997, Records documenting plan descriptions and summaries of city
Policies/Plans: 1998, 1999, 2001 insurance policies and plans covering employee group health and
Employee Group Health life benefits, including annual certification records.
and Life Benefits
Temporary Records
Collective Bargaining 1999 Records documenting negotiations between the city and employee
representatives, including contracts, reports, negotiation notes,
letters of agreement, arbitration findings, cost analyses, minutes,
tape recordings, etc.
Recruitment and 1998, 2002-2007, Documents regarding the recruitment and selection of city
Selection Records for 2009-2013 employees and contracted service providers such as attorneys,
Applicants who are auditors, consultants, etc. Records may include, but are not limited
Hired; Not Hired to: job announcements and descriptions, applicant lists, applications
and resumes, position advertisement records, civil service and other
examination records, interview questions, interview and application
scoring notes, applicant background investigation information,
RESOLUTION AUTHORIZING DESTRUCTION OF HUMAN RESOURCES DEPARTMENT RECORDS 2016-05 PAGE I OF 2
polygraph test results, letters of reference, civil service records,
staffing requisition forms, certification of eligibles, recruitment file
job announcement, position description, documentation relating to
the announcement and test, and test items and rating levels), and
related correspondence and documentation.
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
16th day of August, 2016.
APPROVED by the Mayor of the City of Meridian, Idaho, this 16th day of August, 2016.
APPROVED:
BY:
Mayor Tammy e Weerd
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C. Jay. Coles, ity Clerk
RESOLUTION AUTHORIZING DESTRUCTION OF HUMAN RESOURCES DEPARTMENT RECORDS 2016-05 PAGE 2 OF 2