17-1193 Authorization to Destroy Certain RecordsCITY OF MERIDIAN RESOLUTION NO. / -7� /
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 CITY OF MERIDIAN; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section
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, upon the advice of the City Attorney, 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 semi-permanent records of the City of Meridian:
SEMI-PERMANENT RECORDS
DEPARTMENT YEAR(S) DESCRIPTION
CITY ATTORNEY'S OFFICE
Bankruptcy Notices and Case Files
December 31, 2011 and older
Records documenting notification to the City
that certain individuals have filed for
bankruptcy, and used to determine if the
individual owes money to the city and to file
notice or claim with the court. Information
may include: debtor's name, utility accounts
information, prepared repayment plan and
related documentation.
Civil Case Files
December 31, 2006 and older
Pending and closed cases filed by and against
the City, including all pre -litigation,
litigation, appellate documents (complaints,
summons, investigations, reports, attorney
notes, discovery -related records, pleadings,
affidavits, motions, deposition transcripts,
disposition, orders and judgments, exhibits,
appeals, and related records), and bankruptcy
files.
Claim Files
December 31, 2006 and older
Claims for damages filed by and against the
city, including claims caused by city
employees/equipment, including Property
Damage Records, Public Injury Reports, and
related corres ondence.
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Departmental Reports December 31, 2011 and older Reports prepared by the city attorney for the
mayor and city council.
Insurance Policy Records December 31, 2011 Records documenting the terms and
conditions of city insurance policies covering
liability, property, motor vehicle, etc.
Records usually include: policies,
endorsements, rate change notices, agent of
record, and related documents.
Land Use Appeals December 31, 2006 and older Appeals of land use decisions, including staff
reports, pleadings, briefs, and related
documents.
Legal Opinions, Memoranda December 31, 2006 and older Formal and informal opinions and
memoranda rendered by the city attorney for
the mayor, city council, or city departments,
examining legal questions relating to
state/federal law/rules or local
ordinances/policies.
Settlement Records December 31, 1941 and older Settlement agreements and related
documentation from civil cases, claims,
mediation, and arbitration.
CITY CLERK’S OFFICE
Audio/Video Recordings December 31, 2011 and older
Audio and video recordings of City Council,
Commission and Committee Meetings.
Contracts & Agreements to which
the City is a Party
December 31, 1991 and older Agreements with vendors and other parties
for the acquisition, lease, lease-purchase or
sale of equipment, supplies, services or
property, letters of credit, warranty surety
agreements, and easement agreements which
have been approved at a City Council
meeting, approved by the Mayor, or have
been recorded with Ada County.
Correspondence December 31, 2011 and older Records created or received in the course of
administering city policies, procedures or
programs, but these records do not provide
insight into significant policy, procedure or
program discussions or decisions.
Election-General/Regular
(Working Files)
December 31, 2011 and older Includes the following records: polling
places, judges and clerks, challengers and
watchers, voting machines and vote tally
systems, correspondence, and other records
not specifically listed in this schedule.
Permits & Licenses December 31, 2006 and older Records relating to city permits and licenses
issued in the City Clerk’s Office.
COMMISSIONS, COMMITTEES, BOARDS
(Excludes Planning & Zoning and City Council)
Audio Recordings December 31, 2011 and older
Audio recordings of commission, committee,
or board meetings
Minutes
December 31, 2011 and older Summary or verbatim minutes of
commission, committee, or board meetings;
documents and other written or visual
materials presented at meetings (e.g.,
handouts, photos, presentations, etc.)
COMMUNITY DEVELOPMENT
Correspondence December 31, 2011 and older Records created or received in the course of
administering city policies, procedures, or
programs, but these records do not provide
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insight into significant policy, procedure, or
program discussions or decisions, including,
but not limited to: citizen response letters,
change of address notifications including
corner lot change of address, and street name
changes.
Land Development Commercial
and Governments Project Files
December 31, 2006 and older Files or documents created and/or used in the
land development phase of a commercial
project, including but not limited to:
approval letters, soil reports, and drainage
calculations.
Land Development Non-
Commercial and Non-Government
(Residential) Project Files
December 31, 2006 and older Files or documents created or used in the
land development phase of a residential or
commercial subdivision project, including,
but not limited to: approval letters, soil
report, and drainage calculations.
Permits and Inspection Records-All
Land Development (Accela Record
ID’s)
December 31, 2006 and older Files or documents created and/or used in the
land developments phase of all
Governmental, Commercial, or
Residential/Commercial Subdivision
projects with Accela ID’s (LD-DEV, LD-
CLOT, LD-RSUB, LD-CSUB, LD-CAP,
LD-MISC, LD-WSA).
Sub Recipient Agreements and
Supporting Documents
December 31, 2006 and older Documents, including, but not limited to:
agreements, Consolidated Annual
Performance Evaluation Report (CAPER),
sub-recipient agreements, environmental
review records, PSAs (and corresponding
products), sub-recipient reporting documents
(activity reports, draw requests, labor files),
etc.
Sign: Planned Sign Program; No
longer issuing, but still have
existing records
December 31, 2011 and older Documents, including, but not limited to:
approved application, and sign requirements
for a specific project.
Sign: Limited Duration December 31, 2006 and older Documents, including, but not limited to:
application, associated checklist items, and
approved sign design/drawings.
Time Extension December 31, 2011 and older Documents including, but not limited to:
application, staff report, and decision letter.
Zoning Verification Letter December 31, 2006 and older Documents, including, but not limited to:
written requests for zoning analysis of a
specific parcel/property and the responsive
departmental opinion
FINANCE
Accounting Software Records December 31, 2006 and older Transaction records within the Accounting
Software system: including – payroll, vendor
listing, vendor payments, vendor purchase
orders, budget transactions, cash receipts,
and general ledger.
Accounts Payable December 31, 2011 and older Records documenting payment of city bills,
including reports, invoices, check stubs,
purchase orders, payment authorizations.
Accounts Receivable December 31, 2011 and older Records documenting billing and collection
of monies owed to the city by vendors,
citizens, organizations, governments, etc.
Records include: reports, receipts, invoices,
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statements, etc. Information typically
includes: receipt amount, date, invoice
number, name, account number, account
balance, adjustments, etc.
Adjustment Registers
December 31, 2011 and older Records documenting adjustments to
customer water, sewer, 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).
Administrative Reports December 31, 2006 and older Reports, statistical studies, and other records
designed and used for budget preparation,
projections, workload and personnel
management, and research and general
reference.
Bank Transaction Records
December 31, 2011 and older Records documenting the status and
transaction activity of city bank accounts,
including account statements.
Billing Directive
December 31, 2011 and older Application completed by owner or property
manager to initiate Third Party billing for
specified utility account. Information
included: owner, property manager, tenant,
move-in date, and service address.
Billing/Payment Registers
December 31, 2011 and older Records documenting transactions on the
water, sewer, garbage or 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).
Budget Records
December 31, 2006 and older Records used in preparing and adopting the
city budget, including 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
December 31, 2011 and older Bank record of account transactions.
Capital Asset Records – Purchase December 31, 2011 and older Record of purchase, vendor invoice and
related documents.
Capital Asset Records – Disposal December 31, 2011 and older Record of disposal, department request of
disposal.
Cash Receipts December 31, 2011 and older Receipt and supporting documentation
Change Record
December 31, 2011 and older Records documenting routine information
changes to customer accounts, including
name and address. (Records held within the
billing software).
Contracts December 31, 2011 and older Agreements with vendors and other parties
either in hard copies or contained on the
Contract Management Database for the
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acquisition or 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.
Correspondence December 31, 2011 and older Records created or received in the course of
administering city policies, procedures or
programs, but these records do not provide
insight into significant policy, procedure or
program discussions or decisions. Including
but not limited to Citizen Response letters,
billing adjustment requests, etc.
Customer File
December 31, 2011 and older General correspondence and forms related to
a specific utility 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.
Deduction Authorization Records December 31, 2011 and older Records documenting employee
authorization for voluntary payroll
deductions. Records may include: direct
bank deposits, insurance applications,
enrollment cards, deduction authorizations,
approval notices, deduction terminations, and
related records.
Departmental Reports
December 31, 2006 and older Reports documenting the financial condition
and operation of the 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.
Disconnect Notice to City Council
December 31, 2011 and older Notice to City Council to verify that no
customer currently slated for shut off due to
non-payment has requested a hearing with
the Board of Adjustment. Notice includes
number of customers slated for shut off and
the value of the delinquent accounts.
Disconnect Record
December 31, 2011 and older Records documenting a customer’s request
for disconnection of water, sewer, garbage or
other city-provided services. (records held
within the billing software).
Federal & State Tax Records December 31, 2011 and older Records, in addition to those itemized in this
section, used to report 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.
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Financial Reports Quarterly
Published
December 31, 2006 and older Reports documenting the financial condition
and operation of the city, Reports include
information on revenues and expenditures in
relation to the final budget.
Financial Reports Year End December 31, 2011 and older Reports and data used to document the
financial condition and operation of the city,
sub ledgers related to, but not including the
final Audit Report.
Garnishment Record December 31, 2011 and older Records documenting requests and court
orders to withhold wages from employee
earnings for garnishments, tax levies, support
payments, and other reasons. Usually
includes original writs of 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 party to
whom payment is submitted, dates, and
related data.
General Ledgers
December 31, 2006 and older Records documenting the summary of
accounts reflecting the 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 and Contribution Records December 31, 2006 and older Records documenting gifts and contributions
to the city.
Grant Records December 31, 2006 and older Records documenting the application,
evaluation, awarding, administration,
reporting and status of grants applied for,
received, awarded or administered by the
city. Records include: applications and
proposals, summaries, objectives, activities,
budgets, exhibits, award notices, progress
reports, contracts, financial reports, and
related correspondence and documentation.
Investment Records December 31, 2011 and older Reports, statements, summaries,
correspondence and other records
documenting and tracking investments made
by the city, including the Local Government
Investment Pool.
Journal Entries December 31, 2011 and older Records including detailed reports and back
up documentation for journal entries
Lease Agreements December 31, 2011 and older Lease agreements for property or equipment.
Meter Readings
December 31, 2011 and older Document the readings of customer water
meters for billing purposes. Information
typically includes: meter reading, date read,
account number, billing code, final reading,
reason for turnoff, meter changes, and related
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data. (records held within the billing
software)
PERSI Records December 31, 2011 and older Records relating to PERSI, including
Employer Remittance Forms, invoices,
correspondence, financial adjustments, etc.
Purchase Orders December 31, 2011 and older Requests and purchase orders for goods or
services purchased by the city. Information
includes: department, delivery location, date,
quantity, description, unit and total price, and
authorizing signatures.
Purchasing Selection
December 31, 2011 and older Records documenting competitive bidding
and purchase of goods, services, and public
works construction, and procurement of
design professionals. Records include:
published notices and solicitations,
specifications, bids, requests for
qualifications, statements of qualifications,
etc.
Registers Year End December 31, 2011 and older Payroll Registers: Registers or records
serving the same function of documenting
the earnings, voluntary and required
deductions, and withholdings of city
employees. Information usually includes
employee name and social security number,
hours worked, rate, overtime, vacation value,
various allowance, gross pay, federal and
state withholding, voluntary deductions, net
pay, and related data.
Renter Addendums
December 31, 2011 and older Supplemental document completed by the
tenant to accept the third party billing for
specified utility account. Information
included: tenants name, service address,
mailing address and phone number.
Sales & Use Tax Forms December 31, 2011 and older Used to report and remit sales tax collected
and due to the state.
Security Deposit Records December 31, 2011 and older Records documenting customer payment of a
security deposit to receive temporary
dumpster services. Information usually
includes date, amount of deposit, customer’s
name, address, and account number, date
account closed, refund date, amount of
deposit applied, and related information.
Shut Off Turn On December 31, 2011 and older Electronic spreadsheet used during shut off
day by water 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.
Time Records December 31, 2011 and older Records documenting hours worked, leave
hours accrued, and leave hours taken by city
employees. Information usually includes:
employee name and employee number, hours
worked, type and number of leave hours
taken, total hours, dates and related data.
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Travel Records December 31, 2011 and older Records documenting requests,
authorizations, reimbursements, and other
actions related to employee travel, including
expense reports and receipts, vouchers and
related documents.
Unemployment Reports December 31, 2011 and older Records documenting employee earnings on
a quarterly basis. Used to document costs
and charges in the event of an unemployment
compensation claim. Information includes:
employee name and social security number,
quarterly earnings.
W2s December 31, 2011 and older Annual statements documenting individual
employee earnings and 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 security number, wages paid, amounts
withheld, and related data.
W4s December 31, 2011 and older Certificates documenting the exemption
status of individual city employees, also
known as W-4 forms. Information includes:
employee name and address, social security
number, designation of exemption status, and
signature.
FIRE
Car Seat Inspections December 31, 2006 and older Car seat inspection forms.
Correspondence December 31, 2011 and older General administrative correspondence,
including records created or received in the
course of administering city
policies/programs, but not related to
significant policy/program discussions or
decisions. Includes customer survey cards.
Meeting Minutes December 31, 2011 and older Final, approved Officer and Command Staff
meeting minutes.
Public Education Programs &
Publications
December 31, 2011 and older Records related to the design and
implementation of educational and other
outreach programs provided to the public by
the department. May include: class
descriptions, instructional materials, course
outlines, class enrollment and attendance
records, reports, speeches, and publications.
Structure Burn Training Records December 31, 2006 and older Records related to structure burns.
HUMAN RESOURCES
Affirmative Action; Equal
Employment Opportunity
Commission Reports
December 31, 2011 and older Records documenting city compliance with
the Civil Rights Act of 1964, the Equal
Employment Opportunity Act of 1972 and
the Americans with Disabilities Act. Records
include: plans, policy 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
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employees.
Benefits Continuation December 31, 1941 and older Records documenting notice to employees,
spouses, and dependents informing them of
their rights to continue insurance coverage
after termination or disability or family leave
and whether coverage was elected or
rejected. Continuation may be under
COBRA or another provision. Notice is also
sent to a third party administrator who
administers the extended coverage. Records
may be filed with the Employee Benefits
Records or Employee Personnel Records.
Budget Prep Records December 31, 2006 and older Working documents utilized to build base
budgets and establish yearly budgets;
worksheets, enhancements, amendments, etc.
Committee Records December 31, 2009 and older Agendas and meeting minutes/notes for
special groups convened by HR for specific
purposes such as Benefits, Compensation,
and Wellness.
Correspondence, Administrative December 31, 2011 and older Correspondence created or received in the
course of administering City policies and
programs.
Department Guidelines, Policies,
Procedures, Processes, and Reports
December 31, 2006 and older HR guidelines, including but not limited to,
Salary Administration Guidelines
December 31, 1996 and older City Standard Operating Policy/Procedure
Manual.
December 2011 and older Records documenting and relating to HR
processes, including but not limited to,
recruiting/interviewing processes.
December 31, 2006 and older Policies, reports, and documents regarding
the internal department operations and
procedures (e.g. Turnover, Recruiting
reports, etc.).
December 31, 2006 and older HR reports regarding department
performance or other management
presentations. Includes reports documenting
trends, department or City performance in
key areas as determined.
Employee Benefits December 31, 1941 and older Records relating to city employee benefits
information such as: selection of insurance
plans, retirement, pension, and disability
plans, deferred compensation plans, and
other benefit information. Records may
include but are not limited to: plan selection
and application forms, enrollment records,
contribution and deduction summaries,
personal data records, authorizations,
beneficiary information, notices of disability
payment made, and related documentation.
Employee Medical Records December 31, 1941 and older Document an individual employee’s work-
related medical history. These records are not
personnel records and must be kept in a
separate location from employee personnel
records as required by the Americans with
Disabilities Act. Records may include, but
are not limited to: medical exam records
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(pre-employment, pre-assignment, periodic
or episodic), X-rays, records of significant
health or disability limitations related to job
assignments, documentation or work-related
injuries or illnesses, hearing test records,
hazard exposure records, first- aid incident
records, physician statements, release
consent forms and related correspondence.
Employee Personnel Records December 31, 1941 and older Document of employee’s work history.
Records may include, but are not limited to:
employment applications, notices of
appointment, training and certification
records, records of health limitations, drug
testing, salary schedules, personal actions,
performance evaluations, awards and other
special recognition, letters of
recommendation, investigation information,
disciplinary action, notices of layoff, letters
of resignation, home address and telephone,
emergency notification forms, oaths of
office, grievance and complaint records, and
relate correspondence and documentation.
(See also Employee Benefits Records,
Employee Medical Records, Recruitment and
Selection Records, and Volunteer Records).
Hazard Exposure Records December 31, 1941 and older Emergency response employees exhibiting
signs or symptoms possibly resulting from
exposure to hazardous substances are
required to be provided medical examination
and consultation. Records include:
employee’s name and social security
number; physician’s written opinion,
recommended limitations; results of
examinations and tests; employee medical
complaints related to hazardous substance
exposure; description of employee’s duties as
they relate to exposure; the employee’s
exposure levels or anticipated exposure
levels; description of protective equipment
used; and information from previous medical
examinations of the employee which is not
readily available to physician and other
information.
Insurance Policies/Plans: Employee
Group Health and Life Benefits
December 31, 2006 and older Records documenting plan descriptions and
summaries of city insurance policies and
plans covering employee group health and
life benefits, including annual certification
records.
Personnel Action (PAR) Forms December 31, 1941 and older Completed employee forms submitted to HR
upon initial hire, pay increase or decrease,
change of address, or change of supervisor.
Presentations December 31, 2011 and older Formal departmental presentations to
Council, other formal bodies.
Special Projects December 31, 2006 and older Documents related to special, one-time
projects to include, but not limited to,
Employee Satisfaction Survey, Policy
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Review/Revision, Salary Structure Review.
Surveys December 31, 2006 and older HR and other initiated internal surveys,
survey results (e.g. Salary Surveys,
Employee Satisfactions Surveys, Best Place
to Work. Etc.).
Training Programs/HR December 31, 2011 and older Records related to the design and
implementation of training programs
provided to employees by the City.
Documents may include course descriptions,
instructor certifications, instructional
materials, course outlines, class enrollment
and attendance records, tests, test results, and
related records.
Training/Travel Records December 31, 2011 and older Records documenting attendance and
presentation by HR employees at
conventions, conferences, seminars,
workshops, and similar training events.
Includes training/travel requests, training
materials, reports and related
correspondence.
INFORMATION TECHNOLOGY
Correspondence December 31, 2011 and older Records created or received in the course of
administering city policies, procedures or
programs, but these records do not provide
insight into significant policy, procedure or
program discussions or decisions.
Case Management Notes December 31, 2006 and older All cases opened in Case Management.
Department Policies and Reports December 31, 2011 and older Policies, reports, and documents regarding
internal department operations and procedures,
e.g. computer usage policy, password policy,
service level goals, training materials,
evaluations of materials.
Outlook E-mail Messages –
General City Staff
December 31, 2011 and older All e-mail messages, sent or received by City
staff using Outlook software, that are stored
in Outlook or the City’s e-mail archiving
system. (E-mail messages may be preserved
elsewhere in digital or paper format for
longer periods of time as the subject matter
of such messages may require).
MAYOR’S OFFICE
Agendas & Minutes December 31, 2006 and older Agendas and minutes of Director Meetings,
Operational Meetings, Mayor’s Youth
Advisory Council Meetings.
Applications December 31, 2006 and older Forms and materials submitted with
application for positions or awards
administered by Mayor’s Office, including
applications for scholarships, Promise
partners, Mayor’s Youth Advisory Council,
volunteer positons, City commissions, and
City committees or task forces.
Correspondence December 31, 2011 and older Correspondence created or received in the
course of administering city
policies/programs, but these records do not
provide insight into significant
policy/program discussion or decisions. May
include citizen response letters, letters to
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homeowner associations and businesses.
Proclamations December 31, 2011 and older Outside group-initiated proclamations.
Publications December 31, 2006 and older Informational or promotional publications of
the Mayor’s office, including newsletters,
flyers, marketing materials, brochures,
program materials.
PARKS AND RECREATION
Agendas & Minutes December 31, 2006 and older Agendas and minutes of weekly and monthly
MPR staff meetings.
Budget Preparation Records December 31, 2006 and older Working documents utilized to build base
budgets and establish yearly budgets,
including but not limited to enhancements,
amendments, carry forward support, FTE
anticipation, vehicle replacement, and quotes
for service/maintenance.
Correspondence December 31, 2011 and older Records created or received in the course of
administering city policies, procedures or
programs, but these records do not provide
insight into significant policy, procedure or
program discussions or decisions. Including
but not limited to citizen response letters.
Internal Department Time Logs and
Reports
December 31, 2011 and older Completed logs of employees’ time, tasks,
and location; reports and analysis of related
data.
Marketing Materials December 31, 2006 and older Informational or promotional publications of
the Parks & Recreation Department,
including flyers, brochures, program
materials, Facilities Tour/Park
Ambassador/other program booklets,
PowerPoint and Prezi presentations, z-cards,
and videos.
Surveys
December 31, 2006 and older Internal and external outreach surveys and
results, presentations, neighborhood meeting
minutes, correspondence, and summary
reports to solicit citizen input on parks and
recreation, customer service, and process
improvement. Records of public input,
including survey results, neighborhood
meeting minutes, correspondence, etc.
POLICE
Activity Reports December 31, 2011 and older Daily, weekly, monthly or other reports
documenting the activities of employees,
including: type of activity, employees
involved, time spent on activity, work
completed, equipment used, etc.
Animal Control Records** December 31, 2011 and older Records regarding services provided under
professional services agreement for animal
control services.
Crime Reports (DRs) for
Other Crimes
December 31, 2011 and older Reports documenting a criminal offense and
actions taken, including charges or arrests.
Record typically includes location of
occurrence, date and time, handling officer,
involved parties (suspects, victims,
witnesses, reporting parties, etc.) and their
personal information, summary of events and
supportive documents (e.g., probable cause
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statements, witness statements, tow slips,
administrative license suspension forms,
intoxilyzer slips, field sobriety tests forms,
runaway forms, release of custody forms
(juveniles), criminal background information
(!LETS/Triple III, Ada LE Lookup, ISTARS,
JDOC),
documents provided by citizens and victims,
citations, property invoices, release of
property forms, Leads Online printouts,
shoplifting reports from store security
officers, etc.).
Digital Media - Type2 December 31, 2011 and older Digital media attached to a crime report for a
felony other than a major crime. Includes
video, audio, or other digital content created
by a law enforcement officer in the course of
an investigation or response and attached to a
crime report for a crime other than murder,
involuntary manslaughter, rape, sexual abuse
of a child, or terrorism.
Firearm Disposal Records December 31, 2011 and older These files contain records of firearms that
have been disposed of through sale, trade or
destruction. They include manufacturer's
name, serial number, model, caliber, disposal
method, disposal date, name of business
purchasing the firearm, and bid.
Impounded and Abandoned
Vehicle Records (impound forms)*
December 31, 2011 and older Forms documenting vehicles impounded by
police due to accidents, abandonments,
recovered as stolen, used in commission of a
crime, etc. Documents may include
notifications, information cards or sheets,
receipts, etc. Information typically includes
make, model, year, color, vin identification
number, tag number, condition and
contents of vehicle, tow company used,
release conditions, name and address of
individual to whom the vehicle was released,
Indemnity Bonds December 31, 2011 and older Copies of insurance bonds issued to
indemnify the police department against
claims of wrongful actions in civil seizure
cases.
Internal Affairs Files December 31, 1941 and older Records documenting department's
investigation of an officer's role in an
incident for the purpose of evaluating
compliance with department policy and
professional standards. Records typically
include investigative materials (video and
audio recordings, written statements,
narratives, analysis) and recommended
disciplinary actions, if any.
Polygraph Records December 31, 2011 and older Records documenting polygraph tests given
to criminal suspects, for internal
investigations, and other purposes. Includes
pre-examination records, questions,
statements of consent, analysis reports,
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results charts, conclusions, interviewee
statements, and related information.
Property and Evidence Control and
Disposition Records**
December 31, 2011 and older Records used to track property and evidence
in department's possession. Documents,
receipts, storage, and disposition of personal
property and physical evidence. May include
evidence photographs, receipt forms,
evidence logs (showing chain of possession
of evidence), property reports, destruction
lists, property consignment sheets, seized
firearm logs, homicide evidence inventories,
etc. Information usually includes case
number, tag number, date and time, property
or evidence description, storage location,
release date, etc.
Traffic Collision Reports December 31, 2011 and older Documents of traffic collisions investigated
by the police department. These reports
typically include complete information on all
cars and drivers involved in the accident,
location of occurrence, damage, cause of
accident, date and time, accident diagram,
description and weather conditions.
Training Materials December 31, 2011 and older Records related to training programs
provided to MPD personnel by presenters
including City employees, contractors, or
other presenters. May include course
descriptions, instructor certifications,
instructional materials, course outlines and
handouts, and attendance records.
PUBLIC WORKS
Activity Reports December 31, 2011 and older Daily, weekly, monthly or other reports
documenting the activities of Public Works
Department employees, including: type of
activity, employees involved, time spent on
activity, work completed, equipment and fuel
used, reports, logs, log sheets, and related
records.
Ada County Highway District
Permits
December 31, 2011 and older Permits issued by Ada County Highway
District (ACHD) to dig in public utility
easement.
Area of Impact Records December 31, 2006 and older 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 District, South Meridian Planning.
Budget Preparation Records December 31, 2006 and older Work documents utilized to build base
budgets and establish yearly budgets,
including vehicle replacement worksheets,
enhancements, amendments and carry
forward support.
Committee Records December 31, 2011 and older Agendas and meeting minutes for special
groups convened by Public Works such as
City Services Focus Group, Construction
Best Management Practices Sub-Committee,
Energy.
Confined Space Entry Permit December 31, 2011 and older A written authorization prepared prior to
RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04
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employee entry into a Permit Required
Confined Space. The Department’s permit
contains specific entry space, purpose and
time conditions under which the entrance
will operate.
Correspondence, Administrative December 31, 2011 and older Correspondence created or received in the
course of administering City policies,
procedures, or programs.
Departmental Reports December 31, 2006 and older Department reports, performance
management presentations.
Environmental Awards Records December 31, 2011 and older Awards presented to citizens and businesses
in recognition of environmental contributions
to the community. This includes but is not
limited to award nominations, certificates,
photographs, and lists of recipients.
Events, Public Works December 31, 2011 and older Records related to planning Public Works
internal and external events.
Leak Letters December 31, 2011 and older Letters that were mailed to customer
informing customer of a possible leak are
attached to the service order for leak check.
Meeting Minutes December 31, 2011 and older Internal meeting agendas, minutes, sign-in
sheets.
National Pollutant Discharge
Elimination System (NPDES)
Construction General Permit and
Storm Water Pollution Prevention
Plans (SWPPP)
December 31, 2011 and older All records and information resulting from
the National Pollutant Discharge Elimination
System (NPDES) Construction General
Permit including, but not limited to copy of
completed and signed Storm Water Pollution
Protection Plans (SWPPPs) and SWPPP
inspection reports.
Presentations December 31, 2006 and older Departmental presentations.
Rate/Fee Records December 31, 2006 and older Records related to establishing utility rates
and fees, including calculations, research and
recommendations.
Service Orders December 31, 2011 and older Records including requests from customer,
Utility Billing, or Water Division to perform
work or get a read at an address as well as
historical logs showing service order
number.
Sewer Maintenance and Repair
Records
December 31, 2011 and older Records documenting the maintenance and
repair of City sewers. May include
summaries, reports, and similar records
usually compiled from daily work records on
a monthly or quarterly basis. Information
often includes location, narrative of work
completed, amount and type of material
used, personnel completing work, dates of
activities, authorization, and related
information.
Sewer Television/Videoscan
Inspection Records
December 31, 2006 and older Reports documenting television inspections
used to locate problems and defects in sewer
lines. Often consists of periodic inspections
of existing lines, final inspections of newly
constructed lines, and inspections at the end
of warranty periods. Records usually contain
videotapes and written reports. Information
typically includes: date, type of inspection,
RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04
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conditions found, repairs needed, distances
from manholes, and related information.
Special Projects December 31, 2006 and older Documents related to special or one-time
projects to include, but not limited to:
Strategic Plans, Inventory Management,
Project Information, Rail with Trail,
Subdivisions, and Accreditation.
Studies December 31, 2006 and older Studies related to Public Works as provided
by consultants.
Surveys December 31, 2011 and older Public Works initiated internal and external
surveys and survey results.
Training December 31, 2011 and older Records documenting attendance and
presentation by City employees at
conventions, conferences, seminars,
workshops, and similar training events.
Includes training requests, training and
Continuing Education Unit (CEU) tracking
reports, and related correspondence.
Section 2. That the City Clerk is hereby authorized to direct and supervise the destruction of
the following temporary records of the City of Meridian:
TEMPORARY RECORDS
DEPARTMENT YEAR(S) DESCRIPTION
CITY CLERK’S OFFICE
Election-General/Regular
(Working Files)
December 31, 2014 and older Election ballots, including voted ballots,
unused ballots, spoiled ballots, ballot stubs,
absentee voting, and duplicate poll books.
Public Records Requests
December 31, 2015 and older All PRR files including electronic tracking
spreadsheet, requests and responses
COMMUNITY DEVELOPMENT
Committee/Ad Hoc Team Records December 31, 2014 and older Agendas and meeting minutes/notes for
special groups convened by Community
Development for specific purposes such as
understanding operational gaps, Code issues,
and process delays.
Department Guidelines, Policies,
Procedures, Processes and Reports
December 31, 2014 and older Departmental records created or received in
the course of administering departmental
policies, procedures, or programs, but these
records do not provide insight into
significant policy, procedure, program,
discussions, or decisions. Including, but not
limited to: citizen response letters.
FINANCE
Special Projects/Initiatives December 31, 2014 and older Documents related to special or non-
confidential one-time projects.
FIRE
Narcotics Inventory & Usage December 31, 2013 and older Narcotic inventory and usage – hard copy,
narcotics distributed to the engine
companies.
Public Record Requests December 31, 2014 and older Public records requests and responses.
Ride-Along Forms December 31, 2014 and older Signed waivers for persons requesting a ride-
along with the department. Ride Along
tracking records.
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HUMAN RESOURCES
Collective Bargaining December 31, 2013 and older 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.
Employment Verification
(I-9) of Job Applicants
December 31, 2013 and older Document to the U.S. Immigration and
Naturalization Service that an applicant or
employee is eligible to work in the U.S.
Information includes: employee information
and verification data such as citizenship or
alien status and signature, employer review
and verification data such as documents,
which establish identity and eligibility, and
employer’s signature certifying that
documents were checked. This category
includes forms completed for all new hires,
as superseded or previous forms completed
on rehires.
Kinds and Levels Chart December 31, 2013 and older Records documenting the description,
classification and compensation of city jobs
and positions. Usually includes details of
duties and responsibilities of each position
time percentage breakdowns of tasks, skills
and abilities needed for each position, and
related records documenting the
development, modification or redefinition of
each job or position.
Leave Applications December 31, 2013 and older Applications or requests submitted by city
employees for compensatory, family and
medical leave, long term leave, and other
leave time. Information usually includes:
employee name, department, date, leave
dates requested, type of leave requested, and
related data. These are not kept by Finance.
Position Descriptions December 31, 2013 and older Records documenting the description,
classification and compensation of city jobs
and positions. Usually includes details of
duties and responsibilities of each position
time percentage breakdowns of tasks, skills
and abilities needed for each position, and
related records documenting the
development, modification or redefinition of
each job or position.
Recruitment and Selection Records
for Applicants who are Hired; Not
Hired
December 31, 2014 and older Documents regarding the recruitment and
selection of city employees and contracted
service providers such as attorneys, auditors,
consultants, etc. Records may include, but
are not limited to: job announcements and
descriptions, applicant lists, applications and
resumes, position advertisement records,
civil service and other examination records,
interview questions, interviews and
application scoring notes, applicant
background investigation information,
RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04
PAGE 18 OF 20
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 level(s),
and related correspondence and
documentation.
Payroll Unemployment Claims December 31, 2013 and older Records documenting claims submitted by
former city employees for unemployment
compensation. Usually includes: claims,
notices, reports, and related records. May
also include records generated by the appeal
of claim determinations. These are received
by HR and kept in HR.
INFORMATION TECHNOLOGY
Information Steering Committee December 31, 2014 and older Minutes kept of monthly MIS Committee
meetings.
MAYOR’S OFFICE
Videos December 31, 2014 and older Videos prepared weekly for informational or
promotional purposes, e.g., City Council
meetings, This Week in Meridian.
PARKS AND RECREATION
City Hall Volunteer Program
Records
December 31, 2014 and older Records documenting the activities and
administration of volunteer programs in city
hall and records documenting work
performed for the City by citizens without
compensation for their services. May
include volunteer applications forms,
volunteer and emergency contact
information, agreements, applications, skills
test results, training documentation, task
assignments, monitoring records, volunteer
hour statistics, volunteer program publicity
records, insurance information, inactive
volunteer files, and related records.
Facility Permits
December 31, 2014 and older
including but not limited to,
Alcohol Permits: 2006-2014;
Amplified Sound Permits: 2008-
2011, 2014; Park Use
Application Facility Reservation
Application & Materials: 2006-
2008; Short-Term Concessions
Permits: 2007-2011
Completed Park Alcohol and Amplified
Sound Permits related to individual’s or
organization’s park picnic shelter
reservation.
Facility Reservation Application
and Materials
December 31, 2014 and older Completed forms and related materials
collected from individuals or businesses
registering for a recreation class, team, or
event and other required documentation,
such as proof of insurance.
Financial Aid Applications December 31, 2014 and older Completed application forms and materials
submitted to request financial assistance for
children’s class or program (e.g., Care
Enough to Share).
Incident or Accident Reports December 31, 2014 and older Citizen reports of incidents, injuries, or
accidents incurred during or related to a
RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04
PAGE 19 OF 20
department-sponsored or department-
provided class, camp, program, reservation,
or activity.
Indemnity Forms, Medical Release
Forms, Waivers
December 31, 2014 and older Signed waiver/indemnity agreement related
to individual’s or organization’s participation
in department-sponsored or department-
provided class, camp, program, reservation,
activity, transportation, or travel.
Recreation Activity Sign In/Sign
Out Sheets
December 31, 2014 and older
including, but not limited to,
Child Pick-Up Forms: 2004-
2008, 2011-2014; Camp Sign
In/Sign Out Forms: 2004-2008,
2011-2014
Log sheets completed by parents to signify
that minor has been dropped off or picked up
from a department-sponsored or department-
provided class, camp, program, or activity.
And, log sheets completed by participant
confirming they have attended a class or
activity.
Sports Schedules and Scores December 31, 2014 and older Record of games played and final scores.
Team Rosters
December 31, 2014 and older
including, but not limited to,
Sports Rosters & Registrations:
2010-2014
Record of all individuals registered for a
sports team.
POLICE
Crime Analysis Statistics December 31, 2013 and older Records documenting police efforts to
anticipate, prevent, or monitor criminal
activity. May include statistical summaries
of crime patterns, modes of operation,
analysis of particular crimes, criminal
profiles, forecasts, movements of known
offenders, etc.
Field Interview Reports (FI cards) December 31, 2013 and older Informational document written by police
officers relating to individuals, events, or
vehicles for which the officer does not have
probable cause for enforcement. Typically
includes name and current address of person
contacted, physical description of person or
vehicle, officer's name, location of contact,
date and time, reason for contact, etc.
Informant Case Files December 31, 2013 and older Records documenting information about
informants used by department personnel.
Records typically include reports,
correspondence, payment records, fingerprint
cards, signature cards, letters of
understanding on informants' activities and
related records.
Intoxilyzer 5000en and LifeLoc
Instrument Certificate
December 31, 2013 and older Factory and State of Idaho certificates for
instrument.
Intoxilyzer 5000en Log and
LifeLoc Performance Verification
Log
December 31, 2013 and older Logging of each person that takes the
breathalyzer test and verification testing.
May include suspect name, date, time,
results, operator name, calibration check
results, simulated temperature in range,
comments, etc.
Radar Equipment, Certifications,
and Maintenance Records
December 31, 2013 and older Records documenting the calibration and
maintenance of radar equipment that may be
useful in documenting the accuracy of the
readings. Often includes original factory
certification of calibration. Information
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.
2017.
ADOPTED by the City Council of the City of Meridian, Idaho, this %0 day of January,
APPROVED by the Mayor of the City of Meridian, Idaho, this 16 day of January, 2017.
ATTEST:
By:
C. ay C s, City Clerk
APPROVED:
Mayor &Y
de Weerd
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RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK'S OFFICE RECORDS 2016-04
PAGE 20 OF 20
relating to maintenance and repair may
include a description of the work completed,
parts used, date of service, equipment
number, make, model, etc.
Written Warnings
December 31, 2014 and older
Written notice provided by MPD officer to
member of the public to bring attention to a
potential or actual violation.
PUBLIC WORKS
Backflow Tests
December 31, 2013 and older
Backflow assemblies test report.
Customer Complaints
December 31, 2013 and older
Complaint letters, notes on phone calls and
in person complaints from
customers/citizens.
Daily Chlorine Residuals
December 31, 2013 and older
Field notes from Chlorine residuals taken
from various sample ports in the City water
system.
Preventative Maintenance Work
December 31, 2013 and older
Preventative maintenance schedules, work
Plans
orders.
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.
2017.
ADOPTED by the City Council of the City of Meridian, Idaho, this %0 day of January,
APPROVED by the Mayor of the City of Meridian, Idaho, this 16 day of January, 2017.
ATTEST:
By:
C. ay C s, City Clerk
APPROVED:
Mayor &Y
de Weerd
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RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK'S OFFICE RECORDS 2016-04
PAGE 20 OF 20