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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. RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK'S OFFICE RECORDS 2016-04 PAGE 1 OF 20 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 2 OF 20 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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 3 OF 20 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, RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 4 OF 20 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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 5 OF 20 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. RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 6 OF 20 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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 7 OF 20 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. RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 8 OF 20 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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 9 OF 20 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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 10 OF 20 (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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 11 OF 20 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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 12 OF 20 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 RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 13 OF 20 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, RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 14 OF 20 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 PAGE 15 OF 20 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 PAGE 16 OF 20 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. RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK’S OFFICE RECORDS 2016-04 PAGE 17 OF 20 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 11� o�P��o nuc�sl,r l o 9 GVIa�-IVPJIO 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 11� o�P��o nuc�sl,r l o 9 GVIa�-IVPJIO RESOLUTION AUTHORIZING DESTRUCTION OF CITY CLERK'S OFFICE RECORDS 2016-04 PAGE 20 OF 20