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18-2058 Authorization to Destroy Certain RecordsACITY OF MERIDIAN BY THE CITY COUNCIL: RESOLUTION NO. BERNT, 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 Cleric 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 and temporary records of the City of Meridian: _Whin Pi-enril TIP%trnetion List RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 1 OF 30 Semi -Permanent Records Record Description Years City Attorney's Office Bankruptcy Notices Records documenting Destroy records dated December and Case Files notification to the city that 31, 2012 and older 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 Pending and closed cases filed by Destroy records dated December and against the city, including all 31, 2007 and older pre -litigation, litigation, appellate documents RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 1 OF 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 2 OF 30 (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. Departmental Reports Reports prepared by the city Destroy records dated December attorney for the mayor and city 31, 2012 and older council. Land Use Appeals Appeals of land use decisions, Destroy records dated December including staff reports, pleadings, 31, 2007 and older briefs, and related records. Legal Opinions, Formal and informal opinions Destroy records dated December Memoranda and memoranda rendered by the 31, 2007 and older city attorney for the mayor, city council, or city departments, examining legal questions relating to state/federal law/rules or local ordinances/policies. Claim Files Claims for damages filed by and Destroy records dated December against the city, including claims 31, 2007 and older caused by city employees/ equipment, including Property Damage Records, Liability Claims Records, Public Injury Reports, and related correspondence. Insurance Policy Records documenting the terms Destroy records dated December Records and conditions of city insurance 31, 2012 and older policies covering liability, property, motor vehicle, etc. Records usually include: policies, endorsements, rate change notices, agent of record, and related documents. City Clerk's Office Correspondence Records created or received in Destroy records dated December the course of administering 31, 2012 and older city policies, procedures or programs, but these records do RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 2 OF 30 PAGE 3 OF 30 not provide insight into significant policy, procedure or program discussions or decisions. AudioNideo Recordings Audio and video recordings of City Council, Commission and Committee Meetings. Destroy records dated December 31, 2012 and older Contracts & Agreements to which the City is a Party Agreements with vendors and other parties for the acquisition, lease, lease-purchase or sale of equipment, supplies, services or property, letters of credit, Destroy records dated December 31, 1992 and older warranty surety agreements which have been approved at a City Council meeting, approved by the Mayor, or have been recorded with Ada County. Records relating to city permits and licenses issued in the City Destroy records dated December 31, 2007 and older Permits & Licenses Clerk's Office. Commissions, Committees, and Boards —Excludes Planning & Zoning and City Council Audio recordings of commission, committee, or board meetin s Summary or verbatim minutes of commission, committee, or board Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 and older Audio Recordings Minutes meetings; documents and other written or visual materials presented at meetings (e.g., handouts, photos, presentations, etc.) Community Development Department Correspondence Records created or received in the course of administering Destroy records dated December 31, 2012 and older city policies, procedures, or RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 3 OF 30 Professional Service Agreement(PSA)/Contracts Zoning Verification Letter Building Applications Commercial Projects Government Buildings for and 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, change of address notifications including corner lot change of address, and street name changes. Building Applications for Non -Commercial Projects and Non -Government Buildings Documents or communication related to a PSA/contract, including, but not limited to: copies of contract documents; emails including (performance related) correspondence from our PSA consultants (electrical, plumbing, mechanical, structural, and fire disciplines). Documents, including, but not limited to: written requests for zoning analysis of a specific parcel/property and the responsive departmental o inion Accela files related to commercial and governmental buildings and projects, including, but not limited to: permit application, signs, inspection records, certificates of values, photos, building, mechanical, plumbing, fire, and/or electrical permits, letters, and correspondence. Accela Files related to Non- commercial and Non- governmental buildings and projects, including, but not limited to: permit applications. inspection records, photos, building, mechanical. No longer than 10 years, see Cleric's schedule Destroy Records dated December 31, 2007 and older after verification that CLERK has record Destroy records dated December 31, 2007 and older Destroy records dated December 31, 2007 and older (inclusive of non-Accela system records that meet the criteria) Destroy records dated December 31, 2007 and older (inclusive of non-Accela system records that meet the criteria) RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 4 OF 30 PAGE 5 OF 30 plumbing, and/or electrical ermits. Files or documents created Destroy records dated December Land Development Commercial and and/or used in the land 31, 2007 and older Governments Project Files development phase of a commercial project, including but not limited to: approval letters, QLPE letters, soil reports, and drainage lculations. Land Development Noles or documents created orFDe'roy records dated December Commercial and Noed I in the land development007 and older Government (Residentiaase of a residential or Project Files commercial subdivision project, including, but not limited to: approval letters, QLPE letters, soil report, and drama e calculations. Files or documents created Destroy records dated December Permits and Inspection Records — All Land and/or used in the land 31, 2007 and older Development (Accela developments phase of all Record ID's) Governmental, Commercial, or Residential/Commercial Subdivision projects with Accela ID's (LD-DEV, LD- CLOT, LD-RSUB, LD-CSUB, LD-CAP, LD-MISC, LD- W SA). Documents, including, but not Destroy records dated December Sub Recipient Agreements and Supporting Documents limited to: agreements, 31, 2007 and older 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. Documents, including, but not Destroy records dated December n: Planned Sign ogram; No longer rg limited to: approved 31, 2012 and older uing,but still have application, and sign existing records requirements for a specific ro'ect. RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 5 OF 30 Sign: Limited Duration Documents, including, but not I Destroy records dated December limited to: application, 31, 2007 and older associated checklist items, and approved sign design/drawings. Time Extension Documents including, but not Destroy records dated December limited to: application, staff 31, 2012 and older report, and decision letter. Finance Department Correspondence or received in Destroy records dated December e of administering city 31, 2012 and older FRecordscreated procedures or programs, records do not provide insight into significant policy, procedure or program discussions or decisions. Including but not limited to Citizen Response letters, billing Accounts Payable adjustment requests, etc. Records documenting payment Destroy records dated December of city bills, including reports, 31, 2012 and older invoices, check stubs, purchase orders, payment authorizations. Accounts Receivable Records documenting billing and Destroy records dated December collection of monies owed to the 31, 2012 and older city by vendors, citizens, organizations, governments, etc. Records include: reports, receipts, invoices, statements, etc. Information typically includes: receipt amount, date, invoice number, name, account number, account balance, Cash Receipts adjustments, etc. Receipt and supporting oy records dated December Di s2012 documentation and older Grant Records Records documenting the Destroy records dated December application, evaluation, 31, 2007 and older awarding, administration, reporting and status of grants applied for, received, awarded or administered by the city. Records include: applications and proposals, summaries, RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 6 OF 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 7 OF 30 objectives, activities, budgets, exhibits, award notices, progress reports, contracts, financial reports, and related correspondence and documentation. Sales & Use Tax Forms Used to report and remit sales tax Destroy records date]December collected and due to the state. 31, 2012 and olderTravel Records Records documenting requests, Destroy records date authorizations, reimbursements, 31, 2012 and older and other actions related to employee travel, including expense reports and receipts, vouchers and related documents. Financial Reports Reports documenting the Destroy records dated December Quarterly Published financial condition and operation 31, 2007 and older of the city, Reports include information on revenues and expenditures in relation to the final budget. Financial Reports Year Reports and data used to Destroy records dated December End document the financial condition 31, 2012 and older and operation of the city, sub ledgers related to, but not including the final Audit Report. Bank Transaction Records documenting the status Destroy records dated December Records and transaction activity of city 31, 2012 and older bank accounts, including account statements. Budget Records Records used in preparing and Destroy records dated December adopting the city budget, 31, 2007 and older including revenue projections, instructions, department requests, worksheets, council - approved tentative budget and notice of budget hearing, adopted appropriations ordinance and amendments, and other information. RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 7 OF 30 A.+pd T)PvPmber Cancelled checks Bank record or acwuii� 31, 2012 and older A transactions. Capital Asset Records — Record of purchase, vendor Destroy records dated December Purchase invoice and related documents. 31, 2012 and older Capital Asset Records — Record of disposal, department Dl s20oy recors dated December Disposal request of disposal. and Olde Gift and Contribution dated Records documenting gifts and Dl s2007 December Records contributions to the city. and ods Investment Records Reports, statements, summaries, Destroy records dated December correspondence and other 31, 2012 and older records documenting and tracking investments made by the city, including the Local Government Investment Pool. Accounting Software Transaction records within the Destroy records dated December Records Accounting Software system: 31, 2007 and older including — payroll, vendor listing, vendor payments, vendor purchase orders, budget transactions, cash receipts, and ledger. Departmental Reports general Reports documenting the Destroy records dated December financial condition and operation 31, 2007 and older 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 General Ledgers the final budget. Records documenting the Destroy records dated December summary of accounts reflecting 31, 2007 and older 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 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCIIUN PAGE 8 OF 30 escrow, deferred loans received, cash, revenue, accounts receivable, accounts a able, etc. Journal Entries Records including detailed Destroy records dated December reports and back up 31, 2012 and older documentation for journal entries Administrative Reports Reports, statistical studies, and Destroy records dated December other records designed and used 31, 2007 and older for budget preparation, projections, workload and personnel management, and research and generalreference. Deduction Records documenting employee Destroy records dated December Authorization Records authorization for voluntary 31, 2012 and older payroll deductions. Records may include: direct bank deposits, insurance applications, enrollment cards, deduction authorizations, approval notices, deduction terminations, and related records. Federal & State Tax Records, in addition to those Destroy records dated December Records itemized in this section, used to 31, 2012 and older 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. Garnishment Record Records documenting requests Destroy records dated December and court orders to withhold 31, 2012 and older 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 usuall RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 9 OF 30 includes: employee name and W Uj &UU, lk ave. "_v _-, ------ 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. social security number, name of agency ordering garnishment, Destroy records dated December amount, name of party to whom individual employee earnings payment is submitted, dates, and related data. Registers Year End Payroll Registers: Registers or Destroy records dated December records serving the same function 31, 2012 and older of documenting the earnings, voluntary and required deductions, and withholdings of federal tax form W-2• city employees. Information usually includes employee name and social security number, hours and tax identification number, worked, rate, overtime, vacation value, various allowance, gross pay, federal and state security number, wages paid, withholding, voluntary deductions, net pay, and related data. data. Time Records Records documenting hours Destroy records dated December _ __ o a .,,,,i 'Ai mll and older RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 10 OF 30 W Uj &UU, lk ave. "_v _-, ------ 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. - I Annual statements documenting Destroy records dated December W2s individual employee earnings 31, 2012 and older 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 Certificates documenting the Destroy records dated December exemption status of individual 31, 2012 and older city employees, also known as RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 10 OF 30 PERSI Records Unemployment Reports Contracts Lease Agreements Purchase Orders Purchasing Selection W-4 forms. Information includes: employee name and address, social security number, designation of exemption status, and signature. Records relating to PERSI, including Employer Remittance Forms, invoices, correspondence, financial adjustments, etc. 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 Destroy records dated December 31, 2012 and older Agreements with vendors and other parties either in hard copies or contained on the Contract Management Database for the 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 facilitatin . requipmeFnt. se aments for property or Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 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. Records documenting competitive bidding and purchase of goods, services, and public works construction, and I procurement of design Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 and older RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 11 OF 30 Adjustment Registers Billing Directive Billing/Payment Registers Change Record professionals. Records include: published notices and solicitations, specifications, bids, requests for qualifications, 1'f tions etc statements of qua I Ica , Records documenting Destroy records dated December t to customer water, 31, 2012 and older ad�ustmen s 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 Ir" so al'J. Application completed by owner Destroy records dated llecemner or property manager to initiate 31, 2012 and older Third Party billing for specified utility account. Information included: owner, property manager, tenant, move -in date, and service address. 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). Records documenting routine information changes to customer accounts, including name and address. (Records held within the billing software) Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 and older RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 12 OF 30 Customer File 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. Disconnect Notice to Notice to City Council to verify City Council 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. Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 and older Disconnect Record cRustomer's ecords documenting quest g for disconnection of water, sewer, garbage or other city -provided services. (records held within the billing software). Meter Readings 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 data. (records held within the billing software Renter Addendums 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. Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 and older Destroy records dated December 31, 2012 and older RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 13 OF 30 Security Deposit Records documenting customerFDese,ords dated December older Records payment of a security deposit tod 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. Electronic o dated December Shut Off Turn On off daby water Destroy 2 and older during shut Y Y 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 Eeneral notes. Fire Department Car Seat Inspections Car seat inspection forms. Destroy lde recors dated December 31, 200nd O General administrativeoy recors dated December Destro Correspondence correspondence, 2 and Olde 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. Final, approved Officer and Destroy records dated December Meeting Minutes Command Staff meeting 31, 2012 and older. minutes. Records related to the design and Destroy records dated December Public Education & implementation of educational 31, 2012 and older. Programs Publications and other outreach programs provided to the public by the department. May include: class RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 14 OF 30 PAGE 15 OF 30 descriptions, instructional materials, course outlines, class enrollment and attendance records, reports, speeches, and Burn -publications. Records related to structure oy records dated December Structure Training Records burns. 31,2007 and older. Human Resources Affirmative Action; Records documenting cityFDestroy records dated December Equal Employment compliance with the Civil Rights012 and older Opportunity Act of 1964, the Equal Commission Reports 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 employees. Wo king utilized recors dated December Budget Prep Records establish 31,stroy d bas budgets and2007 and olde bull g yearly budgets; worksheets, enhancements, amendments, etc. Committee Records ds dated December Agendasmeeting Dmeetingestroy1, 2010 and ore n P, 2010 minutes/notes for special groups convened by HR for specific purposes such as Benefits, Compensation, and Wellness. Records documenting plan Destroy records dated December Insurance Policies/Plans: descriptions and summaries of 31, 2007 and older Employee Group city insurance policies and plans Health and Life Benefits covering employee group health and life benefits, including annual certification records. HR and other initiated internal Destroy records dated December Surveys surveys, survey results (e.g. 31, 2007 and older Salary Surveys, Employee RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 15 OF 30 Satisfactions Surveys, Best Place to Work. Etc.). Information Technology Correspondence Records created or received in Destroy records dated December the course of administering city 31, 2012 and older policies, procedures or programs, but these records do not provide insight into significant policy, procedure or program discussions or decisions. All cases opened in Case Destroy records dated December Case Management Notes Management. 31, 2007 and older Department Policies Policies, reports, and documents Destroy records dated December and Reports regarding internal department 31, 2012 and older operations and procedures, e.g. computer usage policy, password policy, service level goals, training materials, evaluations of materials. Outlook E-mail All e-mail messages, sent or Destroy records dated December Messages — General received by City staff using 31, 2012 and older City Staff 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 Correspondence Correspondence created of Destroyrecordsdated December received In the course , and old administering city policies/programs, but these records do not provide insight into significant policy/program discussions or decisions. May include citizen response letters, letters to homeowner associations and businesses. Agendas & Minutes Agendas and minutes of Director Destroy records dated December Meetings, Operational Meetings, 31, 2007 and older RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 16 OF 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 17 OF 30 Mayor's Youth Advisory Council Meetings. Applications Forms and materials submitted Destroy records dated December with application for positions or 31, 2007 and older awards administered by Mayor's Office, including applications for scholarships, Promise partners, Mayor's Youth Advisory Council, volunteer positions, City commissions, and City committees or task forces. Proclamations Proclamations issued by the 31,stroy December Mayor. 1992 and oddedated Publications Informational or promotional Destroy records dated December publications of the Mayor's 31, 2007 and older office, including newsletters, flyers, marketing materials, brochures, program materials. Parks and Recreation Department Agendas & Minutes Agendas and minutes of weekly Destroy records dated December and monthly MPR staff 31, 2007 and older meetings. Budget Preparation Working documents utilized to Destroy records dated December Records build base budgets and establish 31, 2007 and older yearly budgets, including but not limited to enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, and quotes for service/maintenance. Correspondence Records created or received in Destroy records dated December the course of administering city 31, 2012 and older 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. RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 17 OF 30 Internal Department Completed logs of employees' Destroy records dated December Time Logs and Reports time, tasks, and location; reports 31, 2012 and older and analysis of related data. Informational or promotional Destroy records dated December Marketing Materials publications of the Parks & 31, 2007 and older Recreation Department, including flyers, brochures, program materials, Facilities Tour/Park Ambassador/other program booklets, PowerPoint and Prezi presentations, z-cards, and videos. Surveys Internal and external outreach Destroy records dated December surveys and results, 31, 2007 and older 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. Public Works Department Activity Reports Daily, weekly, monthly or other Destroy records dated December reports documenting the 31, 2012 and older 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 Permits issued by Ada County Destroy records dated December District (ACRD) Highway District (ACHD) to dig 31, 2012 and older Permits in public utility easement. Alarm Monitoring / Reports of monitoring fire Destroy records dated December Test Results Reports alarms, security alarms and 31, 2012 and older sprinkler tests for all relevant City-owned facilities including annual fire alarm testing, annual backflow testing, quarterl RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 18 OF 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 19 OF 30 sprinkler testing in Sapphire suppression system, monthly fire pump runs, and monthly check on fire extinguishers and Sapphire. Area of Impact Records related to analysis of Destroy records dated December Records expansion of Public Works 31, 1992 and older 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 Work documents utilized to build Destroy records dated December Records base budgets and establish yearly 31, 2007 and older budgets, including vehicle replacement worksheets, enhancements, amendments and carry forward support. Committee Records Agendas and meeting minutes for Destroy records dated December special groups convened by 31, 2012 and older Public Works such as City Services Focus Group, Construction Best Management Practices Sub -Committee, Ener Confined Space Entry A written authorization prepared Destroy records dated December Permit prior to employee entry into a 31, 2012 and older Permit Required Confined Space. The Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Construction Punch New projects inspection report Destroy records dated December Lists on City and Development 31, 2012 and older projects noting repairs that need made. Construction Samples Bacteria sample results taken for Destroy records dated December water line/well construction. 31, 2012 and older Correspondence, Correspondence created or Destroy records dated December Administrative received in the course of 31, 2012 and older administering City policies, procedures, or programs. RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 19 OF 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 20 OF 30 Department reports, performance Destroy records dated December Departmental Reports management presentations. Emergency plan records for City 31, 2007 and older Destroy records dated December Emergency Master Plans Hall, Emergency Management, 31, 2007 and older and Continuity of Operations. Engineering Capital & Destroy records dated December Engineering Capital and Enhancement Plan Enhancement Plan (ECEP) — 5 31, 2007 and older (ECEP) Reports year Capital Improvement Plan Reports. Awards presented to citizens and Destroy records dated December Environmental Awards Records businesses in recognition of 31, 2012 and older environmental contributions to the community. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Records documenting the Destroy records dated December Equipment Maintenance & maintenance and calibration of 31, 2011 and older Calibration Records equipment and instruments used to undertake and monitor wastewater treatment operations. Useful to verify equipment reliability and for reference by regulatory agencies. Information includes: date, type of equipment maintained or calibrated, tests performed, repairs needed, comments, and related Events, Public Works information. Records related to planning Destroy records dated December Public Works internal and 31, 2012 and older Fire Flow Reports external events. Actual fire flow data taken from Destroy records dated December a particular fire hydrant. 31, 1942 and older Requests Requests from customers for fire Destroy records dated December 7Fireow flow and responses from 31, 1942 and older Engineering staff based on Leak Letters computer modeling. Letters that were mailed to Destroy records dated December customer informing customer of 31, 2012 and older a possible leak are attached to the service order for leak check. RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 20 OF 30 Meeting Minutes Internal meeting agendas, Destroy records dated December minutes, sign -in sheets 31, 2012 and older Meter Warranty A report on meter warranty. Destroy records dated December 31, 1992 and older Report Photos, Building Photos relating to repair and Destroy records dated December Maintenance replacement of City -owned 31, 2015 and older OR December equipment, material, and 31, 2007 facilities. Presentations Departmental presentations. Destroy records dated December 31, 2007 and older Pretreatment Awards Awards presented to businesses Destroy records dated December Records in recognition of Best 31, 2012 and older Management Practices (BMP) contributions to the Wastewater Resource Recovery Facility. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Radio Licensing Licensing spreadsheets for Destroy records dated December SCADA radios, base station and 31, 2007 and older vehicle two/way radios. Rate / Fee Records Records related to establishing Destroy records dated December utility rates and fees, including 31, 2007 and older calculations, research and recommendations. Safety / Health and Safety and health documents Destroy records dated December Testing including but not limited to 31, 1942 and older training, auditory testing records, respirator fit test information. Safety Inspections Inspections / Reports for Gas Destroy records dated December Monitors, Crane, Fall Protection, 31, 1987 and older and Fire Inspection. Safety Meeting Agenda Topics covered and sign-up sheet Destroy records dated December / Signup Sheets for employees who attended the 31, 2012 and older meetings. Service Orders Records including requests from Destroy records dated December customer, Utility Billing, or 31, 2012 and older Water Division to perform work or get a read at an address as well as historical logs showing service order number. RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 21 OF 30 Sewer Maintenance Records documenting the Destroy records dated December and Repair Records maintenance and repair of City 31, 2015 and older OR December sewers. May include summaries, 31, 2012 reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Sewer Modeling Requests from customers to run Destroy records dated December Requests sewer model for capacity and 31, 1942 and older sizing and response from Engineering staff based on computer modeling. Sewer Smoke Test Records documenting smoke Destroy records dated December Records tests undertaken to verify hookup 31, 2007 and older to main sewer lines, check condition of pipes, or determine effectiveness of backflow prevention devices. Information typically includes: maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size, and related information. Sewer Television/ Reports documenting television Destroy records dated December Videoscan Inspection inspections used to locate 31, 2007 and older Records 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. Special Projects Documents related to special or Destroy records dated December one-time projects to include, but 31, 2007 and older not limited to: Strategic Plans, Inventory Management, Project Information, Rail with Trail, Subdivisions, and Accreditation. Spring flush notices Flush notices mailed to Destroy records dated December (Mailers) customers for spring flush of 31, 2012 and older waters stem / Maps. Studies Studies related to Public Works Destroy records dated December as provided by consultants. 31, 2007 and older RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 22 of 30 Surveys Public Works initiated internal Destroy records dated December and external surveys and survey 31, 2012 and older results. Training Records documenting attendance Destroy records dated December and presentation by City 31, 2012 and older employees at conventions, conferences, seminars, workshops, and similar training events. Includes training requests, training and Continuing Education Unit (CEU) tracking reports, and related correspondence. Turbidity Reports Logs used for entering wasted Destroy records dated December water flushed from the water 31, 1992 and older system and not sold. Flush locations are listed. Water Quality information, including Nephelometer Turbidity (NTU) readings, are documented. Valve Maintenance Records documenting the Destroy records dated December Records location, specifications, 31, 2016 and older OR December maintenance, and repair of valves 31, 2012 in the City sewer system. Includes lists, charts, drawings, reports, logs, and related records, valve location, identification number, run of pipe, size, make, year installed, depth, turns to open and normal position, narratives of valve maintenance and repair, test run, personnel completing work, dates, and related information. Water meter reports including: Destroy records dated December Water Meter Reports NC list, billing status report, 31, 2012 and older autoread master route report, billing pre -scan report, re -reads, and water meter testing results. Water Quality Any mailed correspondence with Destroy records dated December Correspondence labs, customers, regulators 31, 2002 and older concerning sampling. Water Quality Master Records documenting water Destroy records dated December Log I quality calls from customers. 31, 1992 and older RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 23 OF 30 Temporary Kecoras Record Description Years City Clerk's Office Election — Election ballots, including voted Destroy records dated December 31, General/Regular ballots, unused ballots, spoiled 2015 and older (Working Files) ballots, ballot stubs, absentee voting, and duplicate poll books Public Records Written public records requests, Destroy records dated December 31, Requests city denials of public records 2016 and older requests, responses, etc. Community Development Department Committee/Ad-Hoc Agendas and meeting Destroy records dated December Team Records minutes/notes for special groups 31, 2015 and older convened by Community Development for specific purposes such as understanding operational gaps, Code issues, and rocess delays. Department Departmental records created or Destroy Records dated December Guidelines, Policies, received in the course of 31, 2015 and older Procedures, Processes administering departmental and Reports 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 Documents related to special or Destroy records dated December Projects/Initiatives non -confidential one-time 31, 2015 and older projects Fire Department Public Record Public records requests and Destroy records dated Requests responses. December 31, 2015 and older. RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 24 OF 30 Ride -Along Forms Signed waivers for persons Destroy records dated requesting a ride -along with the December 31, 2015 and department. Ride Along tracking older. records. Narcotics Inventory & Narcotic inventory and usage- Destroy records dated Usage hard copy, narcotics distributed December 31, 2014 and to the engine companies. older. Human Resources Employment Document to the U.S. Destroy termed employees records Verification Immigration and Naturalization dated December 31, 2016 and older (1-9) of Job Applicants 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. Recruitment and Documents regarding the Destroy records dated December Selection Records for recruitment and selection of city 31, 2015 and older Applicants who are employees and contracted Hired 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, interview and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 25 of 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 26 of 30 staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. Recruitment and Documents regarding the Destroy records dated December Selection Records for recruitment and selection of city 31, 2015 and older Applicants who are Not employees and contracted Hired 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, interview and application scoring notes, applicant background investigation information, polygraph test results, letters of reference, civil service records, staffing requisition forms, certification of eligibles, recruitment file (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. Collective Bargaining Records documenting Destroy records dated December negotiations between the city and 31, 2014 and older employee representatives, including contracts, reports, negotiation notes, letters of agreement, arbitration findings, RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 26 of 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 27 OF 30 cost analyses, minutes, tape recordings, etc. Kinds and Levels Chart Records documenting the Destroy records dated December description, classification and 31, 2014 and older 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 Applications or requests Destroy records dated December submitted by city employees for 31, 2014 and older 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 Records documenting the Destroy records dated December description, classification and 31, 2014 and older 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. Payroll Unemployment Records documenting claims Destroy records dated December Claims submitted by former city 31, 2014 and older employees for unemployment compensation. Usually includes: claims, notices, reports, and related records. Mav also include RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 27 OF 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 28 OF 30 records generated by the appeal of claim determinations. These are received by HR and kept in HR. Information Technology IT Updates to Directors Updated project lists and Destroy records dates December associated priorities provided to 31, 2015 and older Directors at Director meetings. Mayor's Office Videos Videos prepared weekly for Destroy records dated December informational or promotional 31, 2015 and older purposes, e.g., City Council meetings, This Week in Meridian. Parks and Recreation Facility Permits Permits and materials including, Destroy records dated December but not limited to: completed 31, 2015 and older Park Alcohol and Amplified Sound Permits related to individual's or organization's ark picnic shelter reservation. Short-term concessions permits Destroy records dated December and related materials from 31, 2015 and older vendors. Facility Reservation Completed forms and related Destroy records dated December Application and materials collected from 31, 2015 and older Materials individuals or businesses registering for a recreation class, team, or event and other required documentation, such as proof of insurance. Collected Certificates of Destroy records dated December Liability Insurance from 31, 2015 and older individuals or vendors. Financial Aid Completed application forms and Destroy records dated December Applications materials submitted to request 31, 2015 and older financial assistance for children's class or program (e.g., Care Enough to Share). Incident or Accident Citizen reports of incidents, Destroy records dated December Reports injuries, or accidents incurred 31, 2015 and older during or related to a department - RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 28 OF 30 RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 29 OF 30 sponsored or department - provided class, camp, program, reservation, or activity. Indemnity Forms, Signed waiver/indemnity Destroy records dated December Medical Release agreement related to individual's 31, 2015 and older Forms, Waivers or organization's participation in department -sponsored or department -provided class, camp, program, reservation, activity, transportation, or travel. Recreation Activity Log sheets completed by parents Destroy records dated December Sign In/Sign Out Sheets to signify that minor has been 31, 2015 and older dropped off or picked up from a department -sponsored or department -provided class, camp, program, or activity. Log sheets completed by Destroy records dated December participant confirming they have 31, 2015 and older attended a class or activity. Sports Schedules and Record of games played and final Destroy records dated December Scores scores. 31, 2015 and older Team Rosters Record of all individuals Destroy records dated December registered for a sports team. 31, 2015 and older Public Works Backflow $10 Credit Electronic report for customers Destroy records dated December Log who have their backflow tests 31, 2014 and older completed by their City - mandated annual due date. Backflow Tests Backflow assemblies test report. Destroy records dated December 31, 2014 and older Correspondence, Engineering transmittals (not Destroy records dated December Engineering project -related), serviceability 31, 2014 and older letters, Letters of Interest Customer Complaints Complaint letters, notes on phone Destroy records dated December calls and in person complaints 31, 2014 and older from customers/citizens. Daily Chlorine Field notes from Chlorine Destroy records dated December Residuals residuals taken from various 31, 2014 and older sample ports in the City water system. Maintenance Request Records documenting requests Destroy records dated December Record and responses thereto concerning 31, 2015 and older a varietv of maintenance RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 29 OF 30 Section 2. That the City Cleric is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. [�6yv&O ADOPTED by the City Council of the City of Meridian, Idaho, this j 5 day of �4ary, 2018. APPROVED by the Mayor of the City of Meridian, Idaho, this � ay of Ja0ary, 2018. F�6t�-U APPROVED: B Mayor TaT y e Weerd ATTEST: 3 L/ v C.J y Col�,City Clerk m RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 30 OF 30 rhe responsibilities carried out by the Public Works Department. Examples include, but are not limited to: brushing and limbing, road grading, rocking, sealing, patching, and marking, traffic signals and signs, City -owned buildings and equipment, and water and sewer system problems. Preventative Preventative maintenance Destroy records dated December Maintenance Work schedules, work orders. 31, 2014 and older Plans Safety Audits Health and Safety Audits. Destroy records dated December 31, 2014 and older Section 2. That the City Cleric is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. [�6yv&O ADOPTED by the City Council of the City of Meridian, Idaho, this j 5 day of �4ary, 2018. APPROVED by the Mayor of the City of Meridian, Idaho, this � ay of Ja0ary, 2018. F�6t�-U APPROVED: B Mayor TaT y e Weerd ATTEST: 3 L/ v C.J y Col�,City Clerk m RESOLUTION AUTHORIZING 2018 LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 30 OF 30 rhe