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18-2104 Destroy Records Meridian Police DepartmentA CITY OF MERIDIAN RESOLUTION NO. BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, PALMER, LITTLE ROBERTS A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI- PERMANENT AND TEMPORARY RECORDS OF THE MERIDIAN POLICE DEPARTMENT; 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 Cleric; and WHEREAS, the City Clerk has identified certain semi-permanent and temporary records of the Meridian Police Department 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 C IT Y 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 Meridian Police Department: SEMI-PERMANENT RECORDS Record Type Years Description Daily, weekly, monthly or other reports documenting the activities of employees, including: type of activity, Activity Reports December 31, 2012 and older. employees involved, time spent on activity, work completed, equipment used, etc. May include Education & Prevention Training reports. Documentation pertaining to the Asset Forfeiture Records December 31, 2012 and older. seizure process and obtaining approval through the courts. Records created by code enforcement officers to document a violation or Code Enforcement Records" December 31, 2012 and older. investigation into a suspected violation of city ordinance that does not become a crime report (DR). Crime Reports (DRs) for Suicides, December 31 1912 and older. Reports documenting a suicide, Unattended Deaths, and Major unattended death and/or Resolution to Destroy Records of the Meridian Police Dept. Crimes criminal offense and actions (murder, involuntary taken, including charges or manslaughter, rape, sexual arrests. Record typically includes abuse of a child, terrorism) 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 statements, witness statements, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III, Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, citations, property invoices, release of property forms, etc.). May include polygraph records (e.g., pre - examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information); property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs, property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, etc.); and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). Reports documenting a criminal offense and actions taken, including charges or arrests. Record typically includes location of occurrence, date and time, Crime Reports (DRs) and handling officer, involved parties Citations for other Crimes December 31, 2012 and older. (suspects, victims, witnesses, reporting parties, etc.) and their personal information, summary of events and supportive documents (e.g., probable cause statements, witness statements, tow slips, administrative license Resolution to Destroy Records of the Meridian Police Dept. Resolution to Destroy Records of the Meridian Police Dept. 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.). May include polygraph records (pre - examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), abandoned vehicle reports, found property records, traffic collision reports, property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs, property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, etc.), and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). Digital media attached to a crime report for a major crime. Includes video, audio, or other digital content created by a law enforcement officer in the Digital Media —Type 1 December 31, 2012 and older. course of an investigation or response and attached to a crime report for murder, involuntary manslaughter, rape, sexual abuse of a child, or terrorism. Digital media attached to a crime report for a felony other than a Digital Media —Type 2 December 31, 2012 and older. major crime. Includes video, audio, or other digital content created by a law enforcement officer in the course of an Resolution to Destroy Records of the Meridian Police Dept. Resolution to Destroy Records of the Meridian Police Dept. 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. An informational document written by police officers relating to individuals, events, or vehicles for which the officer does not have probable cause for Field Interview Reports (FI cards) December 31, 2012 and older. 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. Applications and required reporting documents for grants to support law enforcement Grant Records December 31, 2002 and older. initiatives and programming (e.g., crime prevention, substance abuse programs, criminal justice, SWAT). Health & Welfare Referrals/ Referrals of suspected child APS & Daycare Complaints December 31, 2012 and older. abuse, adult abuse and daycare complaints. 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 Internal Affairs Files December 31, 1942 and older (video and audio recordings, written statements, narratives, analysis), polygraph records (pre -examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), and recommended disciplinary actions, if any. Information on individuals who are field interviewed, individuals who are arrested, suspects or Master Name Index Records December 31, 1912 and older accomplices in crimes, victims, complainants, and witnesses to incidents. Information typically includes name, address, date of Resolution to Destroy Records of the Meridian Police Dept. Resolution to Destroy Records of the Meridian Police Dept. birth, race, sex, date and time of incident or contact, case number Records related to training programs provided to MPD personnel by presenters including City employees, Training Materials December 31, 2012 and older. contractors, or other presenters. May include course descriptions, instructor certifications, instructional materials, course outlines and handouts, and attendance records. Notations and documents Victim Witness System December 31, 1997 and older. documenting contact with victims and witnesses. Written notice provided by MPD Written Warnings December 31, 2012 and older. officer to member of the public to bring attention to a potential or actual violation. TEMPORARY RECORDS Record Type Years Description Records documenting police efforts to anticipate, prevent, or monitor criminal activity. May include statistical summaries of Crime Analysis Statistics December 31, 2014 and older. crime patterns, modes of operation, analysis of particular crimes, criminal profiles, forecasts, movements of known offenders, etc. Digital media related to an officer complaint. Includes video, audio, or other digital Digital Media —Type 5* December 31, 2015 and older. content created by a law enforcement officer in the course of an investigation or response relevant to a complaint about such response or officer. Factory and State of Idaho certificates for instrument; log of each person that takes the Intoxilyzer 5000en, Draeger 9510 December 31, 2014 and older. breathalyzer test and verification testing. May include suspect and LifeLoc Instrument Records name, date, time, results, operator name, calibration check results, simulated temperature in range, comments, etc. Records documenting the calibration and maintenance of Radar Equipment, Certifications, December 31, 2014 and older. radar equipment that may be and Maintenance Records useful in documenting the accuracy of the readings. Often includes original factory Resolution to Destroy Records of the Meridian Police Dept. Section 2 . That the City Clerk is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ih Adopted by the City Council of the City of Meridian, Idaho, this 2,5 day of September, 2018. i� Approved by the Mayor of the City of Meridian, Idaho, this day of September, 2018. APPROVED: Mayor Tmy e Weerd ATTEST: AUGUS\ 7 \ By. C. Lay Coles, C& Clerk o� LL ti SEAL 4 Resolution to Destroy Records of the Meridian Police Dept. certification of calibration. Information relating to maintenance and repair may include a description of the work completed, parts used, date of service, equipment number, make, model, etc. Section 2 . That the City Clerk is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ih Adopted by the City Council of the City of Meridian, Idaho, this 2,5 day of September, 2018. i� Approved by the Mayor of the City of Meridian, Idaho, this day of September, 2018. APPROVED: Mayor Tmy e Weerd ATTEST: AUGUS\ 7 \ By. C. Lay Coles, C& Clerk o� LL ti SEAL 4 Resolution to Destroy Records of the Meridian Police Dept.