19-2141 Authorization to Destroy Certain RecordsCITY OF MERIDIAN RESOLUTION NO. 19-2141
BY THE CITY COUNCIL: BERNT, BORTON, CAVE'NER,
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 Cleric is hereby authorized to direct and supervise the destruction of
the following semi-permanent and temporary records of the City of Meridian:
2019 City -Wide Record Destruction List
Semi -Permanent Records
Record
Description
Years
City Attorney's Office
Bankruptcy Notices and
Records documenting
Case Files
notification to the city that
certain individuals have filed for
bankruptcy, and used to
determine if the individual owes
Destroy records dated December
money to the city and to file
31, 2013 and older
notice or claim with the court.
Information may include:
debtor's name, utility accounts
information, prepared repayment
Ian and related documentation.
Civil Case Files
Pending and closed cases filed
by and against the city,
Destroy records dated December
including all pre -litigation,
31, 2008 and older
litigation, appellate documents
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(complaints, summons,
investigations, reports, attorney
notes, discovery -related records,
pleadings, affidavits, motions,
deposition transcripts,
disposition, orders and
judgments, exhibits, appeals,
and related records), and
ban1cruptcy files.
Departmental Reports
Reports prepared by the city
Destroy records dated December
attorney for the mayor and city
31, 2013 and older
council.
Land Use Appeals
Appeals of land use decisions,
including staff reports,
Destroy records dated December
pleadings, briefs, and related
31, 2008 and older
records.
Legal Opinions,
Formal and informal opinions
Memoranda
and memoranda rendered by the
city attorney for the mayor, city
Destroy records dated December
council, or city departments,
31, 2008 and older
examining legal questions
relating to state/federal law/rules
or local ordinances/policies.
Claim Files
Claims for damages filed by and
against the city, including claims
caused by city employees/
equipment, including Property
Destroy records dated December
Damage Records, Liability
31, 2008 and older
Claims Records, Public Injury
Reports, and related
correspondence.
Insurance Policy
Records documenting the terms
Records
and conditions of city insurance
policies covering liability,
property, motor vehicle, etc.
Destroy records dated December
Records usually include:
31, 2013 and older
policies, endorsements, rate
change notices, agent of record,
and related documents.
City Clerk's Office
Correspondence
Records created or received in the
Destroy records dated December
nurse of administering city
31, 2013 and older
policies, procedures or programs,
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but these records do not provide
insight into significant policy,
procedure or program discussions
r decisions.
AudioNideo
Audio and video recordings of
Recordings
City Council, Commission and
Destroy records dated December
Committee Meetings.
31, 2013 and older
Contracts & Agreements
Agreements with vendors and
to which the City is a
other parties for the acquisition,
Party
lease, lease -purchase or sale of
equipment, supplies, services or
property, letters of credit,
warranty surety agreements
which have been approved at a
City Council meeting, approved
by the Mayor, or have been
Destroy records dated December
recorded with Ada County.
31, 2008 and older
Permits & Licenses
Records relating to city permits
Destroy records dated December
and licenses issued in the City
31 2008 and older
Clerk's Office.
Commissions, Committees, and Boards — Excludes Planning & Zoning and City Council
Audio Recordings
Audio recordings of commission,
Destroy records dated December
committee, or board meetings
31, 2013 and older
Minutes Summary or verbatim minutes of
commission, commmittee, or board
meetings; documents and other Destroy records dated December
written or visual materials 31, 2013 and older
presented at meetings (e.g.,
handouts, photos, presentations,
etc.)
Community Development Department
Administrative — All Divisions: (Community Development(CD) Departmental/Operational,
Building Services, 'Economic Development, Land Development, Planning, (Community
Development Block Grant CDBG and Current/Long Range Planning)
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Committee/Ad-Hoc Team
Agendas and meeting
Records
minutes/notes for special
groups convened by
Community Development
Destroy records dated December
for specific purposes such as
31, 2016 and older
understanding operational
gaps, Code issues, and
process delays.
Correspondence
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
Destroy records dated December
program discussions or
31, 2013 and older
decisions, including, but not
limited to: citizen response
letters, change of address
notifications including
corner lot change of address,
and street name changes.
Department Guidelines,
Departmental records
Policies, Procedures,
created or received in the
Processes and Reports
course of administering
departmental policies,
procedures, or programs, but
Destroy records dated December
these records do not provide
31, 2016 and older
insight into significant
policy, procedure, program,
discussions, or decisions.
Including, but not limited to:
citizen response letters.
Zoning Verification Letter
Documents, including, but
not limited to: written
requests for zoning analysis
Destroy records dated December
of a specific parcel/property
31, 2008 and older
and the responsive
departmental opinion
Land Development Division — Commercial and Government Buildings
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Land Development
Files or documents created
Commercial and
and/or used in the land
Governments Project Files
development phase of a
commercial project,
Destroy records dated December
including but not limited to:
31, 2008 and older
approval letters, QLPE
letters, soil reports, and
drainage calculations.
Land Development Division — Non -Commercial and Non -Government
Buildings (Residential)
Land Development Non-
Files or documents created
Commercial and Non-
or used in the land
Government (Residential)
development phase of a
Project Files
residential or commercial
Destroy records dated December
subdivision project,
31, 2008 and older
including, but not limited to:
approval letters, QLPE
letters, soil report, and
drainage calculations.
Permits and Inspection
Records — All Land
Files or documents created
Development (Accela
and/or used in the land
Record ID's)
developments phase of all
Governmental, Commercial,
or Residential/Commercial
Destroy records dated December
Subdivision projects with
31, 2008 and older
Accela ID's (LD -DEV, LD -
CLOT, LD-RSUB, LD-
CSUB, LD -CAP, LD-MISC,
LD-WSA).
Planning Divisions
Community Development
Block Grant (CDBG)
Sub Recipient Agreements
Documents, including, but
and Supporting Documents
not limited to: agreements,
Consolidated Annual
Performance Evaluation
Report (CAPER), Sub -
recipient agreements,
Destroy records dated December
environmental review
31, 2008 and older
records, PSAs (and
corresponding products),
sub -recipient reporting
documents (activity reports,
draw requests, labor files),
etc.
Planning Division —Administrative Applications
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Sign: Planned Sign
Program; No longer
Documents, including, but
issuing, but still have
existing records
not limited to: approved
Destroy records dated December
application, and sign
31, 2013 and before that have
requirements for a specific
letters of revocation.
project.
Sign: Limited Duration
Documents, including, but
not limited to: application,
Destroy records dated December
associated checklist items,
31, 2008 and older
and approved sign
design/drawings.
Time Extension
Documents including, but
not limited to: application,
Destroy records dated December
staff report, and decision
31, 2008 and older
letter.
Finance Department
Correspondence
Records created or received in
the course of administering city
policies, procedures or
programs, but these records do
not provide insight into
Destroy records dated December
significant policy, procedure or
31, 2013 and older
program discussions or
decisions. Including but not
limited to Citizen Response
letters, billing adjustment
re uests, etc.
Accounts Payable
Records documenting payment
of city bills, including reports,
Destroy records dated December
invoices, check stubs, purchase
31, 2013 and older
orders, payment authorizations.
Accounts Receivable
Records documenting billing
Destroy records dated December
and collection of monies owed
31, 2013 and older
to the city by vendors, citizens,
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organizations, governments, etc.
Records include: reports,
receipts, invoices, statements,
etc. Information typically
includes: receipt amount, date,
invoice number, name, account
number, account balance,
adjustments, etc.
Cash Receipts
Receipt and supporting
Destroy records dated December
documentation
31, 2013 and older
Grant Records
Records documenting the
application, evaluation,
awarding, administration,
reporting and status of grants
applied for, received, awarded or
administered by the city.
Records include: applications
Destroy records dated December
and proposals, summaries,
31, 2008 and older
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
Destroy records dated December
tax collected and due to the
31, 2013 and older
state.
Travel Records
Records documenting requests,
authorizations, reimbursements,
and other actions related to
Destroy records dated December
employee travel, including
31, 2013 and older
expense reports and receipts,
vouchers and related documents.
Financial Reports
Reports documenting the
Quarterly Published
financial condition and operation
of the city, Reports include
information on revenues and
Destroy records dated December
expenditures in relation to the
31, 2008 and older
final budget.
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Financial Reports Year
Reports and data used to
End
document the financial condition
and operation of the city, sub
Destroy records dated December
ledgers related to, but not
31, 2013 and older
including the final Audit Report.
Bank Transaction
Records documenting the status
Records
and transaction activity of city
bank accounts, including
Destroy records dated December
account statements.
31, 2013 and older
Budget Records
Records used in preparing and
adopting the city budget,
including revenue projections,
instructions, department
requests, worksheets, council-
Destroy records dated December
approved tentative budget and
31, 2008 and older
notice of budget hearing,
adopted appropriations
ordinance and amendments, and
other information.
Cancelled checks
Bank record of account
Destroy records dated December
transactions.
31, 2013 and older
Capital Asset Records —
Record of purchase, vendor
Destroy records dated December
Purchase
invoice and related documents.
31, 2013 and older
Capital Asset Records —
Record of disposal, department
Destroy records dated December
Disposal
request of disposal.
31, 2013 and older
Gift and Contribution
Records documenting gifts and
Destroy records dated December
Records
contributions to the city.
31, 2008 and older
Investment Records
Reports, statements, summaries,
correspondence and other
records documenting and
Destroy records dated December
tracking investments made by
31, 2013 and older
the city, including the Local
Government Investment Pool.
Accounting Software
Transaction records within the
Records
Accounting Software system:
Destroy records dated December
including — payroll, vendor
31, 2008 and older
listing, vendor payments, vendor
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purchase orders, budget
transactions, cash receipts, and
eneralledger.
Departmental Reports
Reports documenting the
financial condition and operation
of the city, issued on a monthly,
quarterly, annual or other basis,
including quarterly published
Destroy records dated December
treasurer's report and year-end
31, 2008 and older
financial reports. Reports
include information on revenues
and expenditures in relation to
the final budget.
General Ledgers
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
Destroy records dated December
notes receivable, interest
31, 2008 and older
income, amounts due from other
funds, bank loans received, cash
in escrow, deferred loans
received, cash, revenue,
accounts receivable, accounts
a able, etc.
Journal Entries
Records including detailed
reports and backup
Destroy records dated December
documentation for journal
31, 2013 and older
entries
Administrative Reports
Reports, statistical studies, and
other records designed and used
for budget preparation,
Destroy records dated December
projections, workload and
31, 2008 and older
personnel management, and
research and general reference.
Deduction Authorization
Records documenting employee
Records
authorization for voluntary
payroll deductions. Records
Destroy records dated December
may include: direct bank
31, 2013 and older
deposits, insurance applications,
enrollment cards, deduction
authorizations, approval notices,
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deduction terminations, and
related records.
Federal & State Tax
Records, in addition to those
Records
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:
Destroy records dated December
the federal miscellaneous
31, 2013 and older
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
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
Destroy records dated December
state tax levies, recapitulations
31, 2013 and older
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.
Registers Year End
Payroll Registers: Registers or
records serving the same
function of documenting the
earnings, voluntary and required
deductions, and withholdings of
Destroy records dated December
city employees. Information
31, 2013 and older
usually includes employee name
and social security number,
hours worked, rate, overtime,
vacation value, various
allowance, gross pay, federal
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and state withholding, voluntary
deductions, net pay, and related
data.
Time Records
Records documenting hours
worked, leave hours accrued,
and leave hours taken by city
employees. Information usually
Destroy records dated December
includes: employee name and
31, 2013 and older
employee number, hours
worked, type and number of
leave hours taken, total hours,
dates and related data.
W2s
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.
Destroy records dated December
Information includes: city name
31, 2013 and older
and tax identification number,
employee name and social
security number, wages paid,
amounts withheld, and related
data.
W4s
Certificates documenting the
exemption status of individual
city employees, also known as
W-4 forms. Information
Destroy records dated December
includes: employee name and
31, 2013 and older
address, social security number,
designation of exemption status,
and signature.
PERSI Records
Records relating to PERSI,
including Employer Remittance
Destroy records dated December
Forms, invoices,
31, 2013 and older
correspondence, financial
adjustments, etc.
Unemployment Reports
Records documenting employee
earnings on a quarterly basis.
Used to document costs and
Destroy records dated December
charges in the event of an
31, 2013 and older
unemployment compensation
claim. Information includes:
em to ee name and social
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security number, quarterly
earnings.
Contracts
Agreements with vendors and
other parties either in hard
copies or contained on the
Contract Management Database
Destroy records dated December
for the acquisition or sale of
31, 2013 and older (provided 5
equipment, supplies, services or
Years from date of substantial
property, also includes insurance
completion)
certificates, payment and
performance bonds pertaining to
a solicitation or contract that
Purchasing is facilitating.
Lease Agreements
Lease agreements for property
Destroy records dated December
or equipment.
31, 2013 and older
Purchase Orders
Requests and purchase orders
for goods or services purchased
by the city. Information
Destroy records dated December
includes: department, delivery
31, 2013 and older
location, date, quantity,
description, unit and total price,
and authorizing signatures.
Purchasing Selection
Records documenting
competitive bidding and
purchase of goods, services, and
public works construction, and
procurement of design
Destroy records dated December
professionals. Records include:
31, 2013 and older
published notices and
solicitations, specifications, bids,
requests for qualifications,
statements of qualifications, etc.
Adjustment Registers
Records documenting
adjustments to customer water,
sewer, garbage or other city -
provided service billings for
debits, credits, refunds, returned
Destroy records dated December
checks, and related reasons.
31, 2013 and older
Information usually includes:
customer's name and address,
type of adjustment, justification,
amount changed, authorizing
signatures and other
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information. (Records held
within the billing software).
Billing Directive
Application completed by owner
or property manager to initiate
Third Party billing for specified
Destroy records dated December
utility account. Information
31, 2013 and older
included: owner, property
manager, tenant, move -in date,
and service address.
Billing/Payinent
Records documenting
Registers
transactions on the water, sewer,
garbage or other city -provided
service account of each
customer. Usefirl for reference
to assure accurate customer
billings and posting of
Destroy records dated December
payments. Information often
31, 2013 and older
includes: customer's name,
service address, meter reading,
water usage, utility charges,
payments, adjustments and
related data. (records held within
the billing software).
Change Record
Records documenting routine
information changes to customer
Destroy records dated December
accounts, including name and
31, 2013 and older
address. (Records held within
the billing software).
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
Destroy records dated December
to: general letters, payment
31, 2013 and older
arrangement forms, third party
billing docs, hard copies of
customer history reports, leak
adjustment requests, letters
submitted to the City for
customers.
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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
Destroy records dated December
Board of Adjustment. Notice
31, 2013 and older
includes number of customers
slated for shut off and the value
of the delinquent accounts.
Disconnect Record
Records documenting a
customer's request for
disconnection of water, sewer,
Destroy records dated December
garbage or other city -provided
31, 2013 and older
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
Destroy records dated December
number, billing code, final
31, 2013 and older
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
Destroy records dated December
specified utility account.
31, 2013 and older
Information included: tenants
name, service address, mailing
address and phone number.
Security Deposit
Records documenting customer
Records
payment of a security deposit to
receive temporary dumpster
services. Information usually
includes date, amount of deposit,
Destroy records dated December
customer's name, address, and
31, 2013 and older
account number, date account
closed, refund date, amount of
deposit applied, and related
information.
Shut Off Turn On
Electronic spreadsheet used
Destroy records dated December
during shut off day by water
31, 2013 and older
department field staff and
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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.
Fire Department
Car Seat Inspections
Car seat inspection forms.
Destroy records dated December
31, 2008 and older
Correspondence
General administrative
correspondence, including
records created or received in
the course of administering city
Destroy records dated December
policies/programs, but not
31, 2013 and older
related to significant
policy/program discussions or
decisions. Includes customer
sui vey cards.
Meeting Minutes
Final, approved Officer and
Destroy records dated December
Command Staff meeting
31, 2013 and older
minutes.
Public Education
Records related to the design
Programs & Publications
and implementation of
educational and other outreach
programs provided to the public
by the department. May
Destroy records dated December
include: class descriptions,
31, 2013 and older
instructional materials, course
outlines, class enrollment and
attendance records, reports,
speeches, and publications.
Structure Burn Training
Records related to structure
Destroy records dated December
Records
burns.
31, 2008 and older
Human Resources
Affirmative Action;
Records documenting city
Destroy records dated December
Equal Employment
compliance with the Civil
319 2013 and older
Rights Act of 1964, the Equal
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Opportunity Commission
Employment Opportunity Act
Reports
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.
Budget Prep Records
Working documents utilized to
build base budgets and establish
Destroy records dated December
yearly budgets; worksheets,
31, 2008 and older
enhancements, amendments,
etc.
Correspondence,
Correspondence created or
Administrative
received in the course of
Destroy records dated December
administering City policies and
31, 2013 and older
programs.
Committee Records
Agendas and meeting
minutes/notes for special groups
Destroy records dated December
convened by HR for specific
31, 2011 and older
purposes such as Benefits,
Comp,ensation, and Wellness.
Insurance Policies/Plans:
Records documenting plan
Employee Group Health
descriptions and summaries of
and Life Benefits
city insurance policies and plans
Destroy records dated December
covering employee group health
31, 2008 and older
and life benefits, including
annual certification records.
Surveys
HR and other initiated internal
surveys, survey results (e.g.
Destroy records dated December
Salary Surveys, Employee
31, 2008 and older
Satisfactions Surveys, Best
Place to Work. Etc.).
Information Technology
Correspondence
Records created or received in
the course of administering city
Destroy records dated December
policies, procedures or
31, 2013 and older
programs, but these records do
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not provide insight into
significant policy, procedure or
program discussions or
decisions.
Case Management Notes
All cases opened in Case
Destroy records dated December
Management.
31, 2008 and older
Department Policies and
Policies, reports, and documents
Reports
regarding internal department
operations and procedures, e.g.
Destroy records dated December
computer usage policy,
31, 2013 and older
password policy, service level
goals, training materials,
evaluations of materials.
Outlook E-mail
All e-mail messages, sent or
Messages — General
received by City staff using
City Staff
Outlook software, that are stored
in Outlook or the City's e-mail
archiving system. (E-mail
Destroy records dated December
messages may be preserved
31, 2013 and older
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 or
received in the course of
administering city
policies/programs, but these
records do not provide insight
Destroy records dated December
into significant policy/program
31, 2013 and older
discussions or decisions.
May include citizen response
letters, letters to homeowner
associations and businesses.
Agendas & Minutes
Agendas and minutes of Director
Meetings, Operational Meetings,
Destroy records dated December
Mayor's Youth Advisory
31, 2008 and older
Council Meetings.
Applications
Forms and materials submitted
with application for positions or
awards administered by Mayor's
Destroy records dated December
Office, including applications for
31, 2008 and older
scholarships, Promise partners,
Mayor s Youth Advisor
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Council, volunteer positions,
City commissions, and City
committees or task forces.
Proclamations
Proclamations issued by the
Destroy records dated December
Mayor.
31, 1993 and older
Publications
Informational or promotional
publications of the Mayor's
office, including newsletters,
Destroy records dated December
flyers, marketing materials,
31, 2008 and older
brochures, program materials.
Parks and Recreation Department
Agendas & Minutes
Agendas and minutes of weekly
Destroy records dated December
and monthly MPR staff
31, 2008 and older
meetings.
Budget Preparation
Working documents utilized to
Records
build base budgets and establish
yearly budgets, including but not
limited to enhancements,
Destroy records dated December
amendments, carry forward
31, 2008 and older
support, FTE anticipation,
vehicle replacement, and quotes
for service/maintenance.
Internal Department
Completed logs of employees'
Destroy records dated December
Time Logs and Reports
time, tasks, and location; reports
31, 2013 and older
and analysis of related data.
Police Department
Activity Reports
Daily, weekly, monthly or other
reports documenting the
activities of employees,
including: type of activity,
Destroy records dated December
employees involved, time spent
31, 2013 and older
on activity, work completed,
equipment used, etc. May
include Education & Prevention
Training reports.
Asset Forfeiture
Documentation pertaining to the
Destroy records dated December
Records
seizure process and obtaining
31, 2013 and older
approval through the courts.
Code Enforcement
Records created by code
Destroy records dated December
Records"
enforcement officers to
31, 2013 and older
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document a violation or
investigation into a suspected
violation of city ordinance that
does not become a crime report
DR.
Crime Analysis
Records documenting police
Statistics
efforts to anticipate, prevent, or
monitor criminal activity. May
include statistical summaries of
Destroy records dated December
crime patterns, modes of
31, 2015 and older
operation, analysis of particular
crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Crime Reports (DRs)
Reports documenting a suicide,
for Suicides, Unattended
unattended death and/or criminal
Deaths, and Major
offense and actions taken,
Crimes
including charges or arrests.
(murder, involuntary
Record typically includes
manslaughter, rape,
location of occurrence, date and
sexual abuse of a child,
time, handling officer, involved
terrorism)
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
Destroy records dated December
(juveniles), criminal background
31, 1918 and older
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
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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).
Crime Reports (DRs)
Reports documenting a criminal
and Citations for other
offense and actions taken,
Crimes
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 statements,
witness statements, tow slips,
administrative license
suspension forms, intoxilyzer
slips, field sobriety tests forms,
runaway forms, release of
Destroy records dated December
custody forms (juveniles),
31, 2013 and older
criminal
background information
(ILETS/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),
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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 — Type 2
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
Destroy records dated December
investigation or response and
31, 2013 and older
attached to a crime report for a
crime other than murder,
involuntary manslaughter, rape,
sexual abuse of a child, or
terrorism.
Digital Media —Type 5
Digital media related to an
officer complaint. Includes
video, audio, or other digital
content created by a law
Destroy records dated December
enforcement officer in the course
31, 2016 and older
of an investigation or response
relevant to a complaint about
such response or officer.
Field Interview Reports
An informational document
(FI cards)
written by police officers
relating to individuals, events, or
vehicles for which the officer
Destroy records dated December
does not have probable cause for
31, 2013 and older
enforcement. Typically includes
name and current address of
person contacted, physical
description of person or vehicle,
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officer's name, location of
contact, date and time, reason for
contact, etc.
Grant Records
Applications and required
reporting documents for grants
to support law enforcement
Destroy records dated December
initiatives and programming
31, 2003 and older
(e.g., crime prevention,
substance abuse programs,
criminal justice, SWAT).
Health & Welfare
Referrals of suspected child
Referrals/
abuse, adult abuse and daycare
Destroy records dated December
APS & Daycare
complaints.
31, 2013 and older
Complaints
Internal Affairs Files
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,
Destroy records dated December
written statements, narratives,
31, 1943 and older
analysis), polygraph records
(pre -examination records,
questions, statements of consent,
analysis reports, results charts,
conclusions, interviewee
statements, related infortnation),
and recommended disciplinary
actions, if any.
Intoxilyzer 5000en,
Factory and State of Idaho
Draeger 9510 and
certificates for instrument; log of
LifeLoc Instrument
each person that takes the
Records
breathalyzer test and verification
Destroy records dated December
testing. May include suspect
31, 2015 and older
name, date, time, results,
operator name, calibration check
results, simulated temperature in
range, comments, etc.
Master Name Index
Information on individuals who
Records
are field interviewed, individuals
Destroy records dated December
who are arrested, suspects or
31, 1918 and older
accomplices in crimes, victims,
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complainants, and witnesses to
incidents. Information typically
includes name, address, date of
birth, race, sex, date and time of
incident or contact, case number
Radar Equipment,
Records documenting the
Certifications, and
calibration and maintenance of
Maintenance Records
radar equipment that may be
useful in documenting the
accuracy of the readings. Often
includes original factory
certification of calibration.
Destroy records dated December
Information relating to
31, 2015 and older
maintenance and repair may
include a description of the work
completed, parts used, date of
service, equipment number,
make, model, etc.
Training Materials
Records related to training
programs provided to MPD
personnel by presenters
including City employees,
contractors, or other presenters.
Destroy records dated December
May include course descriptions,
31, 2013 and older
instructor certifications,
instructional materials, course
outlines and handouts, and
attendance records.
Victim Witness System
Notations and documents
Destroy records dated December
documenting contact with
31, 1998 and older
victims and witnesses.
Written Warnings
Written notice provided by MPD
officer to member of the public to
Destroy records dated December
bring attention to a potential or
31, 2013 and older
actual violation.
Public Works Department
Ada County Highway
Permits issued by Ada County
Destroy records dated December
District (ACRD)
Highway District (ACRD) to dig
31, 2013 and older
Permits
in public utility easement.
Alarm Monitoring / Test
Reports of monitoring fire
Results Reports
alarms, security alarms and
Destroy records dated December
sprinkler tests for all relevant
31, 2013 and older
City -owned facilities including
annual fire alarm testing, annual
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backflow testing, quarterly
sprinkler testing in Sapphire
suppression system, monthly fire
pump runs, and monthly check
on fire extinguishers and
Sapphire.
Area of Impact Records
Records related to analysis of
expansion of Public Works
services into the Area of Impact
such as those for Kuna, Kuna
Destroy records dated December
Treatment Plant, Meridian
31, 1993 and older
Heights Water and Sewer
District, South Meridian
Planning.
Budget Preparation
Work documents utilized to
Records
build base budgets and establish
yearly budgets, including
Destroy records dated December
vehicle replacement worksheets,
31, 2008 and older
enhancements, amendments and
carry forward support.
Committee Records
Agendas and meeting minutes
for special groups convened by
Public Works such as City
Destroy records dated December
Services Focus Group,
31, 2013 and older
Construction Best Management
Practices Sub-Committee,
Ener
Confined Space Entry
A written authorization prepared
Permit
prior to employee entry into a
Permit Required Confined
Space. The Department's permit
Destroy records dated December
contains specific entry space,
31, 2013 and older
purpose and time conditions
under which the entrance will
o erate.
Construction Punch
New projects inspection report
Lists
on City and Development
Destroy records dated December
projects noting repairs that need
31, 2013 and older
made.
Construction Samples
Bacteria sample results taken for
Destroy records dated December
water line/well construction.
31, 2013 and older
Correspondence,
Correspondence created or
Destroy records dated December
Administrative
received in the course of
31, 2013 and older
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administering City policies,
procedures, or programs.
Departmental Reports
Department reports,
Destroy records dated December
performance management
31, 2008 and older
resent ations.
Emergency Master Plans
Emergency plan records for City
Destroy records dated December
Hall, Emergency Management,
31, 2008 and older
and Continuity of Operations.
Engineering Capital and
Engineering Capital &
Enhancement Plan
Enhancement Plan (ECEP) — 5
Destroy records dated December
(ECEP) Reports
year Capital Improvement Plan
31, 2008 and older
Reports.
Environmental Awards
Awards presented to citizens and
Records
businesses in recognition of
environmental contributions to
the community. This includes
Destroy records dated December
but is not limited to award
31, 2013 and older
nominations, certificates,
photographs, and lists of
recipients.
Events, Public Works
Records related to planning
Destroy records dated December
Public Works internal and
31, 2013 and older
external events.
Fire Flow Reports
Actual fire flow data taken from
Destroy records dated December
a particular fire hydrant.
31, 1943 and older
Fire Flow Requests
Requests from customers for fire
flow and responses from
Destroy records dated December
Engineering staff based on
31, 1943 and older
computer modeling.
Leak Letters
Letters that were mailed to
customer informing customer of
Destroy records dated December
a possible leak are attached to
31, 2013 and older
the service order for leak check.
Meeting Minutes
Internal meeting agendas,
Destroy records dated December
minutes, sign -in sheets
31, 2013 and older
Meter Warranty Report
A report on meter Warranty.
Destroy records dated December
31, 1993 and older
Photos, Building
Photos relating to repair and
Destroy records dated December
Maintenance
replacement of City -owned
31, 2016 and older OR December
equipment, material, and
31, 2008
facilities.
Presentations
Departmental presentations.
Destroy records dated December
31, 2008 and older
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Pretreatment Awards
Awards presented to businesses
Records
in recognition of Best
Management Practices (BMP)
contributions to the Wastewater
Destroy records dated December
Resource Recovery Facility.
31, 2013 and older
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, 2008 and older
vehicle two/wayradios.
Rate / Fee Records
Records related to establishing
utility rates and fees, including
Destroy records dated December
calculations, research and
31, 1998 and older
recommendations.
Safety / Health and
Safety and health documents
Testing
including but not limited to
Destroy records dated December
training, auditory testing
31, 1943 and older
records, respirator fit test
information.
Safety Inspections
Inspections / Reports for Gas
Destroy records dated December
Monitors, Crane, Fall Protection,
31, 1988 and older
and Fire Inspection.
Safety Meeting Agenda /
Topics covered and sign-up
Destroy records dated December
Signup Sheets
sheet for employees who
31, 2013 and older
attended the meetings.
Service Orders
Records including requests from
customer, Utility Billing, or
Water Division to perforin work
Destroy records dated December
or get a read at an address as
31, 2013 and older
well as historical logs showing
service order number.
Sewer Maintenance and
Records documenting the
Repair Records
maintenance and repair of City
sewers. May include summaries,
Destroy records dated December
reports, and similar records
31, 2016 and older OR December
usually compiled from daily
31, 2013
work records on a monthly or
quarterbasis.
Sewer Modeling
Requests from customers to run
Requests
sewer model for capacity and
Destroy records dated December
sizing and response from
31, 1943 and older
Engineering staff based on
com uter modeling.
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Sewer Smoke Test
Records documenting smoke
Records
tests undertaken to verify
hookup to main sewer lines,
check condition of pipes, or
determine effectiveness of
backflow prevention devices.
Destroy records dated December
Inforination typically includes:
31, 2008 and older
maps or diagrams of lines tested,
location of leaks detected,
inspector's name, pipe size, and
related information.
Sewer Television/
Reports documenting television
Videoscan Inspection
inspections used to locate
Records
problems and defects in sewer
lines. Often consists of periodic
Destroy records dated December
inspections of existing lines,
31, 2008 and older
final inspections of newly
constructed lines, and
inspections at the end of
warranty periods.
Special Projects
Documents related to special or
one-time projects to include, but
not limited to: Strategic Plans,
Destroy records dated December
Inventory Management, Project
31, 2008 and older
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, 2013 and older
waters stem / Maps,
Suiveys
Public Works initiated internal
and external surveys and survey
Destroy records dated December
results.
31, 2013 and older
Training
Records documenting
attendance and presentation by
City employees at conventions,
conferences, seminars,
workshops, and similar training
Destroy records dated December
events. Includes training
31, 2013 and older
requests, training and
Continuing Education Unit
(CEU) tracking reports, and
related correspondence.
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Turbidity Reports
Logs used for entering wasted
water flushed from the water
system and not sold. Flush
Destroy records dated December
locations are listed. Water
31, 1993 and older
Quality information, including
Nephelometer Turbidity (NTU)
readin s, are documented.
Valve Maintenance
Records documenting the
Records
location, specifications,
maintenance, and repair of
valves in the City sewer system.
Includes lists, charts, drawings,
reports, logs, and related
Destroy records dated December
records, valve location,
31, 2017 and older OR December
identification number, nin of
31, 2013
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
Water meter reports including:
NC list, billing status report,
Destroy records dated December
autoread master route report,
31, 2013 and older
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, 2003 and older
concerning sampling.
Water Quality Master
Records documenting water
Destroy records dated December
Log
quality calls from customers.
31, 1993 and older
Temporary Records
Record I Description I Years
Election — Election ballots, including voted
General/Regular ballots, unused ballots, spoiled Destroy records dated December
(Working Files) ballots, ballot stubs, absentee 31, 2016 and older
voting, and duplicate poll books
Public Records Requests Written public records requests, Destroy records dated December
city denials of public records 31, 2017 and older
requests, responses, etc.
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Community Development Department
Committee/Ad-Hoc
Agendas and meeting
Teale Records
minutes/notes for special groups
convened by Community
Destroy records dated December
Development for specific
31, 2016 and older
purposes such as understanding
operational gaps, Code issues,
and process delays.
Department Guidelines,
Departmental records created or
Policies, Procedures,
received in the course of
Processes and Reports
administering departmental
policies, procedures, or
programs, but these records do
not provide insight into
Destroy Records dated December
significant policy, procedure,
31, 2016 and older
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, 2016 and older
projects
Fire Department
Public Record Requests
Public records requests and
Destroy records dated
responses.
December 31, 2016 and
older
Ride -Along Forms
Signed waivers for persons
Destroy records dated
requesting a ride -along with the
December 31, 2016 and
department. Ride Along tracking
older
records.
Narcotics Inventory &
Narcotic inventory and usage-
Destroy records dated
Usage
hard copy, narcotics distributed
December 31, 2015 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, 2017 and
(I-9) of Job Applicants
Service that an applicant or
older
employee is eligible to work in
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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
Selection Records for
recruitment and selection of city
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,
Destroy records dated December
applicant background
31, 2016 and older
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.
Recruitment and
Documents regarding the
Destroy records dated December
Selection Records for
recruitment and selection of city
31, 2016 and older
ern to ees and contracted
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Applicants who are Not
service providers such as
Hired
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
negotiations between the city
and employee representatives,
including contracts, reports,
Destroy records dated December
negotiation notes, letters of
31, 2015 and older
agreement, arbitration findings,
cost analyses, minutes, tape
recordings, etc.
Kinds and Levels Chart
Records documenting the
description, classification and
compensation of city jobs and
positions. Usually includes
details of duties and
responsibilities of each position
Destroy records dated December
time percentage breakdowns of
31, 2015 and older
tasks, skills and abilities needed
for each position, and related
records documenting the
development, modification or
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redefinition of each job or
osition.
Leave Applications
Applications or requests
submitted by city employees for
compensatory, family and
medical leave, long term leave
and other leave time.
Information usually includes:
Destroy records dated December
employee name, department,
31, 2015 and older
date, leave dates requested, type
of leave requested, and related
data. These are not kept by
Finance.
Position Descriptions
Records documenting the
description, classification and
compensation of city jobs and
positions. Usually includes
details of duties and
responsibilities of each position
Destroy records dated December
time percentage breakdowns of
31, 2015 and older
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
Claims
submitted by former city
employees for unemployment
compensation. Usually includes:
claims, notices, reports, and
Destroy records dated December
related records. May also
31, 2015 and older
include 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, 2016 and older
Directors at Director meetings.
Mayor's Office
Videos
Videos prepared weekly for
Destroy records dated December
informational or promotional
31, 2016 and older
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purposes, e.g., City Council
meetings,
This Week in Meridian.
Parks and Recreation
Facility Permits
Permits and materials including,
but not limited to: completed
Park Alcohol and Amplified
Destroy records dated December
Sound Permits related to
31, 2016 and older
individual's or organization's
ark picnic shelter reservation.
Short-term concessions permits
Destroy records dated December
and related materials from
31, 2016 and older
vendors.
Facility Reservation
Collected Certificates of
Destroy records dated December
Application and
Liability Insurance from
31, 2016 and older
Materials
individuals or vendors.
Financial Aid
Completed application forms
Applications
and materials submitted to
Destroy records dated December
request financial assistance for
31 2016 and older
'
children's class or program (e.g.,
Care Enough to Share).
Indemnity Forms,
Signed waiver/indemnity
Medical Release Forms,
agreement related to individual's
Waivers
or organization's participation in
Destroy records dated December
department -sponsored or
31, 2016 and older
department -provided class,
camp, program, reservation,
activity, transportation, or travel.
Recreation Activity Sign
Log sheets completed by parents
In/Sign Out Sheets
to signify that minor has been
dropped off or picked up from a
Destroy records dated December
department -sponsored or
31, 2016 and older
department -provided class,
camp, program, or activity.
Log sheets completed by
participant confirming they have
Destroy records dated December
attended a class or activity.
31, 2016 and older
Sports Schedules and
Record of games played and
Destroy records dated December
Scores
final scores.
31, 2016 and older
Special Event Forms
Completed forms from citizens
Destroy records dated December
and businesses participating in a
31, 2016 and older
special event, including but not
RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION
PAGE 33 OF 36
Meridian City Council Meeting Agenda May 21, 2019 — Page 319 of 576
RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION
PAGE 34 OF 36
Meridian City Council Meeting Agenda May 21, 2019 — Page 320 of 576
limited to vendor and sponsor
contracts and entries.
Team Rosters
Record of all individuals
Destroy records dated December
registered for a sports team.
31, 2016 and older
Police Department
Crime Analysis Statistics
Records documenting police
efforts to anticipate, prevent, or
monitor criminal activity. May
include statistical summaries of
crime patterns, modes of
December 31, 2015 and older
operation, analysis of particular
crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Digital Media — Type 5 *
Digital media related to an
officer complaint. Includes
video, audio, or other digital
content created by a law
December 31, 2016 and older
enforcement officer in the
course of an investigation or
response relevant to a complaint
about such response or officer.
Intoxilyzer 5000en,
Factory and State of Idaho
Draeger 9510 and
certificates for instrument; log
LifeLoc Instrument
of each person that takes the
Records
breathalyzer test and
verification testing. May
December 31, 2015 and older
include suspect name, date,
time, results, operator name,
calibration check results,
simulated temperature in range,
comments, etc.
Radar Equipment,
Records documenting the
Certifications, and
calibration and maintenance of
Maintenance Records
radar equipment that may be
useful in documenting the
accuracy of the readings. Often
includes original factory
December 31, 2015 and older
certification of calibration.
Information relating to
maintenance and repair may
include a description of the
work completed, parts used,
RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION
PAGE 34 OF 36
Meridian City Council Meeting Agenda May 21, 2019 — Page 320 of 576
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.
ADOPTED by the City Council of the City of Meridian, Idaho, this d� day of May, 2019.
APPROVED by the Mayor of the City of Meridian, Idaho, this day of May, 2019,
RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION
PAGE 35 of 36
date of service, equipment
number, make, model, etc.
Public Works
Backflow $10 Credit
Electronic report for customers
Log
who have their backflow tests
Destroy records dated December
completed by their City-
31, 2015 and older
mandated annual due date.
Backflow Tests
Backflow assemblies test report.
Destroy records dated December
31, 2015 and older
Correspondence,
Engineering transmittals (not
Destroy records dated December
Engineering
project -related), serviceability
31, 2015 and older
letters, Letters of Interest
Daily Chlorine
Field notes from Chlorine
Residuals
residuals taken from various
Destroy records dated December
sample ports in the City water
31, 2015 and older
system.
Maintenance Request
Records documenting requests
Record
and responses thereto
concerning a variety of
maintenance responsibilities
carried out by the Public Works
Department. Examples include,
Destroy records dated December
but are not limited to: brushing
31, 2016 and older
and limbing, road grading,
rocking, sealing, patching, and
marking, traffic signals and
signs, City -owned buildings and
equipment, and water and sewer
s stem roblems.
Safety Audits
Health and Safety Audits.
Destroy records dated December
31, 2015 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.
ADOPTED by the City Council of the City of Meridian, Idaho, this d� day of May, 2019.
APPROVED by the Mayor of the City of Meridian, Idaho, this day of May, 2019,
RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION
PAGE 35 of 36
APPROVED:
ATTEST:
�QoaPSED AUGUST'
�O yo
2 0tv of IOAHO
SEAL
B
Mayor Tamm Weerd
Chris JA -son, Interim City
RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION
PAGE 3 6 OF 3 6