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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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 1 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 287 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 2 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 288 of 576 (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, RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 2 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 288 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 3 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 289 of 576 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) RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 3 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 289 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 4 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 290 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 5 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 291 of 576 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, RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 6 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 292 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 7 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 293 of 576 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. RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 7 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 293 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 8 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 294 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 9 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 295 of 576 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, RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 9 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 295 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 10 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 296 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 10 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 296 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE I I OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 297 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE I I OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 297 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 12 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 298 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 12 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 298 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 13 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 299 of 576 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. RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 13 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 299 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 14 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 300 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 15 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 301 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 15 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 301 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 16 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 302 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 17 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 303 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 17 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 303 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 18 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 304 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 18 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 304 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 19 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 305 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 19 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 305 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 20 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 306 of 576 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), RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 20 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 306 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 21 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 307 of 576 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, RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 21 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 307 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 22 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 308 of 576 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, RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 22 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 308 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 23 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 309 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 23 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 309 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 24 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 310 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 24 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 310 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 25 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 311 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 25 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 311 of 576 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. RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 26 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 312 of 576 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. RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 27 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 313 of 576 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. RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 28 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 314 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 29 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 315 of 576 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 30 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 316 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 30 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 316 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 31 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 317 of 676 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 32 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 318 of 576 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 RESOLUTION AUTHORIZING LIST OF CITY-WIDE RECORDS FOR DESTRUCTION PAGE 32 OF 36 Meridian City Council Meeting Agenda May 21, 2019 — Page 318 of 576 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 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