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20-2215 Authorizing the Destruction of Certain Records CITY OF MERIDIAN RESOLUTION NO. 20-2215 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER, HOAGLUN, PERRAULT, STRADER A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN PAPER ORIGINALS OF PERMANENT RECORDS RETAINED IN A NONPAPER MEDIUM, 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)(a) to, by resolution, destroy paper originals of permanent records retained in a nonpaper medium as provided in subsection 50-907(6)(e), upon the advice of the City Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and WHEREAS, the City Clerk has identified certain paper originals of permanent records of the City Clerk's Office that have been retained in nonpaper medium in accordance with the statutory requirements set forth in Idaho Code section 50-907(6)(e); and WHEREAS,the City Clerk has confirmed that the identified paper originals do not themselves arise to having historical value as defined by Idaho Code section 50-907(4); and WHEREAS, upon the advice of the City Attorney, the identified paper originals may now be destroyed pursuant to Idaho Code sections 50-907(7)(a) because the need no longer exists to maintain the identified paper originals of the permanent records any longer; and WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section 50-907(7)to,by resolution, destroy semi-permanent and temporary records,upon the advice of the City Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and WHEREAS, upon the advice of the City Attorney, the City Clerk has identified certain semi- permanent, and temporary records that may be destroyed pursuant to Idaho Code sections 50-907(2) and(3) because the time period for retention of such records has expired. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of the following records of the City of Meridian: RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 1 OF 50 2020 City-Wide Record Destruction List Paper Originals of Permanent Records Retained in Nonpaper Medium Record Description Years City Clerk's Office Election— Campaign Finance Reports showing contributions Destroy records dated Reports and expenditures in city December 31, 2019 and older campaigns by mayor/council candidates, political committees and independent persons/entities. Includes C-1 (Certification of Treasurer), C- 2 (Campaign Financial Disclosure Report), C-4 (Independent Expenditures), C- 5 (48 Hour Notice of Contributions/Loans Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour Notice of Independent Expenditures). Election— Candidate Includes declarations of Destroy records dated Declarations & Petitions candidacy and intent for December 31, 2019 and older candidates for city elective office. Declarations of candidacy are filed by candidates to get their name on the election ballot, and are accompanied by a filing fee of $40 or a petition with the signatures of at least five qualified city electors, including a certification by the RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 2 OF 50 county clerk of the number of signatures that are of qualified city electors. Declarations of intent are filed by write-in candidates, and do not require the filing fee or petition. 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 money to the city and to file Destroy records dated December notice or claim with the court. 31, 2014 and older Information may include: debtor's name, utility accounts information, prepared repayment plan and related documentation. Civil Case Files Pending and closed cases filed by and against the city, including all pre-litigation, litigation, appellate documents (complaints, summons, Destroy records dated December investigations, reports, attorney 31, 2009 and older notes, discovery-related records, pleadings, affidavits, motions, deposition transcripts, disposition, orders and judgments, exhibits, appeals, RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 3 OF 50 and related records), and bankruptcy files. Departmental Reports Reports prepared by the city attorney for the mayor and city Destroy records dated December 31, 2014 and older council. Land Use Appeals Appeals of land use decisions, including staff reports, Destroy records dated December pleadings, briefs, and related 31, 2009 and older records. Legal Opinions, Formal and informal opinions Memoranda and memoranda rendered by the city attorney for the mayor, city council, or city departments, Destroy records dated December examining legal questions 31, 2009 and older relating to state/federal law/rules or local ordinances/policies. Privileged Records held in confidence by Administrative Records the City Attorney's Office regarding confidential or Destroy records dated December privileged matters including personnel investigations, 31, 1944 settlements related to personnel matters. Settlement Records Settlement agreements and related documentation from civil Destroy records dated December cases, claims, mediation, and 31, 1944 arbitration. Claim Files Claims for damages filed by and against the city, including claims caused by city employees/ Destroy records dated December equipment, including Property 31, 2009 and older Damage Records, Liability Claims Records, Public Injury RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 4 OF 50 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, 2014 and older policies, endorsements, rate change notices, agent of record, and related documents. City Clerk's Office Correspondence Records created or received in the course of administering city policies, procedures or programs, but these records do not provide Destroy records dated December insight into significant policy, 31, 2014 and older procedure or program discussions or decisions. AudioNideo Audio and video recordings of Recordings City Council, Commission and Destroy records dated December Committee Meetings. 31, 2014 and older RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 5 OF 50 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 Destroy records dated December City Council meeting, approved 31, 2009 and older by the Mayor, or have been recorded with Ada County. Permits &Licenses Records relating to city permits and licenses issued in the City Destroy records dated December 31, 2014 and older Clerk's Office. Election— Includes the following records: General/Regular polling places,judges and (Working Files) clerks, challengers and watchers, Destroy records dated December voting machines and vote tally 31, 2014 systems, correspondence, and other records not specifically listed in this schedule. 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, 2014 and older Minutes Summary or verbatim minutes of commission,committee,or board meetings; documents and other Destroy records dated December written or visual materials 31, 2014 and older presented at meetings (e.g., handouts, photos, presentations, etc.) RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 6 OF 50 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) 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, 2014 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. Zoning Verification Letter Documents, including, but not limited to: written requests for zoning analysis Destroy records dated December of a specific parcel/property 31, 2009 and older and the responsive departmental opinion Building Applications for Commercial Projects and Government Buildings Accela files related to commercial and 10 years from record date for all governmental buildings and records dated January 2012 projects, including Building Applications for Accela Files related to Non- Non-Commercial Projects Commercial and Non- and Non-Government Governmental buildings and Buildings projects, including, but not limited to: permit 10 years from record date for all records dated January 2012 applications, inspection records,photos,building, mechanical, plumbing, and/or electrical permits MA Land Development Division —Commercial and Government Buildings RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 7 OF 50 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, 2009 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 subdivision project, Destroy records dated December including, but not limited to: 31, 2009 and older 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, 2009 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, 2014 and older records, PSAs (and corresponding products), sub-recipient reporting documents (activity reports, draw requests, labor files), etc. Planning Division—Administrative Applications RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 8 OF 50 Sign: Planned Sign Program; No longer Documents, including, but issuing, but still have not limited to: approved Destroy records dated December existing records application, and sign 31, 2014 and before that have requirements for a specific letters of revocation. project. 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 program discussions or 31, 2014 and older decisions. Including but not limited to Citizen Response letters,billing adjustment requests, etc. Accounts Payable Records documenting payment of city bills, including reports, Destroy records dated December invoices, check stubs, purchase 31, 2014 and older orders, payment authorizations. Accounts Receivable Records documenting billing and collection of monies owed to the city by vendors, citizens, organizations, governments, etc. Records include: reports, Destroy records dated December receipts, invoices, statements, 31, 2014 and older 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, 2014 and older RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 9 OF 50 Grant Records Records documenting the application, evaluation, awarding, administration, reporting and status of grants applied for, received, awarded or administered by the city. Destroy records dated December Records include: applications and proposals, summaries, 31, 2009 and older or 10 years objectives, activities, budgets, from final grant closeout exhibits, award notices, progress reports, contracts, financial reports, and related correspondence and documentation. Liens Liens held by the city and any Destroy records dated December corresponding release of liens. 31, 2014 and older after lien release Sales &Use Tax Forms Used to report and remit sales tax collected and due to the Destroy records dated December 31, 2014 and older state. Travel Records Records documenting requests, authorizations, reimbursements, and other actions related to Destroy records dated December employee travel, including 31, 2014 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, 2009 and older final budget. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 10 OF 50 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, 2014 and older including the final Audit Report. Bank Transaction Records documenting the status Records and transaction activity of city Destroy records dated December bank accounts, including 31, 2014 and older account statements. 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, 2009 and older notice of budget hearing, adopted appropriations ordinance and amendments, and other information. Capital Asset Records— Record of purchase, vendor Destroy records dated December Purchase invoice and related documents. 31, 2014 and older Capital Asset Records— Record of disposal, department Destroy records dated December Disposal request of disposal. 31, 2014 and older Gift and Contribution Records documenting gifts and Destroy records dated December Records contributions to the city. 31, 2009 and older Investment Records Reports, statements, summaries, correspondence and other records documenting and Destroy records dated December tracking investments made by 31, 2014 and older the city, including the Local Government Investment Pool. Accounting Software Transaction records within the Destroy records dated December Records Accounting Software system: 31, 2009 and older including—payroll, vendor RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 11 OF 50 listing, vendor payments, vendor purchase orders,budget transactions, cash receipts, and general ledger. 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, 2009 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, 2009 and older income, amounts due from other funds, bank loans received, cash in escrow, deferred loans received, cash, revenue, accounts receivable, accounts payable, etc. Journal Entries Records including detailed reports and back up Destroy records dated December documentation for journal 31, 2014 and older entries Administrative Reports Reports, statistical studies, and other records designed and used Destroy records dated December for budget preparation, 311 2009 and older projections, workload and RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 12 OF 50 personnel management, and research and general reference. Deduction Authorization Records documenting employee Records authorization for voluntary payroll deductions. Records may include: direct bank Destroy records dated December deposits, insurance applications, enrollment cards, deduction 31, 2014 and older authorizations, approval notices, 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, 2014 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 Destroy records dated December original writs of garnishment, 31, 2014 and older orders to withhold, federal or state tax levies, recapitulations of amounts withheld, and related records. Information usually includes: employee name and RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 13 OF 50 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 city employees. Information usually includes employee name Destroy records dated December and social security number, 31, 2014 and older hours worked, rate, overtime, vacation value, various allowance, gross pay, federal 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 employee number, hours 31, 2014 and older 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 Destroy records dated December security tax, also known as 31, 2014 and older federal tax form W-2. Information includes: city name and tax identification number, employee name and social RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 14 OF 50 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, 2014 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, correspondence, financial 31, 2014 and older adjustments, etc. Unemployment Reports Records documenting employee earnings on a quarterly basis. Used to document costs and charges in the event of an Destroy records dated December unemployment compensation claim. Information includes: 31, 2014 and older employee name and social security number, quarterly earnings. Contracts Agreements with vendors and other parties either in hard copies or contained on the Destroy records dated December Contract Management Database 31, 2009 and older(provided 10 for the acquisition or sale of years from date of substantial equipment, supplies, services or completion) property, also includes insurance certificates, payment and performance bonds pertaining to RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 15 OF 50 a solicitation or contract that Purchasing is facilitating. Lease Agreements Lease agreements for property Destroy records dated December or equipment. 31, 2014 and older Purchase Orders Requests and purchase orders for goods or services purchased by the city. Information includes: department, delivery Destroy records dated December 31, 2009 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 Destroy records dated December procurement of design 31, 2009 and older from the date professionals. Records include: of award 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 checks, and related reasons. Destroy records dated December Information usually includes: 31, 2014 and older customers name and address, type of adjustment,justification, amount changed, authorizing signatures and other information. (Records held within the billing software). RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 16 OF 50 Billing Directive Application completed by owner or property manager to initiate Third Party billing for specified Destroy records dated December utility account. Information included: owner, property 31, 2014 and older manager, tenant, move-in date, and service address. Billing/Payment Records documenting Registers transactions on the water, sewer, garbage or other city-provided service account of each customer. Useful for reference to assure accurate customer billings and posting of Destroy records dated December payments. Information often 31, 2014 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 address. (Records held within 31, 2014 and older 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 Destroy records dated December software. Documents in file 31, 2014 and older may include and are not limited to: general letters,payment arrangement forms, third party billing docs, hard copies of customer history reports, leak RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 17 OF 50 adjustment requests, letters submitted to the City for customers. Disconnect Notice to Notice to City Council to verify City Council that no customer currently slated for shut off due to non-payment has requested a hearing with the Board of Adjustment. Notice Destroy records dated December includes number of customers 31, 2014 and older 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, 2014 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, 2014 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. Information included: tenants 31, 2014 and older name, service address, mailing address and phone number. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 18 OF 50 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, 2014 and older account number, date account closed, refund date, amount of deposit applied, and related information. Shut Off Turn On Electronic spreadsheet used during shut off day by water department field staff and MUBS. Tracks customers that are to be shut off, payments, and Destroy records dated December turn-ons as authorized. Record includes: Customer name, 31, 2014 and older 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, 2009 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, 2014 and older related to significant policy/program discussions or decisions. Includes customer survey cards. Meeting Minutes Final, approved Officer and Command Staff meeting Destroy records dated December 31, 2014 and older minutes. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 19 OF 50 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, 2014 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, 2009 and older Human Resources Affirmative Action; Records documenting city Equal Employment compliance with the Civil Opportunity Commission Rights Act of 1964, the Equal Reports Employment Opportunity Act of 1972 and the Americans with Disabilities Act. Records include: plans, policy statements, reports, Destroy records dated December investigations, case files and 31, 2014 and older 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. Benefits Continuation Records documenting notice to employees, spouses and dependents informing them of their rights to continue insurance coverage after termination or disability or Destroy records dated December family leave and whether 31, 1944 and older coverage was elected or rejected. Continuation may be under COBRA or another provision. Notice is also sent to a third party administrator who administers the extended RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 20 OF 50 coverage. Records may be filed with the Employee Benefits Records or Employee Personnel Records. Budget Prep Records Working documents utilized to build base budgets and establish Destroy records dated December yearly budgets; worksheets, 31, 2009 and older enhancements, amendments, etc. Correspondence, Correspondence created or Administrative received in the course of Destroy records dated December administering City policies and 31, 2014 and older programs. Committee Records Agendas and meeting minutes/notes for special groups Destroy records dated December convened by HR for specific 31, 2012 and older purposes such as Benefits, Compensation, and Wellness. Department Guidelines, HR guidelines, including but Destroy records dated December Policies, Procedures, not limited to, Salary 31, 2009 from date guideline in its Processes, and Reports Administration Guidelines. entirety, or any part thereof, is officially replaced or updated Department Guidelines, City Standard Operating Policies, Procedures, Policy/Procedure Manual. Destroy records dated December Processes, and Reports 31, 1999 from updated or replaced SOP Manual Department Guidelines, Records documenting and Policies, Procedures, relating to HR processes, Destroy records dated December Processes, and Reports including but not limited to, 31, 2014 or from last HR process recruiting/interviewing update or replacement processes. Department Guidelines, Policies, reports, and documents Policies, Procedures, regarding the internal Destroy records dated December Processes, and Reports department operations and 31, 2009 and older procedures (e.g. Turnover, Recruiting reports, etc.). Department Guidelines, HR reports regarding Policies, Procedures, department performance or Processes, and Reports other management presentations. Includes reports Destroy records dated December documenting trends, department 31, 2009 and older or City performance in key areas as determined. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 21 OF 50 Employee Benefits Records relating to city employee benefits information such as: selection of insurance plans, retirement, pension, and disability plans, deferred compensation plans, and other benefit information. Records may include but are not limited Destroy records dated December to: plan selection and 31, 1944 and older application forms, enrollment records, contribution and deduction summaries, personal data records, authorizations, beneficiary information, notices of disability payment made, and related documentation. Employee Medical Document an individual records employee's medical history. These records are not personnel records and must be kept in a separate location from employee personnel records as required by the Americans with Destroy records dated December Disabilities Act. Records may 31, 1944 and older include, but are not limited to: medical exam records (pre- employment, pre-assignment, periodic or episodic), X-rays, and records of significant health or disability limitations. Employee Personnel Document of employee's work Records history. Original employee personnel records are kept by Human Resources Department unless otherwise specified. Records may include, but are not limited to: employment Destroy records dated December applications, notices of 31, 1944 and older appointment, training and certification records, records of health limitations, drug testing, salary schedules, personal actions, performance evaluations, awards and other special recognition, letters of RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 22 OF 50 recommendation, investigation information, disciplinary action, notices of layoff, letters of resignation, home address and telephone, emergency notification forms, oaths of office, grievance and complaint records, and relate correspondence and documentation. (See also Employee Benefits Records, Employee Medical Records, Recruitment and Selection Records, and Volunteer Records). Notes: (1) Meridian Police Department employee personnel records including original Internal Affairs files and training materials are kept by the Police Department according to the Police Department Records Retention Schedule. Upon employee separation, these records shall be forwarded to Human Resources Department. All other Police Department current employee original personnel records are kept by the Human Resources Department. (2) Meridian Fire Department employee personnel records including original training records and original records related to Union promotions are kept by the Fire Department. Upon employee separation these records shall be forwarded to Human Resources Department. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 23 OF 50 All other Fire Department current employee original personnel records including ICRMP and BEST training records and Union member promotion applications and PAR forms documenting a promotion are kept by Human Resources Department.. Employment Document to the U.S. Verification(I-9)of Job Immigration and Naturalization Applicants Service that an applicant or employee is eligible to work in the U.S. Information includes: employee information and verification data such as citizenship or alien status and signature, employer review and Destroy records dated December verification data such as 31, 2016 and older 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. Hazard Exposure Emergency response employees Records exhibiting signs or symptoms possibly resulting from exposure to hazardous substances are required to be provided medical examination and consultation. Records include: employee's name and social security number; Destroy records dated December physician's written opinion, 31, 1944 and older recommended limitations; results of examinations and tests; employee medical complaints related to hazardous substance exposure; description of employee's duties as they relate to exposure; the employee's exposure levels or RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 24 OF 50 anticipated exposure levels; description of protective equipment used; and information from previous medical examinations of the employee which is not readily available to physician and other information. Insurance Policies/Plans: 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, 2009 and older and life benefits, including annual certification records. Personnel Action(PAR) Completed employee forms Forms submitted to HR upon initial Destroy records dated December hire, pay increase or decrease, 31, 1944 and older change of address, or change of supervisor. Presentations Formal departmental presentations to Council, other Destroy records dated December 31, 2014 and older formal bodies. Special Projects Documents related to special, one-time projects to include, but not limited to, Employee Destroy records dated December Satisfaction Survey, Policy 31, 2009 and older Review/Revision, Salary Structure Review. Surveys HR and other initiated internal surveys, survey results (e.g. Destroy records dated December Salary Surveys, Employee 31, 2009 and older Satisfactions Surveys, Best Place to Work. Etc.). Training Programs/HR Records related to the design Destroy records dated December and implementation of training 31, 2014 or 5 years from final programs provided to presentation and/or use employees by the City. Training/Travel Records Records documenting attendance and presentation by HR employees at conventions, Destroy records dated December conferences, seminars, 31, 2014 and older workshops, and similar training events. Includes training/travel requests, training materials, RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 25 OF 50 reports and related correspondence. Workers' Compensation Medical records related to job Records and Claims assignments that document work-related injuries and illnesses, including but not limited to, hearing test records, hazard exposure records, first- aid incident records,physician Destroy records dated December statements, release consent 31, 1989 and older forms and related correspondence, and records documenting claims submitted by city employees for work- related injuries and illnesses. These records are kept separate from employee personnel files. Information Technology Correspondence Records created or received in the course of administering city policies, procedures or programs, but these records do Destroy records dated December not provide insight into 31, 2014 and older significant policy, procedure or program discussions or decisions. Service Management All customer support tickets Tool opened in service management Destroy records dated December 31, 2009 and older systems. Department Policies and Policies, reports, and documents Reports regarding internal department operations and procedures, e.g. Destroy records dated December computer usage policy, 31, 2014 and older password policy, service level goals, training materials, evaluations of materials. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 26 OF 50 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, 2014 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, 2014 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, 2014 and older Council Meetings. Applications Forms and materials submitted with application for positions or awards administered by Mayor's Office, including applications for Destroy records dated December scholarships, Promise partners, Mayor's Youth Advisory 31, 2014 and older Council, volunteer positions, City commissions, and City committees or task forces. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 27 OF 50 Memoranda Mayoral memos regarding Destroy records dated December proclamations, meetings, or 31, 2014. events. News Releases A written or recorded record directed at members of the news Destroy records dated December media for the purpose of making 31, 1994 and older a newsworthy announcement. Proclamations Proclamations issued by the Destroy records dated December Mayor not read at City Council 31, 2009 and older Meetings. Publications Informational or promotional publications of the Mayor's office, including newsletters, flyers, marketing materials, Destroy records dated December brochures, program materials. 31, 2014 and older Special Projects Documents related to special or one-time projects to include, but not limited to: Strategic Plans. Destroy records dated December 31, 2009 and older Parks and Recreation Department Agendas &Minutes Agendas and minutes of weekly and monthly MPR staff Destroy records dated December 31, 2009 and older meetings. Budget Preparation Working documents utilized to Records build base budgets and establish yearly budgets, including but not Destroy records dated December limited to enhancements, 31, 2009 and older amendments, carry forward support, FTE anticipation, RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 28 OF 50 vehicle replacement, and quotes for service/maintenance. 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, 2014 and older decisions. Including but not limited to citizen response letters. Employee Time Logs Completed logs of employees' Destroy records dated December and Reports time, tasks, and location; reports 31, 2014 and older unless record is and analysis of related data. superseded by Finance Department Surveys Internal and external outreach surveys and results, presentations, neighborhood meeting minutes, correspondence, and summary reports to solicit citizen input on Destroy records dated December parks and recreation, customer 31, 2009 and older service, and process improvement. Records of public input, including survey results, neighborhood meeting minutes, correspondence, etc. Police Department Activity Reports Daily, weekly, monthly or other reports documenting the Destroy records dated December activities of employees, 31, 2014 and older including: type of activity, employees involved, time spent RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 29 OF 50 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, 2014 and older or 5 years after approval through the courts. closure of case Code Enforcement Records created by code Records" enforcement officers to document a violation or Destroy records dated December investigation into a suspected 31, 2014 and older or 5 years after violation of city ordinance that last action does not become a crime report (DR). 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. Record typically includes (murder, involuntary location of occurrence, date and manslaughter, rape, time, handling officer, involved sexual abuse of a child, parties (suspects, victims, terrorism) witnesses, reporting parties, etc.) and their personal information, summary of events and Destroy records dated December supportive documents (e.g., 31, 1919 and older probable cause statements, witness statements, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III, Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, citations, property invoices, release of property forms, etc.). May include polygraph records (e.g., RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 30 OF 50 pre-examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information); property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs, property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, etc.); and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). 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, Destroy records dated December summary of events and supportive documents (e.g., 31, 2014 and older probable cause statements, witness statements, tow slips, administrative license suspension forms, intoxilyzer slips, field sobriety tests forms, runaway forms, release of custody forms (juveniles), criminal RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 31 OF 50 background information (ILETS/Triple III, Ada LE Lookup, ISTARS, JDOQ, documents provided by citizens and victims, citations, property invoices, release of property forms, Leads Online printouts, shoplifting reports from store security officers, etc.). May include polygraph records (pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), abandoned vehicle reports, found property records, traffic collision reports, property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs, property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, etc.), and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). Digital Media—Type 1 Digital media attached to a crime report for a major crime. Includes video, audio, or other Destroy records dated December digital content created by a law 31, 1919 and older after final enforcement officer in the course disposition of an investigation or response and attached to a crime report for murder, involuntary RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 32 OF 50 manslaughter, rape, sexual abuse of a child, or terrorism. 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, 2014 and older attached to a crime report for a crime other than murder, involuntary manslaughter, rape, sexual abuse of a child, or terrorism. Field Interview Reports An informational document (FI cards) written by police officers relating to individuals, events, or vehicles for which the officer does not have probable cause for enforcement. Typically includes Destroy records dated December name and current address of 31, 2014 and older person contacted,physical description of person or vehicle, 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, 2009 and older or 10 years (e.g., crime prevention, after grant closeout substance abuse programs, criminal justice, SWAT). Health &Welfare Referrals of suspected child Destroy records dated December Referrals/ abuse, adult abuse and daycare 31, 2014 and older or 5 years from complaints. closure of referral or case. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 33 OF 50 APS &Daycare 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, 1944 and older analysis), polygraph records (pre-examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), and recommended disciplinary actions, if any. Master Name Index Information on individuals who Records are field interviewed, individuals who are arrested, suspects or accomplices in crimes, victims, Destroy records dated December complainants, and witnesses to incidents. Information typically 31, 1919 and older includes name, address, date of birth, race, sex, date and time of incident or contact, case number Training Materials Records related to training programs provided to MPD personnel by presenters including City employees, Destroy records dated December contractors, or other presenters. 31, 2014 and older May include course descriptions, instructor certifications, instructional materials, course RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 34 OF 50 outlines and handouts, and attendance records. Victim Witness System Notations and documents documenting contact with Destroy records dated December victims and witnesses. 31, 1999 and older 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, 2014 and older actual violation. Public Works Department Ada County Highway Permits issued by Ada County District (ACHD) Highway District (ACHD) to dig Destroy records dated December Permits in public utility easement. 31, 2014 and older Alarm Monitoring/Test Reports of monitoring fire Results Reports alarms, security alarms and sprinkler tests for all relevant City-owned facilities including annual fire alarm testing, annual backflow testing, quarterly Destroy records dated December 31, 2014 and older 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, 1994 and older Heights Water and Sewer District, South Meridian Planning. Budget Preparation Work documents utilized to Destroy records dated December Records build base budgets and establish 31, 2009 and older RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 35 OF 50 yearly budgets, including vehicle replacement worksheets, enhancements, amendments and carry forward support. Committee Records Agendas and meeting minutes for special groups convened by Public Works such as City Services Focus Group, Destroy records dated December Construction Best Management 31, 2014 and older Practices Sub-Committee, Energy. 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, 2014 and older purpose and time conditions under which the entrance will operate. Construction Punch New projects inspection report Lists on City and Development projects noting repairs that need Destroy records dated December made. 31, 2014 and older Construction Samples Bacteria sample results taken for Destroy records dated December water line/well construction. 31, 2014 and older Correspondence, Correspondence created or Administrative received in the course of Destroy records dated December administering City policies, 31, 2014 and older procedures, or programs. Departmental Reports Department reports, Destroy records dated December performance management 31, 2009 and older presentations. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 36 OF 50 Emergency Master Plans Emergency plan records for City Hall, Emergency Management, Destroy records dated December 31, 2009 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, 2009 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, 2014 and older nominations, certificates, photographs, and lists of recipients. Events, Public Works Records related to planning Public Works internal and Destroy records dated December 31, 2014 and older external events. Fire Flow Reports Actual fire flow data taken from Destroy records dated December a particular fire hydrant. 31, 1944 and older Fire Flow Requests Requests from customers for fire flow and responses from Destroy records dated December Engineering staff based on 31, 1944 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, 2014 and older the service order for leak check. Meeting Minutes Internal meeting agendas, Destroy records dated December minutes, sign-in sheets 31, 2014 and older Meter Warranty Report A report on meter warranty. Destroy records dated December 31, 1994 and older RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 37 OF 50 Photos, Building Photos relating to repair and Destroy records dated December Maintenance replacement of City-owned 31, 2017 and older OR December equipment, material, and 31, 2009 facilities. Presentations Departmental presentations. Destroy records dated December 31, 2009 and older 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. This includes but is not limited 31, 2014 and older to award nominations, certificates, photographs, and lists of recipients. Rate/Fee Records Records related to establishing utility rates and fees, including Destroy records dated December calculations, research and 31, 1999 and older recommendations. Safety/Health and Safety and health documents Testing including but not limited to training, auditory testing Destroy records dated December 31, 1944 and older records, respirator fit test information. Safety Inspections Inspections/Reports for Gas Destroy records dated December Monitors, Crane, Fall Protection, 31, 1989 and older and Fire Inspection. Safety Meeting Agenda/ Topics covered and sign-up Signup Sheets sheet for employees who Destroy records dated December attended the meetings. 31, 2014 and older Service Orders Records including requests from customer, Utility Billing, or Destroy records dated December Water Division to perform work 311 2014 and older or get a read at an address as RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 38 OF 50 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, 2017 and older OR December usually compiled from daily 31, 2014 work records on a monthly or quarterly basis. Sewer Modeling Requests from customers to run Requests sewer model for capacity and Destroy records dated December sizing and response from 31, 1944 and older Engineering staff based on computer modeling. 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 Information typically includes: 31, 2009 and older maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size, and related information. Sewer Television/ Records from contractors Videoscan Inspection documenting television Records (External) inspections used to locate Destroy records dated December problems and defects in sewer lines. Often consists of 31, 2016 and older inspections of newly constructed lines. Special Projects Documents related to special or one-time projects to include,but Destroy records dated December not limited to: Strategic Plans, 31, 2009 and older Inventory Management, Project RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 39 OF 50 Information, Rail with Trail, Subdivisions, and Accreditation. Spring flush notices Flush notices mailed to (Mailers) customers for spring flush of Destroy records dated December water system/Maps. 31, 2014 and older Surveys Public Works initiated internal and external surveys and survey Destroy records dated December results. 31, 2014 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, 2014 and older requests, training and Continuing Education Unit (CEU)tracking reports, and related correspondence. 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, 1994 and older Quality information, including Nephelometer Turbidity(NTU) readings, are documented. Valve Maintenance Records documenting the Records location, specifications, maintenance, and repair of Destroy records dated December valves in the City sewer system. 311 2017 and older OR December Includes lists, charts, drawings, 3112014 reports, logs, and related records, valve location, identification number, run of RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 40 OF 50 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, billing pre-scan report, re-reads, 31, 2014 and older and water meter testing results. Water Quality Any mailed correspondence with Destroy records dated December Correspondence labs, customers, regulators 31, 2004 and older concerning sampling. Water Quality Master Records documenting water Destroy records dated December Log quality calls from customers. 31, 1994 and older Temporary Records Record Description Years City Clerk's Office Election— Election ballots, including voted General/Regular ballots, unused ballots, spoiled Destroy records dated December (Working Files) ballots, ballot stubs, absentee 31, 2017 and older voting, and duplicate poll books Public Records Requests Written public records requests, Destroy records dated December city denials of public records 31, 2018 and older requests, responses, etc. Community Development Department Committee/Ad-Hoc Agendas and meeting Team Records minutes/notes for special groups convened by Community Destroy records dated December Development for specific 31, 2017 and older purposes such as understanding operational gaps, Code issues, and process delays. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 41 OF 50 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, 2017 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, 2017 and older projects Fire Department Public Record Requests Public records requests and Destroy records dated responses. December 31, 2017 and older Ride-Along Forms Signed waivers for persons Destroy records dated requesting a ride-along with the December 31, 2017 and department. Ride Along tracking older records. Narcotics Inventory& Narcotic inventory and usage- Destroy records dated Usage hard copy, narcotics distributed December 31, 2016 and to the engine companies. older Human Resources Employment Document to the U.S. Verification Immigration and Naturalization (I-9)of Job Applicants Service that an applicant or employee is eligible to work in the U.S. Information includes: Destroy termed employees records employee information and dated December 31, 2016 and verification data such as older or 1 year after employment citizenship or alien status and termination, whichever is later signature, employer review and verification data such as documents, which establish identity and eligibility, and employer's signature certi in RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 42 OF 50 that documents were checked. This category includes forms completed for all new hires, as superseded or previous forms completed on rehires. Collective Bargaining Records documenting negotiations between the city and employee representatives, including contracts, reports, Destroy records dated December negotiation notes, letters of 31, 2016 and older agreement, arbitration findings, cost analyses, minutes, tape recordings, etc. 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, 2017 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 Selection Records for recruitment and selection of city Destroy records dated December Applicants who are Not employees and contracted 31, 2017 and older Hired service providers such as RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 43 OF 50 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, 2016 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, 2016 and older tasks, skills and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or position. RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 44 OF 50 Leave Applications Applications or requests submitted by city employees for compensatory, family and medical leave, long term leave and other leave time. Destroy records dated December Information usually includes: 31, 2016 and older employee name, department, date, leave dates requested, type of leave requested, and related data. These are not kept by Finance. Position Descriptions Records documenting the 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, 2016 and older tasks, skills and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or osition. 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, 2016 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, 2017 and older Directors at Director meetings. Mayor's Office RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 45 OF 50 Videos Videos prepared weekly for informational or promotional purposes, e.g., City Council Destroy records dated December meetings, 31, 2017 and older 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, 2017 and older individual's or organization's park picnic shelter reservation. Short-term concessions permits and related materials from Destroy records dated December 31, 2017 and older vendors. Facility Reservation Completed forms and related Application and materials collected from Materials individuals or businesses Destroy records dated December registering for a recreation class, team, or event and other 31, 2017 and older required documentation, such as proof of insurance. Collected Certificates of Destroy records dated December Liability Insurance from individuals or vendors. 31, 2017 and older Financial Aid Completed application forms Applications and materials submitted to Destroy records dated December request financial assistance for children's class or program(e.g., 31, 2017 and older Care Enough to Share). Incident or Accident Citizen reports of incidents, Reports injuries, or accidents incurred Destroy records dated December during or related to a 31, 2017 and older department-sponsored or RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 46 OF 50 department-provided class, camp, program, reservation, or activity. 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 department-provided class, 31, 2017 and older 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, 2017 and older department-provided class, camp, program, or activity. Log sheets completed by Destroy records dated December participant confirming they have attended a class or activity. 31, 2018 and older Sports Schedules and Record of games played and Destroy records dated December Scores final scores. 31, 2018 and older Special Event Forms Completed forms from citizens and businesses participating in a Destroy records dated December special event, including but not 31, 2017 and older limited to vendor and sponsor contracts and entries. Team Rosters Record of all individuals Destroy records dated December registered for a sports team. 31, 2017 and older Police Department Crime Analysis Statistics Records documenting police efforts to anticipate, prevent, or monitor criminal activity. May December 31, 2016 and older include statistical summaries of crime patterns, modes of RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 47 OF 50 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, 2017 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 December 31, 2016 and older, 3 verification testing. May include suspect name, date, Years after certificate has been issued 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, 2016 and older, 3 certification of calibration. years after equipment retirement Information relating to maintenance and repair may include a description of the work completed, parts used, date of service, equipment number, make, model, etc. Public Works RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 48 OF 50 Backflow Tests Backflow assemblies test report. Destroy records dated December 31, 2016 and older Correspondence, Engineering transmittals (not Engineering project-related), serviceability Destroy records dated December letters, Letters of Interest 31, 2016 and older Daily Chlorine Field notes from Chlorine Residuals residuals taken from various Destroy records dated December sample ports in the City water 31, 2016 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, but are not limited to: brushing Destroy records dated December and limbing, road grading, 31, 2017 and older rocking, sealing, patching, and marking, traffic signals and signs, City-owned buildings and equipment, and water and sewer system problems. Safety Audits Health and Safety Audits. Destroy records dated December 31, 2016 and older Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho,this16th day of June, 2020. APPROVED by the Mayor of the City of Meridian, Idaho, this 16th day of June, 2020. APPROVED: ATTEST: (SEAL) RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 49 OF 50 By: Mayor Robert E. Simison Chris Johnson, City Clerk RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 50 OF 50