07-585 Destruction of Finance DocumentsCITY OF MERIDIAN
RESOLUTION NO. ~ ~' .rg
BY THE CITY COUNCIL: BIRD, BORTON, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
MERIDIAN, ADA COUNTY, IDAHO, AUTHORIZING THE CITY CLERK TO
DESTROY CERTAIN RECORDS /DOCUMENTS WHICH MAY BE DEFINED
IN IDAHO STATE CODE AS TEMPORARY RECORDS; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho
State Code § 50-907 by resolution to destroy semipermanent and temporary records upon
the advise 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 records that may be destroyed
pursuant to the Idaho State Code 50-907(4) because time period for retention has expired;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS:
SECTION 1. They hereby authorize, under the direction and supervision of the
City Clerk, the destruction of the following temporary records defined by Idaho State
Code 50-907(3)(b):
FINANCE DEPARTMENT
Finance Year Description
Cancelled FY1980-
checks 2001 cancelled checks processed through the banks
Bank
Statements FY2002 Original bank statements and the Finance reconciliation reports
Check FY2000- General checking check register (this year is still in current
register 2001 , database)
Cash
Receipts FY2002 Handwritten cash receipts, check stubs, backup documentation
Receipt FY1991- Cash Receipt Journals, summaries, receipt copy, check stubs and
Journal 1997 documentation
FY1992-
Receipts 1996 Impact Fee Certificates -forms typed up for each fee collected
Journal FY2001-
Entries 2002 Journal Entry reports and backup documentation
Expenditure
Reports FY2000 Expenditure Reports for departments
RESOLUTION -DESTRUCTION OF TEMPORARY RECORDS Pagel of 3
FINANCE DEPARTMENT
FY1991-
AP Register 1992 AP Register (sub ledger) detailing AP voucher account code detail
AP Vouchers FY2002 Invoices or warrants, purchase orders, packing slips, check stubs
Grant docs FY1993 Federal Drug Grant documents
Grant docs FY1993 GEM Community Grant documents
Latecomer FY1997 Latecomer detail for expired reimbursement agreements
MUBS
receipts FY2002 Terminated account title company check stubs
Sales
Summary FY1993 Credit Memo Sales Summary -old MUBS record
Billing
Register FY1992 Utility Billing Report -old MUBS record
Impact
Ledgers FY1992 ACHD Hand written impact fee ledgers
Payroll Payroll Cabinets
FY1998-
Timecards 2001 Terminated employee timecards
Terminated Payroll terminated employee files -includes: W4,PAR forms,
Files FY2000 timesheets
FY1995-
AP Vouchers 1996 Payroll Blue Cross invoices
Payroll FY1981-
Registers 1997 Payroll register -detail of earnings, taxes and deductions
Vacation FY1981-
Records 1987 Payroll vacation detail and old hire sheets
Inspector FY1992-
sheets 1993 Payroll records for inspectors sheets
Check FY1974-
register 1999 Payroll check registers
Investment FY1997-
records 1998 Investment documents such as old CD's and interest statements
FY1997-
941 reports 1999 IRS 941 Payroll tax payment reports
ACH FY1999-
submittals 2000 Bank confirmations of automatic deposits of employee paychecks
Payroll FY1951- Old hand written payroll ledger -individual earnings and
Ledger 1973 deductions
FY1974-
W2s 1986 Payroll W2s copies -originals sent into IRS
Sick Pool FY2000 Sick Leave Pool records -the pool was discontinued around 2000
A copy of this Resolution shall beheld on file in the Office of the City Clerk.
SECTION 2. EFFECTIVE DATE: This Resolution shall be in full force and
effect immediately upon its adoption and approval.
RESOLUTION -DESTRUCTION OF TEMPORARY RECORDS Paget of 3
FINANCE DEPARTMENT
ADOPTED by the City Council of the City of Meridian, Idaho, this 23 day
of aG~ h ~`~ , 2007.
APPROVED by the Mayor of the City of Meridian, Idaho, this 2J?~day of
Q G ~ ~ ~- .2007.
APPROVED:
~ ~~
~~~ 0- ~~ : ~~,,~Vlayor T de Weerd
ATTEST: <.y,\
~~~ ~ ~ ~~
William G. Berg, Jr., City erl~, -~,,`~ ,y i •~ '~
~,, e .y ~~
~~~ ~,
RESOLUTION -DESTRUCTION OF TEMPORARY RECORDS Page3 of 3
FINANCE DEPARTMENT