09-679 Destruction of Finance Temp RecordsCITY OF MERIDIAN RESOLUTION NO. O -(" ~O~ "1
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
RESOLUTION OF THE 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 semi permanent 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 maybe 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 COUNCIL OF
THE CITY OF MERIDIAN, IDAHO, AS FOLLOWS:
Section 1. 'That the Mayor and City Council 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):
List of Records to be Destroyed - 7/31/2009
FINANCE: Year Description
AP Vouchers FY2003-FY2004 includes: invoices or warrants, purchase orders, packing slips, check stubs
AP Check Registers
Cash Receipts
Journal Entries
GL detail reports
AR receipts
Payroll payables
Cancelled checks
Bank Statements
MOBS:
Sewer Average reports
MUBS Shut off reports
MUBS title assessments
MUBS adjustments
MUBS cash receipts
FY1983-FY1998 old check registers that we are only required to keep 5 years
FY2003-FY2004 includes: hand written cash receipt forms, check stubs, or backup information
FY2003-FY2004 includes: JE report and backup documentation
FY1983-FY1999 includes: general ledger detail (must be kept 10 years)
FY2002-FY2004 includes: invoice copies and cash receipt copies
FY2000-FY2001 includes: invoices, backup documentation and check stubs
FY2003-FY2004 actual City canceled checks
FY1990-FY1999 includes: the original bank statement and the City reconciliation forms
FY2002-FY2004 reports of customer water usage to average the sewer monthly billings
FY2003 reports of utility customers to be approved for shut oft due to delinquent balances
FY1997-FY2005 assessment requests made by title companies for final utility billings for City water customers
FY2000-FY2004 backup papers for utility customer adjustments
FY2004 cash receipts from utility customers
RESOLUTION AUTHORIZING DESTRUCTION OF TEIVII'ORARY RECORDS - 1 of 2
A copy of this Resolution shall beheld on file in the Office of the City Clerk.
Section 2. This Resolution shall be in full force and effective immediately upon its
adoption and approval.
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ADOPTED by the City Council of the City of Meridian, Idaho, this ~ ~ day of
2009.
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APPROVED by the Mayor of the City of Meridian, Idaho, this ~ ~ day of
2009.
ATTEST:
By:
Jaycee L. olman, City Clerk
APPROVED:
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Mayor T de Weerd
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RESOLUTION AUTHORIZING DESTRUCTION OF TEMI'ORARY RECORDS - 2 of 2