11-791 Authorizing Destruction of Fire Department Records,~. CITY OF MERIDIAN RESOLUTION N0. - ~
BY THE CITY COUNCIL: BIRD, HOAGLUN ROUN
TREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF T
HE CITY OF
MERIDIAN AUTHORIZING THE CITY CLERK TO DESTROY CER
TAIN SEMI-
PERMANENT AND TEMPORARY RECORDS OF THE MERID
IAN FIRE
DEPARTMENT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authorit ursuant to Idaho Cod
Yp e
section 50-907(4) to, by resolution, destroy semi-permanent and tem orar record
p y s, 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 semi-permanent and tem orar records
that ma be destro p Y
y yed pursuant to Idaho Code sections 50-907(2) and (3) because the time eriod
for retention of such records p
has expired; and
WHEREAS, the City Clerk has identified certain transient records that ma be destro ed
Y Y
pursuant to the City of Meridian Records Retention Policy because the administrative use of the
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 su ervise the
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destruction of the following semi-permanent and temporary records of the Fire De artment:
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FIRE YEAR(S) DESCRIPTION
1. Semi- ermanent
Incident Run Reports/Cover 1976-2005 Includes cover sheets from
Sheets Incident Run Re orts
Incident Run/EMS Reports 1977-2004 Incident and Patient
Reports from incidents;
includes cover sheet copies
from EMS
Minutes, staff meetings 2002-2003 Co ies of minutes from
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monthly officer/staff
meetings
Z. Tem ora
Burn Permit Logs 2000-2006 Includes to s of burn
g
ermits issued
RESOLUTION AUTHORIZING DESTRUCTION OF FIRE DEPARTMENT RECORDS PAGE 1 OF 3
yr''``, Section 2, That pursuant to the City Records Retention Polic the Cit '
y, y Clerk is hereby
authorized to destroy the following transient records:
3. Transient Year(s) Descri tion
Blank Old Forms not dated Miscellaneous bl
ank forms,
now obsolete, including
forms used in 1992 for
tracking personnel
accumulated benefits
Citizen Use Permits 2002 Co ies of ex fired Citizen
p p
Use Permits
Daily Engine/Apparatus
. 1996-2006 Dail re orts of
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Maintenance Reports maintenance re orts on
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apparatus
Daycare Inspection Reports 1988-1989 Obsolete run/re ort cards
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cover sheets of ins ections
Employment/PTOC records 1990-2005 Part-time on-call ersonnel
p
daily time log sheets, daily
attendance sheets, copies
of a records
Employment/miscellaneous 1990-2007 Personnel Bail attendance
Y
records, daily drill records,
daily duty sign-in sheets,
daily time cards, timesheet
logs, training schedules,
vacation request forms
Firework Permits 1989-1996 Co ies of ex fired firework
p p
permits
Incident/EMS Cover Sheets, 2006 Cover sheets listin onl
g Y
obsolete numbers and dates
Invoices, copies 2001-2007 Co ies '
p of miscellaneous
Fire De artment invoices
Medical Bag Inventory 2006 Invento check sheets
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Checks
Minutes, copies, Meridian 2004-2005 Co ies of Minutes from
p
.
Rural District meetings past Meridian Rural
District meetings
Payroll Records/Reports, 2000-2005 Copies of miscellaneous
copies payroll and wa ere orts
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old a stubs
Phone logs and Records 2001-2002 Handwritten list of hone
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numbers dialed, logs of
phone messages received
Pre-Employment Records, 1998 Job ap lications and
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unsuccessful applicants interview evaluations of
persons not hired
RESOLUTION AUTHORIZING DESTRUCTION OF FIRE DEPARTMENT RECORDS PAGE 2 OF 3
rre-~mpioyment 2002-2005
Records/PTOC unsuccessful
applicants
Purchase Orders, copies 1990-2006
Reports, Miscellaneous,
copies 2002-2006
Requests for Comment 1992-2000
Vendor Reports, obsolete 2000-2004
Budget Expenditure and
Revenue worksheet
documents 1992-2005
Copies of miscellaneous
records ofpart-time, on-
calljob applications and
interview evaluations of
persons not hired
Copies of purchasing
records
Copies of Fire Department
monthly reports, clothing
expense reports, fuel
reports, travel expense
reports, and monthly call
re ort cover sheets
Requests for Fire
Department comments on
new subdivisions, zoning
issues, and other agency
ro' ects
List of names and
addresses of vendors
Budget requests and budget
workshop documents
Section 3. That the City Clerk is authorized to take all necessar ste s to destr
y p oy the
records as provided by this Resolution,
Section 4, That this Resolution shall be in full force and effect immediatel u on '
y p its
adoption and approval.
ADOPTED b the Cit Council of the ' ' ~~`
Y Y Clty of Meridian, Idaho, this ~ day of June,
2011.
APPROVED b the Ma or of th ' ' `~''
Y y e Clty of Meridian, Idaho, this ~ da of June 2011.
APPROVED:
ATTEST:
By•
~ Jaycee
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~~~~ ~-a~'ti~'~
~~~~
RESOLUTION AUTHORIZING DESTRUCTION OF FIRE ~~`~~~~
.,
•'i~ h/'vR
May ammy de Weerd
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CORDS
FADE 3 of 3