12-867 Authorizing Destruction of Finance and City Clerk Office RecordsCITY OF MERIDIAN RESOLUTION NO. ~~ ' a ~O
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
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 MERIDIAN FINANCE
DEPARTMENT AND THE CITY CLERK'S OFFICE; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code
section 50-907(4} 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, the City Clerk has identified certain 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
expire .
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 Finance Department:
FINANCE: Year
Accounts Payable
records FY2007
Sales & Use tax
records FY2007
Description
includes: invoices or warrants, purchase orders, packing slips, check
stubs, contract or agreement copies
includes: state sales tax remittance form and payment stubs
includes: authorization and expense forms, receipts relating to travel
Travel records FY2007 and payment stubs
Payroll payables FY2007 includes: invoices, backup documentation and check stubs
Unemployment
Compensation
claim records FY2009 Includes: Dept of Labor request of claim payment and check stubs
Accounts Receivable
records FY2007 includes: invoice copies and cash receipt copies
Includes: detailed ledger, original receipt, check stubs,
Cash Receipts FY2007 documentation
Cancelled checks FY2007 actual City canceled checks
Bank Statements FY2007 includes: the original bank statement and the City reconciliation forms
Journal Entries FY2007 .includes: detailed report and backup documentation
GL detail reports FY2002
RESOLUTION AUTHORIZING DESTRUCTION OF FINANCE DEPARTMENT RECORDS PAGE l OF 3
includes: general ledger detail
Financial Reports FY2007 monthly council & department financial reports
Investment Records FY2007 Reports, statements, summaries, correspondence
Grant Records NIA
Payroll Federal &
State Tax Records FY2007 includes 1099s, 941 s, VU9s, V1I2s
Unemployment
Reports FY2009 Includes: employee earnings, name and SSN
Budget records NIA Notice & Ordinance are
PURCHASING:
Purchasing records -
Contracts FY2007
Purchasing records -
Bids/Proposals FY2005
MUBS:
Sewer Average reports FY2007 reports of customer water usage to average the sewer monthly billings
reports of utility customers to be approved for shut off due to
MUBS Shut off reports FY2007 delinquent balances
MUBS title assessment requests made by title companies for final utility billings
assessments FY2007 for City water customers
MUBS adjustments FY2007 backup papers for utility customer adjustments
MUBS cash receipts FY2007 cash receipts from utility customers
Section 2. That the City Clerk is hereby authorized to direct and supervise the destruction
of the following records of the City Clerk's Office:
1998-2008 Public Records Requests
1992-2007 Permits/Licenses to include:
• Fireworks
• Precious Metals
• Massage Therapy
• BeerlUUine/Liquor
• Citizen's Use Permits
• Private Security
Section 3. That the City Clerk is authorized to take all necessary steps to destroy the
records as provided by this Resolution.
Section 4. That this Resolution shall be in full force and effect immediately upon its
adoption and approval.
ncil of the Cit of Meridian Idaho this Z da of Au ust
ADOPTED by the City Cou y y g
2012.
RESOLUTION AUTHORIZING DESTRUCTION OF FINANCE DEPARTMENT RECORDS PAGE 2 OF 3
1'
APPROVED by the Mayor of the City of Meridian, Idaho, this day of August,
2012.
APPROVED:
~J
Mayor T de Weerd
ATTEST:
~0~~,~ED A UC~ST
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B City of
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aycee olman, City Clerk IDAHO
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RESOLUTION AUTHORIZING DESTRUCTION OF FINANCE DEPARTMENT RECORDS PAGE 3 OF 3