14-993 Authorizing Destruction of Certain PW Department RecordsA CITY OF MERIDIAN
BY THE CITY COUNCIL:
RESOLUTION NO.14-993
BIRD, BORTON, CAVE'NER,
MILAM, 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 PUBLIC WORKS
DEPARTMENT; 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 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 semi-permanent and temporary records of the Public Works
Department:
PUBLIC WORKS YEAR(S) I DESCRIPTION
Semi-permanent Records
Activity Reports
2000-2004, 2008
Daily, weekly, monthly or other
reports documenting the activities
of the Public Works Department
employees, including: type of
activity, time spent, work
completed, equipment and fuel
used, reports, logs, log sheets, and
related records.
Ada County Highway
2006
Permits issued by Ada County
District ACHD Permits
Highway District (ACHD) to dig
in public utility easement.
Backflow Prevention Device
2004-2008
Records documenting test results
Test Records
on backflow prevention devices
designed to protect the City water
system from pollution related to
substances backing into water
lines.
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2014-04 PAGE 1 OF 1
Committee Records
1987,1993-1999,2001-
Agendas and meeting minutes for
2007
groups convened by Public
Works such as City Services
Focus Group, Construction Best
Management Practices Sub -
Committee, Energy.
Construction Samples for
2001
Bacteria sample results taken for
new Construction
new water line/well construction.
Consumer Confidence
2002-2005
Report mandated by EPA
Reports (Water Quality
delivered to Meridian citizens that
Report)
are connected to City water.
Correspondence,
1989-1993, 1995-2007
Correspondence created or
Administrative
received in the course of
administering City policies,
procedures, or programs.
Correspondence, Backflow
2002-2004
All backflow program
correspondence with customers
and testers including: reminder to
test, past due letters, reminder of
expectations, and tester
requirement forms.
Customer Complaints
2004
Complaint letters, notes on phone
calls and in person complaints
from customers/citizens.
Equipment Maintenance and
1998-2004
Records documenting the
Calibration Records
maintenance and calibration of
equipment and instruments used
to undertake and monitor
wastewater treatment operations.
Useful to verify equipment
reliability and for reference by
regulatory agencies. Information
includes: date, type of equipment
maintained or calibrated, tests
performed, repairs needed,
comments, and related
information.
Facility Assessments,
1993
Records regarding assessments,
Maintenance, and Repair
maintenance and repairs of
Records
buildings and grounds owned or
leased by the City.
Federal Communications
1986
Licensing spreadsheets for
Commission (FCC) Radio
SCADA radios, base station and
Licensing Spreadsheet
vehicle two/way radios.
Fire Hydrant Meter Check
2007, 2008
Roster of hydrant meters checked
Out List
out by contractors
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2014-04 PAGE 2 OF 2
Meeting Minutes
2006
Internal meeting agendas,
minutes, sign -in sheets
National Pollutant Discharge
1979-1994
Records documenting the
Elimination System (NPDES)
application for and issuance of a
Records
permit to the City under the
National Pollutant Discharge
Elimination System (NPDES)
program which allows discharge
of specific pollutants under
controlled conditions. Records
typically include: applications,
permits, addenda, modifications,
and related supporting
documentation. Information
includes: influent and effluent
limits, chemical analysis records,
water flow, test and recording
requirements, definitions and
acronyms, compliance schedules,
and related data
Presentation
2003
Departmental presentations.
Process Documents
1997
Standard Operating Procedures,
Process Flowcharts, Workflows,
Responsible Accountable
Consulted Informed (RACI)
Charts and Process Performance
Measures.
Service Orders / Service
2004-2008
Records including requests from
Order Documents
customer, Utility Billing, or
Water Division to perform work
or get a read at an address as well
as historical logs showing service
order number.
Sewer TelevisionNideoscan
1986-1987,1993-2000
Reports documenting television
Inspection Records
inspections used to locate
problems and defects in sewer
lines.
Studies
1954, 1961, 1976, 1985,
Studies related to Public Works
1990, 1993, 1995-1999,
as provided by consultants.
2001-2003
Water Meter Reports
1983-1995, 2002-2008
All water meter -related reports
including, but not limited to,
water meter assessment forms,
installation reports, proof reports,
meter change -out lists, water
meter re -install fee lists,
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2014-04 PAGE 3 OF 3
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.
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ADOPTED by the City Council of the City of Meridian, Idaho, this _ day of June,
2014.
APPROVED by the Mayor of the City of Meridian, Idaho, this 3vdday of June, 2014.
APPROVED:
Mayor Tan.de Weerd
ATTEST: I .p A U
.c �w
By: E RIDIAN�
Jaycee L olman, City Cierk o�„a
5
F SEAL
tR e'rnt Tsavf
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2014-04 PAGE 4 OF 4
exception reports, meter set
forms, meter size totals report,
meter and parts warranty return
reports, work orders, stopped
meter lists, meter reading
high/low consumption reports,
historical meter reading route and
change -out reports, monthly
reads, unread meters and
malfunction reports, master route
reports, and non -read exception
reports.
Temporary Records
Backflow Tests
1994-2001, 2005, 2009-
Backflow assemblies test reports.
2010
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.
w1
ADOPTED by the City Council of the City of Meridian, Idaho, this _ day of June,
2014.
APPROVED by the Mayor of the City of Meridian, Idaho, this 3vdday of June, 2014.
APPROVED:
Mayor Tan.de Weerd
ATTEST: I .p A U
.c �w
By: E RIDIAN�
Jaycee L olman, City Cierk o�„a
5
F SEAL
tR e'rnt Tsavf
RESOLUTION AUTHORIZING DESTRUCTION OF PUBLIC WORKS DEPARTMENT RECORDS 2014-04 PAGE 4 OF 4