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HomeMy WebLinkAbout83-012 CITY. OF LAIiEVILLE s RESOLUTION . A` Date,' Februa 7, 1983 ,:Resolu~,ion No. 83-12 -.Motion by Enright Seconded by .;;Sindt " " RESOLUI';ZON ADOPTING RECL~RDS ~2ETEi~TION SCHEDULE WHEREAS, M.S. 13$,163 reads as follows: `"It is the policy of the legislature, that the disposal and preservation.. of public records be controlled exclu ively by Chapter 138 and by Laws' 1971, Chapter '529, thus, no prior, special or general statute hall be construed to authorize or prevent the disposal of public records at a time or in amanner different than prescribed by such cha?~ter ar by Laws 1971,' Chapter 529,>.and no general or'.specal ~tatute.enaeted subsequent to Laws-1971; Chapter 529, shall be construed. to authorize or: prevent the disposal-of public records at a time'or in a manner different than prescribed in this chanter or in Laws 1971,-.Chapter 529,unless"it' expressly exempts such records from the provisions of such chapter and Laws 1971,. , Chapter 529 by: special reference to this section."; and ' WHEREAS,. the Minnesota Clerks and Finance-Officers have develox~ed a standard records retention schedule for records common .to most Minnesota municipalities which has been apxaroved by the Minnesota-.Department.. of Administration, the Minnesota Historical Society, the'Mnnesota State Auditor and-the Minnesota Attorney .General.; and WHEREAS, ;the, classification of records as herein described are included in the above mentioned Records Retention-Schedule. NOW, :THEREFORE, BE IT .RESOLVED that the Lakeville Cty'Council does hereby adopt the approved records. retention schedule developed by the Minnesota Clerks and Finance Officers. as follows: ADMINISTRATION ..Affidavits of Publication (Of_ General Nature) Permanent Agendas 1 Year 'Annexation Records'- Petitions, Correspondence " Affidavits of Publication, .Ordinances and public Hearings Permanent* .Annual Retorts 7 :Years. Application o Vacate Public Right-of-Ways permanent Articles of.Incorporation Permanent Attorney's.-.Opinions Permanent Bids. and Quotes Tabulations 10 Years ; Bills, of Sale 6'Years Census Retorts Permanent. Certificate of :.Incorporation Permanent City.News-letters permanent* _l_ ADMINISTRATION (Continued} Complaints General. Service, Maintenance; Repair, etc. 3 Years After ; Action Completed Copyrights (Until Superceded) Permanent Department Reports Monthly 5 Years Semi-annual 5 Years Annual Summary Permanent* Federal Agencies -Correspondence, Reports Submitted Subject to Federal. or .Received Requirements General Correspondence 1 Year - Historical :Data/Photographs Permanent* Incorporation Records Permanent Index to E1es Same .Retention -as file Lawsuits 7 Years After Settlement Legal Opinions and Records 1ermanent Liens 10 Years After Expiration Memorandums: 2 Years Minutes -Council, Special Boards, Committees"and- Commiss'ons Permanent* Notice of Meetings 5 Years Oath of Office Elected or Appointed 7 Years After Termination or Retrement..> Ordinances (Proposed but Not Adopted) 2 Years.. Ordinances. and Resolutions Signed (Originals) - Affdavit of Publication Permanent* Organization Charts Permanent Petitions: 5 Years Press. Releases 1 Year Praclaanations 1 Year After Recorded in Minutes Pul~l`ic Hearing Records (Of General Nature) 2 Years .After Re- corded in Minutes Record Disposal .Sheet -.Shows date, type of record and by whom destroyed permanent Reference Materials.. Retain as Lone as of Administrative Value. (Yearly Review) Special Committee Reports 3.Years State. Agencies. - Correspondence and Reports Submitted Subject to State Requirements :Street, Alley and Easement Vacation Files After Filing o_f Proceedings Street Name Change (Not Approved) 2 Years. Wage,Assgnments 6 Years ASSESSING Building, Plans - 1 Year Correspondence 3 Years Current Tax Lists 2 Years .Deferment Applications Until Deferment is Removed Divisions and Combinations 5 Years Parkland Dedication Valuations 5 Years Petitions -Valuations 5 Years Project Files -Special Assessments Permanent Property Record Cards -Permanent -Until Superceded Receipts - St~ecal Assessments Permanent Search Copies. 1 Year -Special Assessment Project Appro~rals and Special Benefit Valuations Permanent .Special Assessment Rolls. Life of Assessment Audit .Tax Abatement and Affidavit 3 Years Trial 'or Stipulation-Records (Including Appraisals) 2 Years Valuation Lists 3 Years -2- ~ J BONDS Bond and .Interest Coupon-Register 6 Years Bond Sale Transcripts Maturity of Lssue Cancelled/Paid Bonds and Coupons 6 Years After Issue is Paid Performance and Payment Bonds, Licenses and Permit, Bonds, Surety Contractor License Bonds, Fidelity and Appearance Bonds 6 Years BUILD2NG INSPECTIONS Building Blueprints 1 Year. Building Permits Permanent* Contractor's License Applications 6 Years Inspection Reports 1 Year Other Construction Permits 6 Years Property. Record Cards Permanent CONTRACTS Accepted Contracts and'Agreements -Bids and 6 Years After. Specifications for Capital Improvements Expiration of - - Contract Accepted .Contracts & Agreements -Bids and Specifications 6 Years After for Services and Supplies Completion of_ Audit Deeds. of Easement Permanent :Deeds to Municipal Property Permanent Franchises Granted by Municipality 5 Years After Cancellation or Completion of Franchise Land Trust Property Record 6 Years Leases of Municipal. Property .to Others 5 Years Leases of Property by Municipality 5 Years After Can- cellation or Expiration of Lease. Rejected Bids, Contracts and Supporting Papers 6 Years Titles to Municipal Vehicles and Equipment Length of Ownership After Audit ELECTION Absentee Ballots 1 Year Abstract of Election Returns Permanent*: Active Registrations Permanent Inactive Registrations 1 Year .Candidate Affidavit of Election .Expense & Contribution 1 Year Certificates of_ Election l Year Completed. Voting Ballots.. 1 Year Unless Election Contested Declaration of Candidacy 1 Year Deleted Registration Cards 1 Year Election.BOUndaries and Precincts Permanent* Flag Certificate l.Year Nominating Petitions 1 Year Precinct.Books (from County) 1 Year Precinct Map/Election Boundaries 'Permanent* Poll Books. Permanent* Purge'Lists 1 Year Registrsaion Cards/Poll List-Inactive 1 Year Rejected;Ballots 1 Year Unless Election Contested Return Reports 1 Year Tally Sheets 1 Year Unless Election-Contested Voting' Certificates 1 Year FINANCIAL/ACCOUNTING Accounts. Receivable (Copies of Billings) 6 Years -Accounts Receivable Journal 6 Years Annual Financial Budget Permanent* Appropriation Ledgers 6 Years -3- r d,~ . ~ ~ . FINANCIAL/A~COtJNTING (Continued) Appropriation Ledger Statements Aftex Fiscal Audit by City -engaged Auditor Audit Reports Permanent* Bank Statements 6 Years Billings Statements (i.e. Utilities) 6 Years. Cancelled Checks 6 Rears Cash. Receipt Analysis After Fiscal Audit Cash Register Detail'Tapes. 2 Years Check Stubs 6 Years City Financial Audit Report as. Audited Permanent* "City. Financial Monthly Report 2 Years Clerk's Receipts (Copy). 6 Years Clerk's Register of Disbursement Permanent* Clerk's Register of Receipts (Original) Permanent Daily Cash Report 6 Years Deposit S3.ps 6 Years Disbursement Classification Ledger Permanent (If Mc- film, Transfer Hard Copy to, Archives).. Encumbrance (brders_Issued) 6 Years Expenditure Reports After Fiscal Audit _ General Journal Permanent' General Ledgers` Permanent Inventories-- Equipment ~ ~ 6 Yearsor two Years-After. Life" of Equipment,- Whichever is Longer Liquor Store Records ~ 6 Years Monthly Budget Report 2 Years Monthly Treasurer's Report. 2 Years Paid Invoices and Caim Vouchers '10 Years Park Board Activity Registration`Forms 2 Years Real Estate Permanent Receipts `Classification Ledgex' permanent' Receipts and Receipt Books=Duplicate Receipt-Books 6 Years Record of Daily Cash Receipts .and Deposit Slips.. 6 Years Register of Receipts (Oriz~nal) Permanent Register of Receipts (Duplicated 6 Years Requisitions and Purchase prders (Original) 6 Years Requisitions and Purchase Orders (Duplicates with Dept.) 2 Years Savings :Account. Book 6 Years Travel Expense Records 6 Rears Treasurer`s Receipts (Original) 6 Years Verified Account and 'Invoices 10 Years vouchers 6 Years Work Orders fi-Years INSURANCE Autnmt~bile Insurance 6 Years A Fter Policy has expired, except those involving a Minor, .save until Minor is` 21:. Employee Dishonesty Bonds 6 Years Fire Insuratxce'orother Insured Perils 2 Years .:After Expir- anon of_ Policy General Liability Insurance 6 Years:After Policy has expired, except .those involving a " Minor, save'-until Minor is 21 Indemnity ,Insurance 6 Years.After Expir- aton of Policy .Worker Compensation Records 6 Years'Af_ter.Policy has. expired, except those involving a Minor,"..save until Minor is 21 -4- PAYROLL , Cancelled Checks 6 Years .:Contract -Employee 6.Years Employee Payroll Journal Permanent Emplc~yee'Payroll Ledgers Permanent Garnishments 6 Years.. Hospitalization Monthly Insurance.Premi~n Rep©rt 4 Years Insurance Claim Payment Records as Reported by 'Insurance Co. 6 Years Leave. of Absence Permanent. .Minnesota Witholding Report 10 Years. Payroll'WOrksheets 6 Years Personnel Record Card (History of Employment) Permanent PEFtA Reports Permanent Quarterly .Payroll Reports 6 Years Time Sheets 6 Years United Fund Authorized Deduction 4 Years Vacation and Sick Leave Slips/Rep©rts 6 Years W-2 Forms: (Duplicate Copy) 6 Years Worker Compensation Reports 6 Years PERMITS AND LICENSES .Bicycle. and. Vehicle License or Permit 6 Years Auer .Expiration Business Licenses 6 Yearn After Expiration Business. License Applications 2 Years. After .Expiration Pet and Animal License or Permit 6 Years After Expiration If License: is Refused or Rejected 3 Years Refused or Rejected Applications 3-Years To Hold Public Gatherings or Parades 5 Years To Sell Intoxicating and Non-Intoxicating Liquor 6 Years To Solicit Money for Various:. Causes 6 Years- To Use Public Parks, Streams,.Docks., etc. 6 Years PERSpNNEL' Affidavit of Publication of Job Opening -3 Years. Application for Employment (.Not Hired) 3 Months Applications of Persons on Eligibility List 2-Years or Length of Eligibility if Longer Applications. of Those Hired 5 Years After-`Ter- - urination of Employee Certification of Test Results 2 Years CETA 3 Years. Departmental Rules: and Regulations Permanent Disciplinary; Actions 3 Years EEO Summary Data Permanent Eligibility Tests 2 Years After Hiring Employee>Card File Showing Dates of Employment, Salary, Promotions, etc. Permanent Employee Personnel Files Containing Applications, Accident 5 Years After Reports, Citations, Medical Records, Personal History Termination 'Employment References; 3 Years Employee Suggestion Form 2 Years FrSrms/Letters Pertaining to•Pensions <Permanent" Grievances Permanent Human Relations Forms Regarding Affirmative Action 3 Years Labor Unions - Contracts and Agreements Permanent* Labor Unions - Disputes Permanent* Labor Unions -Minutes: of Meetings Permanent* Letter of Appointment/Promotion 5_Years- After Termination Miscellaneous Certificates/Letters 3 Years .Miscellaneous Correspondence - 1 Year Miscellaneous Help Wanted_Ads, L Year Payroll Information See Finance Pension and Retirement Plans Permanent Performance Evaluations_ 3 Years Scared Tests 6 Months. Termination Letters/Resignations 5 Years After • Termination Worker Compensation Claims- See Insurance _5~ PLANNING AND ZONING Affidavits of Publication Permanent Conditional Use Permits Permanent Site Plans -Approved Permanent Site. Plans -Not Approved 10 Years Subdivision. Files Permanent Variances Permanent Zoning Files Permanent PUBLIC WORKS AND ENGINEERING Affidavits of Mailing Permanent:. Affidavits of Publication Permanent Construction Blueprints for Completed City Buildings, Streets, Utilities, Parks, etc. Permanent Inspections. and Testing Records `:for Electrical, Elevators, Fire, Schools, Hospitals, Restaurants, Sewers Safety 5 Years After and .Security, etc.. Correction Maps Permanent Plats Permanent Projects Abandoned 3 Years Project Records 3 Years After Completion Water and Sewer Analysis Reports 5 Years. UTILITIES Billings 6 Years Meter Reading Cards/Sheets 6 Years Receipts 6 Years Service Requests 5 Years Water and Sewer Analysis 5 Years .Annual Reports of Utilities Permanent* DEPUTY REGISTRAR Daily Reports 7 Years Snowmobile & Boat 3 Years Returned Plate Reports 3 Years Supply Records 3 Years APPROVED AND. ADOPTED by the City Council of the City of Lakeville, M..nnesota, this 7th day of February ,'19&3. CITY OF LAKEVILLE BY: Duane Zaun, Ma ATTEST: ' ~.r Patrick E. McGarvey, City Cler -6-