HomeMy WebLinkAboutResolution No. R23-33RESOLUTION NO. R23-33
A RESOLUTION OF THE CITY COUNCIL APPROVING AND AUTHORIZING
THE DISPOSAL OF CITY OF LAUREL RECORDS.
WHEREAS, the City of Laurel (hereinafter "the City") previously set the retention
schedules for City records, pursuant to Schedule 8 of the Montana State Local Government
Records Committee, Municipal Records Schedule;
WHEREAS, certain City records constitute records that can be destroyed that are both
over ten years old (RM60) and less than ten years old (RM88), and such records have been
identified as ready for disposal as provided on the attached retention schedules; and
WHEREAS, the adopted procedure to dispose of said records requires City of Laurel
City Council approval.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel,
Montana, that the City Council has reviewed the attached listing of records for disposal and
hereby directs the Clerk -Treasurer to proceed with the disposal of said records.
Introduced at a regular meeting of the City Council on the 23`a day of May, 2023, by
Council Member
PASSED and APPROVED by the City Council of the City of Laurel the 23`d day of
May, 2023.
APPROVED by the Mayor the 23`d day of May, 2023.
pF LAU�c4e ®�
ATTEST:
IYA
e1I"St ,cher, Clerk -Treasurer
CITY OF LAUREL
Dave Waggon , Mayor
R23-33 Approve and Authorize the Disposal of City of Laurel Records.
APPROVED AS TO FORM:
;jr���c4 L ir'r-----.
Michele L. Braukmann, Civil City Attorney
NO.
RECORDS DESTRUCTION DOCUMENT (RM88)
PAGE OF PAGES
1. AGENCY NAME AND DIVISION/PROGRAM: 2. AGENCY CONTACT:
City of Laurel NAME: Kelly Strecker
PHONE #: 406-628-7431 EMAIL:kstrecker@laurel.mt.gov
3. NOTICE OF INTENTION: The schedule records listed in Item 5 are to be disposed of in the manner checked below (specify only one).
❑ Delete ❑ Incinerate Shred as Classified ❑ Toss without Restriction
❑ Other: Explain
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements or Offer
to the State Historical Society Archives has been fully justified, and that further retention is not required for any litigation pending or
imminent. Documentation attached from Historical Society.
Z
SIGNATURE: f,. -tet`
NAME AND TITLE: fly Strecker - Clerk/Treasurer
DATE: 05/23/2023
5. LIST OF RECORD SERIES
NOTE: Attach any inventories or Excel spreadsheets to this form to help validate records destroyed.
a.
b.
C.
d.
e.
f.
g.
Retention
Item number listed
Record Series Title
Retention in
Inclusive
Volume in
Disposition Action
Schedule
on Retention
months/years
Dates
Cubic Feet
and Date
Number
Schedule
completed after
Authorization
6/2023-
8
3 PG 52
1099's
4 years
2014
.25
6/2023-
8
13 PG 77
Payroll Quarterly Reports (Confidential)
4 years
2015
1
06/2013-
8
4 PG 54
Monthly Tax Distributions
5 years
12/2013
.25
2015-
8
7 PG 10
Dog Licenses
3 years
2017
.25
06/2013-
8
4 PG 45
Daily Cash Reconciliation Water Office
5 years
2015
2
06/2013-
■.'itZeiij
8 1 1PG48
Purchase Order Book
A/R Activity Report Ambulance
8 15 PG 24 I Claims Detail
6. DISPOSAL AUTHORIZATION: Disposal for the above listed
records is authorized. Any deletions "tions.
Custodian/Records Manager+
Name: Date:
re:
5
W
06/2013-
5 years 2015 1
FY 13-
5 years FY16 2
7. DISPOSAL CERTIFICATE: The above listed records have been
disposed of in the manner and on the date shown in column g.
Name and Title:
Signature:
S. LIST OF RECORD SERIES -CONTINUED
NOTE: Attach any inventories or Excel spreadsheets to this form to help validate records destroyed.
a.
b.
C.
d.
e.
f.
g.
Retention
Item number listed
Record Series Title
Retention in
Inclusive
Volume in
Disposition Action
Schedule
on Retention
months/years
Dates
Cubic Feet
and Date
Number
Schedule
completed after
Authorization
Accounts Receivable Trial Balance
8
3 PG 48
Monthly Reports
5 years
FY13-FY14
1
Commission/Council Meetings: Sound
2017-
8
4 PG 21
Recordings and/or Video Recordings
1 year
2021
0
2013-
8
30 PG 68
Time Cards/Time Sheets
3 years
6/2020
5
FY 17, 18,
8
2 PG 109
Landfill Daily Logs
1 year
19, 20, 21
1
Customer Files - Utility Billing
7/17-
8
1b PG 125
Adjustments
3 years
6/2020
1
06/2013-
8
3b PG 19
City/County Planning Board Agendas
2 years
2014
.25
06/2013-
8
1a PG 21
Council Workshop Agenda
2 years
2020
.25
06/2013-
8
la PG 21
City Council Agendas
2 years
2020
.25
06/2013-
8
3b PG 19
Cemetery Agendas
2 years
2018
.25
06/2013-
8
3b PG 19
Park Agendas
2 years
2017
.25
06/2013-
8
3b PG 19
Airport Authority Agendas
2 years
2018
.25
06/2013-
8
3b PG 19
LURA Agendas
2 years
2018
.25
Emergency Services Committee
06/2013-
8
3b PG 19
Agendas
2 years
2018
.25
8
3b PG 19
Insurance Committee Agendas
2 years
2016
.1
06/2013-
8
3b PG 19
Public Works Committee Agendas
2 years
2018
.25
2015-
8
3b PG 19
Tree Board Agendas
2 years
2018
.25
City/County/School District Joint
06/2013-
8
3b PG 19
Meeting Agendas
2 years
12/2013
.25
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