HomeMy WebLinkAboutResolution No. R23-85A RESOLUTIOI!+el OF THE CITY COUNCIL APPROVING AND AUTHORIZING
THE DISPOSAL OF CI'T'Y 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;
WFIEREAS, 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, 14"' day of November, 2023,
by Council Member Mackay.
PASSED and APPROVED by the City Council of the City of Laurel the 14"' day of
November, 2023.
APPROVED by the Mayor the 14`x' day of November, 2023.
ATTEST:
"IWk-eK Clerk -Treasurer
CITY OF LAUREL
Dave Waggoner, Ma or
R23-85 Approve and Authorize the Disposal of City of Laurel Records.
APPR VSD AS TO FORM:
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 Z Shred as Classified ❑ Toss without Restriction
F] 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.
SIGNATURE:
Ira -e
NAMEAN9 I
DATE:
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. 9.
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
FY 13, 13,
8 1 Pg50 AR Activity Ambulance 5y 16,17 1
FY 08, 09,
10,11,12,
13,14,15,
8 3 Pg 53 Journal Adjustments Records 5y 16,17 1
FY
8 5 Pg 62 Budget Working Papers 5 y 16,17.18 1
8 6 Pg 78 Insurance: Claims 2y FY 13, 14 .5
8 20a Pg 81 Workers Comp. 2y FY 14, 15 .5
8 8Pg116 Monthly Operating Reports 5y FY15 .5
8 3 Pg50 AR Trial Balance 5y FY13/14 1
8 1 lb Pg 34 CDBG Project File I 5y I FY 09, 10 1 1
6. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DISPOSAL CERTIFICATE: The above listed records have been
records is authorized. Any deletions or modifications are indicated. disposed of in the manner and on the date shown in column g.
Custodian/Records Manager Name and Title:
Name: Date: Signature:
AQA"T
U v
S. LIST OF RECORD SERIES -CONTINUED
NOTE: Attach any inventories or Excel spreadsheets to this form to help validate records destroyed.
a.
Retention
Schedule
Number
b.
Item number listed
on Retention
Schedule
C.
Record Series Title
d.
Retention in
months/years
e.
Inclusive
Dates
f.
Volume in
Cubic Feet
g.
Disposition Action
and Date
completed after
Authorization
8
9 Pg 79
Labor Union Negotiations Records
8y
2011
1
8
5 Pg 25
Claims
5y
FY 11, 12,
13, 14, 15,
16, 17, 18
Electronic
8
5 Pg 90
Permits
5y
FY 07, 08,
09, 10,11,
12, 13, 14,
15, 16, 17,
18
1
8
4 Pg 22
Commission/Council
Meetings:Sound/Video Recordings
1y
FY 22
Electronic
8
3b Pg 20
Commission/Council Meetings:
Agendas
2y
FY 92-21
1
8
3b Pg 22
Boards/Commissions Agendas
2y
FY 99-21
1
8
3a Pg 62
Bid & Proposal
8y
FY 07-14
1
8
8 Pg 83
W-2
4y
FY81-00
1
8
12 Pg 79
Payroll Registers
50y
FY 57-72
.25
8
1 Pg 47
Bank Statements
5y
FY 16, 17
1
8
2 Pg 53
Revenue Vouchures
5y
FY16, 17
1
8
3 Pg 110
Deposits
3y
FY 16, 17
1
8
3 Pg 50
Balancing
5y
FY 16, 17
1
8
2 pg 48
Canceld Vendor Checks
5y
FY 17
1
8
13 pg 65
Insurance Policies
5y
FY12, 13,
14,
15,16,17
2
8
18 PG 80
Requistion For Hiring
2y
FY 17, 18,
19, 20, 21
1