HomeMy WebLinkAboutResolution No. R20-25RESOLUTION NO. R20-25
A RESOLUTION OF THE CITY COUNCIL AUTHORIZING
THE DISPOSAL OF CITY RECORDS.
WHEREAS, the City of Laurel City Council previously set the retention schedules for
city records, as per Schedule 8 of the Montana State Local Government Records Committee,
Municipal Records Schedule; and
WHEREAS, certain city records constitute records that can be destroyed that are 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 Council
approval.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel,
Montana, that the City Council of the City of Laurel 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 May 12, 2020, by Council
Member Sparks.
PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 12th
day of May 2020.
APPROVED by the Mayor this 12th day of May 2020.
CITY OF LAUREL
Thomas C. Nelson, Mayor
y
Bethany Lan�5 C lc -Treasurer
APPROVED ORM:
S ai r vih--City Attorney
R20-25 Disposal of City Records
NO. 1
RECORDS DESTRUCTION DOCUMENT (RM88)
PAGE I OF 2 PAGES
1. AGENCY NAME AND DIVISION/PROGRAM:
2. AGENCY CONTACT:
CITY OF LAUREL
NAME: BETHANY LANGVE
PHONE #: 406-628-7431 EXT2 EMAIL:CITYCLERK@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).
E]Delete F1 Incinerate Shred as Classified F] 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 requireqor any litigation pending or
imminent. Documentation attached from Historical Society.
SIGNATURE:
NAME AND TITLE: BET AN GVE, CLERK/TREASURER C b
DATE: 05/12/2020
S. 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
2009-
RM8
3 PG 52
RM -8 ITEM 3:1099'S
4 YEARS
2014
0.25
2011-
RM8
I PG 45
RM -8 ITEM 1: BANK STATEMENTS
5 YEARS
2012
1
RM -8 ITEM 4: MONTHLY TAX
RM8
4 PG 54
DISTRIBUTIONS
5 YEARS
2010
1
RM -8 ITEM 13: PAYROLL QUARTERLY
2010-
RM8
13 PG 77
REPORTS (CONFIDENTIAL)
4 YEARS
2015
1
RM -8 ITEM 4: MONTHLY TAX
2011-
RM8
4 PG 54
DISTRIBUTIONS
5YEARS
2013
1
RM -8 ITEM 4: DAILY CASH
2011-
RM8
4 PG 45
RECONCILIATION WATER OFFICE
5 YEARS
2012
1
2015-
RM8
7 PG 10
RM -8 ITEM 7: DOG LICENSES
3 YEARS
2017
0.25
RM -8 ITEM 4: DAILY CASH
2013-
RM8
4PG45
RECONCILIATION WATER OFFICE
5YEARS
2015
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:
am Date:
-TWInC45 C
Signature:
Signatq�e:
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
RM8
4 PG 45
RM -8 ITEM 4: DAILY CASH
RECONCILIATION WATER OFFICE
5 YEARS
2013-
2014
0.5
RM8
5 PG 46
RM -8 ITEM 5: PURCHASE ORDER BOOK
5 YEARS
2010-
2013
0.5
RM8
1 PG 48
RM -8 ITEM1: A/R ACTIVITY REPORT
AMBULANCE (CONFIDENTIAL)
5 YEARS
2010-
2015
1