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Home My WebLink AboutResolution 1467 !�Y�` `' ;�-�� Clt� o� ORONO !� ` . �' RESOLUTION OF THE CITY COUNCIL ;�ti. .. ^-�' NO. 1467 F» �� • � : � � Resolution Adopting Re�cords Retention Schedule �Whereas , Minnesota Statutes 138 . 163 reads as follows: 138 . 153 Preservation and disposal of public records It is the policy of the legislature that the disposal and preservation of public records be controlled exclusively by Minnesota Statutes , Chapter 138 and by Laws 1971 , Chapter 529 , thus , no prior , special or general statute shall be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed by such chapter or by Laws 1971 , Chapter 529 and no general or special statute enacted 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 chapter or in Laws 1971 , Chapter 529 unless it expressly exempts such records from - the provisions of such chapter and laws 1971 , Chapter 529 by � specific reference to this section. Laws 1971 , c . 5?_9 � 3, eff. May 26, 1971 . Whereas , the Minnesota Clerks and Finance Officers have developed a standard record retention schedule for records common to most Minnesotamunicipalitieswhich hasbeenapproved by the Minnesota Department of Administration, the Minnesota Historical Society, the Minnesota State Auditor and the Mi�nnesota 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 City of Orono Council doesherebyadopttheapprovedrecordsretention schedule developed by the Minnesota Clerks and Finance Officers as follows: ADMINISTRATION . Affidavits of Publications Permanent Agenda Packet Permanent* � Agendas 1 Yr � Annexation Records - Permanent* � Petitions, Correspondence , affidavits of publications , ordinances , and public hearings � `qT� �' Cit� o� ORONO � .;" � ..�. ;.... . °;Y�i RESOLUTION OF THE CITY COUNCIL :;;� N o. f�/G 7' . . • • � • • Annual Reports 7 Yrs* :ti, Application to Vacate Permanent Public Right-of-I�1ays � Articles of Incorporation Permanent Attorney' s Opinions � Permanent B�ids & Quotes Tabulations 10 yrs Bills of Sale ti yrs � Census Reports Permanent Certificate of Incorporation Permanent City Newsletters Permanent* CompJ.aints: General , Serivice 3 yrs � Maintneance, Repair , etc�. - Copyrights (Until Permanent , superceded Departmental Reports: a. Monthly 5 yrs b. Semi-Annual 5 yrs c. Annual Summary Permanent* ' Federal Agencies - Subject to Federal Correspondence, reports requirements submitted or received General Correspondence 1 yr Historical Data/Photographs Permanent* Incoporation Records Permanent Index to Files Same retention as file Lawsuits 7 yrs after settlement Legal Opinions and Reports Permanent � • Liens 1P1 yrs after expiration 'Y��'�� C�t o� ORONO � �"�.4r=�.r � � . - , RESOLUTION OF THE CITY COUNCIL �`'� � No. I y� 7 .. . ',''.r.�. � � � � Maintenance Records � a. Building Lenght of Ownership + 6 yrs b. Vehicles Lenght of Ownership + after audit c. Equipment Lenght of Ownership + after audit Memorandums 2 yrs Minutes - Council , special Permanent* boards, committees and � commission minutes Notice of Meetings 5 yrs Oath of Office - Elected � yrs or Appointed Ordinances (Proposed but not 2 yrs Adopted) � Ordinances and Resolutions Permanent* Signed (Originals) - Affidavit of Publication Organization Charts Permanent Petitions 5 yrs Press Releases 1 yr Proclamations 1 yr after recorded in , minutes Public Hearing Records 2 yrs after recorded in minutes � (Of general nature) � Record Disposal Sheet - Permanenf Shows date, type of record, and by whom destroyed Reference Materials Retain as long as material is of Administrative value (Yearly review) • Special Committee Reports 3 yrs* . State Agencies - Subject to State Correspondence and requirements reports submitted � =�� c�t� o� oR,oNo • �.� �'- RESOWTION OF THE CITY COUNCIL '�", .. �� No. /�/G '7 ��;.' � - � � Street , Alley & Easement After filing of �` Vacation files proceedings Street Name Change 2 yrs (Not approved) Wage Assignments 5 yrs ASSESSING Affidavits 3 yrs Applications for 3 yrs � Classification Building Plans 1 yr � Classification Lists 1 yr � Correspondence 3 yrs Current Tax Lists 2 yrs � Deferment Applications Until deferment is removed Divisions and Combinations 5 yrs Parkland Dedication Valuations 5 yrs Petitions - Valuations • 5 yrs Project Files - Sepcial Permanent Assessments Property Record Cards Permanent Receipts - Special Permanent Assessments Sales 1 yr Sales Studies Permanent Search Copies 1 yr � � • ' � ! ' i ,� ' � --�� ` � Clt� o� ORONO .:�:� ��t.;7�� . �� RESOLUTION OF THE CITY COUNCIL .. M1{ NO. ��.li `7 ��;,, � . . • - • • Special Assessment Project Permanent ;,.4: - Approvals and Special ' Benefit Valuations Specia.l Assessment � Rolls Life of Assessment + Audit Tax Abatement and Affidavit 3 yrs . Trial or Stipulation Records 2 yrs (including appraisals) . Valuation Lists 3 rs Y BONDS Bond and Interest Coupon ti yrs Register � Bond Sale Transcripts Maturity of Issue Cancelled/Paid Bonds and 6 yrs after issue is paid • Coupons Performance and Payment 6 yrs � � Bonds, License and Permit Bonds, Surety, Contractor License Bonds , Fidelity and Appearance Bonds BUILDING INSPECTIONS Building Blueprints � Permanent , Building Permits Permanent* , • Contractors License ti yrs Applications Inspection Reports l yr Other Construction Permits y yrs � Property, Records Cards Permanent � CONTRACTS Accepted Contracts and ti yrs Agreements - Bids and . • Specifications for Capital Improvements .�. � ��`� ` City o� ORONO �" RESOLUTION OF THE CITY COUNCIL `'� • No. l�'G � .. • -`• • Accepted Cont.racts & h yrs Agreements - Bids and Specifications for Services and Supplies Deeds of Easement Permanent � . ` Deeds of Municipal Property Permenent Franchises granted by 5 yrs Municipality Land Trust Property Record ti yrs Leases of Municipal Property 5 yrs to Others Leases of Property by S yrs Municipality � Rejected Bids , Contracts and � yrs Supporting Papers Titles to Municipal Vehicles Length of ownershop + after audit and Equipment COURT Criminal Case Files ' 1�1 yrs Justice of- Peace Docket Permanent* Books Justice of Peace Docket 7 yrs Files Municipal Court Accounting � 5 yrs Records Municipal Court Civil Case 10 yrs Files Municipal Court Docket Books Permanent* ELECTION � Absentee Ballots ' 1 yr • , �� C�t� o� ORONO i :`.. � ,::,, . RESOLUTION OF THE CITY COUNCIL ��`� NO. /�lr 7 .. . :.,: .4f � � � � - Abstract of Election Returns Permanent Active Registrations Permanent Inactive Registrations 1 yr Candidate Affidavit of 1 yr Election Expense and � Contribution Candidate Financial Reports 1 yr Certificates of Election 1 yr Change of Address Cards 1 yr Completed Voting Ballots 1 yr Declaration of Candidacy 1 yr • Deleted Registration Cards 1 yr Election Boundaries and Permanent Precincts Flag Certificate 1 yr . Nominating Petitions 1 yr Precinct Books (from County) 1 yr Precinct Map/Election Permanent* Boundaries Poll Books Permanent* Purge Lists 1 yr • Registration Cards/Poll 1 yr List - Inactive Rejected Ballots 1 yr Unless election contested Return Reports 1 yr � Tally Sheets. 1 yr Unless election contested � • , , � �::o=� � ` C�t� o� ORONO RESOLUTION OF THE CITY COUNCIL ;..r. .. . NO. �� ,�i 7 '1':w � � � � � �,�>:; Voting Certificates 1 yr FINANCIAL/ACCOUNTING Accounts Receivable � yrs (copies of billings) Accounts Receivable Journal � yrs Annual Financial Budget Permanent* Appropriation Ledgers ti yrs Appropriation Ledger After fiscal audit by City Statements engaged auditor Audit Reports Permanent Bank Statements 5 yrs Billings Statements 6 yrs ! (i .e . utilities) Cancelled Checks ti yrs Cash Receipts Analysis After fiscal audit Check Stubs 6 yrs City Financi.al Annual Report Permanent as Audited City Financial Monthly 2 yrs Report Clerks Receipts (copy) 6 yrs Clerks Register of Permanent Disbursement �Clerks Register of Receipts Permanent � (original) �Daily Cash Report 5 yrs Deposit Slips 6 yrs � � ��.. ` C�t� o� ORONO � RESOLUTION OF THE CITY COUNCIL ��r No. �y� 7 .. . .. - . . Disbursement Classification Permanent Ledger Encumbrance (orders issued) 5 yrs Expenditure Reports After Fiscal audit General Journal Permanent General Ledgers � Permanent Inventories - equipment ti yrs or 2 yrs after life of equipment, whichever . is longer Liquor Store Records 6 yrs � Monthly Budget Report 2 yrs • Monthly Treasurer ' s Report 2 yrs Paid Invoices & Claim lOJ yrs , Vouchers Park Board Aci_tivity 2 yrs Registration Forms . Real Estate Permanent Receipts Classification Permanent ' ledger Receipts & Receipt Books 5 yrs Duplicate Receipt Books Record of Daily Cash 6 yrs Receipts and Depost Slips Register of Receipts Permanent • (orginial) Register of Receipts ti yrs (duplicate) . Requisitions and Purchase 6 yrs • Orders (orginal) i Clt� o� ORONO RESOLUTION OF THE CITY COUNCIL NO. �y� 7 .. • • � • • � Requisitions & Purchase 2 yrs Orders (duplicate ' with department) • Savings Account Book 6 yrs Travel Expense Records 6 yrs Treasurers Receipts 5 yrs � (original) Verified Accounts & , 10 yrs Invoices Vouchers 5 yrs Work Orders 6 yrs , Golf Ticket Stubs 3 yrs • INSURANCE . Automobile Insurance y yrs Employee Dishonesty Bonds 6 yrs Fire Insurance or Other 2 yrs Insured Perils General Liability Insurance 6 yrs Indemnity Insurance 5 yrs . Worker Compensation Records 6 yrs PAYROLL - Cancelled Checks 6 yrs Contracts — Employee 6 yrs Employee Payroll Journal Permanent Employee Payroll Ledgers Permanent Garnishments ti yrs • L I • • � + � � �� Ci.t� o� ORONO -� . `Y:� RESOLUTION OF THE CITY COUNCIL -:,. .. � `v£� No. /�/G 7 � • � • • . Hospitalization Monthly 4 yrs Insurance premium Report , � Insurance Claim Payment �6 yrs - Records as Reported by , Insurance Company Leave of Absence Permanent � Minnesota Witholding Report 10 yrs Payroll Worksheets 6 yrs ' . Personnel Record Card Permanent " (History of Employnent) PERA Reports Permanent Quarterly Payroll Reports 6 yrs � • Time Sheets 6 yrs United Fund Authorized 4 yrs Deduction Vacation and Sick Leave F yrs Slips/Reports W-2 Forms (duplicate copy) 5 yrs Worker Compensation Reports 6 yrs PERMITS & LICENSES Bicycl.e and Vehicle License 5 yrs or Permit Business Licenses 6 yrs Business Licenses 2 yrs Applic�tions Pet and Animal License or 5 yrS Permit • If License is Refused or 3 yrs Rejected � . . o ��;ir:� Cit� o� ORONO ��=% � . , �, , RESOWTION OF THE CITY COUNCIL .. ��=�<�- No. /y � 7 . C•� :,�. . - . :;>' Ftefused or Rejected 3 yrs Applications To Hold Public Gatherings � yrs or Parades To sell Intoxicating and 6 yrs Non-Intoxicating Liquor To solicit Money for Various 6 yrs Causes To Use Public Parks , ti yrs Streams, Docks , etc � PERSONNEL Affidavit of Publication of 3 yrs Job Opening . Application for Employment 3 yrs ' (Not hired) Applications of Persons on 2 yrs Eligibility List Applications of Those Hired 5 yrs after termination of employee Certification of Test . 2 yrs Results � CETA � 3 yrs Departmental Rules and Permanent Regulations Disciplinary Actions • 3 yrs EEO Summary Data Permanent Eligibility Tests 2 yrs Employee Card File showing Permanent dates of Employment , Salary Promitions , etc . • � � b F = Clt� o� ORONO � �� . - ..�xx.� � �'.��;� RESOLUTION OF THE CITY COUNCIL �� +�� NO. �� .. "l:. W � � � Employee Personnel Files 5 yrs Containing Applications, accident reports, citations, medical records, personal history , � Employee Suggestion Form 2 yrs � Employment References 3 yrs Forms/Letters Pertaining to Permanent Pensions Grievances Permanent Human Relations Forms 3 yrs Regarding Affirmative Action Labor Unions - Contracts and Permanent* Agreements � Labor Unions - Disputes Permanent* Labor Unions - Minutes of Permanent* Meetings Letter of Appointment/ 5 yrs " Promotion Miscellaneous Certificates/ 3 yrs Letters Miscellaneous Correspondence 1 yrs Miscellaneous Help. Wanted Ads 1 yr � Payroll Information � See Finance Pension and Retireinent Plans Permanent Performance Evaluations 3 yrs Scored Tests � mon`ths Termination Letters/ 5 yrs After termination . Resignations � � ��, �: C�t� o� ORONO -��f:�r:: . `'�'�'� RESOLUTION OF THE CITY COUNCIL �°,��' NO. ��-1 lo '1 . .. � �=" , � � �` Worker Compensation Claims See Insurance '• PLANNING AND ZONING Affidavits of Publication Permanent Conditional Use Permits Permanent Site Plans - Approved Permanent Site Plans - Not Approved 101 yrs " Subdivision Files Permanent Variances Permanent Zoning Files Permanent � PUBLIC SAFETY Abandoned Vehicles File 5 yrs • Accident Reports 3 yrs Animal Control Requests 3 yrs Animal Impounds 3 yrs Bicycle Safety 2 yrs Blood Sample. Logs . 3 yrs • Breathalyzer Test Results - 5 yrs Positive , Breathalyzer Test Results - 1 yr Negative Bureau o£ Criminal 5 yrs � Apprehension Reports Citations 5 yrs � • Civil Defense 1Q yrs Court Date A1locations Permanent e ' � � �:,;��aw C�t� o� ORONO - -�,,� . RESOLUTION OF THE CITY COUNCIL �°;}�`�� NO. /L/� `7 .. � �` , � - • • ;; Court Dispositions Permanent Court Docket (Trial Dates) Permanent Crime Prevention 3 yrs Criminal Case Files 10 yrs Criminal Record Check Log 3 yrs •Death Investigations Permanent (including fatal accidents) Fire & Medical Runs 10 yrs Follow-up Reports if Deaths , Permanent ' Large Losses or Arson Follow-up Reports if no 5 yrs • Deaths or arson • Initial Complaint Reports 5 yrs Internal Reports 3 yrs Juvenile Reports 5 yrs Liability Release 3 yrs � Licenses . • 6 yrs Master Name File 10 yrs Missing Persons File 3 yrs Offense/Incident Reports 5 yrs* Homicide records must be retained permanetly Officer Activity Reports ' 5 yrs Permits 6 yrs Photos - Mug Shots 10 yrs ' Police Clearance Letters 5 yrs � I II • • d ;��. c�t� o� oR,oNo ,_. ``��;:�. RESOLUTION OF THE CITY COUNCIL �j`:,,�' No. l yG y .. Y/ ,Y:�;� • • � • • `-. Property Inventory Report 5 yrs Radio Logs 1�1 yrs • Reports on Fires of 10 yrs Suspicious orgin Request to Inspect Police 3 y•rs Report Vehicle Impounds 5 yrs PUBLIC WORKS & ENGINEERING Affidavits of Mailing 6 yrs , Affidavits of Publication h yrs • Construction Blueprints for Permanent Completed City Buildings , • Streets , Utilities , Parks , etc . Inspections & Testing Records 5 yrs after correction . for Electrical , Elevators , Fire, Schools, Hospitals, � Restaurants, Sewers, Safety and Security, etc . Maps � ' Permanent Plats permanent Projects, Abandoned 3 yrs Project Records , 3 yrs after completion Water and Sewer Analysis 5 yrs Reports . UTILITIES � Billings 6 yrs Meter Reading Cards/Sheets h yrs • Receipts . 6 yrs i �:.�. --� ( � �� Ci.t� o� ORONO r d �`�: � .�::� - �� . '.'-�3�, RESOLUTION OF THE CITY COUNCIL �x� 1467 .. � ,i� NO. � � � +�� Service Requests 5 yrs Water & Sewer Analysis 5 yrs -� Annual reports of utilities Permanent* NOTE: * - Retain Permanently or Transfer to State Archives. Be It Further Resolved that a copy of this resolution be submitted to the Minnesota Historical Society. Adopted by the Orono City Council on this 14 day of March , 198�. C � Mary C. But r , Mayor ATTEST: • _ ' �r.��i��, i�, �� Alberta M. Strom, -City Clerk •