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Resolution - 85-15: Adopting Records Retention Schedule (2) CITY OF SPRING PARK SPRING PARK, MINNESOTA RESOLUTION NO. 85-15 RESOLUTION ADOPTING RECORDS RETENTION SCHEDULE WHEREAS, M. S. 138.163 reads as follows: "It is the policy of the legislature that the disposal and preser- vation of public records be controlled exclusively by 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 re- cords 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 developed a standard records retention schedule for records common to most Minnesota municipalities which has been approved by the Minnesota Department cf Administration, the Minnesota Historical Society, the Minnesota State Auditor and the Minnesota Attorney General; and WHEREAS, the following exceptions made by the Minnesota Historical Society have been noted: 1 . No destruction of any municipal records may occur according to this schedule until t:he Division of Archives and Manuscripts of the Minnesota Historical Society has received a certified copy of a City Council resolution indicating that the City has officially adopted the schedule; 2. It is understood that materials listed ag;, permanent, but not listed as ekigible for transfer to the State Archives, can- not be destr' oyo%4without receiving approval of an amended schedule or of an, "Applit!ation for Authority to Dispose of Records"' (PR-1 f(?rm) . 3. For all records destroyed.-according to this schedule, the muni- cipality must submit an annual report to the State Archivist listing the types and quantity of records destroyed. WHEREAS, the Classification of records as herein described are.jincluded in the above mentioned Records Retention Schedule: NOW, 'THEREFORE, BE IT RESOLVED that the :,Spring Park City Council does hereby adopt the approved records retention schedule developed by thr Minnesota Clerks and Finance Officers-as follows: r �- CITY OF SPRING PARK RESOLUTION 85-15 Page 2 ADMINISTRATION Affidavits of Publication (of General Nature) Permanent Agendas & Agenda Packets Permanent * Annexation Records - Petitions, Correspondence Affidavits of Publication, Ordinances and Public Hearings Permanent * Annual Reports 7 Years Application to Vacate Public Right-of-way Permanent Attorney's - legal opinions Permanent Bids and Quotes Tabulations 10 years Bills of Sale 6 years Cassette Recordings - Meetings 2 years after recorded in minutes Census Reports Permanent Complaints - General, Service, Maintenance, Repair, etc. 3 years after action County Agencies - Correspondence, reports, etc Subject to Co.Regs. Department Reports Monthly 5 years Annual Summary Permanent Federal Agencies - Correspondence, Reports submitted or received Subject to Federal Requirements General Correspondence 1 year Historical Data/Photographs Permanent Incorporation Records Permanent Lawsuits 7 years after settlement Liens 10 years afterexpiration Maintenance Records Building Length of ownership + 6 years Vehicles Length of ownership + after audit Equipment Length of ownership + after audit Memorandums 2 years Minutes - Council, Special Boards, Committees and Commissions Permanent Notices of Meetings 5 years Oath of Office - Elected or Appointed 7 years after termination or retirement Ordinances (Proposed but not adopted) 2 years Ordinance; and Resolutions signed (Originals) Affidavit of Publication Permanent Petitions 5 years Press releases 1 year Proclamations 1 year after recorded in minutes Public Hearing Records (General Nature) 2 years after recorded in minutes Record Disposal Sheet - Shows date, type of record and by whom destroyed Permanent CITY OF SPRING PARK RESOLUTION 85-15 Page 3 ADMINISTRATION Con't. Reference Materials Retain as long as of Administrative Value (Yearly review) State Agencies - Correspondence and Reports submitted or received Subject to State Requirements Street, Alley and Easement Vacation Files After Filing of Proceedings Street Name Change Permanent Wage Assignments 6 years ASSESSING Note: Assessing contracted with the County. No records kept except the following: Current tax lists 2 years Divisions & Combinations 5 years Project Files - Special Assessments Permanent Search Copies 1 year Special Assessments Rolls Life of Assessment + audit BONDS Bond Sale Transcripts Maturity of Issue Cancelled/paid bonds and coupons 6 years after issue is paid Performance and Payment Bonds, License and Permit Bonds, Surety Contractor License Bonds, Fidelity and appearance Bonds 6 years BUILDING INSPECTIONS Building Blueprints Permanent Building applications & permits Permanent Inspection Reports 1 year Other Construction Permits 6 years Property Records: Surveys Permanent Plans & Specs Permanent Sign Permits Permanent or until removed CONTRACTS Accepted Contracts and Agreements - Bids & Specs for Capital Improvements 6 years after expiration of contract Accepted Contracts & Agreements - Bids & Specs for Services and Supplies 6 years after completion of Audit Deeds of Easement Permanent CITY OF SPRING PARK RESOLUTION 85-15 Page 4 CONTRACTS Cont. Deeds to Municipal Property Permanent Franchise Granted by Municipality 5 years after cancellation or completion of Franchise Leases of Municipal Property to others 5 years Leases of Property by Municipality 5 years after cancellation or expiration of Lease Rejected bids, contracts & supporting papers 6 years Titles to Municipal vehicles & Equipment Length of ownership + after audit ELECTION Absentee Ballots 1 year Abstract of Election Returns Permanent Active Registrations Permanent Affidavit of Candidate 1 year Certificates of Election 1 year Change of address cards 1 year Deleted registration cards 1 year Flag Certificate 1 year Nominating Petitions 1 year Precinct Books (from County) 1 year Precinct Map/Election boundaries Permanent Poll Books Permanent Purge Lists 1 year Rejected Ballots 1 year unless Election contested Return Reports 1 year Tally Sheets 1 year unless Election contested Voted Ballots 1 year Voting Certificates 1 Year FINANCIAL/ACCOUNTING L' Accounts Receivable (copies of billings) 6 years Accounts Receivable Journal 6 years Annual Financial Budget Permanent * Audit Reports Permanent * Bank Statements 6 years Billings Statements (i. e. Utilities) 6 years Cancelled Checks 6 years Cash receipt analysis After Fiscal Audit 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 Disbursements Permanent * Clerk's Register of Receipts (Original ) Permanent CITY OF SPRING PARK RESOLUTION 85-15 Page 5 FINANCIAL/ACCOUNTING Con't. Deposit Slips 6 years Disbursement Classification Ledger Permanent Expenditure Reports After Fiscal Audit General Journal Permanent General Ledgers Permanent Inventories - Equipment 6 years or two years after life of equipment whichever is longer Receipts & Receipt Books 6 years Register of Receipts (Original) Permanent Savings Account Book 6 years Vouchers 6 years Work Orders 6 years INSURANCE Automobile Policies 6 years after policy has expired except those involving a Minor, save until Minor is 21 . Employee Dishonesty Bonds 6 years Fire Insurance or other insured perils 2 years after expiration General Liability Insurance 6 years after expiration except those involving a minor, save until minor is 21 Indemnity Insurance 6 years after expiration Workers Compensation Records 6 years after expiration except those involving a minor, sa,,,e until minor is 21 LIQUOR STORE RECORDS 6 years PAYROLL Cancelled Checks 6 years Contract - Employee 6 years Employee Payroll Journal Permanent Employee Payroll Ledgers Permanent Garnishments 6 years Hospitalization Monthly Insurance Premium reports 4 years Insurance Claim Payment records 6 years Leave of Absence Permanent Minnesota withholding report 10 years Payroll worksheets 6 years Personnel record cards (History of Employment) Permanent PERA Reports Permanent Quarterly Payroll Reports 6 years CITY OF SPRING PARK RESOLUTION 85-15 Page 6 PAYROLL Con't. Time Sheets 6 Years Vacation & Sick leave slips/reports 6 years W-2 Forms (Duplicate Copy) 6 Years Workers Compensation Reports 6 years PERMITS AND LICENSES Pet and Animal License applications/permits 6 years after expiration Refused or rejected applications 3 years To sell intoxicating & Non-intoxicating Liquor 6 years All other license applications/permits 6 years PERSONNEL Affidavit of Publication of Job opening 3 years Application for Employment (Not hired) 3 years Applications of Those Hired 5 years and after termination of Employee Certification of Test Results 2 years CETA 3 Years Department Rules & Regulations Permanent Disciplinary Actions 3 years Employee Card File Showing dates of employment, Salary, promotions, etc. Permanent Employee Personnel Files containing applications Accident Reports, Citations, Medical records, 5 years after termination Personal History Employment References 3 years Grievances Permanent Miscellaneous Certificates/letters 3 years Miscellaneous Correspondence 1 year Miscellaneous Help Wanted Ads 1 year Payroll information See Finance Pension and Retirement Plans Permanent Performance Evaluations 3 years Scored Tests 6 months Termination letters/resignations 5 years after termination Workers Compensation Claims See insurance 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 CITY OF SPRING PARK RESOLUTION NO. 85-15 Page 7 PUBLIC SAFETY Note: Police Service is contracted, no police records Kept in this office, except: Abandoned Vehicles Files 5 years Animal Control Requests 3 years Animal impounds 3 years Civil Defense materials 10 years Crime Prevention 3 years Fire Code/Building Code Permanent if by Ordinance or if adopted by City Counc Fire & Medical Runs 10 years PUBLIC WORKS AND ENGINEERING Affidavits of Mailing 6 years Affidavits of Publication 6 years Construction Blueprints for completed City Buildings, Streets, Utilities, Parks, Etc. Permanent Inspections and testing records for Fire, Restaurants Sewers, Safety and Security, etc. 5 years after correction Maps Permanent Plats Permanent Projects Abandoned 3 years Project Records 3 years after completion Water & Sewer analysis reports 5 years UTILITIES Billings 6 years Meter Reading Cards/Sheets 6 years Receipts 6 years Service requests 5 years Water & Sewer Analysis 5 years Annual Reports of Utilities Permanent * - 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 CITY COUNCIL OF THE CITY OF SPRING PARK THIS 6th DAY OF May 1985. APPR VED: ATTEST: J ADM PTT0'!Pn P!0-,