€¦ · POLSON CITY COMMISSION MEETING AGENDA . CITY HALL – CITY COMMISSION CHAMBERS . MONDAY, MAY 6, 2013, 7:00 P.M. AGENDA ITEM ACTIONINITIATORATTACHMENTS=X . 1. CALL …

POLSON CITY COMMISSION MEETING AGENDA CITY HALL – CITY COMMISSION CHAMBERS MONDAY, MAY 6, 2013, 7:00 P.M. AGENDA ITEM ACTION*INITIATOR*ATTACHMENTS=X 1. CALL TO ORDER MAYOR PAT DEVRIES 2. APPROVAL OF PROPOSED AGENDA VOTE*MAYOR PAT DEVRIES 3. CONSENT AGENDA A. APRIL 11 – APRIL 30 CLAIMS

VOTE*MAYOR PAT DEVRIES*X 4. CITY COMMISSION MEETING MINUTES APRIL 15, 2013

VOTE*MAYOR PAT DEVRIES*X NEW BUSINESS

5. ANNOUNCEMENT OF CLEAN-UP GREEN-UP DAY EVENT MAY 18, 2013

INFORMATION*DORENE PARISE*X 6. APPROVE WAIVER OF OPEN CONTAINER LAW AND EXTEND CURFEW FOR FESTIVALS ON THE FLATHEAD BLUES FESTIVAL ON AUGUST 16, 17 AND 18, 2013

VOTE*KERYL LOZAR, CHRIS RICCIARDI & DAVID VENTERS 7. APPROVAL OF PLEDGED SECURITIES FOR PUBLIC FUNDS DEPOSITS IN EXCESS OF $250,000 FDIC INSURANCE

VOTE*CITY TREASURER BONNIE MANICKE*X

8. APPROVAL OF PUBLIC FUNDS INVESTMENT: $1,000,000; TERM: APPROX. 18 MONTHS; .65% APY; FIRST CITIZENS BANK (Comparative rates: State of Montana Investment Pool (STIP) .2972%; 1 year US Treasury Bill .12%; 2 year US Treasury Bill .24%; Glacier Bank Repurchase Agreement .30%; Out of State CD .55%)

VOTE*CITY TREASURER BONNIE MANICKE*X 9. INFORMATION ON DIVERSITY TRAINING CLASS ON MAY 22, 2013

INFORMATION*JOHN PEREGOY 10. APPROVE RESOLUTION NO. 1044 ADOPTING BY REFERENCE THE MONTANA LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

VOTE*CITY ATTORNEY JAMES RAYMOND*X 11. AWARD PHASE 1 CONTRACT (LIMITED SCOPE) FOR REMOVAL OF EXISTING CRIB PRIOR TO HIGH WATER ON WEST PIER REHAB PROJECT TO MCCRUMB CONSTRUCTION BASED ON RECOMMENDATION FROM THE POLSON REDEVELOPMENT AGENCY (PRA)

VOTE*PRA CHAIRMAN KEN AVISON & CITY ENGINEER SHARI JOHNSON

POLSON CITY COMMISSION MEETING AGENDA CITY HALL – CITY COMMISSION CHAMBERS MONDAY, MAY 6, 2013, 7:00 P.M. Page 2 12. AUTHORIZE TRANSFER OF $15,000 FROM THE TAX INCREMENT FINANCE FUND TO THE WEST PIER REHAB PROJECT CONSTRUCTION FUND FOR PHASE 1 CONTRACT PER RECOMMENDATION FROM THE PRA.

VOTE*PRA CHAIRMAN KEN AVISON & CITY ENGINEER SHARI JOHNSON

13. APPROVE APPOINTMENT OF ACTING CITY MANAGER OR SET TIMETABLE FOR APPROVAL OF APPOINTMENT VOTE*MAYOR PAT DEVRIES

14. PUBLIC COMMENT ON SIGNIFICANT MATTERS TO THE PUBLIC NOT ON THE AGENDA. (Address items to the Chair. Commission takes no action on items discussed.)

MAYOR PAT DEVRIES EXECUTIVE SESSION 15. CLOSED SESSION – LITIGATION & PERSONNEL MAYOR PAT DEVRIES 16. ADJOURN MAYOR PAT DEVRIES

05/02/13 City of Polson Page: 1 of 813:08:11 Claim Details by Fund, Account Report ID: AP100Z For the Accounting Period: 4/13 For doc #s from 114194 to 114341

———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund Department Name (Account) Vendor #/Name Description Amount————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————1000 General All-Purpose Fund 323014 Zoning Conf/Spec Use 999999 KAREN MC INTIRE LENZ BUILDING-REFUND FOR 250.001000 General All-Purpose Fund 410360 Municipal Court 1925 VALLEY BUSINESS SYTEMS COURT-SHARED COST RE 12.501000 General All-Purpose Fund 410360 Municipal Court 3847 SAFEGUARD COURT-DEPOSIT TICKET 45.561000 General All-Purpose Fund 410360 Municipal Court 000185 SUPER 1 FOODS COURT-JURY SUPPLIES 10.491000 General All-Purpose Fund 410360 Municipal Court 000023 GULL PRINTING COURT-PADDED ENVELOP 8.281000 General All-Purpose Fund 410360 Municipal Court 3428 A. DOUG OLSON COURT-AO TRAVEL MEAL 92.001000 General All-Purpose Fund 410360 Municipal Court 3428 A. DOUG OLSON COURT-DO TRAVEL MILE 201.341000 General All-Purpose Fund 410360 Municipal Court 000010 CENTURYLINK COURT-SHARED PHN SER 78.411000 General All-Purpose Fund 410400 Administrative Services 3025 FIRST BANKCARD ADMIN-TC CHAMBER BUS 10.501000 General All-Purpose Fund 410400 Administrative Services 4384 TODD CROSSETT ADMIN-SETTLEMENT PEN 7,388.001000 General All-Purpose Fund 410400 Administrative Services 4757 O'NEILL LAW OFFICE PLLC ADMIN-SETTLEMENT ATT 3,000.001000 General All-Purpose Fund 410400 Administrative Services 2074 VERIZON WIRELESS FACILITIES-CROSSETT 77.591000 General All-Purpose Fund 410400 Administrative Services 2074 VERIZON WIRELESS FACILITIES-SARRACINO 51.791000 General All-Purpose Fund 411200 Facilities (Shared Costs) 3929 CARSON BROTHERS, INC. FACILITIES-HVAC REPA 280.001000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000023 GULL PRINTING FACILITIES-ACCOUNTIN 26.951000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000011 MISSION VALLEY POWER FACILITIES-CITY HALL 238.791000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000011 MISSION VALLEY POWER FACILITIES-FIRE HALL 151.781000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000011 MISSION VALLEY POWER FACILITIES-HVAC SYST 601.861000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 13.961000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 18.731000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-JANITORIA 22.151000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 11.481000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 17.681000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 7.981000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-COUNCIL W 33.071000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 4.251000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-COFFEE FI 3.001000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 5.981000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-COUNCIL W 17.771000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 14.041000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILTIES-BREAKROOM 9.461000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000185 SUPER 1 FOODS FACILITIES-BREAKROOM 2.791000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000023 GULL PRINTING FACILITIES-POST-IT N 6.991000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000023 GULL PRINTING FACILITIES-AVERY LAB 9.991000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000023 GULL PRINTING FACILITIES-DRY ERASE 15.991000 General All-Purpose Fund 411200 Facilities (Shared Costs) 1828 PORT-A-POLSON JANITORIAL FACILITIES-JANITORIA 480.001000 General All-Purpose Fund 411200 Facilities (Shared Costs) 000010 CENTURYLINK FACILITIES-TELEPHONE 432.781000 General All-Purpose Fund 420140 Crime Control and 1925 VALLEY BUSINESS SYTEMS POLICE-SHARED COST R 12.501000 General All-Purpose Fund 420140 Crime Control and 4684 WASH N' GO, LLC POLICE-VEC WASH JAN- 84.321000 General All-Purpose Fund 420140 Crime Control and 3068 WALMART COMMUNITY CREDIT POLICE-LAPTOP CASE 8 39.851000 General All-Purpose Fund 420140 Crime Control and 3068 WALMART COMMUNITY CREDIT POLICE-5 16 GB SD CA 89.401000 General All-Purpose Fund 420140 Crime Control and 3025 FIRST BANKCARD POLICE-PWER ADAPTR C 30.901000 General All-Purpose Fund 420140 Crime Control and 3025 FIRST BANKCARD POLICE-STACK ON SO K 60.001000 General All-Purpose Fund 420140 Crime Control and 000185 SUPER 1 FOODS POLICE-CLOROX SUPPLI 9.181000 General All-Purpose Fund 420140 Crime Control and 000185 SUPER 1 FOODS POLICE-HALLOWEEN CAN 29.701000 General All-Purpose Fund 420140 Crime Control and 000185 SUPER 1 FOODS POLICE-PRESENTATION 4.601000 General All-Purpose Fund 420140 Crime Control and 000185 SUPER 1 FOODS POLICE-PRESENTATION 21.901000 General All-Purpose Fund 420140 Crime Control and 000185 SUPER 1 FOODS POLICE-PRESENTATION 36.411000 General All-Purpose Fund 420140 Crime Control and 4605 THIRD EYE TECHNOLOGIES POLICE-REPAIR COMPUT 37.501000 General All-Purpose Fund 420140 Crime Control and 3857 STANFORD POLICE & POLICE-ATKINS CONCEA 74.051000 General All-Purpose Fund 420140 Crime Control and 000877 JOHNCO STORAGE POLICE-STORAGE 05/01 151.001000 General All-Purpose Fund 420140 Crime Control and 000020 PROVIDENCE HEALTH & POLICE-LOWNEY CSE 21 384.00

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———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund Department Name (Account) Vendor #/Name Description Amount————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————1000 General All-Purpose Fund 420140 Crime Control and 2074 VERIZON WIRELESS POLICE-CELL PHONE SE 503.201000 General All-Purpose Fund 420140 Crime Control and 000010 CENTURYLINK POLICE-SHARED PHN SE 42.581000 General All-Purpose Fund 420140 Crime Control and 000010 CENTURYLINK POLICE-TELEPHONE SER 258.251000 General All-Purpose Fund 420400 Fire Protection and 4329 BISHOP SIGNWORKS FIRE-HELMET ACCESSOR 79.501000 General All-Purpose Fund 420400 Fire Protection and 001541 L.N. CURTIS & SONS FIRE-5GAL PAIL SLVX 328.001000 General All-Purpose Fund 420400 Fire Protection and 1959 A & R TROPHIES FIRE-RED PLATES FOR 24.001000 General All-Purpose Fund 420400 Fire Protection and 000011 MISSION VALLEY POWER FIRE-705 1ST ST E FI 10.001000 General All-Purpose Fund 420400 Fire Protection and 3025 FIRST BANKCARD FIRE-REPLACE BULBS F 141.751000 General All-Purpose Fund 420400 Fire Protection and 3025 FIRST BANKCARD FIRE-VOL FIRE AWARDS 415.901000 General All-Purpose Fund 420400 Fire Protection and 3025 FIRST BANKCARD FIRE-2D DROP-IN REFL 49.001000 General All-Purpose Fund 420400 Fire Protection and 3025 FIRST BANKCARD FIRE-TRANSPORT UNIT 82.521000 General All-Purpose Fund 420400 Fire Protection and 3025 FIRST BANKCARD FIRE-SCBA REFLECTIVE 100.991000 General All-Purpose Fund 420400 Fire Protection and 3025 FIRST BANKCARD FIRE-HANDS FREE PHON 100.001000 General All-Purpose Fund 420400 Fire Protection and 4364 FASTENERS INC. FIRE-MISC SUPPLIES 37.251000 General All-Purpose Fund 420400 Fire Protection and 000185 SUPER 1 FOODS FIRE - CORRECT CHK # -64.381000 General All-Purpose Fund 420400 Fire Protection and 000185 SUPER 1 FOODS FIRE-CORRECT CHK #32 -116.961000 General All-Purpose Fund 420400 Fire Protection and 000185 SUPER 1 FOODS FIRE-CORRECT CHK #32 -5.721000 General All-Purpose Fund 420400 Fire Protection and 000026 POLSON AUTO PARTS, INC. FIRE-WINDSHIELD WASH 5.981000 General All-Purpose Fund 420400 Fire Protection and 000026 POLSON AUTO PARTS, INC. FIRE-FLOOR DRY 139.501000 General All-Purpose Fund 420400 Fire Protection and 000026 POLSON AUTO PARTS, INC. FIRE-FLOOR DRY 46.501000 General All-Purpose Fund 420400 Fire Protection and 4758 MONTANA IAAI CHAPTER FIRE-FAIRCHILD MEMBE 30.001000 General All-Purpose Fund 420400 Fire Protection and 4758 MONTANA IAAI CHAPTER FIRE-GLASSON MEMBERS 30.001000 General All-Purpose Fund 420400 Fire Protection and 3024 IAFC MEMBERSHIP FIRE-CHIEF FAIRCHILD 254.001000 General All-Purpose Fund 420400 Fire Protection and 4364 FASTENERS INC. FIRE-MISC NUTS/BOLTS 8.821000 General All-Purpose Fund 420400 Fire Protection and 001541 L.N. CURTIS & SONS FIRE-FOLDING METAL G 427.611000 General All-Purpose Fund 420400 Fire Protection and 001541 L.N. CURTIS & SONS FIRE-6 STAR CLUSTER 37.881000 General All-Purpose Fund 420400 Fire Protection and 4148 MUNICIPAL EMERGENCY FIRE-FACE SEAL-MED 278.681000 General All-Purpose Fund 420400 Fire Protection and 000010 CENTURYLINK FIRE-TELEPHONE SERVI 93.941000 General All-Purpose Fund 420400 Fire Protection and 2074 VERIZON WIRELESS FIRE-CELL PHONE SERV 250.781000 General All-Purpose Fund 420540 Land Use 2074 VERIZON WIRELESS PLANNING-CELL PHONE 51.791000 General All-Purpose Fund 430240 Road and Street 3025 FIRST BANKCARD STREETS - 18" & 24" 246.021000 General All-Purpose Fund 430240 Road and Street 3025 FIRST BANKCARD STREETS - 36" ALUM P 160.481000 General All-Purpose Fund 430240 Road and Street 4159 PLATT STREETS-SUPPLIES 196.381000 General All-Purpose Fund 430240 Road and Street 000011 MISSION VALLEY POWER STREETS-CITY SHOP 279.321000 General All-Purpose Fund 430240 Road and Street 000010 CENTURYLINK STREETS-TELEPHONE SE 92.321000 General All-Purpose Fund 430240 Road and Street 2074 VERIZON WIRELESS STREETS-CELL PHONE S 112.291000 General All-Purpose Fund 460430 Parks 000046 BEACON TIRE CENTER PARKS-TIRE REPAIR 11.001000 General All-Purpose Fund 460430 Parks 000011 MISSION VALLEY POWER PARKS-RVSD,SKATE,BTC 199.991000 General All-Purpose Fund 460430 Parks 000011 MISSION VALLEY POWER PARKS-KERR DAM/BB FI 2.441000 General All-Purpose Fund 460430 Parks 000011 MISSION VALLEY POWER PARKS-SAC LIGHTS 9.071000 General All-Purpose Fund 460430 Parks 000011 MISSION VALLEY POWER PARKS-STORAGE SHED 166.031000 General All-Purpose Fund 460430 Parks 000046 BEACON TIRE CENTER PARKS-2 TIRES MT/BAL 223.121000 General All-Purpose Fund 460430 Parks 000026 POLSON AUTO PARTS, INC. PARKS-VARIETY PARTS 259.001000 General All-Purpose Fund 460430 Parks 000026 POLSON AUTO PARTS, INC. PARKS-TANG WASHER 3.521000 General All-Purpose Fund 460430 Parks 000026 POLSON AUTO PARTS, INC. PARKS-FLOOR DRY 69.751000 General All-Purpose Fund 460430 Parks 000010 CENTURYLINK PARKS-TELEPHONE SERV 48.031000 General All-Purpose Fund 460430 Parks 2074 VERIZON WIRELESS PARKS-CELL PHONE SER 138.58

Total for Fund: 20,577.94

2020 Police Municipal Services 420140 Crime Control and 3025 FIRST BANKCARD POLICE-CC TRAVEL PAR 32.002020 Police Municipal Services 420140 Crime Control and 3025 FIRST BANKCARD POLICE-CC TRAVEL FUE 38.50


———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund Department Name (Account) Vendor #/Name Description Amount————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————2020 Police Municipal Services 420140 Crime Control and 000085 SOUTHSHORE VETERINARY POLICE-ANIMAL IMPOUN 105.002020 Police Municipal Services 420140 Crime Control and 000185 SUPER 1 FOODS POLICE-DETECTIVE SUP 30.002020 Police Municipal Services 420140 Crime Control and 2074 VERIZON WIRELESS POLICE-AIRCARDS 242.702020 Police Municipal Services 420140 Crime Control and 2074 VERIZON WIRELESS POLICE-NOTEBOOKS 160.232020 Police Municipal Services 420140 Crime Control and 2074 VERIZON WIRELESS POLICE-AIRCARDS 201.36

Total for Fund: 809.79

2215 Hanging Basket 460434 Hanging Basket 001599 RONAN POWER PRODUCTS PARKS-CABLE-BRAKE PA 70.45


2394 Building Code Enforcement 420500 Protective Inspections 3025 FIRST BANKCARD BLDG-INTL CODE COUNC 125.002394 Building Code Enforcement 420500 Protective Inspections 2074 VERIZON WIRELESS BUILDING-CELL PHONE 33.472394 Building Code Enforcement 420500 Protective Inspections 000010 CENTURYLINK BUILDING-TELEPHONE S 191.25


2401 Light Maintenance 430263 Street Lighting 000011 MISSION VALLEY POWER FACILITIES-STREET LI 1,351.08


2402 Light Maintenance 430263 Street Lighting 000011 MISSION VALLEY POWER FACILITIES--N END MA 208.832402 Light Maintenance 430263 Street Lighting 000011 MISSION VALLEY POWER FACILITIES-STREET LI 754.40


2810 Police Training Fund 420130 Personnel Training 4086 MONTANA ASSOCIATION OF POLICE-CHIEF NASH MP 255.002810 Police Training Fund 420130 Personnel Training 4086 MONTANA ASSOCIATION OF POLICE-COTTLE MPPA C 255.002810 Police Training Fund 420140 Crime Control and 3256 CLINT COTTLE POLICE-CC TRAVEL MEA 138.002810 Police Training Fund 420140 Crime Control and 3025 FIRST BANKCARD POLICE-AB TRAVEL LOD 354.962810 Police Training Fund 420140 Crime Control and 3997 JOAN HART POLICE-JH TRAVEL MEA 175.00


2820 Gas Apportionment Tax 430240 Road and Street 2665 MERCER WELDING & REPAIR STREETS-MNT SANDER O 533.382820 Gas Apportionment Tax 430240 Road and Street 000026 POLSON AUTO PARTS, INC. STREETS-TIMER 56.902820 Gas Apportionment Tax 430240 Road and Street 000026 POLSON AUTO PARTS, INC. STREETS-COUPLER 8.412820 Gas Apportionment Tax 430240 Road and Street 000026 POLSON AUTO PARTS, INC. STREETS-PAINT/TIRE M 6.982820 Gas Apportionment Tax 430240 Road and Street 2466 UNITED LABORATORIES INC STREETS-VANDALISM MA 158.40


5010 Golf Fund 346021 Golf Season Pass Fees 999999 JAY BURKE GOLF PRO-SEASONAL PA 573.005010 Golf Fund 346021 Golf Season Pass Fees 999999 JAY BURKE GOLF PRO-ADMIN FEE -50.005010 Golf Fund 460446 Golf Course - 1883 MONTANA DEPARTMENT OF GOLF MAINT-P NOWLEN 60.005010 Golf Fund 460446 Golf Course - 001145 MISSOULA TEXTILE SERVICES GOLF MAINT-LAUNDRY 16.685010 Golf Fund 460446 Golf Course - 001145 MISSOULA TEXTILE SERVICES GOLF MAINT-LAUNDRY 11.615010 Golf Fund 460446 Golf Course - 001145 MISSOULA TEXTILE SERVICES GOLF MAINT-LAUNDRY 23.275010 Golf Fund 460446 Golf Course - 1884 SMITH SEPTIC PUMPING GOLF MAINT-APR RENTA 85.005010 Golf Fund 460446 Golf Course - 000093 TRIPLE W. EQUIPMENT INC GOLF MAINT-GRN SPRAY 17.985010 Golf Fund 460446 Golf Course - 000093 TRIPLE W. EQUIPMENT INC GOLF MAINT-FUEL TANK 420.90


———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund Department Name (Account) Vendor #/Name Description Amount————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————5010 Golf Fund 460446 Golf Course - 000093 TRIPLE W. EQUIPMENT INC GOLF MAINT-SEAT 469.265010 Golf Fund 460446 Golf Course - 000093 TRIPLE W. EQUIPMENT INC GOLF MAINT-MISC PART 514.805010 Golf Fund 460446 Golf Course - 2466 UNITED LABORATORIES INC GOLF MAINT-INDUS STR 238.085010 Golf Fund 460446 Golf Course - 000048 MIDLAND IMPLEMENT CO. GOLF MAINT-ASST PART 375.335010 Golf Fund 460446 Golf Course - 000048 MIDLAND IMPLEMENT CO. GOLF MAINT-ASST PART 160.715010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-NA TRAVEL 214.475010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-SA TRAVEL 214.475010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-PN TRAVEL 200.365010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-SA TRAVEL 200.365010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-NA TRAVEL 200.365010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-PEP START 21.175010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-2 BULB AU 27.295010 Golf Fund 460446 Golf Course - 3025 FIRST BANKCARD GOLF MAINT-MISC PART 123.205010 Golf Fund 460446 Golf Course - 000048 MIDLAND IMPLEMENT CO. GOLF MAINT-TORO BEAR 208.465010 Golf Fund 460446 Golf Course - 000048 MIDLAND IMPLEMENT CO. GOLF MAINT-PRODUCT R -48.725010 Golf Fund 460446 Golf Course - 2074 VERIZON WIRELESS GOLF MAINT-CELL PHON 123.645010 Golf Fund 460446 Golf Course - 000011 MISSION VALLEY POWER GOLF MAINT-GOLF SHED 237.255010 Golf Fund 460446 Golf Course - 000011 MISSION VALLEY POWER GOLF MAINT-25 HP PUM 3.565010 Golf Fund 460446 Golf Course - 000011 MISSION VALLEY POWER GOLF MAINT-60 HP PUM 88.905010 Golf Fund 460446 Golf Course - 000011 MISSION VALLEY POWER GOLF MAINT-155 HP PU 26.565010 Golf Fund 460446 Golf Course - 000011 MISSION VALLEY POWER GOLF MAINT-BAYSHORE 931.135010 Golf Fund 460446 Golf Course - 000185 SUPER 1 FOODS GOLF MAINT-POST IT N 6.585010 Golf Fund 460446 Golf Course - 000185 SUPER 1 FOODS GOLF MAINT-DISTILLED 5.965010 Golf Fund 460446 Golf Course - 000185 SUPER 1 FOODS GOLF MAINT-DISTILLED 3.275010 Golf Fund 460446 Golf Course - 000185 SUPER 1 FOODS GOLF MAINT-DISTILLED 13.165010 Golf Fund 460446 Golf Course - 000185 SUPER 1 FOODS GOLF MAINT-PAPER TOW 4.505010 Golf Fund 460446 Golf Course - 000185 SUPER 1 FOODS GOLF MAINT-DISTILLED 13.165010 Golf Fund 460446 Golf Course - 000026 POLSON AUTO PARTS, INC. GOLF MAINT-FILTERS 16.745010 Golf Fund 460446 Golf Course - 000026 POLSON AUTO PARTS, INC. GOLF MAINT-AIR HOSE/ 37.435010 Golf Fund 460446 Golf Course - 000026 POLSON AUTO PARTS, INC. GOLF MAINT-BEARING M 13.985010 Golf Fund 460446 Golf Course - 000026 POLSON AUTO PARTS, INC. GOLF MAINT-TRAILER B 29.885010 Golf Fund 460446 Golf Course - 000026 POLSON AUTO PARTS, INC. GOLF MAINT-OIL 41.885010 Golf Fund 460446 Golf Course - 000026 POLSON AUTO PARTS, INC. GOLF MAINT-OIL FILTE 156.305010 Golf Fund 460446 Golf Course - 000026 POLSON AUTO PARTS, INC. GOLF MAINT-HYD FILTE 23.485010 Golf Fund 460446 Golf Course - 1864 CHS/MOUNTAIN WEST GOLF MAINT-FUEL 791.785010 Golf Fund 460446 Golf Course - 1864 CHS/MOUNTAIN WEST GOLF MAINT-FUEL 175.065010 Golf Fund 460446 Golf Course - 000644 CITY OF POLSON WATER GOLF MAINT-COURSE RE 37.185010 Golf Fund 460446 Golf Course - 000644 CITY OF POLSON WATER GOLF MAINT-COURSE RE 26.025010 Golf Fund 460446 Golf Course - 000644 CITY OF POLSON WATER GOLF MAINT-COURSE RE 104.725010 Golf Fund 460446 Golf Course - 000644 CITY OF POLSON WATER GOLF MAINT-SHOP/COUR 308.865010 Golf Fund 460446 Golf Course - 000048 MIDLAND IMPLEMENT CO. GOLF MAINT-MISC PART 162.045010 Golf Fund 460446 Golf Course - 2323 R & R PRODUCTS, INC. GOLF MAINT-HOLE CUTT 163.235010 Golf Fund 460446 Golf Course - 2323 R & R PRODUCTS, INC. GOLF MAINT-VARIOUS P 170.455010 Golf Fund 460446 Golf Course - 2323 R & R PRODUCTS, INC. GOLF MAINT-CUP CUTTE 145.695010 Golf Fund 460446 Golf Course - 000010 CENTURYLINK GOLF MAINT-TELEPHONE 151.085010 Golf Fund 460447 Golf Course - Pro Shop 4026 PACIFIC NORTHWEST SECTION GOLF PRO-PNW GOLF AN 200.005010 Golf Fund 460447 Golf Course - Pro Shop 000011 MISSION VALLEY POWER GOLF REST-METER T085 128.155010 Golf Fund 460447 Golf Course - Pro Shop 4263 UPS GOLF PRO-SHIPMENT 18.175010 Golf Fund 460447 Golf Course - Pro Shop 000011 MISSION VALLEY POWER GOLF PRO-PRO SHOP/ST 324.865010 Golf Fund 460447 Golf Course - Pro Shop 3866 OFFICEMAX CONTRACT INC. GOLF PRO-OFFICE SUPP 152.325010 Golf Fund 460447 Golf Course - Pro Shop 3866 OFFICEMAX CONTRACT INC. GOLF PRO-PRODUCT RET -80.745010 Golf Fund 460447 Golf Course - Pro Shop 000644 CITY OF POLSON WATER GOLF PRO-PRO SHOP 23.66


———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund Department Name (Account) Vendor #/Name Description Amount————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————5010 Golf Fund 460447 Golf Course - Pro Shop 000010 CENTURYLINK GOLF PRO-TELEPHONE S 388.605010 Golf Fund 460447 Golf Course - Pro Shop 3866 OFFICEMAX CONTRACT INC. GOLF PRO-HP INK 158.565010 Golf Fund 460448 Golf Course - Carts 1864 CHS/MOUNTAIN WEST GOLF PRO-FUEL 243.535010 Golf Fund 460448 Golf Course - Carts 1864 CHS/MOUNTAIN WEST GOLF PRO-FUEL 179.355010 Golf Fund 460450 Golf Course Restaurant 3424 POLSON LIQUOR STORE INC GOLF REST-LIQUOR 32.005010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-ASST ALCOH 158.905010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-ASST ALCOH 39.605010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-SUPPLIES 12.605010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-ASST ALCOH 85.905010 Golf Fund 460450 Golf Course Restaurant 3427 ZIP BEVERAGE GOLF REST-ASST BEV 19.805010 Golf Fund 460450 Golf Course Restaurant 4754 PEPSI-COLA BOTTLING OF GOLF REST-BOTTLD WAT 14.005010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-ASST BEVER 39.605010 Golf Fund 460450 Golf Course Restaurant 3424 POLSON LIQUOR STORE INC GOLF REST-LIQUOR 32.005010 Golf Fund 460450 Golf Course Restaurant 4755 WHITE'S WHOLESALE MEATS GOLF REST-MEAT SUPPL 117.005010 Golf Fund 460450 Golf Course Restaurant 3427 ZIP BEVERAGE GOLF REST-ASST BEER 120.805010 Golf Fund 460450 Golf Course Restaurant 3306 POLSON PROPANE GOLF REST-TANK RNTL 110.005010 Golf Fund 460450 Golf Course Restaurant 000185 SUPER 1 FOODS GOLF REST - BAKED BE 23.975010 Golf Fund 460450 Golf Course Restaurant 000185 SUPER 1 FOODS GOLF REST - PRODUCE 2.965010 Golf Fund 460450 Golf Course Restaurant 3306 POLSON PROPANE GOLF PRO-FUEL 131.675010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-BEVERAGE 148.805010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-BEVERAGE 86.005010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF REST-KEG RETURN -60.005010 Golf Fund 460450 Golf Course Restaurant 3427 ZIP BEVERAGE GOLF REST-ASST BEVER 120.805010 Golf Fund 460450 Golf Course Restaurant 4664 OPTIMUM BUSINESS GOLF REST-CABLE 107.705010 Golf Fund 460450 Golf Course Restaurant 3447 SUMMIT BEVERAGE GOLF MAINT-BEVERAGE 19.805010 Golf Fund 460450 Golf Course Restaurant 000644 CITY OF POLSON WATER GOLF RESTAURANT-REST 23.665010 Golf Fund 460450 Golf Course Restaurant 000316 WALLACE'S GOLF SHOP GOLF REST-RESTAURANT 12.395010 Golf Fund 460450 Golf Course Restaurant 000316 WALLACE'S GOLF SHOP GOLF REST-COOK HATS 60.005010 Golf Fund 460450 Golf Course Restaurant 2074 VERIZON WIRELESS GOLF REST-CELL PHONE 6.515010 Golf Fund 460450 Golf Course Restaurant 3427 ZIP BEVERAGE GOLF REST-BEVERAGES 432.485010 Golf Fund 460460 G. C. Restaurant O & M 001145 MISSOULA TEXTILE SERVICES GOLF REST-LAUNDRY 21.595010 Golf Fund 460460 G. C. Restaurant O & M 001145 MISSOULA TEXTILE SERVICES GOLF REST-LAUNDRY 7.625010 Golf Fund 460460 G. C. Restaurant O & M 001145 MISSOULA TEXTILE SERVICES GOLF REST-SPECL EVNT 127.60


5210 Water Fund 214100 Refunds Payable 999999 BRAD WALTER WATER-DEP REFND ACC# 5.855210 Water Fund 343020 Water Revenues 999999 MARTHA SUTER WATER-OWNER CREDIT R 9.495210 Water Fund 430500 Water Utilities 2434 MISSION VALLEY AUTO, INC. WATER-'98 FORD F 150 14.785210 Water Fund 430530 Source of Supply and 3025 FIRST BANKCARD WATER-VACUUM PUMP RO 1,071.325210 Water Fund 430530 Source of Supply and 000011 MISSION VALLEY POWER WATER-7TH AVE W BLDG 14.145210 Water Fund 430530 Source of Supply and 000011 MISSION VALLEY POWER WATER-WELLS/BOOSTERS 2,531.315210 Water Fund 430530 Source of Supply and 000011 MISSION VALLEY POWER WATER-RIVERSIDE LIFT 12.145210 Water Fund 430530 Source of Supply and 000011 MISSION VALLEY POWER WATER-RIVERSIDE REST 85.555210 Water Fund 430530 Source of Supply and 000011 MISSION VALLEY POWER WATER-WELLS 6 & 7 575.685210 Water Fund 430530 Source of Supply and 2554 ODYSSEY AUTOGLASS WATER-F150 WINDOW TI 40.005210 Water Fund 430540 Purification and 3025 FIRST BANKCARD WATER-JC TRAVEL LODG 107.435210 Water Fund 430540 Purification and 3068 WALMART COMMUNITY CREDIT WATER-MISC SUPPLIES 30.735210 Water Fund 430550 Transmission and 3025 FIRST BANKCARD WATER-JC TRAVEL LODG 107.435210 Water Fund 430550 Transmission and 4229 HOMETOWN PLUMBING LLC WATER-PARTS 511 3RD 167.525210 Water Fund 430550 Transmission and 4229 HOMETOWN PLUMBING LLC WATER-PARTS 508 3RD 159.625210 Water Fund 430550 Transmission and 4006 HD SUPPLY WATERWORKS, WATER-4' HYDRANT 593.12


———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund Department Name (Account) Vendor #/Name Description Amount————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————5210 Water Fund 430550 Transmission and 4006 HD SUPPLY WATERWORKS, WATER-BRASS PARTS 98.235210 Water Fund 430550 Transmission and 000026 POLSON AUTO PARTS, INC. WATER-CARB SPOUT 5.995210 Water Fund 430550 Transmission and 000026 POLSON AUTO PARTS, INC. WATER-WIRE/GALV PRIM 80.615210 Water Fund 430550 Transmission and 000026 POLSON AUTO PARTS, INC. WATER-ATM-25 FUSE 2.815210 Water Fund 430550 Transmission and 000898 MONTANA ENVIRONMENTAL WATER-ED CLASS REGIS 110.005210 Water Fund 430550 Transmission and 4006 HD SUPPLY WATERWORKS, WATER-BALANCE DUE 4' 3,000.005210 Water Fund 430550 Transmission and 4507 MT WATERWORKS, LLC WATER-MISC PARTS 380.765210 Water Fund 430550 Transmission and 4006 HD SUPPLY WATERWORKS, WATER-HYDRANT PARTS 11,784.665210 Water Fund 430550 Transmission and 4006 HD SUPPLY WATERWORKS, WATER-PVC PIPE-SKYLI 82.425210 Water Fund 430550 Transmission and 4006 HD SUPPLY WATERWORKS, WATER-ADAPTERS 515.765210 Water Fund 430550 Transmission and 2547 TREASURE STATE CONCRETE WATER-5 SACK MIX 162.505210 Water Fund 430550 Transmission and 2547 TREASURE STATE CONCRETE WATER-SKYLINE LANE P 693.895210 Water Fund 430550 Transmission and 2547 TREASURE STATE CONCRETE WATER-SAND CRUSH SKY 319.195210 Water Fund 430550 Transmission and 2547 TREASURE STATE CONCRETE WATER-STATEMENT DISC -65.655210 Water Fund 430550 Transmission and 000010 CENTURYLINK WATER-TELEPHONE SERV 178.615210 Water Fund 430550 Transmission and 2074 VERIZON WIRELESS WATER-CELL PHONE SER 195.655210 Water Fund 430550 Transmission and 2170 MT DEPT OF ENVIRONMENTAL WATER-BONKOWSKI LIC 35.005210 Water Fund 430550 Transmission and 2170 MT DEPT OF ENVIRONMENTAL WATER-CAPPAERT-LIC R 35.005210 Water Fund 430550 Transmission and 2170 MT DEPT OF ENVIRONMENTAL WATER-DAVIS LIC RENE 35.005210 Water Fund 430550 Transmission and 2170 MT DEPT OF ENVIRONMENTAL WATER-PARKER LIC REN 35.005210 Water Fund 430550 Transmission and 2170 MT DEPT OF ENVIRONMENTAL WATER-PORRAZZO LIC R 35.005210 Water Fund 430550 Transmission and 2170 MT DEPT OF ENVIRONMENTAL WATER-WALKER LIC REN 35.005210 Water Fund 430570 Customer Accounting and 000005 POSTMASTER WATER-PERMIT #43 REN 100.00


5310 Sewer Fund 430600 Sewer Utilities 3025 FIRST BANKCARD SEWER-WB TRAVEL LODG 214.865310 Sewer Fund 430600 Sewer Utilities 000898 MONTANA ENVIRONMENTAL SEWER-WB CLASS REGIS 110.005310 Sewer Fund 430600 Sewer Utilities 2434 MISSION VALLEY AUTO, INC. SEWER-'98 FORD F 150 14.785310 Sewer Fund 430630 Collection and 4229 HOMETOWN PLUMBING LLC SEWER-PARTS 511 3RD 167.525310 Sewer Fund 430630 Collection and 4229 HOMETOWN PLUMBING LLC SEWER-PARTS 508 3RD 159.625310 Sewer Fund 430630 Collection and 000011 MISSION VALLEY POWER SEWER-7TH AVE W BLDG 14.145310 Sewer Fund 430630 Collection and 000011 MISSION VALLEY POWER SEWER-LIFT STATIONS 3,721.945310 Sewer Fund 430630 Collection and 4756 J&M TRANSPORTATION SEWER-MONT LAB DELIV 24.005310 Sewer Fund 430630 Collection and 000026 POLSON AUTO PARTS, INC. SEWER-FUSE KIT 4.675310 Sewer Fund 430630 Collection and 000026 POLSON AUTO PARTS, INC. SEWER-OIL SEAL 6.965310 Sewer Fund 430630 Collection and 000026 POLSON AUTO PARTS, INC. SEWER-GAUGE 27.885310 Sewer Fund 430630 Collection and 000026 POLSON AUTO PARTS, INC. SEWER-BULB 1.775310 Sewer Fund 430630 Collection and 2554 ODYSSEY AUTOGLASS SEWER-F 150 WINDOW T 40.005310 Sewer Fund 430630 Collection and 2547 TREASURE STATE CONCRETE SEWER-5 SACK MIX 162.505310 Sewer Fund 430630 Collection and 000010 CENTURYLINK SEWER-TELEPHONE SERV 168.645310 Sewer Fund 430630 Collection and 000010 CENTURYLINK SEWER-TELEPHONE SERV 103.925310 Sewer Fund 430630 Collection and 2074 VERIZON WIRELESS SEWER-CELL PHONE SER 195.665310 Sewer Fund 430630 Collection and 2170 MT DEPT OF ENVIRONMENTAL SEWER-BONKOWSKI LIC 35.005310 Sewer Fund 430630 Collection and 2170 MT DEPT OF ENVIRONMENTAL SEWER-CAPPAERT LIC R 35.005310 Sewer Fund 430630 Collection and 2170 MT DEPT OF ENVIRONMENTAL SEWER-DAVIS LIC RENE 35.005310 Sewer Fund 430630 Collection and 2170 MT DEPT OF ENVIRONMENTAL SEWER-PARKER LIC REN 35.005310 Sewer Fund 430630 Collection and 2170 MT DEPT OF ENVIRONMENTAL SEWER-PORRAZZO LIC R 35.005310 Sewer Fund 430630 Collection and 2170 MT DEPT OF ENVIRONMENTAL SEWER-WALKER LIC REN 35.005310 Sewer Fund 430640 Treatment and Disposal 3025 FIRST BANKCARD WATER-BUSINESS MEAL 21.855310 Sewer Fund 430640 Treatment and Disposal 4145 FARRIER FENCING, LLC SEWER-REPAIR FENCE D 650.005310 Sewer Fund 430640 Treatment and Disposal 2466 UNITED LABORATORIES INC SEWER-SPRY RED PRIME 410.19


———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund Department Name (Account) Vendor #/Name Description Amount————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————5310 Sewer Fund 430640 Treatment and Disposal 3068 WALMART COMMUNITY CREDIT SEWER-MISC SUPPLIES 30.735310 Sewer Fund 430640 Treatment and Disposal 3068 WALMART COMMUNITY CREDIT SEWER-BATTERIES 13.975310 Sewer Fund 430640 Treatment and Disposal 2183 HKM ENGINEERING SEWER-LAB TESTING 2,850.005310 Sewer Fund 430640 Treatment and Disposal 3963 ALWAYS MOVING SEWER-SERVICE FOR MA 85.005310 Sewer Fund 430670 Customer Accounting and 000005 POSTMASTER SEWER-PERMIT #43 REN 100.00


Total: 71,040.10

05/02/13 City of Polson Page: 8 of 813:08:11 Fund Summary for Claims Report ID: AP110 For the Accounting Period: 4/13

———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— Fund/Account Amount———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————— 1000 General All-Purpose Fund 101000 $20,577.94 2020 Police Municipal Services Levy 101000 $809.79 2215 Hanging Basket Maintenance 101000 $70.45 2394 Building Code Enforcement 101000 $349.72 2401 Light Maintenance District #19 101000 $1,351.08 2402 Light Maintenance District #20 101000 $963.23 2810 Police Training Fund 101000 $1,177.96 2820 Gas Apportionment Tax Fund 101000 $764.07 5010 Golf Fund 101000 $12,083.72 5210 Water Fund 101000 $23,381.54 5310 Sewer Fund 101000 $9,510.60

Total: $71,040.10

Polson City Commission Meeting Minutes April 15, 2013 Page 1

POLSON CITY COMMISSION MEETING MINUTES CITY HALL – CITY COMMISSION CHAMBERS MONDAY APRIL 15, 2013, 7:00 PM ATTENDANCE: City Commissioners: Todd Erickson, John Campbell, Mike Lies, Stephen Turner, Dan Morrison, Fred Funke and Mayor Pat DeVries presiding. City Manager Todd Crossett, City Attorney James Raymond, City Treasurer Bonnie Manicke, City Clerk Cindy Dooley, Police Chief Wade Nash, Street Superintendent Terry Gembala and Water and Sewer Superintendent Tony Porrazzo present. Others present (that signed in): Rory Horning, Jack Hane, Jill Southerland, Dave Cottington, Elsa Duford, Pete Daniels, Andrew Speer, Arlene Manrue, and Margie Hendricks. Mayor Pat DeVries called the meeting to order. The pledge of allegiance was recited. APPROVAL OF PROPOSED AGENDA: Commissioner Funke moved to approve the proposed agenda, seconded by Commissioner Campbell. Commission discussion: None. Public discussion: None. Motion carried unanimously. CONSENT AGENDA: A. MARCH 29 – APRIL 10 CLAIMS Commissioner Lies moved to approve the consent agenda, seconded by Commissioner Campbell. Commissioner discussion: None. Public discussion: None. Motion carried unanimously. COMMISSION WORKSHOP MINUTES MARCH 8, 2013: Commissioner Campbell moved to approve the City Commission workshop minutes of March 8, 2013, seconded by Commissioner Funke. Commissioner discussion: None. Public discussion: None. Motion carried unanimously. COMMISSION SPECIAL MEETING MINUTES MARCH 18, 2013: Commissioner Lies moved to approve the City Commission special meeting minutes of March 18, 2013, seconded by Commissioner Funke. Commission discussion: None. Public discussion: None. Motion carried unanimously. COMMISSION MEETING MINUTES APRIL 1, 2013: Commissioner Lies said that he had read the minutes and did not find any errors. Commissioner Lies moved to approve the City Commission meeting minutes of April 1, 2013, seconded by Commissioner Funke. Commission discussion: None. Public discussion: Elsa Duford thanked Commissioner Erickson for his comments at the last City Commission meeting regarding the late agenda packet. She said the agenda packets had been late a number of times in the past when she was on the Commission and it makes it difficult for the Commission to make decisions when there is not enough time to review the agenda information. Motion carried unanimously. CITY MANAGER COMMENTS: City Manager Crossett expressed his condolences for the citizens of Boston and the participants in the Boston Marathon who were victims of a terrorist bomb attack earlier in the day. He recalled a quote from Mister Rogers (Fred Rogers of the Mister Roger’s Neighborhood television series) "When I was a boy and I would see scary things in the news, my mother would say to me, "Look for the helpers. You will always find people who are helping." To this day, especially in times of "disaster," I remember my mother's words and I am always comforted by realizing that there are still so many helpers – so many caring people in this world."

Kala

Text Box

4


He thanked the Polson Fire Department along with the Finley Point and Ronan Fire Departments for their assistance at the residence fire on 6th Street East on April 2nd. He also thanked those that have stepped up to help the Donnegans as they lost everything. The Skyline Tiger Grant project has started again for the season and there are delays due to the single lane of traffic allowed on Skyline Drive. City Manager Crossett said the RFQ (Request for Qualifications) process has been completed for the West Pier and Riverside Path Tax Increment Financing project. He said the RFP (Request for Proposal) was sent out today to those who qualified. Commissioner Campbell said that he has fielded comments from downtown businesses regarding the warranty work on Main Street and asked City Manager Crossett what the status is. City Manager Crossett said that the contractor was unable to complete the warranty work last fall so the warranty has been extended through this spring and any damage incurred this past winter will be covered. The warranty work will be done by a subcontractor from Spokane, but all correspondence goes through the general contractor who is LHC, Inc. from Kalispell.

OLD BUSINESS

APPROVE AMENDMENT TO LAVISTA OVERLOOK SUBDIVISION DECLARATION OF RESTRICTIVE COVENANTS: City Attorney Raymond said this is a “housekeeping matter”. He said it used to be common practice in the 1980s and 90s to have Homeowner Associations seek approval from the City government for their restrictive covenants and future amendments to those covenants. He said that in this case the homeowners want to make amendments to height restrictions and their covenants read that this needs to be approved by the City Council. City Attorney Raymond said the homeowners’ association attorney Mr. O’Neill sent a letter to him to get the City Commission’s approval and he told Mr. O’Neill that the City did not want to be in the business of approving homeowner covenants since the City already has zoning regulations that cover such things as height restrictions. Attorney O’Neill then sent another letter with a waiver for the City to approve which removes the City from any further need to approve the homeowners’ restrictive covenants. He said the Commission’s action this evening would be to either approve the amendment to the restrictive covenants or approve the waiver. City Attorney Raymond’s recommendation is to approve the waiver. Commissioner Campbell asked if the homeowners could approve a change that would be less restrictive than the City’s current zoning regulations. City Attorney Raymond said no – the City’s regulations would supersede their restrictive covenants. City Manager Crossett said one of the reasons that cities do not want to approve restrictive covenants is that they don’t want to be involved in such decisions as what color a house or fence can be painted. Commissioner Morrison moved to approve the waiver as recommended by City Attorney Raymond, seconded by Commissioner Campbell. Commission discussion: None. Public discussion: Rory Horning said the City would not be involved in making decisions on fence painting because those matters would be handled in civil court. He thought that homeowner associations may have wanted the City’s approval so they would stay in compliance with zoning regulations. He said the City should advise all subdivisions in the City with restrictive covenants that they are approving this waiver so that everyone will be treated the same. Elsa Duford asked if LaVista Drive in the subdivision is plowed by the City and Street Superintendent Gembala indicated that it is a private street and is not plowed by the City. Motion carried unanimously.


NEW BUSINESS

CITY TREASURER/CITY CLERK CASH REPORT FOR MARCH 2013: City Clerk Dooley presented the cash report package for March 2013. She reported that the General Ledger balance was $4,310,217.48 at March 31st which balanced with the demand deposits and investments. City Clerk Dooley said there were no changes in the CDs for March but there will be a CD maturing in April and City Treasurer Manicke will look for investing opportunities. City Clerk Dooley pointed out the cash balance in Fund 5010 for the Sinking and Interest account which has a negative balance of $400,000. She explained that it was necessary to wire the funds for the payoff of the Golf Revenue Bond on March 29th in order to meet the bond call on April 1st and that the closing with Glacier Bank took place on April 1st which put the $400,000 back into this account. Commissioner Campbell asked if the new Golf Revenue Bonds contain a similar provision as the previous bonds on the amount of the administrative transfer to the General Fund to not exceed $30,000. City Clerk Dooley said this was written into the new Bond Resolution as-well because it is part of the cash flow projections that were used in deciding to refinance the bonds. Mayor DeVries thanked City Clerk Dooley for the report and commented that it is great to be caught up on the cash reports. City Clerk Dooley said it is wonderful! APPROVE RESOLUTION NO. 1043 TO ANNEX 1007 11TH STREET EAST – WESTON & SANDRA MACDONALD: Water and Sewer Superintendent Porrazzo said this is a normal annexation – the homeowners would like to hook up to the City’s sewer service. He said there are no problems with this request that he is aware of. Commissioner Funke moved to approve Resolution No. 1043 to annex 1007 11th Street East, seconded by Commissioner Campbell. Commission discussion: None. Public discussion: None. Motion carried unanimously. SCHEDULE WORK SESSION WITH CITY MANAGER SEARCH COMMITTEE: City Clerk Dooley said the search committee’s general consensus is that Tuesdays are the best day for their committee to meet and would like to schedule a meeting with the Commission on Tuesday April 23rd if possible at 5:00 pm. There were several conflicts for the Commissioners on that day so the Mayor set the workshop for Monday, April 29th at 5:00 pm. City Clerk Dooley said she would notify the committee members. Mayor DeVries asked City Attorney Raymond if he would attend that meeting and he said he would. APPROVE GOLF BOARD RECOMMENDATION TO DONATE SEASON PASS: Dave Cottington, Golf Board Chairman, said the Finley Point/Yellow Bay Fire Department made a verbal request at their March 13th meeting for donation of one season golf pass to be raffled off as a fundraiser for the department. The golf board approved the request at that meeting but did not include it in the minutes because they needed the necessary paperwork. The paperwork was later completed and dropped off to Director of Golf Roger Wallace but Mr. Cottington was not made aware of that until recently. The Golf Board included the approval in their April minutes. Chairman Cottington said this is the 5th pass that has been donated this fiscal year and the Golf Board is allowed a total of six. Commissioner Lies moved to approve the Golf Board recommendation to donate one season pass to the Finley Point/Yellow Bay Fire Department, seconded by Commissioner Morrison. Commission discussion: None. Public discussion: None. Motion carried unanimously. PUBLIC COMMENT ON SIGNIFICANT MATTERS TO THE PUBLIC NOT ON THE AGENDA: Elsa Duford asked if the meetings of the City Manager Search Committee would be public meetings. Mayor DeVries said the meetings would be public and noticed.


Mayor DeVries closed the public meeting at 7:24 p.m.

EXECUTIVE SESSION

PERSONNEL/LITIGATION: Mayor DeVries brought the executive session to order. Matters of litigation and personnel were discussed. Mayor DeVries re-opened the meeting, and there being no further business, the meeting was adjourned.

The meeting adjourned at 7:58 p.m.

________________________________________________ Mayor Pat DeVries __________________________________________ Attest: Cindy Dooley, City Clerk ____________________________________________________ Attest: Raymond Law Offices, PLLC, City Attorney

He\' 12-21- 10

CITY Of' POLSON 106 1ST STREET EAST

POLSON, MT 59860 406-883-8200 f'A X: 406-883-8238

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Who is requesting item placed on the agenda: 'D 012 t? he.. &A.t. '-~ Who will bc prescnting the agenda item: }) 0 Re r. e.. ':pq; R. /Se.

Contact (PhonelFax/E-mail): f¥J - <.J 4 '-I h dfJt1 12 is«- tPC~ f--~j , How would you like the agcnda item worded: £?nff7&r!c& e /-e&n ?~J)/ (J ~ "'11 PD /&'0 0 1V\.1 if CM//,? 7

Will you have attachments: * YES ~o - Le#R.. ~ ~5!yf1 Sh...cKe(:.GtrJ2 (All attachments due by Monday before, unless otherwise authorized by the City Manager) Will you be asking for a vote: __ YES ...jLNo If yes, what specifically are you asking for a vote on: ___________ _

What City department(s) would be affected by this item, and what is the estimated

cost to the City: --e= &.z;;-f:

What is the policy question for the Council to Decide: _ __________ _

If this is a discussion item, what is the context of the issue: _________ _

City Manager approval:~~ disapproved

Please Note:

Dale: _____ _

No additional handouts will be considered fOl- action at the Council mecting_ Submitter represents thaI presenter amed above will be prepared to present this item, if approved_ Please Sign: ~

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April 22, 2013

City of Polson Councilmen, Mayor, and City Manager:

Envision Polson's Beautification Committee is proud to announce the 3rd Annual Community

Wide Clean Up Green Up event for May 18'h, 2013 .

Starting at 9:00 am on May 18'h, 2013, a welcoming committee will be stationed at Riverside

Park for a volunteer check in and check out. As organized in the past we will have a listing of

clean up "hot spots" within our community to have as our priority.

The Council is challenged to have a team of supporters for their ward, with the winning ward's

Councilmen listed upon a plaque in the Council Chambers. John Campbell, a Ward [

representative, is the leader of this challenge as he has won two years in a row. Will he make it

three?

We, as the Beautification Committee, would greatly appreciate the support of the Council, the

Mayor, and City Manager to help with this inspiring event. Currently we have the support of

several community wide organizations who are pledging their time on our clean-up day. All

registered participants will be entered in to a free drawing for prizes at local businesses.

Our entire community is invited to the event to make it a success. We are excited to have your

support and involvement. Please contact our committee at 883-4446 for any questions and

information.

Sincerely,

The Beautification Committee of Envision Polson

He\' 12·11·10

CITY OF POLSON 106 1ST STREET EAST

POLSON,!VIT 59860 406-883-8200 FAX: 406-883-8238


£102 & 6 CldV

Please submil completed by Noon, Monday, preceding the council meeting_

Dale Submitted: l.j I-z..; \ \ -3 Requested Meeting Date: s:llR\,13 Who is requesting ilem placed on the agenda: {Ui,'1;i!M < 0-.- \-4 {-{III-t-L~ Who will be IH-esenting the agenda item: ~( b ~(" I C~;:( ?--?<A.;...;...L.-:(O(}vl':.J( Contact (Phone/Fax/E-mail): ttl!}., ?i d--- Lil \ '-- lL<.f"'1l L('fIo -z,.CZ 5?7wrC&'"" \ HolV would you like the agenda item worded~ L~~ , 3(C) t9yIVW~( fld-bIA / i-14=i4 f$\WX Gs h v+-! ~

0A+u:Akj'\~ j nu ~) Will you have attachments: _ YES ~NO (All attachments due by Monday before, unless otherwise authorized by the City Manager) Will you be asking for a vote: ~YES __ NO , If yes, what specifically are you asking for a vote on: be.a V\. Co-n- h%,v6',r

48kV'\-:e..d C(Jrwc: What City department(s) lVould be affected by this item, and what is the estimated

cost to the City: My ?b\t~v<,. i\,~,L J.- Q.eG(\e..,.yJ.l"", . 'T(1W@(I~ \ I

What is the policy question for the Council to Decide: _______ --;:--__ --rr-

CNvCvc.. SxJ~.uJ f, {MldtJ~"itt- O~' ~I-vn~r p~u~ D-"-

If this is a discussion item, what is the context of the issue: _ ________ _

City Manager approval: ,:1 _ ef ?~W disapproved

Please Note:

Date: _____ _

No additional handouts will be considered fOl' action at the Council meeting. Submitter represents that presente v will be prepared to present this item, if approved. Please Sign: t. 14· . ' - ' - ;-.. ..,j:

0fU"" Cvv~~ i4 i. '- e ll

\LA';' rv""(

Kala

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SECURITIES PLEDGED FOR PUBLIC FUNDS ON DEPOSIT April 30, 2013

FINANCIAL

INSTITUTION

AMOUNT ON

DEPOSIT*

AMOUNT OF SECURITIES PLEDGED

Glacier Bank $ 2,854,835.47 Glacier Bank tri-party repurchase agmt **

TOTAL DEPOSITS PLUS FDIC Insurance

$ 2,854,835.47 $

TOTAL PLEDGES **Self-collaterized pool

1ST CITIZENS BANK 1 st Citizens Bank-Certificates of Deposit $

$ . 750,000 @ 0.50% Maturity 6/21/13 $1, OOO,OOO@ 0.65% Maturity 10/22/14 .

1 ,750,000.00

1 st Citizens Bank-Money Market Savings . ...:$"---_ __ 4:.::8:.::0.:,:.8:,:3=-

$ $

TOTAL DEPOSITS $ 1,750,480.83 $ PLUS FDIC Insurance $

TOTAL PLEDGES $ Excess Pledge $ 1,121,035.89

*NOTE: The first $250,000 of public funds on deposit is insured by FDIC.

1,717,140.35 250,000.00

1,967,140.35 Pledge fpr ckg, C/O's

2,621,516.72 250,000.00

2,871,516.72

Effective July 1, 2010 FDIC issued a permanent deposit insurance coverage $250,000. Deposits in excess of the amount insured by the FDIC are secured by pledged securities held by a third party in the name of the City of Polson. The pledged securities must have a market value of at least 50% of the amount of deposits in excess of the amount insured. The loan pledges are held with in the financial institution with periodic review of the principal amount outstanding.

Section 7-6-207-MCA Deposit security - The local goveming body may require security only for that portion of the deposits which is not guaranteed or insured according to law and, as to such unguaranteed or uninsured portion, to the extent of: a). 50 percent of such deposits if the institution in which the deposit is made has a net worth to total assets ratio of 6 percent or more; or b). 100 percent if the institution in which the deposit is made has a net worth to total assets ratio of less than 6 percent. The amount of collateral held for the City of Polson deposits at April 30, 2013 exceed or is at par the amount required by statute.

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DETAILED LISTING OF PLEDGED SECURITIES April 30, 2013

GLACIER BANK AMOUNT Municipal/School Bonds Grove City Ohio/Municipal 399532KH2 $ 573,080.00

Rate: 5 .00% Maturity: 12/01/2033 Moody's Aa2

Western Res School 959404BV5 $ 1,093,560.00 Rate: 4.75% Maturity: 01/15/2033

Moodys Aa2 U.S. Government Agericies . GNMA POOL 2742 36202DBK6 $ 50,500.35

Rate: 7.00% Maturity: 04/20/2029 Glacier Bank Pledge Total: $ 1,717,140.35

1st CITIZENS BANK AMOUNT Municipal/US Gov't Agency Bonds Federal Home Loan Bank 313379DT3 $ 150,000.00

Maturity: 06/08/2018 City of Shelby GO BNI 821787BD9 $ 165,000.00

Maturity: 07/01/2019 Loan Securities Confirmed 04/30/2013 Real Estate Loan #3015315 Maturity 05-01-2031 $ 119,387.57 Real Estate Loan #301417 1 Maturity 07-15-2029 $ 18,955.05 Real Estate Loan #3017135 Maturity 12-01-2028 $ 59,608.39 Real Estate Loan #3017395 Maturity 12-05-2030 $ 159,102.14 Real Estate Loan #3013508 Maturity 08-01-2019 $ 20,250.31 Real Estate Loan #23001310 Maturity 10-18-2027 $ 50,903.45 Real Estate Loan #3016212 Maturity 08-15-2037 $ 78,487. 18 Real Estate Loan #1134487 Maturity 12-04-2016 $ 184,838.97 Real Estate Loan #3017330 Maturity 04-29-2040 $ 192,377.12 Real Estate Loan #3013014 Maturity 02-01-2026 $ 43,971 .85 Real Estate Loan #3016849 Maturity 04-01-2013 $ 207,651.44 Real Estate Loan #3012104 Maturity 09-1 5-2023 $ 66,145.38 Real Estate Loan #3017174 Maturity 12-06-2026 $ 75,406.32 Real Estate Loan #3015497 Maturity 05-01-2026 $ 339,081.46 Real Estate Loan #23001476 Maturity 11-01-2038 $ 110,634.64 Real Estate Loan #3017408 Maturity 02-10-2026 $ 59,7 15.45 USDA Loan #1137776 Maturity 11/01/2036 $ 520,000.00 lst Citizens Bank Pledge Total: $ 2,621,516.72

APRIL 18, 2013

City of Polson· Public Funds Investment Bid QUOTES FOR SETTLEMENT APRIL 18, 2013

Term Maturity Amount 1 st Citizens Bank

Approx. 18 months 10/22/14 $1,000,000.00 0.65% APY

1 st Interstate Bank

0.60%APY

Purchased certificate of deposit at 1 st Citizens' Bank per quote 0.65% Interest rate analysis: 1 st Citizens board rate: 3 year certificate of deposit 0.65%

. Thank you for the .quote . .

Bonnie M. Manicke City Treasurer ·

COMPARABLE RATES: 2-year brokerage firm jumbo certificate of deposit

{Out of state}

1-year treasury 2-year treasury

State of Montana Investment Pool (STIP) Average yield April, 2013 Average yield March, 2013 Average yield FY 2012

Repurchase Agreement wIG lacier Bank {ovemight investment pool}

0.55%

0.12% 0.24%

0.21% 0.24%

0.2972%

0.30%

Community Glacier Valley Whitefishl Bank Bank Bank Credit Un.

No quote No. quote No quote No quote I

Kala

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He" 12·21·111

CITY OF POLSON 106 1ST STREET EAST

POLSON, MT 59860 406-883-8200 FAX: 406-883-8238


Please submit completed by Noon, Monday, preceding the council meeting_

Date Submitted: ,.1" -3" -/3 R eq u est ed Meeti n g Date: _--'6"--_-... "''-.-,,(,~3L_ _ _

Who is requesting item placed on the agenda: /V)1t '-lO? rJ t1-T ])&tJe{(;:;~

Who will be presenting the agenda item: .;]Om,) f'137i.e L--"Y

Con tact (Ph one/Fax/E-mail): __ X<>..a!C-'3>-..:--<l5£"'.;l."'o"'-"£'--_ _ ___________ _

How would you like the agenda item worded: ItVi7:JILfV1-Ar7<J,-J ON b (va5. iTy

7RMtJaX; C-Ut£$ - MAY J-;)"', .;2.01,3

Will you have attachments: _ YES ~NO (All attachments due by Monday before, unless otherwise authorized by the City Manager) Will you be asking for a vote: __ YES -A.-NO

If yes, what specifically a re you asking for a vote on: _ ____ _ _____ _

What City department(s) would be a ffected by this item, and what is the estimated

cost to the City: __ -'tJ""-"b-"'"M"'·e:~ _____________ ______ _

What is the policy question for the Council to Decide:_.!..N:.,,/-/.!::(4'--_ ______ _

If this is a discussion item, what is the context of the issue: _________ _

City Manager approval: _ _____________ Dale: ______ _ disapproved

Please Nole: No additional handouts will be considered for action at the Council meeting_ Submitter represents that presenter named above will be prepared to present this item , if appl-oved _ Please Sign: _ _ _________________ _

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Montana Local Government

Records Management

Guidelines

Prepared and Published by the Montana Local Government Records Committee

Rev 3.0 Sep 2010

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TABLE OF CONTENTS Introduction……………………………………………………………i Authority……………………………………………………….……..ii Definitions……………………………………………………...…iii-iv Legal Considerations………………………………………………v-vi General Guidelines………………………………………………….vii Retention Schedules…………..(see: www.sos.mt.gov/records/local) Appendix A: Request For Records Disposal or Transfer Authorization Form…..A1 Appendix B: Transfer Authorization Form (Example)…………………………...A2

INTRODUCTION

Why Schedules? Records Retention Schedules have been created to help agencies fulfill their recordkeeping responsibilities. Records retention and disposition schedules help to manage records, systematically, by specifying how long they must be kept, in what format, and what their final disposition will be. The Local Government Records Committee, with help from local records custodians, appraises the records and finalizes the retention and disposition schedules. The scheduling process is ongoing and involves close cooperation among local records custodians, local government officials and at times, state government agencies whose policies and procedures affect local government records or who have the expertise to provide valuable assistance. If there are any changes, additions or questions about Schedules – please contact the Local Government Records Committee or complete the Request for Change in Records Schedule forms found on the www.sos.mt.gov/records/local webpage.

What Schedules Include Every record series listed on a schedule includes a title (and variant

titles if needed for identification), a brief description of the records series’ function and its contents (if necessary), a retention period (the length of time the record must be maintained), and related comments. The General Records Schedule is designed for categories of records that many offices have in common; for example, correspondence and subject files. The Local Government Records Committee also produces specific schedules designed for specific offices.

Related schedules Records relating to agency functions may exist in multiple offices.

For example, records may be maintained in county offices and state agencies. Records in other offices may have different retention requirements – and therefore different retention periods. Many times, duplicate documents have a shorter life span than the “record” copy or official copy of a document. The “owner” of the “record” copy should be consulted to ensure any other copy may be considered a duplicate copy. Any record with a “permanent” retention should be considered the “record” copy.

Records not listed in a schedule

Local government offices may still have records that are no longer created and do not conform to the record types listed in a schedule. To prevent the accidental destruction of historically-significant records, please notify the Local Government Records Committee before destroying or otherwise disposing of records that may not appear in a schedule.

______________________________________________________________________________i

Authority

MCA 2-6-401 2-6-402 2-6-403 2-6-405

In 1993, the State Legislature created a Local Government Records Committee to “approve, modify, or disapprove proposals for local government records retention and disposition schedules.” The Committee also can approve or disapprove requests to dispose of or destroy records; establish categories of records for which a disposal request is not required; respond to requests for technical advice on matters relating to local government records; and provide leadership and coordination in matters affecting the records of multiple local governments. The Committee is composed of the State Archivist, the State Records Manager, a representative of the Local Government Services Bureau in the Department of Administration, two local records custodians, appointed by the director of the Montana historical society, two additional local records custodians, appointed by the secretary of state, and a citizen representing the Montana genealogical society, appointed by the secretary of state, who shall serve as a volunteer. The State Archives also was given authority to accept transfers of records that local governments may no longer have room to store themselves. Agencies may want to consider depositing records with their local library, museum, or historical society. If the decision is made to deposit records locally, the Local Government Records Committee strongly recommends a written agreement is used to transfer records. See Appendix B.

Disposition approval An important component of any records management program is the

disposition of records that have reached their prescribed retention period. The legislature established a Destruction Subcommittee who must approve the disposal of local government records, via request. The Subcommittee is composed of the State Archivist and a representative of the Local Government Services Bureau in the Department of Administration. The Local Government Services Bureau is concerned with records that need to be saved for audit purposes and the State Archivist is interested in preserving records that have ongoing administrative, legal, or research value. Per the 2001 Legislature, a law was passed that required local officials to provide 180 days notice to certain interested parties before destroying any record that is 10 years old or older. For more information about the disposal of local government records, see the Secretary of State Records and Information Management Division website at www.sos.mt.gov/records/local or contact them at 406-444-9000 or [email protected]. Please see Appendix A for a copy of the Request For Records Disposal or Transfer Authorization form. The disposal form also includes a “Certificate of Destruction,” which provides agency proof that the records were actually destroyed or transferred.

ii

Definitions

Active records Records frequently referred to and used on a daily, weekly, or monthly basis.

Administrative records

Records relating to budget, personnel, supply, and similar operational or facilitative functions common to most offices, in contrast to program records.

Case files Material related to a specific action, event, person, organization,

location, or project. Also known as project files. Destruction Methods of destroying records include:

burning, pulping, shredding macerating, burial, discarding with other waste materials, and selling or salvaging the record medium (e.g., recycling).

Disposition Disposition is the actions taken regarding records no longer needed for

current government business, including: transfer to a storage facility, transfer from one department or government entity to another, transfer of permanent records to an archives, and destruction of temporary records.

Inactive files Records infrequently referred to; generally used less than once every

three months. Local government As defined in 2-6-401, a local government means:

any city, town, county, consolidated city-county, or school district; any subdivision of an entity named above.

Non-current records Records no longer required in the conduct of active business. Office of record Office which maintains the “record” copy of a document.

_____________________________________________________________________________

iii

Definitions – cont.

Program records Records relating to the mission or the unique, substantive functions of an office.

Project files Material related to a specific action, event, person, organization,

location, or project. Also known as case files. Public records Quoting from 2-6-401, a public record includes “any paper,

correspondence, form, book, photograph, microfilm, magnetic tape, computer storage media, map, drawing, or other document, including all copies of the records, regardless of physical form or characteristics, that has been made or received by any local government, in connection with the transaction of official business, and preserved for informational value or as evidence of a transaction and all other records or documents required by law to be filed with or kept by any local government in the state of Montana.”

Reading files Material, such as correspondence and reference materials, filed in

chronological order; generally used for reference and convenience. Record copy The “record” copy is the principal copy of any letter or document.

Also referred to as the official file copy. Record series File units or documents arranged according to a filing system or kept

together because they relate to a particular subject or function, result from the same activity, document a specific kind of transaction, take a particular form, or have some other relationship arising out of their creation, receipt, or use. Generally handled as a unit for disposition purposes.

Records schedule A records schedule - or records retention and disposition schedule – is a document providing minimum period of time records must be retained and instructions for what to do with records no longer needed for current government business.

Subject files Material filed by subject, usually in alphabetical order. Transitory records Records which do no have value beyond the immediate purpose for

which the document is created, such as transmittals and meeting notices.

Vital records Records that are essential to resume or continue operations during and

after an emergency; records necessary to recreate the local government’s legal and financial position; and records necessary to preserve the rights and interests of the local government, its employees, residents, and other individuals directly affected by the local government’s activities.

______________________________________________________________________________

iv

Legal Considerations

Destruction of confidential records

State and federal laws mandate that public records must be made available to the public. However, there are also state and federal laws that mandate that certain public records containing sensitive information must be maintained as “private”, “confidential”, or “restricted access”. Confidential records should only be made available to those authorized to receive them. Some examples of these types of records are: birth records; adoptions; motor vehicle registrations and health records; just to name a few. Precautions should be taken to protect the Right to Privacy of individuals whose personal information is found in public records. Departments should adopt standard operating procedures that ensure the handling of sensitive records, plus become familiar with the laws that pertain to them. It is the responsibility of the departments holding these records to protect them from unintentional use or distribution. Care should also be taken to protect the information contained in confidential or private records from being seen by individuals who may be able to view the information, but are not authorized (i.e., displayed on computer monitors, hardcopy documents on desks).

STORAGE AREA Confidential/private records should be stored in a lockable, secure area. Security procedures should include the names of who is authorized access or who keys are issued to. If the storage area is shared with other departments, measures should be taken that the document content is not shown or displayed. This can be accomplished by creating a unique numbering system for boxes, and having a cross reference index held confidentially in the custodial office. DESTRUCTION OF CONFIDENTIAL RECORDS Destruction of confidential records should be done only AFTER the appropriate destruction request forms are signed and approved. Records should be destroyed in a manner that ensures the information will not be recoverable, such as by shredding. If you hire a disposal service to destroy the records, they must be able to certify confidential destruction of the records. Burying is not recommended for confidential records; information has been known to be readable many years after being buried. There are many reasonably priced office-sized shredders on the market. Cross-cut shredders with the smallest shred size offer the best protection. Some shredding vendors have lockable bins available, to put confidential garbage in, that they empty periodically.

v

Destruction of financial records

The Local Government Services Bureau recommends an “audit + 7 years” retention to meet statute of limitation requirements. For further help with financial records, contact the Local Government Services Bureau at 406-841-2909.

Stopping scheduled destruction Right to Privacy vs. the Right to Know

When an agency or a department becomes aware of a law suit or potential law suit, it is very important that destruction of records, that may be pertinent to the law suit, is stopped. Even if the records have already met their scheduled retention period. If destruction continues it may appear that intentional disposal took place. Immediately tell legal counsel.

Get an explanation from counsel about what is involved in

the case so it’s known what records exist and what records should not be destroyed.

Coordinate with counsel about which records are needed and

when.

The Montana Constitution assures citizens of both the right to know (Article II, Section 9) and the right to privacy (Article II, Section 10). When it comes to public records, these two sections sometimes appear to be in conflict. In addition to the constitutional right to know, MCA 2-6-102 also provides citizens the right to inspect and copy public records. Which is more important, an individual’s right to privacy or the right to know? There is a body of case law where Montana courts have done a balancing act between the two sections and decided which is more important in specific instances. These existing cases can be used to provide guidance. Also, it is possible to provide the information a citizen seeks without allowing the person to look at the confidential portions of the records. When in doubt about whether something is confidential and or whether you have to allow access, consult legal counsel.

__________________________________________________________________________

vi

General Guidelines Applying retention periods

Microfilming local government records

Imaging local government records

Retention periods assigned to records are minimums. It is not required that records be destroyed or otherwise disposed of at the end of the minimum. Records may always be kept longer, but they cannot be disposed of sooner. The disposition actions of each office should depend upon its own needs and capabilities to keep records. For local governments that are not required to have an audit, retention periods begin at the end of the fiscal year in which the records are created. For those required to have an audit, the retention period begins the month that the commissioners/council/directors or trustees receive the Final Fiscal Year Audit Report. The Attorney General has ruled that microforms may be considered as a permanent storage medium for public records, so long as the original source document was readable; providing a readable copy. Local governments may keep and preserve public records through the use of microforms (film or fiche) providing the filming, development, and storage of the camera master meet applicable standards. The Records and Information Management Division in the Secretary of State Office will test if film meets the national standards. Contact: them at: PO Box 202805, Helena, MT 59620-2805, by phone at 444-9000 or email to [email protected]. When deciding whether or not to film, local governments should consider factors such as the retention periods and cost of microfilming. If a microform is chosen as the official source document and storage medium, quality assurance of the film must include readability for historical access. Paper records should be retained if fading, light writing or other issues that cause poor contrast from the original paper source. If paper records become duplicate records, due to filming, the paper records may be destroyed without obtaining approval from the Destruction Subcommittee once the film has been verified. The Local Government Records Committee adopted an administrative rule concerning the use of optical imaging for local government records. Optical imaging provides ease of access, multiple users, etc. It was not designed for long-term storage of records and does not currently meet the storage requirements for records with retention of ten years or more. For that reason, Administrative Rules 44.14.201-203 are in effect for all local governments: Electronic records storage systems may be used for the daily management, storage, and retrieval of documents. For records with a retention period of 10 years or more, electronic records storage systems may be used if the records also are maintained in paper form or on archival quality microfilm, whereas original, readable source documents provide readable copies from microfilm. For the complete Rule’s text see: http://www.mtrules.org/ .

vii

RESOLUTION NO. 1044

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF POLSON, MONTANA ADOPTING BY REFERENCE THE MONTANA LOCAL GOVERNMENT RECORDS

RETENTION SCHEDULE

WHEREAS, the City Council did, on the 18th day of May 1992, adopt Resolution No. 584, adopting by reference the records disposal schedules prepared by the State of Montana Department of Commerce and the Montana Historical Society and authorized by Section 7-5-4124, M.C.A.; and WHEREAS, the schedules have subsequently been revised and adopted by the State of Montana. NOW, THEREFORE, BE IT RESOLVED, by the City Commission of the City of Polson, Montana that the records retention schedules set forth in Exhibit “A”, attached hereto and by this reference made a part hereof, be adopted. PASSED AND APPROVED THIS ______ day of May, 2013. ______________________________ Pat DeVries, Mayor ____________________________________ Cindy M. Dooley, City Clerk

GeneralRecords

Schedule

Local Government Records CommitteeAdopted 1996

Rev. 1.6, Nov 2011

Schedule No. 1

MONTANA LOCAL GOVERNMENT RETENTION SCHEDULE

DEPARTMENT: General Records Schedule For Records Common To All Local Governments

NOTE: The general retention schedule should be followed, unless a different retention is given in a specific schedule.

ITEM RECORD TITLE AND DESCRIPTION RETENTION COMMENTS

#1 Local Government General Records Schedule

Adoption 11/11 Rev 1.6 2For Record Disposal or Transfer Requirements See MCA 2-6-403

1. ACCIDENT REPORTS: Accidents which involve injury to persons on local government property in which the local government might be sued.a. Reports of accidents to adultsb. Reports of accidents to minors

a. 5 yearsb. 5 years or 3

years after the minor reaches age 18, which-ever is longest

2. AFFIDAVITS OF PUBLICATION: (include any tear sheets or clipping proofs)a. Publication of ordinancesb. Election notices: See Election Schedule #3

c. All other published legal notices

a. Permanentb. See Election

Schedule #3c. 2 years

3. ANNEXATION AND OTHER JURISDICTIONAL RECORDS:a. Records pertaining to the annexation or

disannexation of territory to or from a local government, or abolishes or affects its territorial jurisdiction of service area. Includes associateddocuments including reports, correspondence, public hearingreports, and similar records.

b. Contacts relating to territorial jurisdiction or delivery of services between two or more governments.

a. 5 years

b. Length ofcontract

Review before disposal. Many ofthese records may have historicalvalue.

4. CHARTERS Permanent5. COMMUNICATIONS – VOICE MAIL

a. Voice Mail

b. Voice Mail Backup

a. Erase or destroy following action taken.

b. 1 month after back-up is run

6. CONTRACTS, LEASES, AGREEMENTS: Includes reports, correspondence, performance bondsand related records pertaining to administration, renewal or termination.

7 years afterexpiration or termination of the record

Note: Does not apply to Construction Contracts







7. COMPLAINTS: Received from the public, a governing body, or officer or employee of a local government relating to government policy. Complaints of a general nature, that are not coveredunder schedules such as fire hazards, etc.

2 years afterresolved or dismissed

8. DEEDS/EASEMENTS: Documents evidencingpublic ownership of real property.

Permanent

9. INSURANCE POLICIES: Including documentation relevant to the implemenation, renewal, modivication and replacement of policies.a. Expired

b. Current but revised

a. 7 years after expiration

b. One copy of each revision

10. LEGAL OPINIONS Permanent11. LITIGATION CASE FILES: All cases in which a

local government is a party unless the case file is noted elsewhere in this or other schedules.Distringuished from Municipal and County Attorney files and official Court’s case files.

As long as needed after closed and appeal time expired.

Review for historical significance

12. NEWS RELEASES As long as is valuable.

13. OPEN RECORDS REQUESTS: Documents relating to the Request.

1 year after final decision on request

14. ORGANIZATIONAL CHARTS Until superseded15. PERMITS AND LICENSES: Records that document

the application and issuance of permits and licenses for sales; solicitation; facility use. Does not include permits found in other sections of the Local Government Record Schedules

2 years after expiration, cancellation, revocation or denial.

16. Applications For Employment: Not Hired 3 years afterselection

Including related documentation

17. PERSONNEL/EMPLOYEE FILE Termination +10 years







18. POLICY AND PROCEDURES: Documents that define these records.

5 years aftersuperseded

Review for historical significance

19. PUBLICATIONS: Created by a local government agency to educate the public to the services provided.

1 copy Permanent

20. CORRESPONDENCE: OFFICIAL/PROGRAM/POLICY Incoming and outgoing letters, memoranda, and email pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations and projects are prime candidates for permanent retention. Records with permanent value include, but are not limited to: records documenting the policy process; records that document how it is organized and how it functions; its pattern of action and decision-making; its policies, procedures, official opinions and achievements; and that serve to substantiate accountability.

Permanent

21. CORRESPONDENCE: ROUTINEIncoming and outgoing letters, memoranda, and email pertaining to the normal and routine administrative functions. Consists of correspondence providing general information and requests for information, referring inquiries elsewhere, forwarding materials,acknowledging incoming letters, making arrangement for routine meetings or other events, and similar matters of minor administractive character which contain no substantive information.

Retain 3 years; destroy

Keep the recent 3 years in the office; after that may transfer to a permanent storage facility







22. CORRESPONDENCE: TRANSITORYIncoming and outgoing letters, memoranda, and e-mail that, while part of business, are purely informational with a very short time-value. Examples include routine correspondence for which a record is needed only for a limited time, such as incoming or outgoing transmittal/cover messages that do not add information to that contained in the transmitted material (“enclosed please find…”); routine questions and answers that require no administrative action, no policy decision, and no special compilation or research for reply (“our address…,” “the deadline is…,” “please send 10 copies of…”); thank-yous, acknowledgements, congratulations; information copies of correspondence on which no documented administrative action was taken.

Retain for at least 30 days, days. Destroy if nolonger needed for administrative purposes.

23. CORRESPONDENCE: NON-RECORDThe following materials are not records and may be destroyed/deleted at any time, unless they become part of some official record as a result of special circumstances; correspondence and memoranda generated by another entity and kept by your office for reference purposes; unofficial employee activities (parties, softball games, etc.); internal office announcements (“Ms. Jones is here to see you,” “Joe Smith called,” “is this afternoon’s meeting still on?”): quasi-official notices (notices of holidays, charity appeals, etc.); junk mail; list serve messages, other than those you post in your official capacity

Destroy/delete at will

24. CORRESPONDENCE: READING FILESCopies of outgoing communications arranged chronologically and maintained for periodic review by staff; these copies are in addition to the copies kept in either the Program/Policy Correspondence or the Routine Correspondence files.

Retain until no longer needed; destroy.

25. CORRESPONDENCE: SUSPENSE/TICKLER/FOLLOW-UP FILESFiles arranged in chronological order as a reminder that an action is required on a given date or that a reply to

Incorporate into the Program/Policy correspondence if appropriate. If not,







action has not been received and should be traced on a given day.

destroy after action has been taken.

26. CORRESPONDENCE: E-MAILE-mail is just another form that records come in. Formally it is a document created or received on an electronic mail system, including brief notes, formal correspondence, or substantive narrative documents, and any attachments, such as word processing and other electronic documents, which maybe transmitted with the message.a. Records including sender and receiver

identification; time and date sent and received; and complete message maintained on individual computers; servers; hard disk or floppy disk.

b. Routine non-record communicationc. E-mail backup systems.

d. Printed e-mail directories and distribution lists Computer maintained e-mail directories and

distribution lists.

a. & b. Retain forretention time of other forms of the record series.

c. 4 years after date backup was run.

d. 1 yeare. Maintain current

27. HAZARD COMMUNICATION PROGRAM: EMPLOYEE EXPOSURE RECORDSAn employee exposure record is a record containing any of the following kinds of information: environmental (workplace) monitoring or measuring of a toxic substance or harmful physical agent; biological monitoring results; material safety data sheets indicating that the material may pose a hazard to human health; or, in the absence of the above, a chemical inventory or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent.

a. Background data to environmental (workplace) monitoring or measuring, such as laboratory reports and worksheets.

a. Retain 1 year, as long as the sampling results, the collection methodology (sampling plan), a description of the analytical and

29 CFR 1910.1020 (d) (formerly 1910.20), as adopted by the Montana Department of Labor and Industry

The form, manner, or process by which an employer preserves a is notmandatedas long as







b. Material safety data sheets c. Chemical inventory (or any other record which

reveals where and when used and the identity of a toxic substance or harmful physical agent).

d. Biological monitoring results designated as exposure records by specific occupational safety and health standards.

mathematical methods used, and a summary of other back-ground data relevant tointerpretation ofthe results obtained. Areretained for at least 30 years;destroy.

b. & c. Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy.d. Retain as required by the specific standard.

the informationcontained in the record is preserved andretrievable, except that check X-ray films shall be preserved in their original state.

28. HAZARD COMMUNICATION PROGRAM: EMPLOYEE INFORMATION/TRAINING RECORDSa. Information Employees shall be informed of: the requirements of this section; any operations in their work area where hazardous chemicals are present; and the location and availability of the written hazard communication program, including the required list(s)

a. Retain untilsuperseded;destroy

29 CFR 1910.1200 (h) and 50-78-204 & 305, MCA







of hazardous chemicals, and material safety data sheets.

b. Training Employee training shall include at least: methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area; the physical and health hazards of the chemicals in the work area; the measures employees can take to protect themselves from these hazards; and the details of the hazard communication program developed by the employer; the employer shall keep a record of the dates of training sessions given to employees and the names of the employees attending.

b. Employeetraining recordsshall be placed in the employee’s personnel file

29. HAZARD COMMUNICATION PROGRAM: EMPLOYEE MEDICAL RECORDSAn employee medical record is a record concerning the health status of an employee which is made or maintained by a physician, nurse, or other health care personnel or technician, including: medical and employment questionnaires or histories; the results of medical examinations; medical opinions, diagnoses, progress notes, and recommendations; first aid results; descriptions of treatments and prescriptions; and employee medical complaints.

a. Health insurance claims records maintained separately from the employer’s medical program and its records

b. First aid records (not including medical histories) one-time treatment and subsequent observation of minor scratches cuts, burns, splinters, and the like which do not involve medical treatment, loss of consciousness, restriction of work or motion, or transfer to another job, if made on-site by a non-

c. Medical records of employees who have worked for less than year for the employer.

Retain for at least the duration of employment plus 30 years; destroy

a. & b. Need not be retained for any specified period

c. Need not be retained beyond the term of employment if they are provided to the

29 CFR 1910.1020 (d) (formerly 1910.20), as adopted by the Montana Department of Labor and Industry







employee upon the termination of employment.

30. HAZARD COMMUNICATION PROGRAM: LABELS AND OTHER FORMS OF WARNINGEmployers shall ensure that each container of hazardous chemicals in the workplace is labeled, tagged, or marked with the following information; identity of the hazardous chemical(s) contained therein, and appropriate hazard warnings. The employer may use signs, placards, process sheets, batch tickets, operating procedures, or other such written materials in lieu of affixing labels to individual stationary process containers.

Retain untilsuperseded; destroy

29 CFR 1910.1200(f) and 50-78-206, MCA

31. HAZARD COMMUNICATION PROGRAM: MATERIAL SAFETY DATA SHEETS (MSDS)Employers shall have a material safety data sheet in the workplace for each hazardous chemical which they use. It shall contain at least the following information: the identity used on the label; physical and chemical characteristics; the physical hazards and the health hazards of the hazardous chemical; the primary route(s) of entry; any exposure limits; whether the hazardous chemical is a carcinogen or potential carcinogen; any generally applicable precautions and control measures; emergency and first aid procedures; date or preparation or update of the MSDS; and the name, address, and telephone number of the responsible party who can provide additional information. Each employer shall maintain a copy of any correspondence sent or received by the employer in an effort to obtain a material safety data sheet when none was provided by the chemical manufacturer or distributor.

Current sheets must be readily accessible; when no longer current thesheets themselves need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy; (the correspondence, once the material safety data sheets are provided, may be retained per the corresponddence series).

29CFR 1910.1200 (g) an 29 CFR 1910, 1020 (d)(formerly 1910.20), and 50-78-203, MCA

May be kept in electronic form, microfiche, or other alternatives as long as no barriers to immediate employee access are created by such options.







32. HAZARD COMMUNICATION PROGRAM: WORKPLACE CHEMICAL LISTEach employer shall compile and maintain a workplace chemical list which must contain the chemical name of each hazardous chemical in the workplace, cross-referenced to any generally used common name; the chemical abstracts service registry number, if available, must accompany all chemical names on the list; and the list must indicate the work area in which each hazardous chemical is normally stored or used.

Must be updated as necessary but not less than annually; destroy when superseded

50-78-202, MCA

33. HAZARD COMMUNICATION PROGRAM: WRITTEN HAZARD COMMUNICATION PROGRAMEmployers shall develop, implement and maintain at each workplace, a written hazard communication program which at least describes how the criteria for labels and other forms of warning, material safety data sheets, and employee information and training will be met; includes a list of the hazardous chemicals known to be present using an identity that is referenced on the appropriate material safety data sheet; includes the methods the employer will use to inform employees of the hazards of non-routine tasks and the hazards associated with chemicalscontained in unlabeled pipes in their work areas.

Retain until superseded; destroy

29 CFR 1910.1200 (e)

34. MINUTES OF MEETINGSa. Board/Committee/Commission

b. Staff and any other copies

a. Permanent (one copy)

b. Permanent

May be microfilmed.

35. NON-RECORD MATERIALSExamples include copies of other documents retained only for convenience; outdated blank forms, routing slips which do not contain annotations of significance, catalogs, journals and other publications not produced by the organization, and stocks of the organization’s publications and printed documents which have been superseded or updated. Personal correspondence kept at the office for convenience should be kept in a separate file.

May be destroyed when no longer needed







36. REQUEST FOR DESTRUCTION OR TRANSFER AUTHORIZATION

- With or without 10 year rule notifications

Permanent Per MCA2-6-405(2)

37. REFERENCE FILESCopies of documents retained strictly for reference and informational purposes and are not part of the official files. These may include copies of reports, studies, special compilations of data, drawings, or other externally-generated publications for which the originating agency maintains the original “record” copy, periodicals books, clippings brochures, catalogs, trade journals, vendor price lists, extra copies of manuals, publications, etc.

Review annually and destroy material of no further value

38. SUBJECT FILES:ORGANIZATIONAL/PROJECTFiles arranged by subject, relating to projects, administrations, and procedures. May contain correspondence, formal memoranda, administrative directives, policy studies and reports, minutes and/or reports of special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, operations of departments, fiscal or personnel matters legislation and regulations.

Permanent Select and retain documents of continuing administrative, fiscal, legal, or research value/use

May be microfilmed.

39. SUBJECT FILES: HOUSEKEEPINGRecords received by or created by the office and filed by subject which concern internal office procedures and DO NOT pertain to the performance of the mission functions of the office. Examples include routine corres-pondence, memoranda, publications, reports, administrative announcements, statements, documents concerning hours of duty, individual duties which do not have continuing applicability, documents concerning housekeeping activities such as participation in charitable affairs, emergency tests, office security, parking, safety excess or obsolete forms, property inventory sheets, lists or directories, phone logs, clippings, etc.

Review annually and destroy when no longer needed.







40. TASK FORCE OR COMMITTEE FILESRecords relating to the establishment, organization, membership, and policy of any task forces or committees for which the office is the presiding official or the logical keeper of the records. These records may include minutes, agenda or meetings correspondence, policies, procedures, final reports and other relevant supporting material.

Permanent May be

Microfilmed.

41. WORKING PAPERS/PROJECT FILESProject background records, studies, analyses, notes, preliminary drafts, interim reports, which have been summarized in a final report or other form. Does not include construction projects.

Final report: Permanent

Working papers: Retain 1 year after final action is taken on project, unless no report is prepared,then keep permanently.







Revision 1.1 9-2004General Records Schedule typed in word and new format to schedule.Added 1-18

Item #2 Page GRS2Removed the word municipal

Item #20 Pages GRS4Changed to CORRESPONDENCE – OFFICIAL/PROGRAM/POLICYIncluded official opinionsRemoved municipal and municipality

Items #22 Page GRS4Removed municipal and municipality

Revision 1.2 11-2004Heading GRS2Added a Note: The general retention schedules should be followed, unless a different retention is given in a specific schedule.

Item #12 Page GRS3Removed #12 STAFF MEETING MINUTES: Internal

Item #33 Page GRS9Staff and Other copies – b. changed to permanent retention

Revision 1.3 04-2005Added a Note: The general retention schedules should be followed, unless a different retention is given in a specific schedule on pages GRS3 through GRS11.

Revision 1.4 04-2010Added: Personnel Files – Item #17Renumbered Items #18 - #40

Revision 1.5 05-2011Added: Request for Destruction and Transfer Authorization – Item #36Renumber Items #37-40







Revision 1.6 11-2011Modified: Item 11 – to include series description language that clarifies: disginguished from Municipal or County Attorney case files and Court’s case files.Modified: Item 11 - to include retention language stating: or after appeal time expired.Removed: Item 16 – Non-Textural Media deleted. Media “content” scheduled, not media.Added: Item 16 – Application for Employment: Not Hired (plus related documentation).

Schedule No.8

Montana Local Government Records Committee

Municipal Records Schedules

Prepared and Published by the Montana Local Government Records Committee

Helena, Montana, 1997

LAST REVISED – JULY 2012

The Local Government Records Committee wishes to recognize and thank the City of Billings. Through their diligent efforts—led by City Clerk Marita Herold—a records inventory was undertaken and retention schedules were completed in 1997. This work was used as the foundation for the following Montana Local Government Retention and Disposition Schedule for Municipal Records, helping to make it a complete and well-researched document. The Committee also wishes to recognize and thank the City of Great Falls and City Clerk Peggy J. Bourne for their pioneering work on municipal retention schedules in 1989-1991.

Table of

Contents Administration Records .................. ……………………….MR - 1-3 Animal Records:

Administrative Records……………………………….MR - 4 Animal Control Records .......... ………………….……MR – 4-5

Building Records ............................ ……………………….MR – 6 - 8 Cemetery Records ........................... ……………….………MR - 9 City Court Records (See Courts of Limited Jurisdiction Schedule #10) Clerk Records:

Administrative (General) Records……………..…….. MR - 11 Agreements .............................. ………………….……MR - 12 Boards, Commissions, Task Forces Records………….MR - 13 Charter Records ....................... ……………………….MR - 14 Commission/Council Records . ……………………….MR - 15-16 Election Records ...................... ……………………….MR - 17 Financial Records……………………………………..MR – 18-19 Planning and Development Records………………….MR -20-21 Policies and Procedures ........... ………………………MR - 22 Procurement Records ............... ………………………MR - 23-24 Obsolete Records ..................... ………………………MR - 25

Community Development and Housing Records: Housing Authority Records ..... ………………………MR – 26 - 30

Engineering Administrative Records ........... ………………………MR - 31 Reviews ................................... ………………………MR - 32-33 Street and Traffic Management Records……………..MR - 34-35 Street Lighting Records ........... ………………………MR - 36 Work Orders and Contract Administration Records…MR - 37

Financial Records: Account Activity Records ........ ……………………….MR - 38 Accounts Payable Records ....... ……………………….MR - 39 Accounts Receivable Records……………………….. .MR - 40 Bond Records .......................... ……………………….MR - 41 Business License Records ........ ……………………….MR - 42 Miscellaneous Records..........…………………………MR - 43 Payroll Records ........................ ……………………….MR - 44 Revenue Records ..................... ……………………….MR - 44 Tax and Other Financial Assessment Records………. .MR - 45-46

Fire and Dispatch Records……………………………….…MR - 47-49 General (Common) Records ........... ……………………….MR - 50-59

Table of

Contents Hazard Communication Program Records………………..MR - 60-63 Human Resource Records Administrative Records……………………………..MR - 64-69 Federally Require Records………………………….MR - 70-71 Information Resources (Computer) Records……………...MR - 72 Legal Records……………………………………………..MR – 74 - 75 Motor Pool Records……………………………………….MR - 76 Parks and Recreation Records Administrative Records……………………………..MR - 77-78 Forestry and Conservation Records…………………MR - 79 Planning Records Boards, Commissions, Committees Records………..MR - 80 Enforcement Records………………………………..MR - 81 Land Development Records…………………………MR - 82 Maps…………………………………………………MR - 83 Permits……………………………………………….MR - 84 Plans and Studies…………………………………….MR - 85-87 Subdivision Creation and Review Records………….MR - 88 Police Records Criminal Justice Records…………………………….MR - 89 Investigation Records………………………………..MR - 90-91 Personnel Records……………………………………MR - 92 Public Works Records Agreement Records………………………………….MR - 93 General Records……………………………………..MR - 94 Solid Waste Records Collection Records…………………………………..MR - 95 Financial Records……………………………………MR - 96 Landfill Records……………………………………..MR - 97-98 Street and Traffic Records Administrative Records………………………………MR - 99 Street Maintenance Records…………………………MR - 100 Transit Records Administrative Records………………………………MR - 101-103 Boards, Committees, and Associations Records……..MR - 104 Federal Grants and Requirement Records……………MR - 105-108 Operations Records…………………………………..MR – 109 -111 Utility Records Accounting Records…………………………………MR - 112 Customer Services Records…………………………MR - 113 Operations Records…………………………………MR - 114-117

MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES

Schedule for: MUNICIPALITIES ADMINISTRATION/CITY MANAGER

Record Series Title and Description

Retention and Disposition Citation/Comments

1 ADVISORY BOARDS AND COMMISSIONS: APPLICATIONS

Applications/requests to serves as an advisory board or commission member, letters of appointment, and letters of thanks.

Retain length of term + 1 year; destroy

Consider creating a master list of all appointments for histori-cal reference.

2 COMPLAINTS Original complaint and citizen request forms and related correspondence.

Retain 2 years after matter is officially closed; destroy.

For complaints about employees, see Personnel Files.

3 CORRESPONDENCE a Permanent Program and Policy Correspondence

Incoming and outgoing letters, memoranda, and e-mail pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects are prime candidates for permanent retention. Records with permanent value include, but are not limited to: records documenting municipal policy; records documenting the policy process; records that document how the municipality is organized and how it functions; its pattern of action and decision-making; its policies, procedures, and achievements; and that serve to substantiate accountability.

b Non-Permanent Correspondence: Routine Incoming and outgoing letters, memoranda, and e-mail pertaining to the normal and routine administrative functions. Consists of correspondence providing general information and requests for information, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters, making arrangement for routine meetings or other events, and similar matters of minor administrative character which contain no substantive information.

Continued on next page.

a Permanent b Retain 3 years; destroy

a Recommend keep-

ing the most recent 3 years in the office; after that may be transferred to a permanent storage facility.

____________________________________________________________________________ Municipal Records Schedule MR1


Schedule for: MUNICIPALITIES AMINISTRATION/CITY MANAGER

Record Series Title and Description Retention and Disposition Citation/Comments

3 CORRESPONDENCE (cont.) c Non-Permanent Correspondence: Transitory

Incoming and outgoing letters, memoranda, and e-mail that, while part of municipal business, are purely informational with a very short time-value. Examples include routine correspondece for which a record is needed only for a limited time, such as incoming or outgoing transmittal/cover messages that do not add information to that contained in the smitted material (“enclosed please find…”); routine questions and answers that require no administrative action, no policy decision, and no special compilation or research for reply (“out address is…,” “the deadline is…,” “please send 10 copies of…”); thank-yous, acknowledgments, congratulations; infor-

mation copies of correspondence on which no documented administrative action was taken.

d Non-Record Correspondence: Destroy at Will The following materials are not records and may be destroyed/deleted at any time, unless they become part of some official record as a result of special circumstances: correspond-

ence and memoranda generated by another entity and kept by your office for reference purposes; unofficial employee activities (parties, softball games, etc.); internal office announcements (“Ms. Jones is here to see you,” “Joe Smith called,” “is this afternoon’s meeting still on?”) quasi-official notices (Notices of holidays, charity appeals, etc.); junk mail; listserv messages, other than those you post in your official capacity.

c Retain for at least 30 days, then

destroy if no longer needed for administrative purposes.

d Destroy/delete at will.

______________________________________________________________________________ Municipal Records Schedule MR2


Schedule for: MUNICIPALITIES AMINISTRATION/CITY MANAGER


4 GENERAL ADMINISTRATIVE FILES Memoranda, letters from other governments,

copies of Commission/Council action memo-randa, and commendations. “Record” copy is in the Municipal Clerk’s Office. a Commission/Council Action Support

Materials b Correspondence, Memoranda, Related Materials

a Permanent b Retain 5 years; destroy.

5 LEGISLATIVE FILES Records documenting interest in state legislation/issues. a Copies of Proposed State Legislation b Correspondence

Correspondence with state legislators, other governmental units, lobbyists, and organizations; responses to proposed legislation; and staff comments.

a Retain until the legislature takes

action and a bill becomes law; then destroy

b Retain 5 years; destroy.

6 PROCLAMATIONS "Record" copy is in the Municipal Clerk's

Office.

Retain the "record" copy for 2 years after the end of the mayor's term; destroy.

Some proclamations may have historical value and should be retained permanently.

7 SUBJECT FILES Files arranged by subject, relating to projects,

administrations, and procedures. “Record” copy is in the Municipal Clerk’s

office. a Organizational and Project Files

May contain administrative directives, policy studies and reports, formal memoranda, reports of special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, and operations of departments.

b Housekeeping Files Administrative announcements, routine correspondence, statements, reports, and other records pertaining to office procedures.

a “Record” copy is permanent. b Retain 5 years or until superseded;

destroy

_____________________________________________________________________________ Municipal Records Schedule MR3


Schedule for: MUNICIPALITIE S

ANIMAL CONTROL DEPARTMENT – AMINISTRATION RECORDS


1 CASH RECEIPTS Cash register receipts and cash receipt

summaries for financial transactions at the shelter. Receipts cover license sales, trap rentals, impound and boarding fees, euthanasia fees, and release fees.

Retain for 5 years after the end of the fiscal year to which the records relate; destroy. If the receipt constitutes a "contract," retain for the term of the contract + 8 years; destroy.

2 DONATION AND FUNDRAISING RECORDS a Shelter Donation Receipts

Copies of checks, thank-you letters, and lists of donors for financial contributions to the shelter.

b Fundraising Records

Retain "record" copy for 5 years after the end of the fiscal year to which the records relate; destroy. If the document constitutes a "contract," retain for the term of the contract + 8 years; destroy. Retain all other copies as needed for reference; destroy.

3 TRAP RENTAL CONTRACTS Rental loan contracts signed by renter agreeing

to notify shelter of any animal caught by trap and to use trap humanely.

Retain 8 years after the contract expires; destroy.

ANIMAL RECORDS – ANIMAL CONTROL

1 ADOPTION CONTRACTS Contracts signed by adopters outlining terms of

adoption, spay/neuter requirements, and free veterinary exam.

Retain 8 years after the contract expires; destroy.

2 ANIMAL CONTROL BOARD FILES Minutes of meetings.

Permanent

3 ANIMAL IMPOUND REPORTS Reports of all animals received by the shelter.

Reports contain descriptions of the animal, source, pet profiles, shot records, releases, and final disposition.

Retain 3 years; destroy.

4 DEAD ANIMAL PICKUP RECEIPTS Receipts, invoices, and records documenting the collection of dead animals from veteri-narians.

Retain for 5 years after the end of the fiscal year to which the records relate; destroy. If the receipt constitutes a "contract," retain for the term of the contract + 8 years; destroy.



Schedule for: MUNICIPALITIES ANIMAL CONTROL DEPARTMENT

ANIMAL CONTROL RECORDS


5 EUTHANASIA RECORDS Reports documenting drug usage for humane animal euthanasia. Lists the bottle number and amount, and identifying characteristics of the animal.


6 INCIDENT RECORDS a Cruelty to Animals b First Incident Records relating to the first reported incident of a potentially-dangerous animal.

a Retain 5 years after the last activity; destroy.

b Retain for the life of the animal, if known, or 15 years; destroy.

45-8-211, MCA

7 LICENSES AND PERMITS Annual report of all dog and cat licenses issued

during the year. Report provides owner's name and pet vaccination information.


8 LOST AND FOUND CARDS Cards completed by pet owners to help match lost pets with animals in the shelter. Cards include the owner's name and address, and a description of the pet.

Retain 1 year; destroy

9 MONTANA STATE RABIES SUBMISSION NOTIFICATION RECORDS Copy of officer's activity report of animal biting incidents and letter of notification from the State of Montana indicating results of rabies testing of the animal involved in the incident. Also includes any notification to the bite victim.

Retain 6 years after notification; destroy.

10 OFFICER ACTIVITY RECORDS Reports documenting daily activities of animal control officers. Files include original complaints, investigations, disposition of complaints, animal license numbers, citations issued, photographs, police and medical reports, and a record of the amount of time spent working on the case.


11 QUARANTINE RECORDS Forms with quarantine instructions, signed by pet owners, acknowledging receipt after the sighting of a rabid animal or report of biting by unvaccinated animal.

Retain 1 year after quarantine is lifted; destroy.

50-23-103, MCA


MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES

BUILDING DEPARTMENT


1 ABATEMENT RECORDS Also called: Demolition Notice and Inspection Records. Legal notices to property owners, photographs, Dangerous Building Code Investigations, Requests for Recovery of Costs of Demolition of Dangerous Buildings, copies of minutes authorizing demolition of buildings, correspondence and memoranda documenting the inspection of buildings unfit for occupancy to determine whether to secure or demolish and notification to property owners regarding the same. a Commission/Council Action

1 Municipal Clerk 2 All other copies

b Related documents including correspondence, legal notices, photographs and other documents. 1 Municipal Clerk 2 All other copies

a Commission/Council Action 1 Permanent. 2 Retain 5 years after demolition;

destroy. b Related documents including

correspondence, legal notices, photographs and other documents. 1 Permanent. 2 Retain 5 years after demolition;

destroy.

2 BUILDING PERMITS: APPLICATIONS AND PERMITS Applications for and permits granted for building new or temporary structures, altering or demolishing existing structures, house moving, and mobile home park establishment. Records may include permits, permit applications, zoning compliance applications and permits, blueline drawings, site plan checklists, plan review checklists, waivers of protest,performance bonds, certificates of occupancy, receipts, project specifications, site plan review comments, calculation worksheets,inspection reports, correction notices, staff memoranda, and correspondence. a Applications: City-owned Buildings

Applications, background documentation.. b Applications: Not City-owned Buildings,

Applications, background documentation. c Permits: Granted d Permits: Denied

a Permanent

b Permanent

c Permanent d Permanent

a-c May be transferred to an archives or local historical society for preservation and better public access.

_______________________________________________________________________________ Municipal Records Schedule MR6

MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES

BUILDING DEPARTMENT


3 BUILDING PERMITS: FEE RECEIPTS Receipts for payment of permit fee.

Retain 5 years after audit; destroy.

4 BUILDING PERMITS: LEDGERS Ledgers or journals with lists of building permits issued.

Permanent

This record series could be a good candidate for COM or microfilm

5 BUILDING PERMITS: LOGS a Applications StatusRecords indicating the status

of applications for permits; may include date received, legal description, owner, address, and status of permit.

b Log Sheets Checklist sheets pertaining to applications for

building permits which have been completed. Logs provide date the application was received, legal description, owner, and address.

a Retain 1 year after the permit is

granted or denied; destroy. b Retain 1 year after the permit is

granted or denied; destroy.

6 BUILDING PERMITS: SITE PLANS Copies of site plans for current buildingprojects used for reference and review until projects are completed.

Permanent

7 BUILDING PLANS a Government or Public BuildingsIncluding public

schools or colleges, federal or state-owned buildings, parking facilities, and city hall building or remodeling projects.

b Large Commercial BuildingsIncluding hospitals, large office buildings, hotels, large retail stores, churches, malls, and significant historic buildings.

c Smaller Commercial BuildingsIncluding small businesses, single-owner or small retail stores, restaurants.

d Residential Structures

a Permanent

b Retain for life of structure;destroy. c Retain 1 year after file is closed;

destroy. d Retain 1 year after file is closed;

destroy.

NOTE: This record series may be transferred to an archives or local historical society for preservation and better public access. Cities/ towns are encouraged to microfilm plans that will not be retained permanently to save space and to enhance customer service.

8 BUILDING REPORTS a Annual Reports b Monthly Reports

a Permanent b Retain until annual report is

compiled; destroy.

_______________________________________________________________________________ Municipal Records Schedule MR7

MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES

BUILDING DEPARTMENT


9 VARIANCES Records documenting requests by citizens for variances from setback, side-yard, lot coverage, and sign provisions. The original application ("record" copy) must be forwarded to the Municipal Clerk's Office. a Original application


b All other records

a Original application

1 Permanent. 2 Retain 10 years after issuance

of variance; destroy. b Retain 10 years after issuance of

variance; destroy.

_________________________________________________________________________________ Municipal Records Schedule MR8


CEMETERY RECORDS


1 CONTRACTS FOR PLOT PURCHASE BY INSTALLMENT Series contains contracts relating to the purchase of cemetery plots by installment.

Retain for the term of the contract + 8 years; destroy.

2 DISINTERMENT PERMITS The "record" copy is located either in a county office and/or in a state agency.

Cemetery's copy is retained permanently.

May be transferred to an archives

3 GRAVE BUY-BACK RECORDS Series documents the buy-back of cemetery plots by the municipal cemetery from original plot owners. Includes deed books or copies of deeds of plot ownership, including comparable records relating to deed transfers.

Permanent May be transferred to an archives

4 INTERMENT RECORDS a Books, Ledgers, and DatabasesContaining

interment information for individuals, such as name of the deceased, plot purchase documentation, date of interment, and section and plot location.

b Interment SheetsCompleted work orders detailing location, type of interment, name of deceased, and other information necessary to complete interment.

a Permanent

b Permanent

a 7-35-4109, MCA

This is a vital record; may be transferred to an archives.

b May be transferred to an archives.

5 PERMISSION FOR GRAVE USE Letters of permission from plot owners granting use of the plot to a particular individual.

Permanent

May be transferred to an archives.

6 PLOT AND SECTION LISTS a Listings of Grave Sites

Listings of all grave sites in the cemetery with section and plot information.

b Listings of Lots Listings of lots which have been sold but are not currently being used.

a Permanent

b Permanent

a May be transferred

to an archives. b Revise as necessary;

may be transferred to an archives.

7 SECTION MAPS Maps, each showing a particular section of the cemetery.

Permanent

May be transferred to an archives.

_____________________________________________________________________________ MUNICIPAL RECORDS SCHEDULE MR9


CITY COURT RECORDS

See Courts of Limited Jurisdiction Records Retention Schedule #10

_____________________________________________________________________________________________ MUNICIPAL RECORDS SCHEDULE MR10


CLERK’S OFFICE ADMINISTRATION RECORDS


1 AFFIDAVITS OF MAILING Affidavits and mailing lists certifying that certain material was distributed to a particular group of citizens.

File with related project file and dispose of accordingly.

2 LEGAL NOTICES Legal notices include notices of public hearings, invitations to bid, requests for proposal, and affidavits of publication. Contains notarized certificates and newspaper clippings attesting to the publication of legal notices.

a Publication of Ordinances: Permanent.

b All Other Legal Notices: File with related project files and dispose of accordingly.

3 OATHS OF OFFICE Oaths of office of elected and appointed officials.

Permanent

4 PETITIONS a From Citizens

Petitions from citizens to the Commission/Council that are not part of supporting documentation in a matter of litigation, or the passage of ordinances and resolutions.

b Relating to Ordinances c Zoning

a Retain 5 years after the subject of the petition has been decided; destroy.

b Retain 25 years after the ordinance is passed; destroy.

c Retain 10 years after the subject of the petition has been decided; destroy.

5 PROMISSORY NOTES Signed notes agreeing to the repayment of money borrowed from or by the city. a Industrial Revenue Notes

Promissory notes pertaining to industrial revenue, tax increment, and Community Development Block Grant (CDBG) loans.

b All Other Notes

a Permanent b Retain 3 years after repayment of

the loan; destroy.

This is a vital record until the loan is paid

6 RECORDS RETENTION AND DISPOSITION SCHEDULES Records retention and disposition schedules of the city.

Permanent (1 copy of the original, plus 1 copy of each revision)

7 SURVEYS OF CITIZENS Periodic surveys conducted to gather information from city/town residents about municipal services.

Permanent (results only; individual survey forms may be destroyed once the results are tallied).


MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES

Schedule for: MUNICIPALITIES

CLERK’S OFFICE AGREEMENTS


1 FRANCHISE AGREEMENTS Agreements with private utility companies, including electric, gas, and cable television.

Retain 8 years after expiration, termination, or cancellation of the agreement; destroy.

This is a vital record while the agreement is active.

2 GRANT AGREEMENTS Agreements for grant monies from federal agencies. This series may include Airport Improvement Projects (AIP) and Community Development Block Grant (CDBG) agree-ments.

Retain 3 years after the close-out of funds; destroy; If any litigation, claim, negotiation, audit, or other action has started before the expiration of the 3-year period after close-out, however, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the 3-year period, whichever is later.

This is a vital record while the agreement is active. 24 CFR 570.490 Part 92.508 Sec. (c)(1)-(2) [HUD citation]; 49 CFR 18.42 and7 CFR 3016.42 [Transit citation]

3 INTERGOVERNMENTAL AGREEMENTS Agreements with other government agencies, such as signal light maintenance, street and traffic control maintenance, state route maintenance, construction, railroad grade crossing signal agreements, landfill use, or agreements or contracts with other government agencies for services and mutual aid.



4 PUBLIC DEFENDER AGREEMENTS Retain 8 years after expiration, termination, or cancellation of the agreement; destroy.


5 SERVICE AGENCY AGREEMENTS Agreements with service agencies for services such as cleaning, snow removal, and litter pickup.



6 SISTER CITY AGREEMENTS Agreements with other cities/towns to exchange cultural and economic resources and ideas.


7 UNION CONTRACTS Labor contracts negotiated with police, fire, and teamsters unions.





CLERK’S OFFICE BOARDS, COMMISSIONS, TASK FORCES RECORDS


1 AD HOC COMMITTEE/TASK FORCE RECORDS Minutes and reports of ad hoc special committees and task forces.

Permanent

2-3-212, MCA

2 ADVISORY BOARD/COMMISSION RECORDS Commission/Council memoranda recom-mending persons for appointment to boards and commissions.

Retain length of term + 1 year; destroy.

NOTE: Consider creating a master list of all appointments for historical reference.

3 BOARD/COMMISSION RECORDS Minutes, agendas, and reports of boards and commissions not affiliated with a department for which the Municipal Clerk is the office of record. May also include Commission/Council recommendations for appointments. a Minutes and Reports b Agenda and Affidavits of Publication c Appointment Recommendations

a Permanent. b Retain 2 years; destroy. c Retain 5 years; destroy.

4 LOCAL GOVERNMENT REVIEW COMMISSION RECORDS Statutorily-created commission, authorized by the Montana State Constitution. May contain meeting agendas and minutes, affidavits of publication, interim findings, final and supplemental reports, and audiotapes of meetings. a Minutes and Reports b Agenda and Affidavits of Publication c Sound Recordings

a Permanent. b Retain 2 years after dissolution of

commission; destroy. c Retain until minutes are transcribed

and approved; then may be destroyed or recorded over.

NOTE: Municipalities must have the capability of producing copies of all records, including sound and video tapes, if that is the record medium chosen for the "record" copy

7-1-4141, MCA.



Schedule for: MUNICIPALITIES CLERK’S OFFICE

CHARTER RECORDS Record Series Title and Description

Retention and Disposition Citation/Comments

1 City Charter and Amendments Permanent This is a vital record.

2 City Code a Codified City Ordinances b Supplements Most current version of the ordinances

a Permanent b Retain until superseded; detroy

3 City Ordinances and Index Original, unsupplemented city ordinances and index to same.

Permanent

________________________________________________________________________ Municipal Records Schedule MR14


CLERK’S OFFICE COMMISSION/COUNCIL RECORDS


1 COMMISSION/COUNCIL MEETINGS: AGENDAS Agendas and notices for meetings of the Commission/ Council and advisory boards. a Meeting Agendas

Agendas for regularly scheduled meetings. b Marked Meeting Agendas

Agendas marked with summary actions; used for reference purposes.

a Retain 2 years; destroy.


2-3-212, MCA

2 COMMISSION/COUNCIL MEETINGS: MINUTES Written minutes of Commission/Council meetings and Commission/Council committee meetings.

Permanent 2-3-212, MCA This is a vital record.

3 COMMISSION/COUNCIL MEETINGS: PACKETS Material assembled and distributed to Commission/Council members containing documents pertaining to a Commission/Council meeting, as well as informational/background materials.


4 COMMISSION/COUNCIL MEETINGS: SOUND RECORDINGS AND/OR VIDEO RECORDINGS Sound recordings and videotape recordings of Commission/Council meetings or Commission/ Council committee meetings; meetings of municipal boards, commissions, and advisory bodies; or speeches by municipal officials. a Proceedings of Meetings b Speeches and Any Other Recordings

a Retain 1 year after written minutes

are completed and approved or the proceedings are completely transcribed, whichever is appropriate.

b Retain as long as administratively valuable.

NOTE: Municipalities must have the capability of producing copies of all records, including sound and video tapes, if that is the record medium chosen for the "record" copy 7-1-4141, MCA

5 REPORTS AND STUDIES: ADMINISTRATIVE Reports and studies outlining issues to be covered during each Commission/Council meeting.




CLERK’S OFFICE COMMISSION/COUNCIL RECORDS


6 REPORTS AND STUDIES: COMMISSIONED

Record copy of reports and studies commissioned by the municipality and funded with public monies, pertaining to publicfacilities, operations, and services.

Permanent (one copy).

7 REPORTS AND STUDIES: MASTER/COMPREHENSIVE PLANS

Master plans and comprehensive plans developed by departments.

Permanent

8 VARIANCES Applications for variances from code provisions. May contain original applications, both granted and denied, reports, maps and plans, staff memoranda, and variance analysis. a Application Packet and Action Memoranda b Photographs, Drawings, Background

Information

a Retain the "record" copy

permanently; retain departmental copy 10 years after issuance of the variance; destroy.

b Retain 10 years after issuance of the variance; destroy.




ELECTION RECORDS


1 CERTIFIED ELECTION RESULTS Official record of returns in municipal elections including precinct breakdowns, for each candidate, issue, or proposition.

Permanent

2 REDISTRICTING FILES OF WARDS Files documenting redistricting of city wards.

Retain 10 years. NOTE: Before disposing of files, review for continuing administrative and historical value. Documents pertaining to significant decisions and actions should be retained permanently.

___________________________________________________________________________ Municipal Records Schedule MR17


CLERK’S OFFICE FINANCIAL RECORDS


1 ANNUAL CITY AUDIT Record copy

Permanent (1 copy)

2 ANNUAL CITY BUDGET Record copy

Permanent

Current budget is a vital record.

3 ANNUAL FINANCIAL REPORT “Record” copy of annual financial report sent to the Montana Department of Administration. Some cities/towns may use the CAFR (Comprehensive Annual Finance Report) to satisfy the requirements of the annual audit and the annual financial report.

Permanent

The Department of Administration’s copy also is kept permanently in the State Archives.

4 BOND ADMINISTRATION FILE Documents relating to the financing of capital improvement projects, including closing documents, correspondence, legal opinions, and prospectuses.

Permanent

5 CLAIMS Copies of memoranda pertaining to claims for payment, damages, or other redress presented to the Commission/Council.

“Record” copy: retain for 5 years after the end of the fiscal year to which the records relate; if the claim constitutes a contract, retain for the term of the contract plus 8 years; clerk’s copy retain 1 year, destroy.

6 INDUSTRIAL DEVELOPMENT REVENUE BONDS Bond issues administered by a trustee for a private corporation. Files contain transcripts of bond sale proceedings, closing documents, and correspondence. Includes bond purchase agreement, indemnity letter, loan agreement, official statement, certification of action, corporate documents, deeds of trust, and financing statements.

Retain 2 years after the retirement of the issue as a whole; destroy.

Records are vital during the issuance of the bond.

____________________________________________________________________________ Municipal Records Schedule MR 18

MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE Schedule for: MUNICIPALITIES

CLERK’S OFFICE FINANCIAL RECORDS


7 TAX INCREMENT REDEVELOPMENT PROJECTS

“Record” copy of start-up documents for redevelopment projects funded by tax increment monies. a Correspondence, staff memoranda,

contracts, bid awards, legal notices, maps, agreements, proposals, project status reports, and other related documents.

b Tax Increment Loans. Records documenting loans for small businesses funded by tax increment funds for capital improvement projects and rehabilitation and replacement projects. Contains deeds of trust, promissory notes, reconveyance, business plans, agreements, liens, insurance certificates, declarations, staff memoranda, contracts, specifications, and bankruptcy notices.

a Permanent b Permanent

Records are vital during term of the loan.


MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE


PLANNING AND DEVELOPMENT RECORDS


1 ANNEXATIONS: ANNEXATION RECORDS Records of annexations of parcels of land into the municipality, including plats, studies, resolutions, correspondence, legal notices, staff memoranda, applications/petitions, title reports, ownership reports, consent letters, and protests.

Clerk’s copy: Permanent Other copies: Retain 10 years, then transfer to the Municipal Clerk for incorporation into permanent file.

This is a vital record

2 ANNEXATIONS: WAIVERS Waivers granted.

Permanent This is a vital record

3 PLANNED UNIT DEVELOPMENT (PUD) RECORDS

“Record” copy of documentation regarding each Planned Unit Development project that has been completed. a Agreements, staff memoranda,

correspondence, reports, studies, plats, site plans, conceptual plans, original petitions, easements, Commission/Council action memoranda, and description of the type, quantity, and time schedule of the development.

b Copies of affidavits of publication, proposals, deeds, site analysis, and working materials regarding annual review of Planned Unit Development projects.

a Permanent b Copies of affidavits...

1 Clerk’s copy: Permanent. 2 Other copies: Retain 5 years;

destroy.

4 SPECIAL REVIEWS Copies of application forms, maps, site plans, memoranda, minutes of the Zoning Commission, petitions, photographs, etc., submitted by members of the public at the Commission/Council meeting.

Clerk’s copy: Permanent. Other copies: Retain 5 years; destroy.

5 SUBDIVISION RECORDS a Subdivision Improvement Agreements b Plats for Subdivisions

a Clerk’s copy: Permanent. Other copies: Retain for life of the subdivision or as long as needed for reference, whichever is longer; destroy.

b Preliminary plat: Permanent. Final plat: Permanent.




PLANNING AND DEVELOPMENT RECORDS


6 URBAN PLANNING AREA EXPANSIONS a Commission/Council Action Memoranda

and Final Study b Copies of affidavits of publications, site

analysis, agendas of planning and zoning meetings, and other materials regarding expansion of urban planning areas

a Clerk’s copy: Permanent. b Retain 10 years or as needed for

reference, whichever is sooner; destroy.

7 URBAN PLANNING AND ZONING STUDIES Documentation of urban planning studies, zoning studies, corridor studies, and neighborhood plans.

Permanent

8 ZONE CHANGES Records concerning areas annexed for specific uses. Contains documentation pertaining to zoning in the newly annexed area, with correspondence and final decisions. Also includes applications for zone changes on areas already in municipal boundaries, with supporting documentation.

Permanent




POLICY AND PROCEDURE RECORDS


1 ADMINISTRATIVE ORDERS a Master Set b Copies of operating policies and

procedures used for reference.

a Permanent b Retain until superseded; destroy.

This is a vital record.

2 OFFICE PROCEDURES FILES Documents internal office procedures.

Retain until superseded; destroy.


MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE Schedule for: MUNICIPALITIES

CLERK’S OFFICE PROCUREMENT RECORDS


1 BID BONDS Bonds filed at the time of the bid protecting the municipality in the event the bidder refuses to enter into a contract after award or withdraws before award.

Return to bidder after award of bid or contract and upon receiving payment and performance bonds or delivery of equipment.

2 CONDOMINIUM OWNERSHIP AGREEMENTS Agreements documenting ownership of a condominium filed for record in the city and the county.


3 CONTRACTOR BONDS Surety bonds required of contractors applying for licenses and permits to perform various types of work. The types of work include electrical, excavation, demolition, relocation, landscaping, plumbing and heating, auctioneering, temporary use of sites, and roofing

Retain 4 years after bond expiration, termination, or cancellation; destroy.

4 DEEDS Warranty deeds, quit-claim deeds, deeds of bargain and sale, deeds transferring property and interests, partial and whole.

Permanent This is a vital record.

5 EASEMENTS AND ENCROACHMENT OF RIGHT-OF-WAY FILES Documentation relating to the granting of access and right-of-way to and by the city.

Permanent This is a vital record.

6 LAND ACQUISITION RECORDS Closing documents, deeds, certificates of title, trust indentures, insurance papers, maps, and similar records evidencing municipal ownership of real property.

Permanent Records are vital as long as the city holds title to the land.

7 LEASES Leases and agreements pertaining to real property and equipment leased.

Retain 8 years after expiration or termination of the lease; destroy.


MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES

CLERK’S OFFICE PROCUREMENT RECORDS


8 SPECIAL IMPROVEMENT DISTRICT (SID) RECORDS Special Improvement Districts (SIDs) are groups of properties that become a legal entity in order to construct public improvements, such as street paving, curb and gutter, water main, sewer main, and storm drain, in a designated area. Improvement costs are borne by the property owners with the SID. The Municipal Clerk is the office of record for documentation pertaining to the creation of a SID. Files should contain petitions, resolutions of intent to create, staff memoranda, public hearing notices, ownership lists, the resolution creating the district, and other related documents.

Permanent

Records are vital during the term of assessment.

9 SPECIAL IMPROVEMENT LIGHTING MAINTENANCE DISTRICT (SILMD) RECORDS Special Improvement Lighting Maintenance Districts (SILMDs) are groups of properties that become a legal entity in order to install street lighting in a designated area. Improvement costs are borne by the property owners with the SILMD. The Municipal Clerk is the office of record for documentation pertaining to the creation of a SILMD. Files should contain petitions, resolutions of intent to create, staff memoranda, public hearing notices, ownership lists, the resolution creating the district, and other related documents.

Permanent

Vital records during the term of assessment.

10 VACATIONS OF LAND Records documenting vacations of municipal-owned land to private ownership. Records include requests to vacate, land appraisals, correspondence, staff memoranda, deeds, maps, petitions, plats, title reports, public hearing notices, and Commission/Council resolutions.

Permanent

11 VEHICLE TITLES AND REGISTRATIONS Title papers and registrations for vehicles currently owned by the municipality

Retain for the life of the vehicle; destroy.

Current records are a vital record.



CLERK’S OFFICE OBSOLETE RECORDS


1 ABSTRACTS OF TITLE Title abstracts from local mortgage companies for various private property in the municipality and the county.

Permanent

May offer to local historical society, etc.

2 ANNUAL FINANCIAL STATEMENTS OF THE MUNICIPAL CLERK

Permanent

3 CANDIDATE EXPENSE STATEMENTS Retain 2 years after term of office expires; destroy.

4 TALLY SHEETS: BALLOT COPIES Retain 60 days from the date of the election; destroy.

5 WARRANT LISTS Lists of obligations to the municipality to fund improvements.



MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE

Schedule for: MUNICIPALITIES COMMUNITY DEVELOPMENT/HOUSING AUTHORITY RECORDS


1 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROJECT FILES Records document the administration of Community Development Block Grant Program funds received from the U.S. Department of Housing and Urban Development (HUD).

a Start-up files Records contain start-up files for each year’s administration of the program which include citizen complaints, budget amendments and other records documenting citizen participation, pre-planning activities, and general administration of the program.

b CDBG Project Files Purchase orders for funds, request for payment, project progress reports, requests for reimbursement from grantee, copies of grantee receipts, memoranda, correspondence, block grant agreement, copies of grantee unemployment registration, and a summary sheet for each program. Records also contain CDBG drawdown and federal cash transaction reports.

c CDBG Ledgers

CDBG drawdown and federal cash transaction reports and accounting ledgers.

a Retain 3 years after closeout of the

funds; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy.

b Retain 3 years after closeout of the


c Retain 3 years after closeout of the


Active project files are vital records. 24 Code of Federal Regulations (CFR) Part 92.508 Sec. (c)(1)-(2); 24CFR 570.490) 24 Code of Federal Regulations (CFR) Part 92.508 Sec. (c)(1)-(2); 24 CFR 570.490) 24 Code of Federal Regulations (CFR) Part 92.508 Sec. (c)(1)-(2); 24 CFR 570.490)





2 CONSOLIDATED PLAN A 5-year strategic plan and application required by HUD to obtain federal funds. The plan serves as the application and long term plan for the use of CDBG and HOME resources. a Five-Year Consolidated Plan and

supporting documentation b Annual Action Plan and Supporting

Documentation

a Retain 10 years after submission;

destroy. b Retain 5 years after submission;

destroy.

3 COMMUNITY HOUSING AFFORDABILITY STRATEGY (CHAS) Records satisfy HUD requirements to provide a strategic plan for the use of CDBG federal resources from 1992 through 1995. Records include annual performance reports, updates, annual plans, background information, correspondence and memoranda.

Retain 3 years after closeout of the funds; destroy.

24 Code of Federal Regulations (CFR) 570.490

4 COMMUNITY HOUSING DEVELOPMENT ORGANIZATION PROGRAM RECORDS Records document grants from Community Development Block Grant Funds to private, nonprofit organizations in community. Contains program guidelines, applications, correspondence, minutes, recipient agreements, request for proposals and proposals submitted by applicants.

Retain 3 years after closeout of the funds, however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy.

Active project files are vital records 24 Code of Federal Regulations (CFR) Part 92.508 Sec. (c)(1)-(2); CFR 570.490

5 FIRST TIME HOME BUYER PROGRAM RECORDS Applications, eligibility statements of applicants, statements of work, and original closing documents, which document loans from grant funds provided by HUD to support activities pertaining to housing for low income households. a Approved Loans b Denied Applications

a Retain 3 years after the settlement

of the loan; destroy. b Retain 3 years after application

denied; destroy.

Vital record until loan is settled.





6 GRANTEE PERFORMANCE REPORTS Annual report to HUD which provide statistics on grantee performance programs, and dispensing of funds. Also contains background documentation for report, correspondence, and memoranda.

Permanent

7 HISTORIC PRESERVATION RECORDS Records document projects and programs foster historic preservation. Projects and programs include administering regulations for the Historic District and overseeing nominations to the National Register of Historic Places. a National Register nomination and

supporting material. 1 National Park Service 2 State Historic Preservation Office 3 Municipality 4 Other entities (if the municipality has

not kept the records, e.g. local library, local historical society, etc.)

b All other records including surveys of historic sites, historic district status reports, historic district review applications, maps, photographs, copies of building permits, and correspondence. 1 Municipality 2 Other entities

a National Register nomination and supporting material. 1 Permanent 2 Permanent 3 Permanent 4 Permanent

b All Other Records. 1 Permanent 2 Permanent

8 HOUSING REHABILITATION RECORDS Records document loans from CDBG fund for housing rehabilitation loans to low income families.

Retain 3 years after settlement of the loan; destroy.


9 HOPE III PROJECT RECORDS Records document a defunct loan program to low income city residents to purchase homes. Includes loan applications, eligibility statements, applicant checks, deeds of trust, promissory notes, and closing documents.

Retain 3 years after settlement of the loan; destroy.


10 MINOR HOME REPAIR RECORDS Records document grants from CDBG funds for minor home repairs to low income families.

Retain 3 years after approval of grant.





11 NEIGHBORHOOD PROJECT APPLICATION RECORDS Applications for monies from CDBG funds for painting, tree removal, and waterline replacement projects. Records consist of program guidelines, correspondence, grant applications, and letters approving or denying grant request.

Retain 3 years after closeout of the funds; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period after closeout, the records must be retained until completion of the option and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy.

24 CFR Part 92.508 Sec. (c)(1)-(2); 24 CFR 570.490

12 RENTAL REHABILITATION RECORDS Records document grant program from CDBG funds for rehabilitation of low income rental housing.

Retain 3 years after closeout of the grant funds; destroy.

24 CFR 51 1

13 SIGN PERMITS Records document the application and granting of sign permits a Approved Applications

Applications approved for sign installation by commercial property owners. Also includes diagrams, blueprints, and maps as backup documentation.

b Denied Applications c Permits. Disposition

a Retain 1 year after completion of

work; destroy. b Retain 2 years; destroy. c Retain 10 years after completion

of work or 6 months after original issuance if sign is not installed.

14 TAX INCREMENT LOAN RECORDS Records document the use of tax increment monies to acquire land, provide loans for purchase and development of property demolition and removal of structures, historic revolving loans, and relocation of occupants to promote development in the downtown Urban Renewal/Tax increment area

Land Acquisition Records Records include original deeds of trust, insurance certificates, trust indentures, reports, photographs, correspondence, and memoranda.

Transfer originals to Municipal Clerk’s Office who maintains the “record” copy.

Vital record during term of loan.





14 TAX INCREMENT LOAN RECORDS-cont.

“Record” copy is in the Municipal Clerk’s Office. a Land Acquisition Records b Loan Records

Records include loan application, loan closing documents, report of payment schedule, correspondence, and memoranda.

a “Record” copy is permanent, all

other copies retain 5 years after acquisition of land, or as needed for reference.

b Retain 8 years after settlement of loan; destroy.

15 URBAN HOMESTEAD RECORDS Records document a defunct program for low income households to purchase a house for $1; city holds title on property for 5-year period until resident owner improves house and obtains mortgage financing.

Retain 8 years after title is no longer held by the municipality; destroy.

This is a vital record while title is held by the municipality.



Schedule for: MUNICIPALITIES ENGINEERING - ADMINISTRATION RECORDS


1 TECHNICAL ADVISORY COMMITTEE RECORDS Meeting minutes and background materials pertaining to the Technical Advisory Committee.

Permanent

2 ENGINEERING STAFF WORKING FILES Working files consisting of drafts, notes, transitory reference materials, and other records of short-range value which have been accumulated by staff members to assist with a particular project. Records in this series are not part of the official project files and are not listed elsewhere in this schedule.

Purge annually. Retain until 5 years old or at the end of the project to which they pertain, whichever is sooner; destroy.

ENGINEERING —FLOOD CONTROL/STORMWATER MANAGEMENT RECORDS

1 FLOOD CONTROL RECORDS Documentation concerning the involvement with flood control regulations. a Historical flood information, maps, and

technical reports concerning floodplain areas.

b Working files, including correspondence, flood control policies and regulations.

a Permanent b Retain until superseded or obsolete

or when no longer needed for reference, whichever is sooner; purge annually and destroy.

ENGINEERING—MAPS, PLATS, PHOTOGRAPHS, SURVEY DATA

1 AERIAL PHOTOGRAPHS Permanent

2 STATISTICS AND STREET CLASSIFICATIONS

Annual statistics on area and infrastructure, such as total miles of streets, alleys, highways and interstates, street footage added within the past year; and statistics on miles of street by street type, i.e. gravel, concrete, asphalt. This information is currently submitted to the State of Montana and used in calculating the allocation of State Gas Taxes. a Summary information and supporting

documentation (spreadsheets) which is submitted to the State of Montana.

b All other information.

a Permanent b Retain 5 years after end of official

year to which records relate if city/town is audited annually. If city/town is not audited annually, retain 7 years after the end of the official year to which the records relates; destroy.

Current information is a vital record.



Schedule for: MUNICIPALITIES ENGINEERING - REVIEWS


1 PERMITS Applications for permits and correspondence concerning permits for encroachments on right-of-way and construction involving excavation, concrete placement, and stormwater connections. Records created document infrastructure improvements made in public right-of-way and involve plans, inspection reports, and other background information. a Permits authorized for construction

1 Storm drain connections 2 Excavation and concrete.

b Encroachment permits c Permits that have not been authorized

a Permits authorized for

construction 1 Permanent. 2 Retain 7 years after work is completed.

b Permanent, or until 8 years after the permit is revoked.

c Retain 3 years after denial; destroy.

2 PLANNED UNIT DEVELOPMENT (PUD) REVIEWS Records created in the review of the plans for Planned Unit Development (PUDS) projects submitted by land developers. Documents often included are environmental impact assessments, correspondence, and notes containing comments from staff pertaining to traffic and other impact evaluations.

Retain review working files 5 years after completion of the review; destroy.

3 PRIVATE CONTRACTS Records in this series relate to the review of contracts proposed and entirely funded by private developers for installing improvements in the public right-of-way. Records in this series include general correspondence, designs, plans, and specifications. a As-builts and correspondence

documenting the final product. b Working files of all other pertinent

information.

a Permanent b Retain 7 years, or when

information is no longer needed; destroy.


4 SITE PLAN REVIEWS FOR BUILDING PERMITS Series documents the review of plans and other information for building permits a Departmental copy of the review and

approved site plan documents b Working files and background

information not yet approved for construction

a Permanent b Review annually, retain 3 years;

destroy.



Schedule for: MUNICIPALITIES ENGINEERING – REVIEWS


5 SUBDIVISION STUDIES AND REVIEWS Records created in review of preliminary and final subdivision plats submitted for land development. Documents in this record series could include: subdivision improvement agreements, correspondence, closure calculations, and notes containing comments from staff pertaining to traffic and other impact evaluations. a Review working files for preliminary plats b Review documentation concerning final

plan and copy of improvement agreements

a Retain working files 3 years after

completion of the review; destroy. b Permanent

6 VACATIONS OF LAND Records in this series document the transfer of rights-of-way on public property to private ownership. Original documents should be transferred to Municipal Clerk for incorporation into permanent file. a Commission/Council Approval of

Vacation 1 Municipal Clerk. 2 All other copies.

b Supporting documents, including maps, diagrams, ownership reports, and other supporting documentation. 1 Municipal Clerk 2 All other copies

a Commission/Council Approval

1 Permanent. 2 Retain 5 years; destroy.

b Supporting documents

1 Permanent. 2 Retain 5 years; destroy.



Schedule for: MUNICIPALITIES ENGINEERING – STREET AND TRAFFIC MANAGEMENT RECORDS


1 HAZARD ELIMINATION SAFETY PROGRAM This series contains records analyzing hazard levels at various locations. Records provide supporting information for annual submission to the Montana Department of Transportation to obtain funding for improvement of these locations under the Federal Hazard Elimination Safety Program. a The original document is submitted to the

Montana Department of Transportation. b Municipality

a Retain 20 years; destroy. b Retain information concerning a

particular location until informa-tion is superseded or when information is no longer needed for follow-up studies, whichever is later; destroy.

2 STREET AND INTERSECTION LOCATION FILES These files document studies, problems, repairs and improvements of public works structures and streets and intersections. Record types can include correspondence and citizen petitions, land acquisition documentation, traffic and pedestrian studies, school crossing studies, vehicle volume summaries, accident data, boundary maps, and speed surveys. a Records documenting problems and

citizen complaints, and their resolution; records documenting projects or improvements requiring future action, and records containing background information which will support these activities.

b Land acquisition documents. Transfer originals to Municipal Clerk, who maintains record copy. “Record” copy is in the Municipal Clerk’s Office.

a Retain for life of the structure, or

when information become obsolete.

b “Record” copy is permanent; all

other copies retain 5 years, or as needed for reference; destroy.

3 TRAFFIC ACCIDENT DIAGRAMS Series documents the occurrence of accidents at various locations. Information is annually summarized into collision diagrams.

Permanent

4 TRAFFIC ENGINEERING PLANS Plans for a variety of traffic engineering projects. Plans pertain to completed, current, and proposed projects. Subjects include intersections, signalization, street lighting, and plans of proposed projects. a Plans of completed projects b Plans of proposed projects

a Permanent b Retain until completion of the

project or discard when project is abandoned.



Schedule for: MUNICIPALITIES ENGINEERING – STREET LIGHTING RECORDS


5 TRAFFIC ENGINEERING STUDIES AND SURVEYS This series consists of traffic surveys, accessibility studies, and analyses. a Traffic Counts b Surveys c Traffic Studies and Analyses d Accident Report

a Retain 15 years; destroy. b Final report is a permanent record;

all backup data not included in the final report retain 2 years after completion of the survey; destroy.

c Final report is a permanent record; all backup documentation discard 2 years after completion of study or analysis.

d Final report is a permanent record; all other summaries retain 7 years; destroy.



Schedule for: MUNICIPALITIES ENGINEERING – STREET LIGHTING RECORDS


1 STREET LIGHTING PROJECT RECORDS Documentation of projects concerning existing lighting districts within public rights-of-way, along with projects of new district construction. Included are correspondence, general district information, product specifications, and working records concerning street light conversions, and lighting design. a Project Administration. Progress reports

and certified payroll records submitted by the contractor, and general corres-pondence created in the course of the project and used by the administration of the contract.

b Project Plans, Correspondence, and

Drawings. As-built and shop drawings, and correspondence that document and define important decision-making processes.

a Contractors’ payroll files: Retain

8 years after date of completion of the contract; destroy. General correspondence: Retain 3 years after date of completion of contract; destroy. Progress reports: Retain 3 years after final payment; destroy.

b Retain for the life of the lighting

structure; destroy.



Schedule for: MUNICIPALITIES ENGINEERING – WORK ORDERS AND CONTRACT ADMINISTRATI ON

RECORDS


1 CONTRACT STANDARDS AND TEMPLATES This series consists of reference materials concerning standards for preparing contracts, and includes boiler-plate templates for contracts.

Discard when superseded or obsolete.

2 WORK ORDER AND SPECIAL IMPROVEMENT DISTRICT PROJECTS Documentation of activities in improving public rights-of-way and infrastructures within its jurisdiction. The series documents the entire process for constructing a public improvement project. Records can include general correspondence with departments, other individuals and organizations, and records documenting the process of selecting consultants and contractors. In addition, this series documents the design and construction phase of a project. Records may document aspects of the project, such as inspection reports, consultant studies and analyses, shop drawings, and as builts. Also includes project construction, administrative records include monitoring of the contractor’s work, progress reports, and billings records submitted by the contractors.

Proposed Projects. a Bids and Proposals b Bid awards, contracts and agreements c Correspondence d Contractor financial documentation e Other projects f Project accepted for implementation g Project Administration

1 Contractor’s payroll files 2 General correspondence 3 Progress reports 4 Substantive correspondence critical

to decision making process of project.

h Project plans and drawings i Tax documentation

a See General (Common) Records b See General (Common) Records c Retain 2 years; destroy. d Discard 8 years after final

payment. e Discard records when project has

not been initiated within 10 years of the date of first proposal, or when proposed project is superseded or obsolete, whichever is sooner.

f See General (Common) Records g 1– Discard 8 years after date of

completion of the contract. 2– Permanent. 3– Retain 2 years; destroy 4– Discard 3 years after final payment.

h As-builts, shop drawings, and correspondence documenting the final product are a permanent record, all others discard when no longer needed for reference or when project is completed.

i Discard records 7 years after completion of project or 7 years after final assessment payment was made by the property owner, whichever is later.

h This is a vital record.



Schedule for: MUNICIPALITIES FINANCIAL – ACCOUNT ACTIVITY RECORDS


1 ACCOUNT RECONCILIATION RECORDS Monthly bank statements used to balance and reconcile accounts.

Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

2 BID DEPOSIT REPORT Retain 5 years after end of official year to which records relate if city/town if audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate

3 CASH ADVANCE REPORT Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

4 DAILY CASH RECEIPT AND EDIT REPORTS

Retain 5 years after end of official year to which records related if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.



Schedule for: MUNICIPALITIES FINANCIAL – ACCOUNTS PAYABLE RECORDS


1 ACCOUNTS PAYABLE a Accounts Payable List (Check

Disbursement) b Canceled Insurance Checks c Daily Purchasing, Inventory and Voucher

Edits d Expenditure Approval List e Monthly Encumbrance Report

a Retain 5 years after end of official

year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

b Same as above c Same as above d Same as above e Same as above

2 CANCELED VENDOR CHECKS Canceled checks of payments made to vendors.


3 CHECK REGISTER Listing of payments made to vendors, includes vendor number, name, check number and amount, information pertaining to a particular purchase, and the amount paid to the vendor to date for the current fiscal year.

Permanent

Consider COM or microfilm.

4 CLAIMS Copies of memoranda pertaining to claims for payment, damages, or other redress presented to the Commission/Council.

“Record” copy: retain for 5 years after the end of the fiscal year to which the records relate; if the claim constitutes a contract, retain for the term of the contract plus 8 years; clerk’s copy retain 1 year, destroy.

5 PURCHASE ORDERS (PAID CLAIMS) Series consists of purchase orders, information on vendors, and documentation of paid invoices.

Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate



Schedule for: MUNICIPALITIES FINANCIAL – ACCOUNTS RECEIVABLE RECORDS


1 ACCOUNTS RECEIVABLE ACTIVITY REPORT


2 ACCOUNTS RECEIVABLE DAILY UPDATES


3 ACCOUNTS RECEIVABLE TRIAL BALANCE MONTHLY REPORT This report provides detail transaction information on the Accounts Receivable Ledger. Includes both monthly reports and year-end (June 30) reports.


4 CREDIT COLLECTION FILES Working files documenting delinquent debtors and actions taken against them.

Retain 3 years after debt has been paid, or when records are 7 years old for uncollected debt; destroy.

5 RECEIPTS Copies of receipts or receipt stubs issued evidencing receipt of money owed except those relating to special assessments.


___________________________________________________________________________________________ Municipal Records Schedule MR40



FINANCIAL – BOND RECORDS


1 BOND CALL REPORT Reports contain information on the status of debt of each SID and is used for analysis of all outstanding bonds.


2 BOND PAYMENT SLIPS Copies of payment slips sent to bond holders along with payment for interest on bond or redemption.


3 BOND REGISTER (BEARER AND REGISTERED OWNER) Official record of ownership of all bonds issued by the City.



4 BOND WORKFILES This series documents the activities on each bond from its initial issue through it’s life until it is called or fund is closed out.


5 CANCELED BOND CHECKS Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

6 REVENUE AND GENERAL OBLIGATION BOND CERTIFICATES Bonds issued to finance capital improvement projects.

Retain 2 years after the retirement of the issue as a whole.



Schedule for: MUNICIPALITIES FINANCIAL – BUSINESS LICENSE RECORDS


1 APPLICATION FOR BUSINESS LICENSE Retain 2 years after expiration of license and all renewals (life of business); destroy.

2 BUSINESS LICENSE COPIES Retain 3 years after expiration of license; destroy.

3 BUSINESS LICENSE REPORT Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate; destroy.

Note: Consider trans-ferring to a local historical society for preservation and better public access to historical business data.



Schedule for: MUNICIPALITIES FINANCIAL – MISCELLANEOUS RECORDS


1 GENERAL LEDGER a Monthly reports other than FY end report. b Year end monthly report (June 30 report).

a Retain 30 years after end of fiscal

year to which the report pertains. b Permanent

Candidate for microfilming via Computer Output Microfilm

2 JOURNALS This series can be comprised of the Check Disbursement Journal, Appropriations and Expenditure Journal, Revenue and Receipts Journal, the General Journal, and the Encumbrance Liquidation Journal

Retain 5 years after fiscal year to which the journals relate; destroy.

3 JOURNAL ADJUSTMENT RECORDS Records documenting additions and modifications to journals, including vouchers, edit reports, adjusting journal entries and daily batch update reports. a Journal Adjustments b Journal Edits

a Retain 5 years after end of fiscal

year to which the records relate. b Retain 2 years after end of fiscal

year to which the records relate.

4 PARKING TICKETS a Parking Citations. Original tickets issued b Paid Citations. Parking tickets for which

the fine was paid. Maintained as reference to document payment.

a Retain 3 years; destroy. b Retain 3 years; destroy.

5 PRINCIPAL MONTHLY REPORTS Year-to-end monthly reports which document the financial information and activities. These reports could include a detail budget report; project expenditure transactions; project activity report; fund trial balance, project trial balance report; revenue report; and/or balance sheet. a Monthly reports other than fiscal year end

report. b Year end monthly report (June 30 report).


year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

b Retain 15 years after end of the fiscal year to which the report pertains.




FINANCIAL – PAYROLL RECORDS


1 CANCELLED PAYROLL CHECKS Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

2 PAYROLL DISTRIBUTION REPORT Report documenting all expenditures of payroll activity.

Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

3 1099 Form: Statement of earnings over $600 of earnings for services for Federal Tax purposes.

4 years

FINANCIAL – REVENUE RECORDS

1 ACCRUED/ACTUAL INTEREST BALANCE


2 FUND BALANCE REPORT Retain 5 years after end of the fiscal year to which these records relate.

3 MONTHLY REPORTS OF ACCRUED INTEREST Information used to calculate the monthly interest earned from investments.




Schedule for: MUNICIPALITIES FINANCIAL – TAX AND OTHER FINANCIAL ASSESSMENT RECO RDS


1 ANNUAL TAX BILLING SUMMARY Summary information concerning all assessments billed for the year. Includes individual recap sheets for each type of assessment, as well as a recap sheet for all assessments.


2 ANNUAL TAX LEDGER Permanent NOTE: Consider COM or microfilm

3 ASSESSMENT WORKING FILES a Assessment schedules for Special

Improvement Districts (SIDs). b Spreadsheet workfiles

Working paper used to create and modify a spread.

a Destroy at end of the fiscal year following the cancellation or call of the bond and collection of all delinquency.

b Destroy at end of the fiscal year following the cancellation or call of the bond.

4 MONTHLY TAX DISTRIBUTION Spreadsheet which documents the distribution of taxes, interest and penalties collected.


5 MONTHLY TAX RECEIVABLE REPORTS Report detailing the month-end tax and SID balance of every property owner. Report’s primary purpose is to balance the tax information. a Monthly reports excluding June 30 report. b June 30 report.

a Retain 2 years after end of the

fiscal year to which these records relate; destroy.

b Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

______________________________________________________________________________Municipal Records Schedule MR45



FINANCIAL – TAX AND OTHER FINANCIAL ASSESSMENT RECO RDS


6 SPECIAL IMPROVEMENT DISTRICT (SID) CONTROLS Records used to balance outstanding principal assessments against the general ledger and to document the principal paid on a property.

Destroy at end of the fiscal year following the cancellation or call of the bond.

7 SPECIAL IMPROVEMENT DISTRICT (SID) PAYOFFF RECEIPTS


8 TAX AND SID MONTHLY MAINTENANCE RECORDS Series documents the payment of activity of taxes and assessments.





FIRE AND DISPATCH RECORDS


1 COMPLAINT RECORDS Complaints received from citizens or other departments concerning emergency re-sponse


2 DISPATCH REPORT Logs of all calls received by 911 operators and forwarded to departments, as appropriate. a Reports forwarded to Fire Department b Reports forwarded to Police Department

a Permanent, retain with the related

Fire Incident Report. b See police records

3 EMPLOYMENT ENTRANCE TESTS Series consist of the tests administered to job applicants. Tests are held biannually for firefighters, and as needed for other positions.

Discard when test is readministered.

4 EXPOSURE REPORTS Reports completed prior to 1995 by employees following exposure to substances which are potentially hazardous to their health, such as bodily fluids, smoke, chemicals. Also included is medical treatment information, such as hospital reports.

Discard 30 years after injury or illness was reported, unless specified otherwise by a particular OSI-L4 standard.

29 CFR 1910.20

5 FACILITY PLANS Original blueprints, site plans, mechanical drawings, and site and building plans of the 911 Center, all fire stations and other buildings owned by the fire department.

Retain for life of building.

These are vital records NOTE: Consider transferring to a local historical society for permanent preservation.

6 FIRE INVESTIGATION RECORDS Documentation of investigations conducted by the Fire Prevention Division of the fire department.

Permanent

7 FIRE DETECTION AND SUPPRESION SYSTEM INSPECTION RECORDS Fire Marshal inspection of alarm and extinguishing systems and plans for new installations submitted by alarm companies for Department review.

Retain for 3 years; destroy.

1994 Uniform Fire Code, 103.3.4




FIRE AND DISPATCH RECORDS


8 INCIDENT REPORTS Reports of all incidents responded to by the Fire Department, including fire incidents and emergency medical incidents. a Montana Department of Justice b Municipality


An electronic copy is forwarded to the State of Montana. 16.30.215, ARM NOTE: You should consider COM or microfilm.

9 INSPECTION GUIDELINES FOR FIRE MARSHAL Guidelines for inspecting various types of materials, facilities and businesses, including hotels, high rises, hazardous materials, schools, fireworks.

Retain until superseded or obsolete; destroy.

10 INSPECTION RECORDS This series documents inspections and life safety checks conducted by the Fire Department at buildings, facilities, and for equipment.

Retain documentation for 3 years; destroy.

1994 Uniform Fire Code, 103.3.4

11 MASTER STREET/ADDRESS GUIDE Master guide containing name, address, and telephone number of every resident.

Retain until next monthly update; destroy.

Current record is a vital record.

12 PENDING CODE VIOLATIONS Transfer to series “Inspection Records” immediately after violation has been corrected.

13 POLICIES AND PROCEDURES Policies and procedures for fire department personnel. Includes policies and procedures, and updates thereto, as well as staff notices of policy updates. a Master set of current and all superseded

policies and procedures. b All other copies

a Permanent. b Discard when superseded or

obsolete.


14 STATISTICAL SUMMARY REPORTS a Monthly Reports b Annual Reports

a Retain 10 years; destroy. b Permanent.

15 SUBDIVISION REVIEWS Documentation of the fire department’s review of subdivision development plans submitted by land developers.

Retain 3 years after completion of the review; destroy.

____________________________________________________________________________________________ Municipal Records Schedule MR48


Schedule for: MUNICIPALITIES FIRE AND DISPATCH RECORDS


16 TRAINING RECORDS Documents the fire department’s administration of various certification tests developed by the National Fire Protection Association, including course outlines and test results. “Record” copy is a permanent copy. a Certificates b Test questions and course outline c Test results

a “Record” copy retain 25 years after

termination or separation of employee. Departmental copy transfer to Human Resources upon termination or separation.

b Update as required. c Retain 5 years after termination or

separation of employee.



Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS


1 AFFIDAVITS OF PUBLICATION OF ORDINANCES AND LEGAL NOTICES Notarized certificates and newspaper clippings attesting to the publication of legal notices. a Publication of Ordinances b All others

a Permanent. b Place with related project file and

dispose of accordingly. If no project file exists, retain 3 years; destroy.

2 AGENDAS Posted agendas and notices for meetings of the Commission/Council and advisory boards, committees, and commissions. Record copy is in Municipal Clerk’s Office. a Municipal Clerk b All other copies

a Retain 2 years; destroy. b Retain until after meeting; destroy.

3 BID AND PROPOSALS a Successful awards under $25,000 b Unsuccessful awards under $25,000 c Successful awards over $25,000 d Unsuccessful awards over $25,000 e Unopened Bids f Contractor warranties

a Retain 8 years after termination or completion and final payment; destroy.

b Retain 1 year after date of award; destroy.

c “Record” copy retain 8 years after termination or completion and final payment; destroy. All other copies retain with related bid award or contract file and dispose of accordingly.

d Retain until contract is completed; destroy.

e Return to bidder after award. f Destroy 5 years after end of

official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

Active record is a vital record.





4 BID AWARDS, CONTRACTS, AND AGREEMENTS “Record” copy of routine procurement records including legal notices, bid awards, affidavits of publication, signed contracts or agreements, certificates of insurance, surety bonds, requests for proposals, proposals, technical specifications, reports, correspondence, and similar records relating to the negotiation, administration, negotiation, renewal, and termination of awards, contracts and agreements to which the city is a party. a Bid awards and contracts under $25,000. b Bid awards and contracts over $25,000. c Utility and other major construction or

restoration/renovation contracts.

a “Record” copy is in the department

that lets the contract; retain 8 years after termination or completion and final payment; all other copies destroy upon termination or completion and final payment.

b “Record” copy is in the Municipal Clerk’s office, retain 8 years after termination or completion and final payment.

c “Record” copy is in the Municipal Clerk’s office and is permanent; all other copies destroy upon termination or completion and final payment.

Active records are vital records.

5 BUDGET WORKING PAPERS Records created and used in the preparation of the annual budget, including departmental requests, estimates, ledgers, handwritten notes, and related correspondence and memoranda. a “Record” copy in the finance or treasurers

office b All other copies

a Retain 5 years after the fiscal year

to which the records relate; destroy.


6 COMPLAINTS Original citizen complaint form listing name, address, phone number, location of complaint, nature of complaint, responsible department, and steps taken.


7 CORRESPONDENCE a Permanent Program and Policy Correspondence

Incoming and outgoing letters, memoranda, and e-mail pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects are prime candidates for permanent retention. Records with permanent value include, but are not limited to: records documenting municipal policy; records documenting the policy process; records that document how the municipality is organized and how it functions; its pattern of action and decision-making; its policies, procedures, and achievements; and that serve to substantiate accountability.

a Permanent. Continued on next page.





7 CORRESPONDENCE—Cont. b Non-Permanent Correspondence: Routine

Incoming and outgoing letters, memoranda, and e-mail pertaining to the normal and routine administrative functions. Consists of correspondence providing general information and requests for information, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters, making arrangement for routine meetings or other events, and similar matters of minor administrative character which contain no substantive information.

c Non-Permanent Correspondence: Transitory Incoming and outgoing letters, memoranda, and e-mail that, while part of municipal business, are purely informational with a very short time-value. Examples include routine correspondence for which a record is needed only for a limited time, such as incoming or outgoing transmittal/cover messages that do not add information to that contained in the transmitted material (“enclosed please find ...”); routine questions and answers that require no administrative action, no policy decision, and no special compilation or research for reply (“our address is ...,” “the deadline is ...,” “please send 10 copies of ...”); thank-yous, acknowledgments, congratulations; information copies of correspondence on which no documented administrative action was taken.

d Non-Record Correspondence: The following materials are not records and may be destroyed/ deleted at any time, unless they become part of some official record as a result of special circumstances: correspondence and memoranda generated by another entity and kept by your office for reference purposes; unofficial employee activities (parties, softball games, etc.); internal office announcements (“Ms. Jones is here to see you,” “Joe Smith called,” “is this afternoon’s meeting still on?”); quasi-official notices (notices of holidays, charity appeals, etc.); junk mail; listserv messages, other than those you post in your official capacity.

b Retain for 3 years; destroy c Retain in office for 30 days;

destroy d Destroy/delete at will.





8 COUNCIL/COMMISSION PACKETS Material assembled and distributed to Council/Commission members containing documents pertaining to a Council meeting as well as informational material. “Record” copy is in the Municipal Clerk’s Office. a Municipal Clerk b All other copies

a Retain 25 years; destroy. b Retain until after

Council/Commission meeting to which the package pertains; destroy.

9 DELIVERY RECEIPTS Receipts created when secured armored express, federal express, etc. picks up funds from the municipality.

Fiscal plus 2 years

10 10 EQUIPMENT RECORDS Original operating instruction booklets, service agreements, warranty information, replacement part information, technical reference booklets, purchasing information, and owners manuals which document the use and maintenance of equipment purchased.

Life of the equipment, as needed for

reference; destroy.

11 FINANCIAL FILES Files relating to the expenditure of funds, such as cost estimates, receipts and receipt stubs, purchase orders, invoices, and vouchers, except those for the payment of taxes, special assessments, utility deposits, and any receipts noted elsewhere in these schedules. a Municipal Clerk: “record” copy b All other copies


year to which the records relate; destroy.


12 GENERAL ADMINISTRATIVE FILES Records relating to the internal management or general administration of a department rather than the functions for which the office exists. In general, these records relate to the office organization, staffing procedures, and communications; the expenditure of funds, including training and gravel; supplies and office services and equipment requests and receipts; and the use of office space and utilities. They may

Retain after 2 years old or sooner if purpose is served; destroy.

Rev. 1.1 Date: 09-2004 ________________________________________________________________________________________ Municipal Records Schedule MR53



GENERAL (COMMON) RECORDS


12 GENERAL ADMINISTRATIVE FILES – CONT. also include copies of reports and correspondence officially filed elsewhere, copies of internal activity and workload reports.

13 INSURANCE POLICIES Liability, theft, fire, accident, health, life, and other policies for property and personnel, including supporting documentation regarding implementation, modification, or replacement of policies. “Record” copy is in the Municipal Clerk’s Office.

“Record” copy retain 5 years after expiration or replacement of policy; all other copies retain until policy expires or is superseded; destroy.

14 LEASES Legal instruments, signed leases, correspondence, memoranda and other records pertaining to the negotiation, administration, renewal, and termination of a lease to which the City is a party. a Municipal Clerk: “record copy” b All other copies

a Retain 8 years after expiration,

termination, or cancellation of lease; destroy.

b Retain until lease expires or is

terminated; destroy.

15 MEMBERSHIP IN ASSOCIATIONS, SOCIETIES, AND COMMITTEES a Records documenting participation in

external governmental and professional organizations in which are members in their official capacity as city representatives. 1 Official copies of committee records

such as meeting minutes, declarations, newsletters, speeches, correspondence.

2 Background information, corres-pondence of minor administrative character, drafts.

Continued on next page.

a Records documenting

participation… 1 Permanent 2 Retain 5 years or when no

longer needed for reference, whichever is sooner; destroy.






16 MEMBERSHIP IN ASSOCIATIONS, SOCIETIES, AND COMMITTEES—cont. b Records documenting membership of

staff in professional organizations, however, not in an official capacity as a City representative. Includes corres-pondence, copies of speeches, newsletters, copies of minutes, and miscellaneous materials. These records do not reflect official City positions. If membership is paid for with city funds, then these are city records. If membership is paid for by employee, they are personal papers, not city records.

b Retain 3 years or when no longer

needed for reference, whichever is sooner; destroy.

17 MASTER PLANS Master plans and comprehensive plans developed by departments. Forward one copy to the Municipal Clerk who maintains the “record” copy. a Municipal Clerk b All other copies

a Permanent. b Retain until superseded; destroy.

18 PERSONNEL FILES Unofficial personnel folders maintained by departments consisting of documents which are duplicates of papers placed in official personnel folders. a Human Resources Department:

“record “ copy. b Departmental copies

a Retain 25 years after termination

or separation of employee; destroy. b After separation, transfer, or

termination of employee, transfer to Human Resources for incorp-oration into official personnel file, if necessary.





19 PERSONNEL RECRUITMENT FILES Position descriptions, resumes of prospective employees, and personnel recruitment material.

Retain 3 years after selection is made; destroy.

20 POLICY AND PROCEDURE FILES Consists of manuals, directives, administrative rules, handbooks, and other formal policy and procedural issuances. a Formal issuances created by department

or division for which the policy or procedure is a program function

1 Master set 2 Used copies and extra copies

b Copies of City operating policies and procedures used for reference.

a Formal issuances.

1 Permanent. 2 Retain until superseded;

destroy. b Retain until obsolete or

superseded; destroy.

21 PUBLICATION a Official Publications

Official publications, including, but not limited to: annual reports, administrative codes, codes of regulatory commissions, and publications. Also included can be research papers created on behalf of or for the use of the city such as urban and regional land use, planning, zoning, air and water pollution, transportation, public utilities, urban geography, surveying, and mapping and semiofficial publications such as city planning reports prepared by surveying and mapping and semiofficial publications such as city planning reports prepared by a commercial firm, or in partnership or consultation with, any city planning agency. Also includes handbooks, manuals, pamphlets, posters, and programs created for or by the city. “Record” copy is in the Municipal Clerk’s office.

b Reference Publications Copies of internal or external publications maintained for reference.

a Permanent. b Retain until obsolete or no longer

needed; destroy.

22 PURCHASE ORDERS See Item 10, MR 57 Common Records, for explanation.





23 READING OR CHRONOLOGICAL FILES Copies of correspondence and other papers maintained by the originating department used solely as a reading or reference file for convenience.


24 RECORDS RETENTION AND DISPOSITION SCHEDULES a Municipal Clerk: “record” copy b All other copies

a Permanent; retain one copy of the original, plus one copy of each revision.

b Retain until superseded; destroy.

25 REPORTS AND STUDIES a Official Reports and Studies

Reports and studies commissioned by or conducted, funded by public monies, pertaining to public facilities, operations, and services. Studies and reports are usually performed by staff and/or consultants. Also includes studies and surveys commissioned, or those which affect the city. 1 Municipal Clerk: “record” copy 2 All other copies

b Internal Reports and Studies Reports, studies, surveys, and analyses conducted or commissioned by departments for internal information or planning purposes, and not transferred to the Municipal Clerk. 1 Final report. Record copy maintained

by originating department 2 All backup data and documentation

necessary to support final report’s validity

3 Working files including drafts, notes, and reference materials

a Official Reports and Studies.

1 Permanent 2 Retain until obsolete or no

longer needed; destroy. b Internal Reports and Studies.

1 Retain 10 years, unless listed otherwise elsewhere in the retention schedules; destroy.

2 Retain 2 years after completion of survey document, unless listed otherwise in the retention schedules; destroy.

3 Retain 1 year after completion of survey document, unless listed otherwise elsewhere in the retention schedules; destroy.

26 STAFF WORKING PAPERS Reference files and duplicate copies of documents accumulated during preparation of a report or work on a project.

Retain 1 year after completion of report or project, or discard sooner if no longer needed for reference; destroy.





27 SUBJECT FILES Subject files consisting of a mix of administrative and technical material, the value of which varies depending on the organizational level at which they are created and the purpose they serve. a Organizational and Project Files

Files containing administrative directives, policy studies and reports, formal memoranda, reports or special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, and operations of any office..

b Administrative Procedural Files Administrative announcements, routine correspondence and memoranda, statements, reports, and other records of offices pertaining to office procedures and distributed within the department or among offices.

c Staff Subject Files Documents generated by departments in the course of routine office administrative functions have short-term value. These records include correspondence, general

a Permanent. b Retain 5 years or when

superseded; destroy. c Transfer to storage when 1 year

old. Destroy when 3 years old.

28 TIME CARDS/SHEETS a Human Resources office: “record copy” b All other copies

a Retain 3 years; destroy. b Retain 2 years or when no longer

needed for reference, whichever is sooner; destroy.

Current time cards are a vital record.

29 TRAINING RECORDS a Correspondence, memoranda, reports,

and other records pertaining to the availability of training and employee participation in training programs sponsored by other government or non-government agencies.

b Certificates of completion, certificates or passing training requirements, and other documentation of successful training completion. Includes test scores of final tests taken by employee.

a Retain 5 years or when superseded

or obsolete, whichever is sooner; destroy.

b Transfer to Employee Personnel

File in Human Resources office.






30 TRAVEL EXPENSE RECORDS Files relating to the expenditure of funds, such as cost estimates, receipts and receipt stubs, purchase orders, invoices, and vouchers, except those for the payment of taxes, special assessments, utility deposits, and any receipts noted elsewhere in these schedules. a Record Copy b All other copies.


year to which records relate if city/town is audited annually; if city/town is not audited annually, retain 7 years after the end of the official year to which the records relate; destroy.


31 AUDIOVISUAL MATERIALS a Videotapes/audit tapes of meetings. b Promotional and public relations tapes. c Motivational and training audiotapes

purchased for use by personnel.

a Permanent, if no minutes are

prepared for the meeting, 1 year if official minutes are prepared and approved.

b Permanent. c Retain as long as administratively

needed.

NOTE: 7-1-4141, MCA, requires that cities/towns have the capability of prod-ucing copies of all records including sound and video tapes if that is record medium chosen.

____________________________________________________________________________________________Municipal Records Schedule MR59



HAZARD COMMUNICATION PROGRAM RECORDS


HAZARD COMMUNICATION PROGRAM The purpose of a hazard communication program is to ensure that the hazards of all chemicals produced or imported are evaluated, and that information concerning their hazards is transmitted to employers and employees. It applies to any chemical which is known to be present in the workplace in such a manner that employees may be exposed under normal conditions of use or in a foreseeable emergency. Employers are not required to evaluate chemicals unless they choose not to rely on the evaluation performed by the chemical manufacturer or importer for the chemical.

1 EMPLOYEE EXPOSURE RECORDS An employee exposure records a record containing any of the following kinds of information: environmental (workplace) monitoring or measuring of a toxic substance or harmful physical agent; biological monitoring results; material safety data sheets indicating that the material may pose a hazard to human health; or, in the absence of the above, a chemical inventory or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. a Background Data to Environmental

Monitoring Data, such as laboratory reports and worksheets, from environmental (workplace) monitoring or measuring.

b Material Safety Data Sheets (MSDS)

See Hazard Communication Program Records schedule for a full description of MSDSs.

c Chemical Inventory

Or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent.

d Biological Monitoring Results

Results designated as exposure records by specific occupational safety and health standards.

a One year, as long as the sampling

results, the collection methodology (sampling plan), a description of the analytical and mathematical methods used, and a summary of other background data relevant to interpretation of the results obtained, are retained for at least 30 years; destroy.

b Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy.

c Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy.

d Retain as required by the specific standard.






2 EMPLOYEE INFORMATION AND TRAINING RECORDS a Information

Employees shall be informed of: the requirements of this section; any operations in their work area where hazardous chemicals are present; and the location and availability of the written hazard communication program, including the required list(s) of hazardous chemicals, and material safety data sheets.

b Training Employee training shall include at least: methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area; the physical and health hazards of the chemicals in the work area; the measures employees can take to protect themselves from these hazards; and the details of the hazard communication program developed by the employer; the employer shall keep a record of the dates of training sessions given to employees and the names of the employees attending.

a Retain until superseded; destroy b Employee training records shall be

placed in the employee’s personnel file.

a 29 CFR 1910.1200

(h), and 50-78-204 & 305, MCA

b 49 CFR 172.704

3 EMPLOYEE MEDICAL RECORDS/FILES a An employee medical file is a record

concerning the health status of an employee which is made or maintained by a physician, nurse, or other health care personnel or technician, and may include: medical and employment questionnaires or histories; the results of medical examinations; medical opinions, diagnoses, progress notes, and recommendations; first aid records; descriptions of treatments and prescriptions; employee medical complaints; health and dental insurance enrollment records; medical releases; and information from physician and worker’s compensation reports.

b Insurance Records Continued on next page.

a Retain actual medical records for duration of employment + 30 years; destroy.

b Health and dental insurance claims

need not be retained for any specified period and insurance enrollment records, medical releases, and information from reports should be retained for 10 years after termination of employment or 10 years after the last year enrolled in the plan, if they are maintained separately from the employer’s medical program and its files

29 CFR 1910.1020(d) [formerly 1910.20], as adopted by the Mon-tana Department of Labor and Industry This is a vital record. FMLA requires these records to be maintained separately from other personnel records.

_____________________________________________________________________________

Municipal Records Schedule MR61





3 EMPLOYEE MEDICAL RECORDS/FILES—CONT. c First Aid Records

Records of one-time treatment and subsequent observation of minor scratches, cuts, burns, splinters, and the like which do not involve medical treatment, loss of consciousness, restriction of work or motion, or transfer to another job, if made on-site by a non-physician.

d Medical Records of Employees Who Have Worked for Less than 1 Year for the Employer.

c First aid records need not

be retained for any specified period if they are maintained separately from the employer’s medical program and its files.

d Need not be retained beyond the

term of employment if they are offered to the employee upon the termination of employment.

4 LABELS AND OTHER FORMS OF WARNING Employers shall ensure that each container of hazardous chemicals in the workplace is labeled, tagged, or marked with the following information: identity of the hazardous chemical(s) contained therein, and appropriate hazard warnings. The employer may use signs, placards, process sheets, batch tickets, operating procedures, or other such written materials in lieu of affixing labels to individual stationary process containers.


29 CFR 1910.1200 (f), and 50-78-206, MCA

5 MATERIAL SAFETY DATA SHEETS (MSDS) Employers shall have a material safety data sheet in the workplace for each hazardous chemical which they use. It shall contain at least the following information: the identity used on the label; physical and chemical characteristics, the physical hazards and the health hazards of the hazardous chemical; the primary route(s) of entry; any exposure limits; whether the hazardous chemical is a carcinogen or potential carcinogen; any generally applicable precautions and control measures; emergency and first aid procedures; date of preparation or update of the MSDS; and the name, address, and telephone number of the responsible party who can provide additional information. Each employer shall maintain a copy of any correspondence sent or received by the employer in an effort to obtain a material safety data sheet when none was provided by the chemical manufacturer or distributor.

Current sheets must be readily accessible; when no longer current the sheets themselves need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy. The correspondence, once the material safety data sheets are provided, may be retained per the Correspondence series listed in the General (Common) Records schedule.

29 CFR 1910.1200 (g) and 29 CFR 1910.1020 (d) [formerly 1910.20], and 50-78-203,MCA May be kept in electronic form, microfiche, or other alternatives as long as no barriers to immediate employee access are created by such options

__________________________________________________________________________________________ Municipal Records Schedule MR62


Schedule for: MUNICIPALITIES HAZARD COMMUNICATION PROGRAM RECORDS


6 WORKPLACE CHEMICAL LIST Each employer shall compile and maintain a workplace chemical list which must contain the chemical name of each hazardous chemical in the workplace, cross-referenced to any generally used common name; the chemical abstracts service registry number, if available, must accompany all chemical names on the list; and the list must indicate the work area in which each hazardous chemical is normally stored or used.

Must be updated as necessary but not less than annually; destroy when superseded.

50-78-202, MCA

7 WRITTEN HAZARD COMMUNICATION PROGRAM Employers shall develop, implement, and maintain at each workplace, a written hazard communication program which at least describes how the criteria for labels and other forms of warning, material safety data sheets, and employee information and training will be met; includes a list of the hazardous chemicals known to be present using an identity that is referenced on the appropriate material safety data sheet; includes the methods the employer will use to inform employees of the hazards of non-routine tasks and the hazards associated with chemicals contained in unlabeled pipes in their work areas.

Retain until superseded; destroy. 29 CFR 1910.1200 (e)



Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS


1 CORRESPONDENCE Correspondence concerning general personnel issues and insurance.

Purge annually and destroy superseded or obsolete records.

2 DRUG AND ALCOHOL TESTING RECORDS: POST-EMPLOYMENT Records documenting procedures for selecting and testing employees randomly for drug and/or alcohol abuse. Tests are performed in compliance with the 1989 Substance Free Workplace Act and with 1995 regulations of the Federal Highway Administration and the Federal Transit Administration. a Plans, Procedures, Supporting Documen-

tation, pertaining to the development of procedures for drug and other substance abuse testing programs, including the determination of testing incumbents in designated job positions.

b Employee Acknowledgment of Notice Forms, completed by employees whose positions are designated sensitive for substance abuse testing purposes, acknowledging that they have received notice that they may be tested.

c Test Results

a Retain for 3 years or when

superseded or obsolete or no longer needed, whichever is later; destroy.

b Retain until employee separates

from designated testing position; destroy.

c Positive results: Retain for 10

years after termination of employ-ment; destroy. Negative results retain 3 years; destroy.

39-2-304, MCA a 49 CFR 40.23

3 DRUG AND ALCOHOL TESTING RECORDS: PRE-EMPLOYMENT Results of substance abuse tests administered to employment applicants.

Applicants hired: Retain until termination of employment; destroy. Applicants not hired: Retain 3 years after decision was made not to hire; destroy.





4 EMPLOYEE EXPOSURE RECORDS (To Hazardous Materials) An employee exposure records a record containing any of the following kinds of information: environmental (workplace) monitoring or measuring of a toxic substance or harmful physical agent; biological monitoring results; material safety data sheets indicating that the material may pose a hazard to human health; or, in the absence of the above, a chemical inventory or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. a Background Data to Environmental Moni-

toring Data, such as laboratory reports and work-sheets, from environmental (workplace) monitoring or measuring.

b Material Safety Data Sheets (MSDS) See Hazard Communication Program Records schedule for a full description of MSDSs.

c Chemical Inventory Or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent.

d Biological Monitoring Results Results designated as exposure records by specific occupational safety and health standards.

At least 30 years; destroy. a 1 year, as long as the sampling

results, the collection methodology (sampling plan), a description of the analytical and mathematical methods used, and a summary of other background data relevant to interpretation of the results obtained, are retained for at least 30 years; destroy.

b Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy.

c Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy.

d Retain as required by the specific standard.

29 CFR 1910.1020 (d) [formerly 1910.20], as adopted by the Montana Department of Labor and Industry The form, manner, or process by which an employer preserves a record is not mandated as long as the information contained in the record is preserved and retriev-able, except that chest X-ray films shall be preserved in their original state.





5 EMPLOYEE MEDICAL RECORDS/FILES a An employee medical file is a record

concerning the health status of an employee which is made or maintained by a physician, nurse, or other health care personnel or technician, and may include: medical and employment questionnaires or histories; the results of medical examinations; medical opinions, diagnoses, progress notes, and recommendations; first aid records; descriptions of treatments and prescriptions; employee medical complaints; health and dental insurance enrollment records; medical releases; and information from physician and worker’s compensation reports.

b Insurance Records

c First Aid Records Records of one-time treatment and subsequent observation of minor scratches, cuts, burns, splinters, and the like which do not involve medical treatment, loss of consciousness, restriction of work or motion, or transfer to another job, if made on-site by a non-physician.

d Medical Records of Employees Who Have

Worked for Less than 1 Year for the Employer

a Retain actual medical records for

duration of employment + 30 years; destroy.

b Health and dental insurance claims

need not be retained for any specified period and insurance enrollment records, medical releases, and information from reports should be retained for 10 years after termination of employment or 10 years after the last year enrolled in the plan, if they are maintained separately from the employer’s medical program and its files.

c First aid records need not be

retained for any specified period if they are maintained separately from the employer’s medical program and its files.

d Need not be retained beyond the

term of employment if they are offered to the employee upon the termination of employment.

29 CFR 1910.1020(d) [formerly 1910.20], as adopted by the Mon-tana Department of Labor and Industry This is a vital record. FMLA requires these records to be main-tained separately from other personnel re-cords.





6 INSURANCE: CLAIMS Documentation used in the payment of employee health and death benefit claims or payments to non-employees under liability policies, including insurance claims forms; copies of hospital, physician, and medication bills; death certificates; correspondence; beneficiary information; and other supporting papers used in processing the claims.

Retain 2 years after final settlement; destroy.

7 INSURANCE: POLICIES Current insurance policies and background information concerning the policy.

Retain 5 years after expiration, termination, or cancellation; destroy.

This is a vital record while the policy is current. NOTE: May be valuable reference material.

8 LABOR ARBITRATION AND GRIEVANCE RECORDS Records of labor arbitration in general, as well as case files. This series documents grievances filed by employees. Includes original grievance, arbitration and investigation reports, and settlement. a Grievance Form b Investigation and Arbitration

Documentation

a Retain 10 years after termination

of employment; destroy. b Retain 5 years after final

resolution of the case; destroy.

9 LABOR UNION NEGOTIATION RECORDS May include minutes of negotiation sessions, handwritten notes, and correspondence documenting negotiations with union representatives for labor contracts.

Retain 8 years after expiration of agreement; destroy.

10 LIABILITY AND PROPERTY CLAIMS Initial report of a citizen’s liability or property claim against the city/town. “Record” copy of all follow-up actions, including investigation, arbitration, and settlement.

Retain claims report for 2 years after final settlement; destroy.





11 PAYROLL: CHECK REGISTERS List containing check number, amount, and employee name of every payroll check issued.

Retain 50 years after the fiscal year to which these records relate; destroy.

NOTE: The payroll check register is a good candidate for COM or microfilm.

12 PAYROLL: PAYROLL REGISTERS Should include necessary information for retirement purposes.

Retain 50 years; destroy. NOTE: The payroll register is a good candidate for COM or microfilm.

13 PAYROLL: QUARTERLY PAYROLL REPORTS

Retain 4 years after the end of the fiscal year to which the records relate.

29 CFR 516.5

14 PERFORMANCE APPRAISAL RECORDS

Retain 3 years after appraisal or 2 years after last use in employment decision, whichever is later; destroy.

15 PERSONNEL RECORDS/FILES Official personnel records of all employees. Files may include resume, employment ap-plication, W-4 form, PERS membership cards, deduction information, and other personnel and payroll information.

If the file contains only personnel records, retain 10 years; if payroll information also is included, retain 50 years; destroy.


16 POSITION CLASSIFICATION Study and survey records and background information documenting decisions leading to position classification.


17 PUBLIC EMPLOYEES RETIREMENT SYSTEM (PERS) REPORTS Reports submitted to the State Public Employees Retirement Division (PERD).

Municipality: Retain 10 years after termination of the employee; destroy.


18 REQUISITION FOR HIRING Formal request to hire; may include vacancy announcement and other information concerning the position opening.

Retain 2 years after the end of the fiscal year to which the records relate; destroy.

19 TIME RECORDS May be cards or sheets or electronic records.

Retain 3 years; destroy. 29 CFR 516.6 This is a vital record.





20 WORKERS COMPENSATION a Initial Report

Report submitted by the employer and claim form completed by the employee. Summary information is available in quarterly reports submitted to MMIA.

b Log and Summary Information Information of all recordable occupational injuries and illnesses, as well as supplementary records of each occupational injury or illness reported. May include summary reports on accidents and incidents and ensuing workers compensation claims sent quarterly to MMIA.

c Employee Exposure and Medical Records See Employee Exposure Records and Employee Medical Records/Files earlier in this schedule.

d Claims Settlement Records

Documentation concerning investigations of claims and their settlement.

a Retain 2 years after claim has been

settled; destroy. b Retain 5 years after injury or

illness was reported; destroy. c Retain 30 years after injury or

illness was reported, unless specified otherwise by a specific occupational safety and health standard; destroy.

d Retain 5 years after claim has been

settled; destroy.

29 CFR 1904.4 Records may be maintained for and on behalf of the municipality by their insurance carrier.

_____________________________________________________________________________________________ Municipal Records Schedule MR69


Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS – FEDERALLY REQUIRED RECORDS


1 COBRA RECORDS/RETIRED EMPLOYEE INSURANCE APPLICATIONS Enrollment and waiver forms documenting acceptance or rejection of health and dental insurance offered to retired employees and to terminated employees eligible for insurance under the Consolidated Omnibus Budget Reconciliation Act (COBRA).

Retain 3 years after termination of employment; destroy.

2 EMPLOYMENT APPLICANT INFORMATION RECORDS Records documenting minority status information concerning all job applicants. The information is collected in response to federal requirements for tracking the type and number of minority applicants.

Retain 3 years after filing EEO-4 or any other federally-required report to which these records relate; destroy.

29 CFR 1602.30

3 EMPLOYMENT ELIGIBILITY FORMS Mandatory federal form (1-9) to be completed by every job applicant to document employ-ment eligibility. Forms are supplemented by supporting documentation such as photocopies of driver licenses, birth certificates, green cards, and Social Security cards.

Retain 3 years after hire or 1 year after termination of employment, whichever is later; destroy.

8 CFR 274a.2

4 FICA QUARTERLY REPORTS Reports to the Social Security Administration showing employee earnings on which payroll deductions for Social Security are based.


5 FLEXTIME PROGRAM RECORDS Includes enrollment form, payment document-tation, and administrative records document-ing compliance with and administration of the flextime program (Flex 125) required under the Internal Revenue Code 1986, Section 125, as amended. The federal Employee Benefits Management Services (EBMS) maintains the “Record” copy. a Annual Report

Submitted to the Internal Revenue Service. b Enrollment and Waiver Forms

a Retain 15 years; destroy. b Retain 2 years after expiration or

superseded; destroy.



Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS – FEDERALLY REQUIRED RECORDS


6 MEDICARE QUARTERLY REPORTS Reports submitted to the U.S. Department of Health and Human Services showing employee earnings on which payroll deductions for medicare are based.


7 TAX DEDUCTION REPORTS Reports listing payroll deductions taken for state and federal taxes.

Retain 2 years after end of official year to which these records relate; destroy.

8 W-2 FORMS Copies of W-2 forms provided to employees for income tax and other reporting purposes. Includes distributed and undistributed W-2s.

Retain 4 years after end of the fiscal year to which the records relate, or after tax is paid, whichever is later; destroy.

26 CFR 31.6001-1




INFORMATION RESOURCES (COMPUTER) SERVICES RECORDS


1 COPIES OF RECORDS Records relating to system security, including records documenting periodic audits or review and recertification of sensitive applications, disaster and continuity plans.

Destroy or delete when superseded or obsolete.

2 DATA SYSTEMS SPECIFICATIONS a Codebooks b Final reports (regardless of medium)

relating to master file or data base. c File specifications d Output specifications e Record layouts f User guides

Destroy when superseded or obsolete, or upon authorized deletion of the related master file or database, or upon the destruction of the output of the system if the output is needed to protect legal rights, whichever is latest.



Schedule for: MUNICIPALITIES LEGAL COUNSEL/MUNICIPAL ATTORNEY RECORDS


1 CASE FILES: CIVIL a Formal Judgment Copy b Case Papers and all associated records.

a Permanent (reference copy). b Retain 10 years after final

judgment; destroy.

2 CASE FILES: CRIMINAL a Active and Pending Criminal Files

Case files for individuals tried in court for misdemeanors occurring within the court’s jurisdiction. Record copy is in the court.

b Court Appeals Files

a Retain 45 days after final

judgment; destroy. b Retain 10 years after final

disposition; destroy.

Confidential

3 COURT REPORTER RECORDS Full stenographer notes of all proceedings.

Retain 10 years. 3-5-603, MCA

4 OPINIONS FILES: MUNICIPAL ATTORNEY Legal opinions issued by the municipality’s attorney as requested on legal matters. Files may contain requests for opinions from departments, the legal opinions themselves, memoranda, correspondence, reports, photographs, pleadings, ordinances, bonds, and billing statements.

Permanent

5 OPINIONS FILES: STATE ATTORNEY GENERAL

Legal opinions issued by the state Attorney General at the request of the municipality’s attorney. Files may contain requests for opinions from departments and from the municipal attorney, the legal opinions issued by the Attorney General, memoranda, correspondence, reports, ordinances, and other support documents.

Permanent



Schedule for: MUNICIPALITIES LIBRARY RECORDS


1 ADMINISTRATIVE WORKING AND REF-ERENCE FILES a Files used for reports and statistics which

appear in the annual report or minutes of the Library Board.

b Minutes of the Library’s Board. c Monthly budget reports d Long-range plans e Daily financial overview reports (List the

collar amount collected by in fees and penalties during the previous day.

a Retain 1 year after completion of

final project; destroy. b Permanent c Destroy at the end of the fiscal

year to which the records relate. d Permanent; update annually as

needed. e Retain 1 year after end of the

fiscal year to which these records relate; destroy.

2 CIRCULATION RECORDS Any document, record, or other method of storing information retained, received, or generated by a library that identifies a person as having requested, used, or borrowed library material.

Retain until book is returned; destroy.

These records are confidential, 22-1-1103, MCA.

3 EMPLOYEE RECORDS Enrollment and wavier forms documenting acceptance or rejection of health and dental insurance offered to retired employees and terminated employees eligible for insurance under the Consolidated Omnibus Budget Reconciliation Act (COBRA).

Retain 3 years after termination of employment; destroy.

4 INTERLIBRARY LOAN (ILL) RECORDS Retain 3 years; destroy.

5 LIBRARY PUBLICATIONS These are records created by the Library. Series may include brochures, clippings, fliers, newsletters, press releases, posters and other printed material.

Master set is permanent; all other copies discard when superseded or obsolete.

6 LIBRARY GRANTS “Record” copy is in the Municipal Clerk’s office. Series may include grant agreements, grant proposals, and fund expenditure records.

Retain 5 years after expiration of grant; destroy.

34 CFR 76.730 and 732

7 OUTREACH RECORDS Documentation of library outreach activities such as the bookmobile project, press clippings, statistical information and time schedules.

Press clippings are permanent records. Retain other records 2 years; destroy.



LIBRARY RECORDS


8 PATRON FILES a Applications of patrons with no outstanding dues

or unreturned materials. b Applications of inactive patrons with no

outstanding dues or unreturned materials.

a Purge annually b Retain 1 year after outstanding dues

have been paid and/or borrowed materials returned; destroy

Any records contain-ing names or other personal identifying infor-mation of library users are confidential. 22-1-1103, MCA.



Schedule for: MUNICIPALITIES MOTOR POOL RECORDS


1 EQUIPMENT FILES Purchase and maintenance records for equipment and vehicles, including work orders, purchase orders, and copies of vehicle registrations.

Retain for life of equipment, as needed for reference; destroy.

2 MONTHLY FLEET EXPENSE REPORTS Reports detailing parts and labor costs for repairs for each vehicle/piece of equipment serviced the transfer of funds from responsible departments.




PARKS AND RECREATION – ADMINISTRATION RECORDS


1 AQUATICS AND POOL PROGRAM a Daily sales and deposit slips b Equipment and operator manuals c Fee wavier applications d First Aid requests e Job Applications f Lifeguard certifications g Pool injury reports for citizens h Pool injury reports regarding employees i Pool log j Pool inspection reports k Swimming attendance rosters l Statistical report m Time sheets

1 Human Resources 2 All other copies.

a Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate.

b Retain for life of equipment, or as needed for reference.

c Retain 2 years; destroy. d Retain 2 years; destroy. e Retain 25 years after separation,

termination of employee f Retain 2 years; destroy. g Retain 3 years after injury occurs;

destroy h Retain 5 years after injury occurs;

destroy. i Retain 3 years; destroy. j Retain for life of structure. k Retain 2 years; destroy. l Permanent. m Timesheets

1 “Record” copy retain 3 years; destroy.

2 Retain 1 year; destroy.

29 (CFR) 1904.4 27-2-209, MCA 24.30.107, ARM

2 MAPS AND PLANS a Blue line drawings b Building and facilities original maps and

plans c Site plans

Permanent

3 PARK FILES Documents pertaining to the acquisition, development, maintenance, and improvement of city owned park land. a Appraisal reports b Bills of sale c Council/commission resolutions d Correspondence and memoranda e Leases f Master Plans g Minutes of park board h Press Releases i Park maintenance assessment data j Real estate contracts Continued on next page.

a-d Permanent e Leases:

1 Retain 8 years after expiration of lease; destroy.

2 Retain until expiration, termination of lease or when superseded; destroy.

f-j Permanent

MCA 7-16-4103 and MCA 7-16-4209(2)



Schedule for: MUNICIPALITIES PARKS AND RECREATION – ADMINISTRATION RECORDS


3 PARK FILES—CONT. k Resolutions and Deeds l Right of way and utility easements m Subdivision files n Studies o Surveys p Annual facility inspection reports – report

on the annual condition of facilities in the park and recreation system

k-o Permanent p Life of facility + 25 years

4 RECREATIONAL ACTIVITIES a Award forms b Attendance reports, sign in sheets c Class plans, class lists d Clippings, photographs e Memorandums and correspondence f Promotional flyers g Program participant recruitment letters h Schedules i Score sheets j Staff and program evaluations k Registration forms

a Retain as long as needed for administrative purposes.

b Retain 2 years; destroy. c Retain 5 years; destroy. d Retain 5 years; Note: Some

photographs may have historical value and should be retained permanently.

e Retain 5 years; destroy. f Permanent g Retain 3 years; destroy. h Retain 5 years; destroy. i Retain as long as needed for

administrative purposes. j Retain 5 years; destroy. k Retain 5 years after end of fiscal

year in which records relate if city/town is audited annually; 7 years after end of fiscal year in which records relate if not audited annually; destroy.

5 PERMITS Records pertaining to permits issued by the department. Series includes applications, insurance certificates, review and approval records and receipts.

Retain 5 years after end of fiscal year in which records relate if city/town is audited annually; 7 years after end of fiscal year in which records relate if not audited annually; destroy.



Schedule for: MUNICIPALITIES PARKS AND RECREATION – FORESTRY AND CONSERVATION RE CORDS


1 DAILY PESTICIDE REPORTS Handwritten record of pesticide application reports maintained to document application of pesticides to trees.

Retain 1 year after incorporated into annual report; destroy.

2 FORESTRY RECORDS a Daily weed control reports and

correspondence. b Inspections by State c Pesticide inventory d Tree removal reports e Correspondence and studies concerning

Forestry programs and policies. f Diagrams

a Retain 2 years; destroy. b Retain 10 years; destroy. c Retain 3 years; destroy. d Retain until incorporated into tree

inspector annual report. e Permanent. f Retain 2 years or as long as

needed for reference, whichever is longer; destroy.

3 PESTICIDE LICENSE License with Department of Agriculture indicating certification of training to apply pesticides.

Maintain 1 year after expiration; destroy.

4 TREE INSPECTOR ANNUAL REPORT Annual report by tree inspector which com-iles annual statistics on dutch elm disease and tree trimming notices and removals.

Permanent

5 TREE INVENTORIES Inventory of trees in parks and list of trees to be destroyed.

Permanent

6 TREE NUISANCE NOTICES Records document notices to property owners regarding violation of city ordinances to trim trees or cut dutch elm infected trees. a Notices to abate b Affidavit of mailing c Tree crew work orders

a Retain 2 years after costs for trimming have been satisfied by property owner; destroy.

b Retain 2 years after tree trimming completed; destroy.

c Retain 2 years after work is completed; destroy.



Schedule for: MUNICIPALITIES PLANNING DEPARTMENT – BOARDS, COMMISSIONS, COMMITTE ES RECORDS


1 APPLICATION FOR SPECIAL REVIEW Documentation of application process, including application form, maps, site plans, correspondence, and list of surrounding property owners.

Permanent

2 BOARD OF ADJUSTMENT a This series consists of documentation of

appeals to the Board of Adjustment concerning rules made by building and zoning coordinators.

b Minutes

Permanent

3 PLANNING BOARD a Minutes b Resolutions


4 TECHNICAL ADVISORY COMMITTEE (TAC) RECORDS

Record copies of minutes, bylaws, background materials. a Record copy b Informational copies

a Permanent b Discard when no longer need for

reference.

5 VARIANCE APPLICATION Documentation of application process, including application form, maps, site, plans, correspondence, list of surrounding property owners. Series includes documentation of a variance to the airport influence zone.

Permanent

6 ZONING DECISIONS ON NEWLY ANNEXED AREAS Records concerning areas annexed for specific uses containing documentation pertaining to zoning in the newly annexed areas with correspondence, maps and final decision.

Permanent




PLANNING DEPARTMENT – ENFORCEMENT RECORDS


1 ADMINISTRATIVE RECORDS Includes correspondence, appointments to various boards, budget information and de-artmental policies and procedures for hiring and consultants.

Retain for 2 years or until superseded or obsolete, whichever is later; destroy.

2 AFFIDAVITS OF PUBLICATION Standard affidavits from newspapers confirming that they published notices of public hearings for the various commissions and boards associated with the planning.

Place with related project file and dispose of accordingly or retain 3 years after publication of notice; destroy.

3 ANNEXATIONS Series contains plats, studies, resolutions, correspondence, legal notices, memoranda, applications/petitions, title reports, ownership reports, consent letters and protests. a “ Record” copy is with the Municipal

Clerk. b Clerk and Recorder copy. c All other copies

a Permanent b Permanent c Retain until no longer needed for

reference; destroy.


4 FLOODPLAIN ADMINISTRATION Administrative records and reference materials documenting the administration of floodplains. Records including photographs of flood events, floodplain determinations, floodplain regulations, and correspondence. a Administrative records b Regulations and determinations c Reference materials

a Retain 2 years; destroy. b Master set is a permanent record;

all other copies retain until superseded; destroy.

c Discard when superseded or obsolete.



Schedule for: MUNICIPALITIES PLANNING DEPARTMENT – LAND DEVELOPMENT RECORDS


1 DEVELOPMENT AGREEMENTS Agreements with developers detailing specific provisions for services, facilities, or structures provided by the developer in developing an area of land. a County Clerk and Recorder: “record” copy b Planning Department .

a Permanent. b Retain until expiration of

agreement, life of ownership, or when no longer needed for reference and enforcement purposes whichever is later; destroy.

2 PLANNED UNIT DEVELOPMENT (PUD) RECORDS Documentation regarding each Planned Unit Development project which has been com-leted. Record types include agreements, site plans, correspondence, conceptual plans, and description of the type, quantity, and time schedule of the development.

Permanent



Schedule for: MUNICIPALITIES PLANNING DEPARTMENT – MAPS


1 HISTORICAL MAPS Permanent May be transferred to an archive; 76-1-601(2b), MCA

2 MAPS CREATED BY OTHER ENTITIES such as the U.S. Geological Survey, and used for reference purposes

Retain as long as needed for reference; destroy.

3 MAPS CREATED FOR SPECIFIC PLANS Permanent 76-1-601(2b), MCA

4 URBAN PLANNING AREA MAPS Permanent 76-1-601(2b), MCA

5 ZONING MAPS Permanent This is a vital record; 76-1-601(2b), MCA



Schedule for: MUNICIPALITIES PLANNING DEPARTMENT – PERMITS


1 CONDITIONAL USE PERMITS Permits granted by Board of Adjustment. This is a closed series.

Retain 1 year after expiration of permit; destroy.

2 SIGN PERMITS Applications for permits and registration of signs under the municipal code.

Retain 1 year after expiration of permit; destroy.



Schedule for: MUNICIPALITIES PLANNING DEPARTMENT – PLANS AND STUDIES


1 COMPREHENSIVE PLAN Series documents creation and modification of the comprehensive plan, a long term planning document for development. Records concern each element of the plan, which includes public facilities, agriculture, land use, environment, etc. The series includes working records and drafts of each element a Municipal Clerk: “record” copy b All other copies.


2 GENERAL TRANSPORTATION PLANNING ADMINISTRATION Working and reference files concerning a number of transportation issues including air quality, bicycle path planning, federal guidelines, and correspondence from the planner.

Retain until no longer needed for reference; destroy.

3 REPORTS TO THE MONTANA DEPARTMENT OF TRANSPORTATION Reports concerning the expenditures and activities of the Planning Department. a Quarterly Reports b Annual Reports

a Retain 3 years from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the report would have been due if expenditure report is waived however, if any litigation claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later.

b Permanent.

49Code of Federal Regulations (CFR) 18.42; 7 CFR 3016.42

4 TRANSPORTATION IMPROVEMENT PROGRAMS (TIP) FOR THE METROPOLITAN PLANNING ORGANIZATION Series documents scheduled improvements to the transportation network.

Retain 2 years after improvement project has been completed; destroy.





5 TRANSPORTATION STUDIES AND PLANNING PROJECTS a Records documenting studies and projects

conducted in agreement with the Montana Department of Transportation (MDOT) under the Community Transportation Enhancement Program (CTEP)

b All other studies and projects.

a Retain 3 years from the day the

grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived, however if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later.

b Retain 2 years after completion of the study; destroy.

49 CFR 18.42 7 CFR 3016.42

6 URBAN PLANNING AND ZONING STUDIES Documentation of urban planning, zoning, corridor studies and neighborhood plans. a Drafts and working records b Final document retained in the Municipal

Clerk’s office.

a Retain 2 years after completion of

the study; destroy. b Permanent





7 UNIFIED PLANNING WORK PROGRAM Records concerning the department’s submission of an annual plan for activities funded through the UPWP and explanation of how the funds will be used. Also contains reference materials used in developing the plans, including traffic count data, Federal Title Review and Guidelines.

Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the date the grantee submits its final expenditure report in all other cases; or on the day the report would have been due, if expenditure report is waived, however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later.

49 CFR 18.42 7 CFR 3016.42



Schedule for: MUNICIPALITIES PLANNING DEPARTMENT – SUBDIVISION CREATION AND REVI EW RECORDS


1 SUBDIVISION RECORDS a Working Files

Records developed during the creation and review of subdivisions. Record types can include correspondence, city departmental review notes and evaluations, various drafts of plats from conceptual to preliminary to final plat stages.

b Preliminary Files 1 Approved Subdivisions 2 Unapproved Subdivisions

c Subdivision Improvement Agreements

1 “Record” copy retained in the Municipal Clerk’s office.

2 Departmental copy.

a Retain for the life of subdivision b Preliminary Files

1 Retain for the life of the subdivision.

2 Retain 10 years; destroy. c Subdivision Improvement Agree-

ments 1 Permanent 2 Retain for the life of the

subdivision.



Schedule for: MUNICIPALITIES POLICE DEPARTMENT – CRIMINAL JUSTICE RECORDS


1 ARREST WARRANTS Warrants issued for arrest of individuals suspected of crimes committed. a Original arrest warrant b All other copies

a Retain in office until warrant is executed by Police Department or canceled by court of jurisdiction, whichever is sooner, then transfer to court.

b Destroy after warrant is issued or canceled.

2 BENCH WARRANTS Warrants for non-appearance in court of defendant in case.

Return to court after warrant is served, if not served, destroy 2 years after issuance.

3 NATIONAL CRIME INFORMATION CENTER (NCIS) RECORDS Documentation of criminal justice information entered into the National Crime Information Center’s database. a Daily log sheets b Entry sheets providing record of

information by criminal classification for data entered on wanted persons, stolen vehicles, missing persons, stolen guns, and stolen license plates.

Retain 3 years after state or federal audit.

NCIC policy and regulations, Section II, Audit



Schedule for: MUNICIPALITIES POLICE DEPARTMENT – INVESTGATION RECORDS


1 ACCIDENT INVESTIGATORS REPORT State of Montana accident report form completed by officers reporting on motor vehicle accidents.

Retain 3 years after last activity; destroy.

2 CASE FILES a Files for persons arrested and convicted,

includes fingerprint lifts, photographs, state and federal arrest records.

b Files for persons arrested but not convicted.

a Retain 75 years after last activity. b Retain until court of jurisdiction

orders destruction of records or return upon request to individual arrested but not convicted.

This is a vital record for current investigations. 44-5-02(8)(a)(b),MCA

3 EVIDENCE TAGS Tags identifying evidence collected by police officers during criminal investigations. These should be attached to the evidence and kept there until evidence is no longer needed; then tag should be incorporated into case file to track disposition of evidence.

Retain separately in office as long as needed for investigative purposes; incorporate into Criminal Investiga-tive Records after disposition of court cases.

4 CRIMINAL INTELLIGENCE INFORMATION General intelligence gathered by the department for police investigations. Documents include crime analysis, crime statistics and mapping, handwritten notes, and correspondence.

Retain in office as long as needed for investigative purposes.

5 CRIMINAL INVESTIGATIVE RECORDS Records document all official police investigations for crimes committed. Sample records in a file include an arrest report, transcript of suspect interrogation, suspect statements, evidence release forms, fingerprint cards, laboratory reports, evidence tags, copy of Montana Highway Patrol accident investigation report, case worksheet and other documents relating to specific criminal cases. a Records involving adults arrested for felony

or misdemeanor charges involving domestic violence, driving under the influence, and violations of protective orders.

b Records involving adults arrested for all misdemeanor charges not included in (a) above.

c Records involving juveniles arrested for driving under the influence.

d Records involving juveniles arrested except those listed in (c) above.

a Retain 50 years after last activity;

destroy. b Retain 10 years after last activity;

destroy. c Retain 50 years after last activity

(MCA 41-5604 and MCA 45-5-624 (7)

d Upon consent of the court judge or county attorney, destroy after records remain sealed for 10 years. MCA 41-5-216

This is a vital record for current investiga-tions. (Administrative rules of Montana (ARM) 23.12.105)



Schedule for: MUNICIPALITIES POLICE DEPARTMENT – INVESTGATION RECORDS


6 FINGERPRINT CARDS a Cards for arrests leading to conviction. b Cards for arrests not leading to conviction.

a Retain 75 years after last activity;

destroy. b Retain until court of jurisdiction in

case orders destruction of record or return, upon request, to individual arrested but not convicted.

MCA 44-202(8)(a)(b)

7 FINGERPRINT LIFTS Fingerprints taken by police officers at the scene of crime.

Retain 50 years after last activity; destroy.

This is a vital record for current investigations

8 MASTER NAME CARDS Records provide data pertaining to individuals charged with criminal violations. Data includes criminal charge, citation number, date charged, docket number FBI number, fingerprint classification, physical description, and suspect’s date of birth. a Paper cards for all individuals charged with

felony or misdemeanor offenses involving domestic violence, driving under the influence, and violations of protective orders.

b Paper cards for all individuals charged with misdemeanors not included in (a) above.

c Paper cards involving juveniles arrested for driving under the influence.

d Paper cards involving juveniles arrested, except those listed in (c) above.

a Retain 50 years after last activity,

destroy paper records 10 years after last activity.

b Retain 10 years after last activity;

destroy. c Retain 50 years after last activity d Upon consent of the court judge or

county attorney, destroy after records remain sealed for 10 years.

23.12.105, ARM c 41-5-604, MCA

41-5-624 (7), MCA d 41-5-604, MCA

9 PAWN SLIPS Copies of pawn slips, slips indicate the items being pawned or sold, and the name, address, and physical description of customer. a Slips for stolen items used in criminal

investigations. b Slips not used in criminal investigations.

a Transfer to case file. b Retain one year; destroy.



POLICE DEPARTMENT – PERSONNEL RECORDS


1 DEPARTMENTAL DIRECTIVES AND PROCEDURES a Manuals containing memoranda and

directives. b Master set of current and superseded

policies and procedures. c All other copies

a Permanent b Permanent c Discard when superseded or

obsolete.


2 INTERNAL INVESTIGATION CASE FILES Records documenting investigations of department personnel for violation of laws, rules, or policies and may include findings and dispositions of investigations. May contain complaints, correspondence, investigatory reports, interviews, hearing summaries and testimony, and related documents. Usually includes name of employee investigated, reason, location of violation, date, accomplices’ names and addresses, witnesses’ names and addresses, action taken, and related data. a Final action summary file b Found not sustained or unfounded c Found sustained –formal resulting in

demotion, suspension, removal or similar action

d Found sustained informal- written or verbal reprimands, memoranda or similar action.

a Retain as long as personnel file b 1 year c years after final disposition d years after final disposition

3 OFFICER TRAINING PROGRAM FILES Records documenting training programs for officers.

Retain 5 years after termination of employee; destroy.



Schedule for: MUNICIPALITIES PUBLIC WORKS – AGREEMENTS


1 INTERGOVERNMENTAL AGREEMENTS Agreements with other governments. Agreements can include signal light maintenance, street and traffic control maintenance, construction, railroad grade crossing signal agreements. a Municipal Clerk: “Record” copy b All other copies

a Retain 8 years after the expiration or termination of the agreement; destroy.

b Retain until expiration or

termination of the agreement; destroy.

Current agreements are a vital record.

2 STATE ROUTE MAINTENANCE AGREEMENTS a Municipal Clerk: “Record” copy and any

supporting documentation. b All other copies.

a Retain 8 years after the expiration

or termination of the agreement; destroy.

b Retain until expiration or termination of the agreement; destroy.

Current agreements are a vital record.



Schedule for: MUNICIPALITIES PUBLIC WORKS – GENERAL RECORDS


1 COMPLAINTS Complaints received from the public, other municipal agencies, or departments, including any documentation concerning the resolution of the complaint

Retain 2 years after the complaint has been resolved; destroy.

2 MONTANA DEPARTMENT OF HIGHWAY PROJECTS Reports, correspondence and similar records pertaining to contracts and agreements between the Montana Department of Highways and the municipality concerning the location, relocation, construction, reconstruction, maintenance control, supervision. and regulation of designated state highways that run within and through the municipality.

Permanent

3 MONTHLY REPORTS Monthly reports on public works projects and related budget status.

Retain 4 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the of official year to which the records relate.



Schedule for: MUNICIPALITIES SOLID WASTE – COLLECTION RECORDS


1 ANNEXATION FILES Records used to track new lands annexed in order to provide garbage. “Record” copy is in the Municipal Clerk’s office. a Affidavits and petitions of services b Legal opinions c Mail lists d Resolutions and supporting material

regarding annexations.

a Retain 3 years after initiation of

service; destroy. b Retain 3 years after initiation of

service; destroy. c Retain 3 years after initiation of

service; destroy. d “Record” copy is a permanent

copy; all other copies retain as needed for reference.

2 CONTAINER INFORMATION a Brochures about containers b Correspondence with citizens c Vendor information

a Retain until superseded; destroy. b Retain 2 years; destroy. c Retain until superseded; destroy.

3 MAPS Maps of roads, streets, subdivisions, annexations and other geographical contours.

Retain as needed for reference.

4 ROUTE AND COLLECTION PICKUP RECORDS Route lists, changes, surveys and handwritten notes

Retain 2 years after superseded; destroy

5 ROUTE AND COLLECTION SURVEYS Surveys, questionnaires of property owners regarding services and routes.


6 VEHICLE RECORDS a Driver listings b Fleet schedules c Inventory ledgers d Maintenance records e Vehicle cost worksheets f Vehicle registrations

“Record” copy retain for the life of the vehicle; all other copies retain as long as needed for reference.



Schedule for: MUNICIPALITIES SOLID WASTE – FINANCIAL RECORDS


1 CASH RECEIPT BOOKS Retain 3 years; destroy.

2 COLLECTION ASSESSMENT REFUNDS Request for adjustment to garbage assessment applications and copy of refund slips


3 DEPOSIT SLIPS Retain 3 years; destroy.

4 MATERIALS SAFETY DATA SHEETS Records document the safe use and storage of hazardous materials maintained onsite.

Retain for 30 years. This is a vital record. 2 29 CFR 1910.20; 29 CFR 1910.1200

5 STATEMENT OF ACCOUNT Statement of account sent to customer billing for landfill dumps or drop box rentals at the landfill.


6 TAX CARDS Ledger cards detailing ownership history, change in service, and other information used to compute individual solid waste tax assessments.

Retain as long as administratively needed.



Schedule for: MUNICIPALITIES SOLID WASTE – LANDFILL RECORDS


1 ACQUISITION RECORDS Legal agreements, copies of resolutions, maps, deeds, title insurance, sales agreements and escrow papers documenting the purchase of land for landfill site. and other documents pertaining to the acquisition of the landfill. 1 Municipal Clerk 2 All other copies

1 Permanent 2 Retain as long as needed for

reference.


2 DAILY LOGS Records tabulate the daily number of vehicles entering landfill by user. a Ledgers, worksheets and vehicle usage

reports. b Reports of daily usage by non-city vehicles.

a Retain 1 year; destroy. b Retain 1 year; destroy.

3 INVOICES Invoices prepared for customers making landfill dumps.

Retain 30 years after closure of landfill.

ARM (AR-W 17.50.531; Fed. Reg. Vol. 56, No. 196 (Oct. 9, 1991) p.51056, 40 CFR 258.29)

4 LEASES “Record” copy in the Municipal Clerk’s office.

“Record” copy retain 8 years after expiration or termination; all other copies retain until no longer needed; destroy.

5 OPERATIONS RECORDS a Citations b Change fund audit c Analytical and technical reports d Solid waste committee records e Hazard waste disposal requests f Correspondence and memoranda


ARM (AR-W 17.50.531; Fed. Reg. Vol. 56, No. 196 (Oct. 9, 1991) p.51056, 40 CFR 258.29)

6 RENEWAL APPLICATION RECORDS a License b Montana pollution discharge elimination

system permit c Inspections d Training records e Closure plans f Financial memoranda and background

documentation g Monitoring, methane, landfill gas,

groundwater, refrigeration reports h Montana solid waste regulations and

guidelines.

a-g Retain 30 years after closure of land fill. h Retain as needed for reference.

Landfill license and permit are vital records.



Schedule for: MUNICIPALITIES SOLID WASTE – LANDFILL RECORDS


7 STUDIES AND PLANNING RECORDS Technical studies and reports completed by staff or consultants concerning landfill operations and management.

Permanent

8 TONNAGE REPORTS Slips indicating tonnage of solid waste


9 USE AGREEMENTS Signed agreement with commercial users of landfill.

Retain 8 years after the expiration or termination of the agreement.


10 WASTE DISPOSAL RECORDS Series could include, correspondence, waste disposal forms, asbestos disposal forms, waste shippers manifest and non hazardous waste manifests.


This is a vital record. ARM 17.50.531; Fed. Reg. Vol. 56, No. 196 (Oct. 9, 1991) p. 51056, 40 CFR 258.29)



Schedule for: MUNICIPALITIES STREET AND TRAFFIC RECORDS – ADMINISTRATION


1 CONFINED SPACE AUTHORIZATIONS Authorizations for workers to enter confined spaces such as manholes.

Retain until separation or transfer of employee; destroy.

2 DAILY WORK REPORTS Daily tabulations of the amount of time individual workers spend on specific projects. These reports duplicate the information found on time cards

Retain until monthly report is completed; destroy.

3 EQUIPMENT LISTS Lists of equipment owned radio call numbers, and equipment rental lists providing rates for services used to charge other city offices and/or private citizens for special services.


4 MONTHLY REPORTS a Summaries of employees daily work used

for scheduling and rotating workers b Summaries of work completed and sent to

MDOT.

a Retain 2 years; destroy. b Permanent

5 SERVICE REQUESTS Memoranda and requests received concerning work that needs to be done, may include notes on completion of the work.




Schedule for: MUNICIPALITIES STREET AND TRAFFIC RECORDS – ADMINISTRATION


1 SIGNALS a Intersection Maps (as builts) Copies of all

maps for all of the intersections with traffic signals.

b Maintenance manuals c Signal complaint reports d Signal maintenance records e Traffic signal schematics

a Permanent. b Retain for life of equipment;

destroy. c Retain 5 years; destroy. d Retain 5 years; destroy. e Retain for life of signal.

2 SIGNING Records pertaining to the maintenance of road signs and lane stripping. a Road signs and lane striping b Work orders and activity reports


3 SNOW REMOVAL Files containing information on snow removal contractors including copies of insurance certificates and licenses, drug testing information and similar records regarding contractors who assist the City with snow removal.

Retain 8 years after contract expires; destroy.

4 STREET MAINTENANCE a Work order b Weed complaints to property owners and

charges for completion of work. c Informational memoranda

a Retain 2 years after work is completed; destroy.

b “Record” copy retain 2 years after assessment for weed cutting occurs; all other copies retain 1 year after weed cutting occurs.

c Retain until superseded; destroy.

5 STREET SWEEPING a Chip seal records. b Daily Reports. c Flush valve location list. d Hazardous Waste Manifests documenting

shipment to disposal contractor. e Maps of sweeping and leaf pickup. f Signed manifest from recipient facility.

a Retain 2 years; destroy. b Retain 1 year ;destroy. c Retain until superseded; destroy. d Retain 3 years or until receipt of a

signed manifest from facility receiving the waste; destroy.

e Retain until superseded; destroy. f Retain 3 years; destroy.

40 Code of Federal Regulations (CFR) 262.40

6 STORMWATER AND SEWER a Sewer cleaning and inspection records b Sewer district maps of sewers maintained.

a Retain for life of structure. b Permanent.




Schedule for: MUNICIPALITIES TRANSIT – ADMINISTRATIVE RECORDS


1 ACCIDENT AND INCIDENT REPORTS Reports filed when a transit employee or vehi-cle is involved in an accident or incident. a Incident and accident reports entailing

liability or other involvement. b Incident and accident reports not entailing

liability or other involvement. c Accident and incident background and

supporting documentation.

a Retain 2 years after claim has been

settled; destroy. b Retain 1 year; destroy. c Destroy when no longer needed to

settle claims, or 1 year after claim has been settled, whichever is sooner.

2 AUDIT WORKING FILES Original and duplicate audit records.

Retain 1 year after completion of audit; destroy.

3 CASH EDIT RECORDS Daily printouts of cash edit list with cash receipts attached documenting the sum of fees collected.

Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate

Records serve to reconciliate deposits

4 CHARTER/SPECIAL SERVICES RECORDS Series may contain correspondence, route maps, regulations concerning charter services and schedules.

Retain 1 year after discontinuation of services; destroy.

Series does not in-clude any documenta-tion needed to docu-ment Department’s compliance with state and federal require-ments for particular types of services, such as those for Americans with disabilities

5 EMPLOYEE SAFETY TRAINING a Employee training history b Certifications and test results (“Record”

copy in Human Resources Department)

a Retain as long as employee is

employed as a “hazmat” employee and 90 days thereafter; destroy.

b Retain 6 years after termination of employee.

49 CFR 172.704

6 HAZARDOUS WASTE DISPOSAL Documents the shipment of hazardous materials to a disposal contractor. Includes shipping receipts, type of material shipped, container type, volume, and destination. a Records documenting shipment to disposal

contractor. b Signed receipts from recipient facility.

a Retain for the term plus eight

years. b Retain until lease expires or is


Active records is a vital record.





7 LEASES Legal instruments, signed leases, correspondence and memoranda, and other records pertaining to the negotiation, administration, renewal and termination of a lease to which the city is a party. 1 Municipal Clerk 2 All other copies.

1 Retain for the term plus eight

years; destroy. 2 Retain until lease has expired or is


8 MONTHLY OPERATION REPORTS Reports summarizing activities and operations.


9 STAFF MEETING MINUTES Record copy of minutes of the meeting of operations staff.

Retain 1 year old; destroy.

10 PASSENGER COMPLAINTS Documentation of complaints made by riders against employees, also includes responses. a Complaints not resulting in disciplinary

action against employee. Record copy is located in the department

b Complaints resulting in disciplinary action against employee. 1 “Record” copy in Human Resources 2 Departmental copy

a Destroy when 2 years old if no repeat complaints have been received.

b Retain record copy with remainder of Personnel File until 25 years after termination. Departmental copy—destroy at transfer or termination of employee or when no longer needed for reference, whichever is sooner.

11 PLANNING CERTIFICATION Notes and correspondence concerning efforts to obtain the Planning Certification from the Montana Department of Transportation, verifying that the department complied with federal requirements.

Retain 1 year after final expiration of certification; destroy.

12 PRE-EMPLOYMENT TEST SCORES a Test questions and course outline b Test results

1 Successful applicants 2 Unsuccessful applicants

a Update as required b Test results

1 Retain 5 years after termination of employee; destroy.

2 Retain 2 years old; destroy.





13 PROPERTY DOCUMENTATION AND AGREEMENTS a Agreements and Easements

1 Municipal Clerk 2 All Other Copies

b Correspondence and other working records.

a Agreements and Easements 1 Permanent. 2 Retain until expiration of

agreement or when no longer needed for reference, whichever is sooner; destroy.

b Retain 3 years after initiation of agreement or easement; destroy

14 SAFETY POLICIES AND PROCEDURES a Master set of current and superseded

versions b All other copies

a Permanent b Retain until superseded or obsolete;

destroy.



Schedule for: MUNICIPALITIES TRANSIT – BOARDS, COMMITTEES, AND ASSOCIATIONS RECO RDS


1 MONTANA TRANSIT ASSOCIATION Series may include by-laws, handouts from meeting and conferences.

These are not municipal records; recommend keeping for reference only; destroy when no longer useful.

2 SAFETY COMMITTEE Series my include correspondence and memoranda, meeting minutes and notes kept for reference purposes.

“Record” copy of minutes are perma-nent. All other copies and supporting materials destroy when no longer needed for reference



Schedule for: MUNICIPALITIES TRANSIT – FEDERAL GRANTS AND REQUIREMENTS RECORDS


1 AMERICANS WITH DISABILITIES ACT (ADA) CERTIFICATION AND PROGRAM DOCUMENTATION Records documenting efforts to comply with requirements of the Americans with Disabilities Act (ADA). Records include studies, compliance plans, notes, correspondence and data. Also included are computer-generated reports of riders eligible under the ADA, used to manage certifications of eligibility. a Department plans for meeting ADA

requirements. b Documentation of good faith effort. c ADA Certifications d Compliance reports to FTA

a Retain 3 years after plan has been

superseded or becomes obsolete; destroy.

b Retain 3 years after date of purchase; destroy.

c Retain 3 years after certification has been terminated or expired; destroy.

d Retain until 10 years old; destroy.

49 CFR 18.42; 7 CFR 3016.42

2 DISADVANTAGED BUSINESS ENTER-PRISE (DBE) CERTIFICATION AND PROGRAM DOCUMENTATION This series documents the compliance with FTE requirements for supporting disadvan-taged business enterprises. Included are current and past departmental plans for meeting the requirements, DBE certification of eligibility and the department’s quarterly reports to the FTA detailing compliance with the regulations. a Departmental plans for meeting DBE

requirements. b DBE Certifications c Quarterly Reports

a Destroy 3 years after plan has been

superseded or become obsolete; destroy.

b Destroy 3 years after certification has been terminated or expired; destroy.

c Retain until 10 years old; destroy.

a 49 CFR 18.42; 49 CFR 23.45 b 49 CRF 18.42;

49 CRF 23.51 c 49 CFR 23.45

3 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANT ADMINISTRATION Records document the administration and expenditure of FTA grant monies. Included are working files such as correspondence and instructions for use of the automated grants management system, GMIS, and procedures and instructions for processing grant payments made directly from the FTA. Continued on next page.

Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grantee support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report in all other cases; or on the day





3 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANT ADMINISTRATION—cont.

the report would have been due, if the expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three year period, after closeout the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy.

4 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANT AGREEMENTS Records documenting the relationship between the city/town and the Federal Transit Administration. “Record” copy is in the Municipal Clerk’s

office.

“Record” copy retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three-year period, whichever is later.

Transfer record copy of grant to Municipal Clerk. Active records are vital records.





4 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANT AGREEMENTS—cont.

Departmental Copy

Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year is grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three-year period, whichever is later; destroy.

49 CFR 18.42; 7 CFR 3016.42

5 FEDERAL TRANSIT ADMINISTRATION (FTA) AND MONTANA DEPARTMENT OF TRANSPORTATION (MDOT) RE-PORTS Federal mandated reports documenting the expenditure of federal grants authorized under 49 CFR 53. Includes reports of monies spent for planning (Section 8 reports) and operations (Section 9 reports). Also includes “Section 15 reports”, the Department’s annual report to the FTA. Series also contains quarterly subsidy reports submitted to MDOT, which is responsible for disbursing Section 8 federal funds to local entities. a Annual and all other reports submitted to

FTA. Continued on next page.

a Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation audit or other action has started before the expiration of the three-period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later.

49 CFR 18.42; 7 CFR 3016.42





5 FEDERAL TRANSIT ADMINISTRATION (FTA) AND MONTANA DEPARTMENT OF TRANSPORTATION (MDOT) RE-PORTS cont. b Quarterly reports to the MDOT c All supporting documentation

b Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation audit or other action has started before the expiration of the three-period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy.

c Retain 1 year; destroy.

49 CFR 18.42; 7 CFR 3016.42

6 TRIENNIAL REVIEWS This series documents the triennial reviews conducted by the Federal Transit Administration (FTA). a Working papers b Findings report

a Retain 2 years after review;

destroy. b Retain 20 years; destroy.



Schedule for: MUNICIPALITIES TRANSIT – OPERATIONS RECORDS


1 BUILDING RECORDS a Building blueprints and architect’s specs. b Building and equipment preventive

maintenance records.

a Retain for the life of the building or

structure. b Retain for the life of the equipment.

a This is a vital record.

2 BUILDING INSPECTIONS This series documents inspections by fire marshal and other safety agents of buildings used and operated by the aviation/transit personnel.

Retain for the life of the building; destroy.

3 BUS RESALE RECORDS Records documenting the sale of used bus coaches which were originally purchased with federal funds. a Bid forms b Correspondence c Invoices d Technical specifications

Retain 3 years after FTA audit; destroy.

49 CFR 1842; 49 CFR Part 90, Appendix A

4 EQUIPMENT RECORDS a Inventories of materials and tools b Bids and purchases c Maintenance and repair records d Product information and warranties e Product warranties f Owner’s manuals

a Revise as needed. b Retain for life of equipment. c Retain for life of equipment. d Retain for life of equipment. e Retain for life of equipment. f Retain for life of equipment.

5 FARE DOCUMENTATION Records document changes in transit fares. Includes reference copies of public hearing notices and agendas, as well as correspondence. a Public hearing notices


b Commission/Council Agendas 1 Municipal Clerk 2 All other copies

a Public hearing notices

1 Permanent 2 Retain 3 years; destroy.

b Commission/council Agendas 1 Retain 2 years; destroy. 2 Retain 3 months; destroy.

6 MANUALS Operation, safety, and other types of manuals outlining policies and procedures for activities and operations. a Master set of current and superseded

versions b All other copies

a Permanent b Retain until superseded or obsolete;

destroy.





7 MARKETING RECORDS Document types include publications, correspondence, reports and memoranda. a Drafts and working files b Final study, flyer or promotional product

a Retain 2 years after completion of

project; destroy. b Permanent

8 MONTHLY RIDERSHIP REPORTS Statistical reports and supporting documentation tracking monthly and year-to-date ridership. a Monthly reports b Annual reports c Supporting documentation

a Retain 5 years; destroy. b Permanent c Retain 2 years; destroy.

9 PARATRANSIT CONTRACTOR MONITORING Service statistics provided by the contractor providing paratransit services under the Americans with Disabilities Act. Includes statistical reports and data, notes, and correspondence regarding contractor’s performance under contract. a Administrative and working files b Statistical summary reports and data useful

for future paratransit planning.

a Retain 1 year after termination of

contract; destroy. b Retain 5 years after termination of

contract; destroy.

10 PROPERTY RECORDS This series documents ownership of plots and land and use agreements for this property made with other entities. a Easements, leases, and other agreements


b Master plans and substantive studies. 1 Municipal Clerk 2 All other copies

a Easements, leases,…

1 Permanent 2 Retain until no longer needed for

reference; destroy. b Master plans and substantive

studies. 1 Permanent. 2 Retain 25 years; destroy.

11 PUBLICATIONS AND PRINTED MATERIALS Pamphlets, flyers, printed schedules, system maps, route schedules and other printed materials. Series also includes working files for future printing project, including art work. a Copies of artwork and other use files. b Original artwork and design. c Master set of all printed brochures and

other materials.

a Destroy when no longer needed for

future print jobs. b Permanent c Permanent





12 TRANSIT PASSES a Payment documentation

1 Record copy 2 Departmental copy

b All other documentation

a Payment documentation

1 Retain 8 years after fiscal year to which the records relate; destroy.

2 Retain 4 months; destroy. b Retain 6 months; destroy.

13 TRANSIT SCHEDULES This series consists of working files documenting changes to the transit systems (including scheduling and routing) as well as any other changes concerning procedures related to schools. Includes reference copies of old schedules used for planning new schedules/routes or changing existing ones.

Retain 5 years old or when no longer needed for reference, whichever is later; destroy.

14 TRADEMARK APPLICATION Correspondence, Commission/ Council agendas, and application documentation concerning the registration of trademarks. a Trademark registration b Application documentation

a Permanent. b Retain 1 year after registration is

completed; destroy.




Schedule for: MUNICIPALITIES UTILITIES – ACCOUNTING RECORDS


1 ACCOUNTING a Cash book edits b Depreciation reports

a Retain 3 years after the end of the

fiscal year to which the records relate; destroy.

b Retain depreciation schedules and any background documentation for the depreciable life of the property as determined by the IRS. Destroy 7 years after final tax return on the depreciation was filed.



Schedule for: MUNICIPALITIES UTILITIES – CUSTOMER SERVICE RECORDS


1 CUSTOMER FILES Documentation concerning services and billings for each individual customer. Information includes “auto-pay” sign up cards, signature cards, exception reports, correction slips, landlord agreements, transfer of funds, payment/account adjustments, ARB meter reading reports and waste water averages. a General billing records

Authorizations for charges under utility service contracts and standard billing sheets or schedules.

b Customer’s account adjustments Detailed records pertaining to the adjustments of accounts for over charges, undercharges, and other errors, the results of which have been transcribed to other records and high bill complaints.


a NARUC 50c and

50d b NARUC 55a and

55b

2 CUSTOMER LEDGERS Series includes all records used in lieu of customer’s ledgers, such as bill summaries, registers, and bill stubs.

Retain 3 years or until no longer required to comply with service rules regarding refunds on fast meters, whichever is later; destroy.

NARUC 52a and b

3 CUSTOMER PAYMENT COUPONS Payment slips stating customer information including name, number, and amount of payment submitted. Slips accompany the actual utility payment.

Retain 1 year after payment has been entered into customers’ ledger; destroy.

4 CUSTOMER WORK ORDERS Records document work performed for customers, such as meter readings and repairs, meter leak repairs, turn-off’s for service repairs and all other services and inspections for which customers are charged.


NARUC 50b

5 SERVICE APPLICATIONS AND CONTRACTS Applications by prospective customers for services.

Retain 1 year after termination of service; destroy.



Schedule for: MUNICIPALITIES UTILITIES – OPERATIONS RECORDS


1 AS-BUILT DRAWINGS Drawings of public utilities facilities and water lines.

Permanent


2 CONSTRUCTION FILES This series documents construction activities of the water and waste water facilities, water lines, and extensions of water lines. a Water and sewer line plans and all other

plans. b Contracts; “Record” copy is in the

Municipal Clerk’s Office. c Contract Specifications for structural

facilities such as buildings, and basins; equipment.

d Materials specifications, shop drawings, financial records, and other documentation used to calculate fixed assets.

a Water and sewer line pans are a

permanent record; all other plans retain until no longer needed for reference.

b “Record” copy is a permanent copy; Departmental copy retain for 2 years after termination or completion of contract; destroy.

c Contract Specifications are a permanent record; equipment discard at the end of it’s life.

d Retain for the life of the facility or construction.

3 EQUIPMENT RECORDS Vehicle maintenance and repair work orders

Retain for life of vehicle; destroy.

4 INSTRUMENTATION CALIBRATION REPORTS Information maintained in hard copy and electronic format concerning calibration of the flow meters, legal monitors, pressure monitors, and similar equipment. a Calibration reports for operational

instrumentation and equipment b Calibration and maintenance records and

reports regarding environmental monitoring instrumentation.


40 CRF 122.41, 16.20.1318, ARM

5 LABORATORY BENCH SHEETS FOR DRINKING WATER MONITORING a Bench sheets

1 Bacteriological reports 2 Chemical analyses 3 Laboratory checks and control tests

a Bench sheets

1 Retain 5 years; destroy. 2 Retain 10 years; destroy. 3 Retain 10 years; destroy.

1-2: 40 CFR 141.33 and 16.20.225, ARM 3: 16.20.224, ARM





5 LABORATORY BENCH SHEETS FOR DRINKING WATER MONITORING—cont. b Monthly summary reports submitted to the

EPA and the MDEQ 1 “Record” copy 2 Departmental copy

1 Submit to EPA and MDEQ. 2 Permanent

6 LABORATORY BENCH SHEETS FOR WASTE WATER MONITORING Bench sheets containing the results of tests conducted on waste water at various stages of treatment. a Bench sheets

1 Montana Pollution Discharge Elimination System (MPDES) monitoring

2 National Pollution Discharge Elimination System monitoring

3 Sewage sludge monitoring b Monthly summary reports

1 Record copy 2 Departmental Copy

a Bench sheets

1 Retain 3 years; destroy. 2 Retain 3 years; destroy. 3 Retain 3 years; destroy.

b Monthly summary reports

1 Submit to EPA and MDEQ. 2 Permanent

1 16.20.1318, ARM 2 40 CFR 122.41 3 40 CFR 503.17

7 MAINTENANCE FILES a Manuals and parts lists b Repair reports c Schematics for the water and waste water

treatment facilities and equipment d Work orders

Retain for the life of the equipment or facility.

This is a vital record

8 METER HISTORY CARDS Cards documenting tests, repairs, and other maintenance conducted on water meters.

Retain for life of equipment; destroy.

NARUC 23.3f

9 METER SECTION REPORTS Monthly reports summarizing tests, repairs, and other maintenance conducted on water meters.


NARUC 23.3h





10 MONTHLY REPORTS Monthly summary reports concerning the activities and operations created in response to reporting requirements from the EPA and the Montana Department of Environmental Quality(NOEQ)or for internal administrative purposes. a Montana Pollution Discharge Elimination

System Permit Report b Water service leak report


EPA– Environmental Protection Agency

11 OPERATIONAL FILES—WASTEWATER TREATMENT Series documents the daily activities of the treatment plant’s staff. Included are worksheets and daily operator reports. Information in this series is summarized monthly in report to the EPA and MDEQ. a Operators’ daily logs and reports of

operations. b Records and reports concerning MPDES

monitoring. c Records and reports concerning NPDES

monitoring. d Sewage sludge monitoring records and

reports e Annual operations and monitoring reports f Special reports that are not recapitulated

in annual reports.

a Retain 6 years; destroy. b Retain 3 years; destroy. c Retain 3 years; destroy. d Retain 5 years; destroy. e Permanent f Permanent

MDEQ-Montana Department of Environmental Quality MPDES– Montana Pollution Discharge Elimination System NPDES—National Pollutant Discharge Elimination System

12 OPERATIONAL FILES—WATER PRODUCTION Series documents the daily activities of the water production staff including worksheets and daily operator reports. Information in this series is summarized in monthly reports submitted to the EPA and Montana Department of Environmental Quality. a Operator’s daily logs b Bacteriological reports c Chemical analyses d Laboratory checks and control tests e Sanitary survey reports f Records of variances and exemptions g Records of violation corrections h Annual operations and monitoring reports i Special reports that are not recapitulated

in annual reports.

a Retain 6 years; destroy. b Retain 5 years; destroy. c Retain 10 years; destroy. d Retain 10 years; destroy. e Retain 10 years; destroy. f Retain 5 years; destroy. g Retain 3 years after last action

taken for each correction; destroy. h Permanent i Permanent

a NARUC 23.3a b 40 CFR 141.33 and

16.20.225, ARM c 40 CFR 141.33 and

16.20.225, ARM. d 16.20.224, ARM e 16.20.225, ARM f 16.20.225. ARM g 40 CFR 141.33 and

16.20.225, ARM





13 OPERATIONS AND MAINTENANCE MANUALS Manuals maintained concerning operating and maintenance procedures for operating equipment and facilities. a Master set of current and superseded

versions. b All other copies

a Permanent. b Retain until superseded or obsolete;

destroy.


14 PERMITS a Permits granted for the installation and

repair of water and sewage lines. b Permits granted to others for use of the

department’s facilities.

Retain 6 months after expiration or cancellation; destroy.

NARUC 6c

15 PROPERTY DOCUMENTATION This series documents ownership of land and use agreements for this land made with other entities. Included are deeds, right-of-way easements, railroad and highway permits, and special water and waste water agreements with developers. a Railroad and highway permits b Special water and waste water

agreements c Deeds and right-of-way easements

“Record” copy is in the Municipal Clerk’s office.

a Retain 8 years after expiration of

the permit; destroy. b Retain 8 years after expiration of

the agreement; destroy. c “Record” copy is a permanent copy;

retain information copies until no longer needed for reference; destroy.

16 SUBDIVISION PLATS AND CERTIFICATES OF SURVEYS Information copies of plats and certificates of surveys.

Permanent

17 SUBDIVISION REVIEWS Working files documenting the review of subdivision development plans submitted by land developers.

Retain review working files 3 years after completion of the review; destroy.

18 WORK ORDER BILLING RECORDS Records of cost estimates for maintenance work orders and job orders, work order sheets detailing break down of costs for job and summaries of expenditures to operating and other accounts.

Retain 6 years; destroy



Schedule for: MUNICIPALITIES Revisions to Schedule

Date Page Change

November 2003 MR44 New record schedule 1099’s

September 2004 MR53 Added Delivery Receipts

December 2011 MR92 Updated item 2, INTERNAL INVESTIGATION CASE FILES description and retention & disposition.

January 2012 MR38 Removed item 1b of ACCOUNT RECONCILIATION RECORDS which was the same as item 1a.

May 2012 MR53

MR73

Changed item 8a, COUNCIL/COMMISSION PACKETS, Municipal Clerk retention time from 10 years to 25 years. Updated description of item 2a, CASE FILES: CRIMINAL, Active and Pending Criminal Files, changed the retention to “Retain 45 days after final judgment; destroy” and added “Confidential” to the Citation/Comments.

July 2012 MR6

MR69

MR78

MR78

MR78

MR78

MR78

Updated description for item 2 BUILDING PERMITS: APPLICATIONS AND PERMITS by adding “permit applications, zoning compliance applications & permits”. Changed Citation/Comments for item 20 WORKERS COMPENSATION to read: “Records may be maintained for and on behalf of the municipality by their insurance carrier.” Updated retention for item 4 RECREATIONAL ACTIVITIES, a. Award Forms and i. Score Sheets to “as long as needed for administrative purposes”. Updated title of item 4g RECREATIONAL ACTIVITIES, Recruitment Letters to “Program participant recruitment letters” and the retention to “Retain 3 years; destroy”. Replaced item 4k RECREATIONAL ACTIVITIES, Permits with Registration Forms and with the following retention: “Retain 5 years after end of fiscal year to which the records relate if city/town is audited annually, 7 years after end of fiscal year to which records relate if not audited annually; destroy”. Added item 5 PERMITS with the following retention: “Retain 5 years after end of fiscal year to which the records relate if city/town is audited annually, 7 years after end of fiscal year to which records relate if not audited annually; destroy”. Replaced item 3p PARK FILES, Use permits, with “Annual facility inspection reports – report on the annual condition of facilities in the park and recreation system” and with the following retention: “Life of facility + 25 years”.

Municipal Records Schedule MR118

Documents

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