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Home My WebLink About03-07-2016 WSMayor Gary L. Peterson Councilmembers Robert A. Williams Bruce Nawrocki Donna Schmitt John Murzyn, Jr. City Manager Walter R. Fehst City of Columbia Heights 590 40th Avenue NE, Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit our website at: www.columbiaheightsmn.gov The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763-706-3611 to make arrangements. (TDD/763-706-3692 for deaf or hearing impaired only.) NOTICE OF WORK SESSION Meeting of: Columbia Heights City Council Date of Meeting: March 7, 2016 Time of Meeting: 7:30 PM (Following the Public Improvement Hearing) Location of Meeting: City Hall-Conference Room No. 1 Purpose of Meeting: Worksession 1.City Library: a.Construction update b.FF&E bids (review) c.Existing Library – Review Options d.Grand Opening 2.2016 Projects update a.Street Rehab Projects (Zone 2, 45th Avenue, Stinson Blvd, Seal Coating) b.Water Tower: Schedule; Logo c.2016 Water Main Clean & Line d.Circle Terrace Park Improvements 3.2016 Planning Projects a.HSIP Project on Central – Lighting and Sidewalks 47th to 51st (auth to seek Engineering proposals) b.53rd Avenue west of Central (joint w/ City of Fridley) – funding application c.37th Avenue Reconstruction (joint w/ City of Minneapolis) – funding application d.Silver Lake Boat Landing Pond Reconstruction e.Keyes Park Master Plan f.MnDOT – TH47 Rehab from 27th to 40th (2018 planned) g.Traffic Signals: 37th at TH47 & TH65; 40th @ TH65; Painting existing poles on TH65 4.Discussion regarding the purchase and Installation of Warning Sirens 5.Discussion related to adoption of the State’s Record Retention Policy 6.Discussion related to Advisory Commission Appointments 7.Discussion regarding change in Polling Location, Precinct 3 AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE MARCH 7, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: EXISTIING CITY LIBRARY BUILDING DEPARTMENT: PUBLIC WORKS CITY MANAGER’S APPROVAL: BY/DATE: KEVIN HANSEN / MARCH 3, 2016 BY/DATE: BACKGROUND: The new City Library is back on schedule and set to be ready to open the first part of June. As discussed with the council last summer, this will leave the existing building as a City asset with an undefined use. The Council previously authorized the preparation of: •A condition analysis of the structure and equipment in the building to establish potential future costs if the City retains ownership of the building. •A market analysis of the building to establish both potential end uses and a value of the building for resale potential. Having these two pieces of information will provide a basis for a future discussion on what is in the best interest of the City of Columbia Heights for the existing Library building. ANALYSIS/CONCLUSIONS: The following table is a list of costs on an annual basis to operate the existing library: ITEM AMOUNT INTERDEPARTMENTAL LABOR SERVICE $18,624 GENERAL SUPPLIES $2,300 ELECTRIC $11,851 WATER $318 GAS $4,558 SEWER $438 BUILDING MAINTENANCE (custodial) $12,783 TOTAL $50,872 The interdepartmental labor service represents Public Works time for minor building repair; snow plowing, shoveling and snow removal; and landscaping maintenance. This varies from year to year – the number above is a 3-year average. The attached table represents a CIP for major building components. The remaining useful life (RUL) is presented as either industry standard or from the manufacturer. Many CIP items, such as HVAC, are only replaced at failure so the actual replacement date will vary. Market Analysis: Discussions in the past three years during the Library project have varied with assorted suggestions on what to City of Columbia Heights - Council Letter Page 2 do with the existing Library once it is vacated. These have ranged from selling the building, re-using the building as a public use, leasing the building, demolishing the building and selling the land, or repurposing the building for another public or private use. Staff contacted the firm of Core Commercial Real Estate to conduct a market value analysis of the building (attached). Core reviewed the existing conditions of the building from a current market perspective. They identified the property strengths and challenges the building would have in marketing it. A valuation was then determined for an “as-is” condition sale of $600,000. Verified and For Sale comps are also included. Additionally, Anoka County data sheets are attached providing both county taxable market values for the land and building. RECOMMENDED MOTION(S): 1) Based on the age, condition, and potential resale value of the building, direct staff to seek proposals for commercial real estate services for the sale of the building. 2)Authorization for the disposal of the existing furniture and equipment remaining following the move in the new library by auction or sealed bid. ATTACHMENT(S): CIP Review Core Market Value Analysis Comps (2) Anoka County Property Details (2) Tag Description Qty Serial No.Model Mfg Location Estimate d Age RUL (Years ) Replace cost Annual budget based on remaining life 01 Rooftop Unit - West Side Roof 1 48DJD006500 Carrier WS Roof 5 12 8500 $708 02 Rooftop Unit #2 - Center Roof 1 CHA9-261-2P Lennox Center roo 5 12 8500 $708 03 Rooftop #3 - East Side Roof 1 48DJE009500 Carrier ES Roof 5 12 8500 $708 04 Hot Water Boiler - Basement 1 26021 311-W-ST Bryan Basement 5 15 6500 $433 05 Hot Water Heater - Basement 1 96-0517160222 AO Smith Basement 5 5 5000 $1,000 06 Heater - Entry Way 1 Supply Supply Entry way 30 1 3000 $3,000 07 Heater - Enter Way 1 Supply Supply Entry Way 30 1 3000 $3,000 08 Heater - Enter Way 1 Supply Supply Enter Way 30 1 3000 $3,000 09 Circ Pump - Basement 1 Supply Grundfos Basement 5 10 2800 $280 10 Air Handling Unit - Basement 1 3NG00282-04 LSL104CB McQuay Basement 30 1 55000 $55,000 11 Condenser SS- Basement AHU 1 3188665765 38BA008540 Carrier Basement 30 1 15000 $15,000 12 Exhaust Fan - Basement Roof 1 Supply Supply Greenheck Base/Roof ?1 2500 $2,500 13 Tuckpointing Stucco / Paint 1 Exterior N/A 1 15000 $15,000 13 Exterior Stairwell drainage 2 N & S sides N/A 1 20000 $20,000 14 Built-up Roof roof 20 2-Jan 135,000 $67,500 Total Need:291,300 2016 Total:187,838 City Library CAPITAL EQUIPMENT REVIEW -Library 2015 Existing Library Building Needs Broker Opinion of Value 820 40th Ave NE, Columbia Heights, MN Focused Values ••••• Focused Solutions Opiinion of Value 820 40th Ave NE Focused Values ••••• Focused Solutions Subject Property The property is a Class C office building that will be 100% vacant which will attract owner users and investors as well. As we reviewed the market for both For Sale (on market) and Sold Comps, there have been not too many sales of class C prop- erties that accurately comp competitively against this property. Currently there is a shortage of for sale properties of this size which could drive demand up for this product type in the NE submarket. To rebuild / replace this property today the construction costs would be estimated above $125 psf. The lower level space and absence of good window spaces in the building will detracted from the values as users / investors are not willing to pay for lower level floor space in office. The costs to retro fit the property to a new conforming use will be reflected in the final sales price achieved. Values in our market are driven by a couple of key factors: one is net income ap- plied to a market cap rate, and the other is a price per square foot. In our BOV, we weighed the value of the property against a market cap rate, asset value, competi- tive properties for sale and sold properties. We believe that the investor / devel- oper pool will be the best possible buyer as they have the capital and the exper- tise to fill up the property and have the ability to wait to stabilize the future cash flows of the property. The investor / developer market in Minneapolis for this product type is active, and this property offers a great upside potential with the 100% vacancy (lease-up opportunity). Attractive interest rates on mortgages also makes this asset very desirable. The owner user market is also active and this building will require certain owner that can make use of the lower level space in the building. If brought to market, we would expect it to sell in this current market cycle. The property is a 13,976 square foot two level office building built in 1965. The building is a Class C block office building. The building sits on a parcel of land con- sisting of .43 acres or approximately 20,028 square feet. The property is situated in the northeast submarket of the Twin Cities and has approximately 20 parking spaces and there is additional on street parking available. Opiinion of Value 820 40th Ave NE Focused Values ••••• Focused Solutions Subject Property PROPERTY STRENGTHS Good location within the City of Columbia Heights Solid Structure and Foundation Cornet Lot with On-Site Parking Open Design Accommodates most Users PROPERTY CHALLENGES Block Building with Very Few Windows NO ADA Bathrooms on the 1st Floor One Half on the Building is Below Grade Not on Major Thoroughfare Focused Values ••••• Focused Solutions Subject Property Income Approach Valuation $5 Net Rate = $69,880 (less 10% vacancy) = NOI $62,892 9% CAP rate would equate to $698,800.00 = $60 PSF For Sale Comp Approach Valuation $540,000 ($38.64PSF) to $580,000 ($41.50PSF) Blended Average is $560,000 = $40.07PSF Verified Sale Approach Valuation $560,000 ($40.07PSF) to $698,800 ($49.95PSF) = $45PSF Broker’s Estimated Value Approach (Weighted) $550,000 ($39.35PSF) to $650,000 ($46.50PSF) Blended Average is $600,000 = $42.93PSF Opiinion of Value 820 40th Ave NE Focused Values ••••• Focused Solutions Subject Property Based upon an inspection of the subject property plus other factors in- fluencing value, it is our opinion that the subject property will have a market value as of March 1, 2016,. Estimated Market Value “As Is” (March 1, 2016) $600,000.00 This estimated market value “as is” is presented as a summary format for summary discussions of the reasoning and analyses that were used in the process of developing the Broker’s Opinion of Value. The broker is not responsible for unauthorized use of this report. We have prepared this documented as it is our understanding this is necessary for your needs. We have no personal interest or bias with re- spect to the subject matter of the report or the parties involved. This assignment was not based on a minimum valuation, a specific valuation or approval of a loan. Opiinion of Value 820 40th Ave NE "For Sale" Comps for City of Columbia Heights Library Building Prepared By: Michael Dolan Core Commercial Real Estate 1 2 3 3207 Central Ave NE 3207 NE Central Ave Minneapolis, MN 55418 | Hennepin County | Northeast Market Property Type:Ofc / General Available SF:7,376 Bldg Size:7,376 Max Contig: Stories:2 Min Divisible: Building Class:B Lease Rate: Year Built:1960 Sublease:No Core Factor:Operating Exp/SF: Parking:24 / 3.25/1000 SF Taxes/SF:$2.28 /SF % Occupied:0%Price:$399,995 | $54.23 /SF Listing Notes Located on the corner of Central Ave & St. Anthony Parkway, this Office building has great visibility, easy access, and high traffic counts. 36203626 Central Ave 36203626 NE Central Ave Minneapolis, MN 554184844 | Hennepin County | Northeast Market Property Type:Ofc / General Available SF:9,970 Bldg Size:9,970 Max Contig: Stories:1 Min Divisible: Building Class:B Lease Rate: Year Built:1960 Sublease:No Core Factor:Operating Exp/SF: Parking:40 / 4.01/1000 SF Taxes/SF: % Occupied:100%Price:$332,777 | $33.38 /SF Listing Notes MultiTenant Office Building. Convenient location surrounded by large residential areas with a bus stop just outside the main entrance. Midcentury modern walkup architecture with a protective awning over the primary approach. The interior is divided into separate rental units, with about 65% of the building currently leased or occupied. On the Central Avenue bus line, with plenty of offstreet parking in the large private lot. Silver Lake Rd Professional Bldg 3803 Silver Lake Rd Minneapolis, MN 554214574 | Ramsey County | Northeast Market Property Type:Ofc / General Available SF:2,800 Bldg Size:10,710 Max Contig: Stories:1 Min Divisible: Building Class:A Lease Rate:$10.00 $12.00 NNN Year Built:2006 Sublease:No Core Factor:Operating Exp/SF: Parking:36 / 3.26/1000 SF Taxes/SF: % Occupied:73.86%Price:$280,000 | $100.00 /SF Listing Notes Highly desirable Silver Lake Road location. Across the street from Walmart and Cub Foods. Dynamic retail environment surrounds the building. Information obtained from sources deemed reliable. While considered accurate, we make no guarantee, warranty or representation. Date: 02/26/2016 Page 1 of 1 Map Report 3 Properties | 3 Listings Avg Sale Price $337,590.67 | Avg Price/SF : $62.54 Address City Property Total Avail 3207 NE Central Ave Minneapolis 7,376 SF Office / General 7,376 SF; $399,995 36203626 NE Central Ave Minneapolis 9,970 SF Office / General 9,970 SF; $332,777 3803 Silver Lake Rd Minneapolis 10,710 SF Office / General 2,800 SF; $10.00 $12.00 NNN / $280,000 Information obtained from sources deemed reliable. While considered accurate, we make no guarantee, warranty or representation. Date: 02/26/2016 Page 1 of 1 "Verified Sales" Comps for City of Columbia Heights Library Building Prepared By: Michael Dolan Core Commercial Real Estate 1 2Property Info Address 36203626 NE Central Ave 3023 Randolph St NE City Minneapolis Minneapolis Zip Code 554184844 554181824 County Hennepin Hennepin Market Northeast Northeast Property Type Ofc Ofc Specific Use General Other Building Size 10,093 6,615 Class C C Lot Size (Ac.)0.53 0.61 Zoning C2 OR1 # Floors 1 Year Built 1960 1958 Tenancy MultiTenant MultiTenant Parking Ratio 1.13 0.19 Construction Type Brick Brick Sold Info Sale Price $101,162.00 $475,000.00 $/SF $10.02 $71.83 Sale Date 11/18/2015 05/08/2015 Recorded Date Buyer Harry Green, LLC Mill City Church of Minneapolis Seller Financial One Credit Union Randolph Street, LLC Current Lease Info Available SF 9,970 Lease Rate Lease Type Information obtained from sources deemed reliable. While considered accurate, we make no guarantee, warranty or representation. Date: 02/26/2016 Page 1 of 1 Property Details Values Property ID35-30-24-41-0115 Situs Address820 40TH AVE NE , COLUMBIA HEIGHTS, MN 55421-0000 Property Values Tax Year Description Amount 2017 Est Market Land (MKLND)86,000 2017 Est Market Improvement (MKIMP)557,000 2017 Est Market (MKTTL)643,000 2017 Market Value Prior to Hstd Excl. (TMVP)643,000 2017 Taxable Market (TMTV)643,000 2016 Est Market (MKTTL)595,000 2016 Market Value Prior to Hstd Excl. (TMVP)595,000 2016 Taxable Market (TMTV)595,000 Developed by Manatron, Inc. @2010 All rights reserved. Version 1.0.5316.24372 Page 1of 1 3/4/2016https://starlite.co.anoka.mn.us/(zczm4nzqbvu3sv553u4wsp55)/parcelinfo.aspx Property Details Truth In Taxation Property ID35-30-24-41-0115 Situs Address820 40TH AVE NE , COLUMBIA HEIGHTS, MN 55421-0000 General Information No Records Found Property Classification Tax Year Classification 2018 5E-Exempt Properties 2017 5E-Exempt Properties Taxable Market Value Tax Year Description Amount 2017 Market Value Prior to Hstd Excl. (TMVP)643,000 2017 Taxable Market (TMTV)643,000 Tax Comparison Tax Authority Actual 2017 Tax Proposed 2018 Tax% Change No Records Found TOTAL Budget and Tax Hearings: Location and Dates Tax Authority Location Date & Time No Records Found Developed by Manatron, Inc. @2010 All rights reserved. Version 1.0.5316.24372 Page 1of 1 3/4/2016https://starlite.co.anoka.mn.us/(zczm4nzqbvu3sv553u4wsp55)/parcelinfo.aspx AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE MARCH 7, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: 53RD AVENUE / CENTRAL AVENUE CORRIDOR DEPARTMENT: PUBLIC WORKS CITY MANAGER’S APPROVAL: BY/DATE: KEVIN HANSEN / MARCH 3, 2016 BY/DATE: BACKGROUND: A few months ago, Public Works staff was contacted to discuss some operational and safety issues on 53rd Avenue west of Central Avenue. The City of Fridley had conducted a corridor traffic analysis from the Central Avenue intersection to the westerly most driveway entrance to Target (north) and Medtronic (south). Existing operational and safety issues on the 53rd Avenue NE corridor west of Central Avenue were analyzed (2012 – 2015 data). The corridor currently has a crash rate lower than the state-wide average but the crash severity rate is almost four times higher than the state-wide average. This indicates a need for safety improvements. The City of Fridley looked at different alternatives to alleviate some of the safety and access concerns including driveway closures, backage roads, and a roundabout. Considerations included a higher level of safety improvement but also a higher level of coordination and property and access impacts. Fridley contacted us because the recommended alternative would modify access in the corridor and require coordination between cities and adjacent property owners. The recommended alternative includes a roundabout at the east Target/Medtronic access and a continuous median between Highway 65 and the roundabout. This alternative would provide the highest increase in safety. A proposed layout diagram is attached. I would concur with the recommended alternative providing an increase in safety for the severity of the accidents in the corridor. How a project like this would be funded was also discussed. As the City of Columbia Heights has other street rehabilitation priorities – the potential of Federal or State supported funding was discussed. Based on the accident types and severity, potential funding would include HSIP (Federal) or Cooperative Agreement (State) funding as likely applications. RECOMMENDED MOTION(S): For initial review. Staff is requesting support for joint applications with the City of Fridley for State or Federal funding for the proposed project of a roundabout and raised median on 53rd Avenue, west of Central. ATTACHMENT(S): Roundabout / Median Layout Diagrams 53RD AVE PETCO MEDTRONIC US BANK TIRE CO. DISCOUNT STOP SUPER EMBERS RICKY’S T H 6 5 ( O L D C E N T R A L A V E ) LEGEND INSTALL MEDIAN INSTALL PAVEMENT HIMALAYAN TARGET FEETSCALE 120060 BACKAGE ROAD POSSIBLE ROUNDABOUT 53RD AVENUE IMPROVEMENTS CITY OF FRIDLEY CITY OF COLUMBIA HEIGHTS b m i . t b l H : \ F R I D \ R 1 6 1 0 9 4 6 6 \ T a s k 1 \ C A D \ M S \ f i g u r e s \ 2 0 1 6 - 0 3 - 0 4 _ F I G U R E 7_Alt 4.dgn 1 0 : 4 8 : 2 4 A M p d f - c o lo r . p lt c f g r o s s t i 3 / 4 / 2 0 1 6 C3 AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE MARCH 7, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Approve Purchase and Installation of Warning Sirens DEPARTMENT: Fire CITY MANAGER’S APPROVAL: BY/DATE: Gary Gorman BY/DATE: Background: The City of Columbia Heights currently has four warning sirens. Two of the sirens were purchased and installed in 1995. The other two sirens were purchased and installed in 1973. These two older sirens are 43 years old and have maintenance problems that have brought them to the end of their useful life. In 2015 the Fire Department had mapping done using technology that included topography. The mapping showed that the current locations of the sirens did not adequately cover the entire City, especially the southeast quadrant. Using this mapping technology we looked for the best locations for four sirens to give complete coverage to the City. To achieve this goal the 1995 rotating siren at Ramsdell Park will remain as is. The 1973 siren at 49th Ave and Washington St. will be changed to a new rotating siren. The 1995 siren at 41st and Van Buren will be moved to 41st Ave between Washington St. and 7th St. The 1973 siren at 40th and University will be removed. A new rotating siren will be installed at Ostrander Park along 40th Ave. Staff has received quotes from three companies for two new Federal 2001-130 rotating sirens and control boxes. These are the modern version of our 1995 rotating sirens. Staff has also received quotes for the installation and moving of the sirens as needed. The total amount is within the approved budget amount of $46,000. Public Works will perform the ground restoration as needed. STAFF RECOMMENDATION: Approve the purchase of sirens and equipment from Federal Warning Systems of Rochester, MN per their qualified quote of $22,470.00 and approve the removal/installation of the siren equipment by Ready Watt Electric of Nowthen, MN per their qualified quote of $21,768.00. RECOMMENDED MOTION(S): Move to approve the purchase of siren equipment from Federal Warning Systems, Inc. in the amount of $22,470.00 and the removal/installation of the siren equipment by Ready Watt Electric in the amount of $21,768.00 and authorize the Mayor to enter into contracts with both. ATTACHMENTS: Powerpoint City of Columbia Heights Warning Siren Replacement Proposal 1955 Siren Map 1973 Siren Map City added five new sirens and reused three of the 1955 sirens. 1995 Siren Update City traded in all eight old sirens and installed two new rotating Federal Sirens. Two of the 1973 sirens never were removed and have been in use since 1995. 1973 Style 1995 Style 1995 Siren Map Current Sirens Since 1995 Current Siren Coverage 2016 Proposal 1995 Siren at Ramsdell Park to remain in that location. 1995 Siren at 41st and Van Buren St. to be moved to 41st Ave and 7th St. 1973 Siren at 49th Ave and Washington St. to be replaced by a new rotating siren. 1973 Siren at 40th Ave and University Ave to be removed. New rotating siren to be installed at Ostrander Park along 40th Ave. Proposed Siren Coverage AGENDA SECTION WORKSESSION ITEM NO. MEETING DATE March 7, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Consideration of Resolution adopting the State of Minnesota General Records Retention Schedule DEPARTMENT: Administration CITY MANAGER’S APPROVAL: BY/DATE: Katie Bruno BY/DATE: BACKGROUND: The purpose of a records retention schedule is to provide a plan for managing government records by giving continuing authority to dispose of records under Minnesota Statutes section 138.17. The State has provided a City General Records Retention Schedule which establishes minimum retention periods for city records based on their administrative, fiscal, legal and historical value. It lists records series common to cities and identifies how long to retain them. A revised schedule was updated by city clerks and officials representing the Minnesota Clerks and Finance Officers Association (MCFOA) in July, 2013. The City Council adopted the current Columbia Heights Records Retention Schedule on November 22, 1999. It appears the current schedule is modeled after the State’s City General Record’s Records Retention Schedule with some modifications throughout, examples of which are attached. Staff is proposing the City update our current Records Retention Schedule to mirror the State’s model Schedule, minus the Police section as they use Anoka County’s retention schedule due to their software and data sharing, for consistency and defensibility purposes. This item was presented to the Council at the January 25, 2016 Council meeting, at that time the item was tabled. Division Heads were asked to review the State’s Retention Policy. Finance Director Joe Kloiber and Community Development Director Joe Hogeboom provided feedback, their emails are attached. A comparison chart is also attached, showing a small sampling of records. According to the Minnesota Historical Society, 75% of cities have adopted the State’s schedule. RECOMMENDED MOTION(S): MOTION: Move to waive the reading of Resolution Number 2016-13, there being ample copies available to the public. MOTION: To adopt Resolution 2016-13, adopting the General Records Retention Schedule for Minnesota Cities, and to submit notification to the Minnesota Historical Society. ATTACHMENTS: Resolution No. 2016-13 Email from Division Heads Kloiber and Hogeboom Comparison Chart State Records Retention Schedule RESOLUTION 2016-13 ADOPTING THE “MINNESOTA GENERAL RECORDS RETENTION SCHEDULE FOR CITIES” WHEREAS, to comply with the Records Management Statute MS 138.17, it is necessary to adopt a plan for managing governmental records including the proper retention and disposal of municipal records; and WHEREAS, the Records Management Statute MS 138.17 establishes the Records Disposition Panel and requires all government entities to follow an orderly process in retaining and disposing of government information; and WHEREAS, the State of Minnesota has approved for use by all Minnesota Cities the “Minnesota General Records Retention Schedule for Cities” which authorizes cities adopting said schedule an orderly method of disposing of municipal records; and WHEREAS, the “Minnesota General Records Retention Schedule for Cities” is regularly updated. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Columbia Heights, Minnesota hereby adopts the Minnesota General Records Retention schedule and directs the City Clerk to notify the Minnesota Historical Society/State Archives Department. BE IT FURTHER RESOLVED that following state approval, City Departments (with the exception of the Police Department) are directed to provide for retention and destruction of records as set forth in said schedule and its subsequent revisions. Adopted by the City Council of the City of Columbia Heights, this 14th day of March, 2016 Gary Peterson, Mayor Attest: Katie Bruno, City Clerk Title Section # City of Columbia Heights Section # State of Minnesota ADMINISTRATION Agenda Packets 00400 Permanent 00500 Permanent Appointment Files 00700 2 years after appointed period 01100 2 years after appointed period ASSESSING Appraisals-Property 00100 6 years 00200 6 Years BONDS Payment Bonds 00100 6 years after completion of contract 00900 6 years after completion of contract BUILDING INSPECTIONS Certificate of Occupancy 00400 Permanent 00400 Permanent HVAC Inspection Record 00900 10 years 00800 Permanent CONTRACTS Developers Agreements 00400 10 years 00400 10 years Equipment Contracts 00500 1 year after disposal 00500 Length of ownership & after audit ELECTIONS Ballots Not included 00500 22 months Polling Place Rosters 01700 2 years 01700 22 months FINANCE Accounts Receivable 00300 10 years 00300 6 years Audit Reports 00900 1 year 00900 7 years FIRE Haz mat Accident Reports 00700 Permanent 01200 Permanent Fire Relief Association Minutes Not included 01100 Permanent HRA CDBG Loans 00200 3 years after loan is closed 00300 3 years after loan is closed Property Acquisitions 00900 10 years after resale 01200 10 years after resale HUMAN RESOURCES Grievance Files 01900 Permanent 01900 5 years after termination Applications-Not Hired 00500 1 year 00500 1 year INSURANCE Certificates of Insurance 00400 6 years after expiration 00400 6 years after expiration Workers’ Compensation Claims 01600 Permanent 01550 20 years LIBRARY Donor Records 00500 Permanent 00700 Permanent Lost item Reimburs. Records 00700 3 years 01100 3 years LIQUOR Advertising Flyer 00100 1 year 00100 1 year Price List 01100 Until superseded 01100 Until superseded PARK & RECREATION Park Master Plan 00900 Permanent 00900 Permanent Participation Log 01000 2 years 01600 3 years PAYROLL Cancelled payroll checks 00300 6 years 00300 6 years Timesheets 01400 6 years 01400 6 years PERMITS/LICENSES Contractor Licenses 01100 5 years after expiration 01100 6 years after expiration Cigarette/tobacco license and applications 0900 5 years after expiration 0100 6 years after expiration PLANNING Annexation Records 00100 Permanent 00100 Permanent Site plan-not approved 01600 10 years 02000 10 years PUBLIC WORKS/ENG. Demolition Records 00300 10 years 00300 30 years Plans/Specifications 01100 6 years 01100 6 years PUBLIC WORKS/MAINT. Daily Work Schedule 00700 1 year 00700 1 year MNDOT Correspondence 01700 6 years 01700 6 years RECORDS MGMT. Procedures 00400 Until superseded 00400 Until superseded Records Retention 01000 Until superseded 01000 Until superseded UTILITIES Meter reading cards/sheets 2000 3 years 2000 3 years Water main break records 3200 Permanent 3200 Permanent WASTE MGMT. MSDS Sheets 0900 30 years 0900 30 years Recycling brochure 1300 Until superseded 1600 Until superseded GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES July 2013 GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES Purpose of the General Records Retention Schedule The purpose of a records retention schedule is to provide a plan for managing government records by giving continuing authority to dispose of records under Minnesota Statutes section 138.17. This City General Records Retention Schedule establishes minimum retention periods for city records based on their administrative, fiscal, legal and historical value. It lists records series common to cities and identifies how long to retain them. This schedule was originally developed by the Minnesota State Department of Administration, Information Policy Analysis Division and the Minnesota Historical Society, Division of Archives and Manuscripts and was funded in part by a grant from the National Historical Publications and Records Commission. The revised schedule was updated by city clerks and officials representing the Minnesota Clerks and Finance Officers Association (MCFOA). Adopting and Using the General Schedule 1. A city that has adopted the previous version of this general schedule does not need to notify the Minnesota Historical Society that it is adopting this revised edition of the General Records Retention Schedule for Cities. It will be assumed that cities that have adopted the previous version will now utilize this revised version. If you have not previously adopted the general schedule, to begin disposing of records, you must notify the State Archives of the Minnesota Historical Society that your city has adopted the schedule. The enclosed form, “Notification of Adoption of City General Records Retention Schedule”, is used for this purpose. 2. You may adopt the schedule even though your office may not have all the records listed on it. We recommend that you adopt the entire schedule. However, if this is not possible you may adopt individual sections. 3. The Minnesota Historical Society will sign and return the Notification form to you. You will then have the authority to dispose of your government records as indicated on the schedule. 4. Compare the records in your office with the records listed on the schedule. Retention periods listed on the schedule represent the minimum length of time that you must retain your records. Once that retention period has been reached you may destroy the records as indicated on the schedule. If you need to retain some records series longer than the listed retention, you should establish an agency policy for those records. 5. The retention stated on the schedule applies to any form of the record (paper, computer tape or disk, microfilm, optical disk, electronic media, etc.). 6. Data Practices Classifications are effective as of the printing of this Retention Schedule. Because data practices issues change regularly, classifications may have changed. For current information on data practices, consult Minnesota State Statutes, Chapter 13, or call the State of Minnesota, Department of Administration, Information Policy Analysis Division at 651-296-6733 or 1-800-657- 3721. Destruction Reporting After you destroy records according to the general schedule, maintain a list of destroyed items. Records not on the General Schedule Records not listed on this schedule cannot be destroyed without submitting either an “Application for Authority to Dispose of Records” (PR-1) or a “Minnesota Records Retention Schedule form”. Both of these forms are available on the State Archives’ web site at: http://www.mnhs.org/preserve/records/recser.html#forms. The PR-1 form is used to request one-time authority to dispose of records. A reproducible copy of the PR-1 form is enclosed. Since an approved PR-1 gives you authority to dispose of only those records listed on the form, we recommend that you use the PR-1 only for obsolete records (records no longer being created). For ongoing authority to dispose of records not listed on the general schedule, complete a “Minnesota Records Retention Schedule”. Duplicate Records This retention schedule concerns itself only with the city’s official record copy and the retention periods assigned reflect that. It is each city’s responsibility to identify the official record copy and to identify when to destroy any other copies of identical records, after they have lost their legal, fiscal, historical and administrative value. Duplicate copies should not be retained as long as the official record. Normally the retention period on duplicate records will not exceed two years. Records Reproduced on Optical Image Storage System For information regarding imaging systems, refer to the standards (IRM 12 and IRM 13) issued by the Minnesota Office of Technology, “Reproduction of Government Records Using Imaging Systems” available on the Office of Technology website at: http://www.state.mn.us/portal/mn/jsp/content.do? subchannel=536891918&programid=536911146&sc3=null&sc2=null&id=-536891917&agency=OETweb Category Definitions for the General Schedule Record Series Description: A record series is a group of records clustered together because they all relate to the same topic and have the same retention period. Retention Period/Statute: The retention cited is the minimum amount of the time a record must be kept. A number printed alone, e.g. 10, means ten years. If months or days are meant the entry will display that, e.g. 6 months or 30 days. The stated retention does not include the year the record originates. For example, if Record A is filed by calendar year and it has a retention of 3 years, the disposal date for 2000 records is January, 2004. Statutes listed here cite specific retention periods for the records series. Data Practices Classification: This phrase refers to records classified by the Minnesota Government Data Practices Act or other state or federal laws. The classification system includes: public, private, confidential, nonpublic or protected nonpublic. More than one classification may apply. Data Practices Statute: This phrase refers to the statute or law which cites the data practices classification of the record series. Resources Questions about Archival Records: Minnesota Historical Society State Archives Department Minnesota History Center 345 Kellogg Boulevard West St. Paul, MN 55102-1906 651-259-3260 Fax: 651-296-9961 Email: statearchives@mnhs.org http://www.mnhs.org/preserve/records/index.htm Questions about Data Practices: Department of Administration Information Policy Analysis Division 201 Administration Building 50 Sherburne Avenue St. Paul, MN 55155 651-296-6733 1-800-657-3721 Fax: 651-205-4219 http://www.ipad.state.mn.us/ Email: info.ipad@state.mn.us Revised: July 2013 Minnesota Historical Society State Archives Department Minnesota History Center 345 Kellogg Boulevard West St. Paul, MN 55102-1906 651-259-3260 Fax: 651-296-9961 NOTIFICATION OF ADOPTION OF CITY GENERAL RECORDS RETENTION SCHEDULE 1. Complete this form and send the original and one copy to the State Archives Department at the above address. 2. Destruction of records according to the general schedule is NOT permitted until this form is signed by the Minnesota Historical Society. City Telephone (include area code) Street Address City, Zip Code This is to notify the Minnesota Historical Society that the city named above has officially adopted the Minnesota City General Records Retention Schedule (revised 2008). Cities are advised to adopt the entire schedule. If this is not possible, individual sections may be adopted. (“X” the appropriate items) The City adopts the entire schedule The City adopts only the following sections: Administration Financial/Accounting Payroll Assessing Fire Permits & Licenses Attorney Health Services Planning & Zoning Bonds Housing and Redevelopment Authority/ Economic Development Authority Public Safety – Police Building Inspections Human Resources Public Works Cemetery Insurance Records Management Contracts/Agreements Library Utilities Courts Liquor Store Vital Statistics Elections Parks & Recreation Waste Management Name/Title of City Official (print) Signature of City Official Date Email Address of Person With Records Management Responsibility: The Minnesota Historical Society acknowledges your Notification of Adoption of the City General Records Retention Schedule. You are authorized to retain and dispose of records as indicated on the schedule. Director or Designee, Minnesota Historical Society Date MINNESOTA HISTORICAL SOCIETY STATE ARCHIVES DEPARTMENT FOR USE BY RECORDS PANEL APPLICATION FOR AUTHORITY Application No. Date TO DISPOSE OF RECORDS Instructions: 1. This form does not provide continuous authority to dispose of similar records and cannot be used to approve a records retention schedule. 2. Complete original and three copies. Photocopies are acceptable. 3. Complete items 1 through 6 and item 8. Use reverse side to continue records description. If more space is needed, use plain paper. 4. Send original and two copies to the State Archives Department, 345 Kellogg Boulevard West, St. Paul, MN 55102-1906. 5. Retain one copy until your approved copy is returned. The approved copy will be your authority to dispose of records. It should be retained permanently. 6. Additional copies of this form are available from the address above or by telephoning (651) 259-3260. (FAX: (651) 296-9961). NOTE: Laws of 1971, Chapter 529, Section 3 reads as follows: “It is the policy of the legislature that the disposal and preservation of public records be controlled exclusively by Minnesota Statutes, Chapter 138 and by this act, thus, no prior, special or general statute shall be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed by such chapter or by this act and no general or special statute enacted subsequent to this act shall be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed in chapter 138 or in this act unless it expressly exempts such records from the provision of such chapter and this act by specific reference to this section.” 1. Agency or Office 2. Division or Section 3. Quantity of Records __________________ Cubic Feet 4. Location of Records 5. Laws other than M.S. 138.17 that relate to the destruction or safekeeping of the records: 6. I certify that the records listed on this application are accurately described, and AUTHORIZATION: Under the authority of M.S. 138.17, it is hereby ordered that that they have no further administrative, legal, or fiscal value for this agency. The records listed on this application be destroyed, except as shown in item 7. ____________________________________________________________________ ____________________________________________________________________ Authorized Signature (Type name below) Director, Minnesota Historical Society Date ____________________________________________________________________ ____________________________________________________________________ Name Date Legislative or State Auditor Date ____________________________________________________________________ ____________________________________________________________________ Title Phone Attorney General Date 7. Exceptions to Destruction. (For use by Records Disposition Panel). 8. Description of Records. Describe each record series or type of record separately. Number each series, beginning with “1”. A. Item No. B. Name of record, form numbers, content, usage, arrangement, original C. Inclusive Dates duplicate, or microfilmed. PR1 (6/97) A. Item No. B. Name of record, form numbers, content, usage, arrangement, original C. Inclusive Dates duplicate, or microfilmed. Ge n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Mi n n e s o t a Ci t i e s St a t e of Mi n n e s o t a Ju l y 20 1 3 Da t e I v 1'1 Da t e Da t e -ff fo/({,g 10/ 00 7 5 ' 0 LICJ : h 4 ~ fY ~ /e a d . t n ~ wd : I t ~ fUA - f ~ CrAt V f A 5 ~ f i a , ~ eyY\~ 7/ ' ( / / 3 . ~ fJ r re g 7 cv r d 5L / g 7' ; ; . . 05 / 4 . - - - - - - - - - - - - MC F O A Re c o r d s Re t e n t i o n Co m m i t t e e DR A F T Pr o p o s e d 20 1 3 Re v i s i o n s to th e "G e n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Ci t i e s " Item RECORD CODE fI, TITlE Ty p e Ch a n g e ADM 00500 AGENDA PACK E T S l. ADM 00600 AGENDA PACK E T S - MI S C E L L A N E O U S 2. De l e t e ADM 01300 ATTORNEY OP I N I O N S - OF F I C I A L CO P Y Ch a n g e 3. 4. Ch a n g e ADM 01400 BIDS & QUOTA T I O N S & RF P ' S AC C E P T E D ADM 01500 BIDS, SPECIFIC A T I O N S & RF P ' S & SU P P O R T I N G Ch a n g e S. PAPERS -NOT ACCEPTED 6. ADM 01600 BILLS OF SALE De l e t e 7. ADM 01700 BONDS -City Of f i c i a l s De l e t e 8. Ch a n g e ADM 01800 BUDGET -OFFI C I A L CO P Y 9. Ch a n g e ADM 03900 MAINTENANCE RE C O R D S - CI T Y EQ U I P M E N T 10. Ch a n g e ADM 04600 NEWSPAPER CL I P P I N G S / SC R A P B O O K S Ch a n g e ADM 04700 NOTICE OF ME E T I N G S - CI T Y CO U N C I L & BO A R D S 11. & COMMISSIONS 1 - ADM 04800 OATH OF OFFIC E - EL E C T E D & AP P O I N T E D Ch a n g e 12. OFFICIALS Is s u e Re v i e w e d by Re c o r d s Re t e n t i o n Co m m i t t e e Co n s o l i d a t i n g AD M OO S O O & AD M 00 6 0 0 in t o on e re c o r d se r i e s . Ch a n g e Ti t l e to : AG E N D A PA C K E T S . Ch a n g e de s c r i p t i o n to : Ci t y Co u n c i l an d va r i o u s Bo a r d s , Co m m i s s i o n s , Co m m i t t e e s & Co u n c i l s th a t ar e co u n c i l ap p r o v e d o r ap p o i n t e d . Co m b i n e d w i t h AD M OO S O O Ch a n g e "O p i n i o n s : in de s c r i p t i o n t o "O f f i c i a l op i n i o n s " ; De l e t i n g "a n d co r r e s p o n d e n c e re l a t i n g th e r e t o " fr o m de s c r i p t i o n . Ch a n g e Cl a s s i f i c a t i o n to sa m e as AT T 00 2 0 0 . A d d "R F P ' s " t o t h e T i t l e A d d "R F P ' s " t o t h e T i t l e O b s o l e t e a n d / o r co v e r e d by In v o i c e s o r C o n t r a c t s M o v e t o BO N D S , BO N D S 00 1 S 0 Ch a n g e "R E C O R D CO P Y " in T i t l e t o "O F F I C I A L CO P Y " Ad d e d " t e l e p h o n e " t o th e de s c r i p t i o n . Ch a n g e r e t e n t i o n p e r i o d t o "D i s c a r d w h e n n o lo n g e r ne e d e d . " Ch a n g e Ti t l e by ad d i n g "C I T Y CO U N C I L & BO A R D S & CO M M I S S I O N S " Ch a n g e re t e n t i o n to "S a f t e r se r v i c e " L - - - - - - "l ;,~: .//1> --to . ; Ite~ RECORD CPDE ',TITLE &. DE S C R I P T I O N :·i..:.;_ '.,' -. ,':' ,,:::~: ADM 05100 ORDINANCES & RE S O L U T I O N S 13. Proposed but not adopted. 14. ADM 05800 PUBLIC HEARIN G RE C O R D S 15. ADM 05970 RECORDINGS - AU D I O / V I D E O - GE N E R A L 16. ADM 05980 RECORDINGS - AU D I O / V I D E O - HI S T O R I C A L 17. ADM 05990 RECORDINGS - AU D I O / V I D E O - PR O J E C T S 18. ADM 06000 SPECIAL COMM I T I E E RE P O R T S 19. ADM 06300 TELEPHONE SY S T E M 20. ADM 06420 VIDEO TAPES - GE N E R A L 21. ADM 06440 VIDEO TAPES - HI S T O R I C A L ADM 06460 VIDEO TAPES - PR O J E C T S 22. ADM 06500 VIDEO TAPES OF PU B L I C ME E T I N G S 23. Retention Schedule24. Ty p e Is s u e Re v i e w e d by Re c o r d s Re t e n t i o n Co m m i t t e e De l e t e Re c o r d e d in mi n u t e s an d pa c k e t De l e t e Re c o r d e d in mi n u t e s an d pa c k e t Ne w Re p l a c e s AD M 06 4 2 0 Ne w Re p l a c e s AD M 06 4 4 0 Ne w Re p l a c e s AD M 06 4 6 0 Ch a n g e C h a n g e De s c r i p t i o n to "F i n a l Re p o r t s . " De l e t e Ad d e d t o AD M 03 9 0 0 . De l e t e Se e ne w AD M 05 9 7 0 De l e t e Se e ne w AD M 05 9 8 0 De l e t e Se e ne w AD M OS 9 9 0 De l e t e Co v e r e d un d e r AD M 05 9 5 0 - Re c o r d i n g s , A u d i o / V i d e o Ch a n g e De l e t e "h a s hi s t o r i c a l va l u e " fr o m al l re c o r d se r i e s w i t h a Pe r m a n e n t re t e n t i o n . 2 o f 9 MC F O A Re c o r d s Re t e n t i o n Co m m i t t e e DR A F T Pr o p o s e d 20 1 3 Re v i s i o n s t o th e "G e n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Ci t i e s " . Item RECORD CODE', TITLE & DE S C R I P T I O N , l. ASG 00050 ABATEMENTS 2. ASG 00100 APPLICATIONS FO R CL A S S I F I C A T I O N 2. ASG 00200 APPRAISALS -PR O P E R T Y 4. ASG 00300 ASSESSMENT NO T I F I C A T I O N LE T T E R S ~~~ 5. ASG 01100 HOMESTEAD TR A N S F E R ASG 01200 INCOME INFOR M A T I O N 6. ASG 01500 PETITIONS (COU R T ) - VA L U A T I O N S 7. ASG 01700 PROPERTY-CODE S AN D DE F I N I T I O N S 8. 9. ASG 01800 PROPERTY -LEA S E S ASG 01900 PROPERTY -MO R T G A G E S 10. 11. ASG 02000 PROPERTY -OPT I O N S 12. ASG 02100 PROPERTY -PUR C H A S E OF 13. ASG 02400 REAL ESTATE DA T A CA R D S 14. ASG 02500 RECEIPTS 15. ASG 02600 SALES Ty p e Ne w Ch a n g e Ch a n g e Ch a n g e De l e t e Ch a n g e Ch a n g e De l e t e De l e t e De l e t e De l e t e De l e t e Ch a n g e De l e t e De l e t e Is s u e Re v i e w e d b y Re c o r d s Re t e n t i o n Co m m i t t e e Re p l a c e s AS G 03 1 0 0 Ad d de s c r i p t i o n : Cl a s s ch a n g e fo r ta x be n e f i t Ad d "T a x Co u r t " to de s c r i p t i o n Ch a n g e "a s s e s s m e n t s " in de s c r i p t i o n t o "s p e c i a l as s e s s m e n t s . " Du p l i c a t i o n o f AS G 00 8 0 0 Ad d "N o n - C o u r t Ta x D a t a " t o Ti t l e . Ad d "a n d in d u s t r i a l " to de s c r i p t i o n . Ch a n g e R e t e n t i o n Pe r i o d t o " 6 fr o m fi n a l r e s o l u t i o n . " Ch a n g e Da t a Pr a c t i c e s Cl a s s i f i c a t i o n t o P u b l i c / P r i v a t e MS 13 . 3 9 Re f e r e n c e - no n - r e c o r d Co v e r e d u n d e r CO N 0 0 7 0 0 Ad d e d t o C o n t r a c t se c t i o n , CO N 0 0 8 0 0 Ad d e d to C o n t r a c t se c t i o n , CO N 00 8 0 0 Ad d e d to Co n t r a c t se c t i o n , CO N 00 8 0 0 Ad d t o Ti t l e " / FI E L D CA R D S ; ch a n g e de s c r i p t i o n t o "W o r k i n g co p y " Co m b i n e d w i t h AS G 03 0 0 0 Sa m e as AS G 00 4 0 0 ~ - ~ 3 0 f 9 - Iteml~~coRDc:9~~#, TITLE &. DE S C R I P T I O N 16. ASG 02700 SALES STUDIES 17. ASG 02800 SEARCH COPIES ASG 02900 SPECIAL ASSESS M E N T PR O J E C T AP P R O V A L S & 18. SPECIAL BENEFIT VALUATION S 19. ASG 03000 SPECIAL ASSESS E M E N T RO L L S 20. ASG 03100 TAX ABATEMENT AN D AF F I D A V I T (C U R R E N T ) 21. ASG 03200 TAX ESTIMATE FI L E S 22. ASG 03300 TAX FORFEIT FILE S ASG 03350 VALUATION CHA N G E OR D E R - PA P E R 23. After assessment made. Ty p e Is s u e Re ~ e w e d ~ y ~e c o r d s Re t e n t i o n Co m m i t t e e De l e t e Ob s o l e t e Ch a n g e Ad d "S p e c i a l As s e s s m e n t s " to de s c r i p t i o n Ch a n g e De l e t e de s c r i p t i o n (i n c l u d e d in Ci t y Co u n c i l re c o r d s ) Ch a n g e Ch a n g e Ti t l e t o "S P E C I A L AS S E S S M E N T RE C E I P T S AN D RO L L S " Ch a n g e Ch a n g e Ti t l e to : Ab a t e m e n t ; Ad d de s c r i p t i o n : Al l do c u m e n t s to su p p o r t a va l u e o r cl a s s i f i c a t i o n ch a n g e fo r pr e v i o u s as s e s s m e n t ye a r ; Re n u m b e r co d e to : 00 0 5 0 De l e t e O b s o l e t e (b u d g e t w o r k i n g pa p e r s an d co r r e s p o n d e n c e w i t h in d i v i d ua l s co n t a i n an y ta x es t i m a t e s ) De l e t e Th i s is a Co u n t y re c o r d s Ad d RE T E N T I O N : 3 CL A S S I F I C A T I O N : Pu b l i c 4 0 f 9 MC F O A Re c o r d s Re t e n t i o n Co m m i t t e e Pr o p o s e d 20 1 3 Re v i s i o n s t o th e "G e n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Ci t i e s " Item RECORD CODE #1 TInE & DE S C R I P T I O N Ty p e Is s u e Re v i e w e d b y Re c o r d s Re t e n t i o n Co m m i t t e e , 1. An 00100 ADMINISTRATIO N FI L E S De l e t e Co m b i n e d wi t h A n 00 4 0 0 2. An 00200 AnORNEY OPIN I O N S Ch a n g e Ch a n g e DE S C R I P T I O N by re p l a c i n g "i n t e r p r e t a t i o n " to "o p i n i o n s " Ch a n g e Re p l a c e DE S C R I P T I O N wi t h "J u d g m e n t s , se t t l e m e n t s , re l e a s e s , co r r e s p o n d e n c e " 3. An 00300 CIVIL LITIGATION FI L E S Ch a n g e RE T E N T I O N TO "1 0 af t e r la s t co u r t ac t i v i t y " Re p l a c e DE S C R I P T I O N wi t h : "C o r r e s p o n d e n c e an d re p o r t s re l a t e d to th e le g a l re v i e w o f ci t y Ch a n g e 4. An 00400 CORRESPONDEN C E -A n O R N E Y fu n c t i o n s su c h as bo n d is s u e s , in s u r a n c e , or d i n a n c e s , co n t r a c t s an d gr a n t s , cl a i m s fo r da m a g e s . " An 00600 INVESTIGATIVE FI L E S 5. Ch a n g e Re m o v e fr o m DE S C R I P T I O N : w o r k as s i g n m e n t s (c i t i z e n di s p u t e s , nu i s a n c e s , et c . ) . Ch a n g e TI T L E to : "P R O P E R T Y Fi l E S " AN D re m o v e fr o m DE S C R I P T I O N : ag e n d a it e m s . An 00700 PROPERTY/ADDR E S S FI L E S 6. Ch a n g e Ch a n g e RE T E N T I O N t o "1 0 ye a r s af t e r ei t h e r fi l i n g wi t h Co u n t y or la s t co u r t ac t i v i t y . " An 00900 RESEARCH & SU B J E C T FI L E S 7. De l e t e No n - R e c o r d '---- 5 0 f 9 MC F O A Re c o r d s Re t e n t i o n Co m m i t t e e Pr o p o s e d 20 1 3 Re v i s i o n s t o th e "G e n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Ci t i e s " Item RECORD CODE #, TITlE & DE S C R I P T I O N Ty p e Is s u e Re v i e w e d by Re c o r d s Re t e n t i o n Co m m i t t e e 1. BONDS 00150, BONDS - CI T Y OF F I C I A L S Ad d Bo n d s - Ci t y Of f i c i a l Mo v e d fr o m AD M 01 7 0 0 ~--- 6 0 f 9 MC F O A Re c o r d s Re t e n t i o n Co m m i t t e e Pr o p o s e d 20 1 3 Re v i s i o n s to th e "G e n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Ci t i e s " Item RECORD CODE #, TITLE & DE S C R I P T I O N Ty p e Is s u e Re v i e w e d by Re c o r d s Re t e n t i o n C o m m i t t e e I 1. CON 00800, PROPERTY -M O R T G A G E S , OP T I O N S , PURCHASE OF Ad d Co m b i n e d AS G 01 8 0 0 , 01 9 0 0 , 02 0 0 0 mo v e d to Co n t r a c t s Re t e n t i o n : 10 af t e r sa l e o r di s p o s a l o f la n d ! pr o p e r t y 7 0 f 9 MC F O A Re c o r d s Re t e n t i o n Co m m i t t e e Pr o p o s e d 20 1 3 Re v i s i o n s to th e "G e n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Ci t i e s " ! Item RECORD CODE #,TInE & DE S C R I P T I O N Ty p e Is s u e Re v i e w e d b y Re c o r d s Re t e n t i o n Co m m i t t e e l. PERMITS/LICENSES PER 00 2 0 0 AP P L I C A T I O N S , PE R M I T - Ad d Re t e n t i o n : 1 DENIED _ - L - - - - - - .. . . . . - - ... . - . - .. . . . . _ - ~ 8 0 f 9 .. MC F O A Re c o r d s Re t e n t i o n Co m m i t t e e Pr o p o s e d 20 1 3 Re v i s i o n s t o th e "G e n e r a l Re c o r d s Re t e n t i o n Sc h e d u l e fo r Ci t i e s " 1. 9 0 f 9 Gene r a l R e c o r d s R e t e n t i o n S c h e d u l e f o r M i n n e s o t a C i t i e s T A B L E O F C O N T E N T S Administration ............ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AD M Assessing .................. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AS G Attorney ..................... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A TT Bonds ........................ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . BO N Building Inspections .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . BU I Cemetery ................... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CE M Contracts/Agreements .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CO N Courts ................... : .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CT S Elections .................... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EL E Financial/Accounting .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FI N Fire ............................ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FI R Health Services ......... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . HE A Housing and Redevelo p m e n t Au t h o r i t y .. . . . . . . . . . . . . . . . . HR A Human Resources ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . HR S Insurance ................... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IN S Li b r a r y .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LI B Li q u o r .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LI Q Pa r k s an d Re c r e a t i o n .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . P& R Pa y r o l l .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PA Y Pe r m i t s an d Li c e n s e s .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PE R Pl a n n i n g an d Zo n i n g .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PL Z Pu b l i c Sa f e t y - Fi r e .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ;S e e : Fi r e Pu b l i c Sa f e t y - Po l i c e .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PO L Pu b l i c Wo r k s - En g i n e e r i n g .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PW E Pu b l i c Wo r k s - Ma i n t e n a n c e / O p e r a t i o n s .. . . . . . . . . . . . . . PW M Re c o r d s Ma n a g e m e n t .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . RM G Ut i l i t i e s .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . UT L Vi t a l St a t i s t i c s .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI T Wa s t e Ma n a g e m e n t .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . WS T General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE 1099 MISCELLANEOUS INCOME PAY 02000 911 RECORDINGS FIR 01500 911 RECORDINGS POL 02700 ABANDONED MAINS AND SERVICES AS BUILT UTL 00100 ABATEMENTS ASG 00050 ABSENTEE BALLOT APPLICATION ELE 00100 ABSTRACT & CERTIFICATES OF TITLES:ADM 00100 ABSTRACT OF ELECTION RETURNS ELE 00200 ACCIDENT REPORTS POL 02900 ACCOUNT REPORTS ‐ DELINQUENT & UNCOLLECTIBLE FIN 00100 ACCOUNTS PAYABLE LEDGERS & JOURNALS FIN 00200 ACCOUNTS RECEIVABLE ‐ LEDGERS & JOURNALS FIN 00300 ACKNOWLEDGMENT & WAIVER OF LIABILITY P&R 00100 ACTIVITIES ‐ BROCHURES P&R 00200 ACTIVITIES FLYERS P&R 00300 ADJUSTMENT REPORTS UTL 00200 ADMISSION RELEASE RECORDS POL 05200 ADVERTISING FLYERS LIQ 00100 AERIAL PHOTOGRAPHS PWE 00100 AFFIDAVIT OF MAILING ADM 00200 AFFIDAVIT OF PUBLICATION FOR JOB OPENING HRS 00100 AFFIDAVIT/CONTRACTOR UTL 00300 AFFIDAVITS OF CANDIDACY ELE 00300 AFFIDAVITS OF OWNERSHIP CEM 00100 AFFIDAVITS OF PUBLICATION ELE 00400 AFFIDAVITS OF PUBLICATIONS ADM 00400 AFFIDAVITS OF PUBLICATIONS GENERAL NOTICES ADM 00300 AFFIRMATIVE ACTION FILES HRS 00200 AFFIRMATIVE ACTION RECRUITMENT FORM HRS 00300 AFFIRMATIVE ACTION REPORTS HRS 00400 AGENDA PACKETS ADM 00500 AGENDA PACKETS ‐ MISCELLANEOUS ADM 00650 AGREEMENTS ‐ TRUST ADM 00700 Page 1 of 20 RECORD SERIES TITLE RECORD SERIES CODE AGREEMENTS/CONTRACTS/LEASES/JOINT POWERS CON 00050 AIRPORT DEVELOPMENT/PLANNING ADM 00800 AIRPORT OPERATIONS/ MAINTENANCE ADM 00900 AMBULANCE BILLING/HIPPA AUTHORIZATION FORM FIR 00010 AMBULANCE EMERGENCY ROOM RECORDS FIR 00020 AMBULANCE MASTER SCHEDULES FIR 00030 AMBULANCE PATIENT CARE REPORT ‐ EMSRB/STATE FORM FIR 00040 AMBULANCE PRE‐HOSPITAL PROTOCOLS FIR 00050 ANIMAL & PET LICENSES OR PERMITS PER 00100 ANIMAL CONTROL STATISTICAL REPORTS POL 01800 ANIMAL IMPOUND/RELEASE POL 01900 ANNEXATION RECORDS PLZ 00100 ANNUAL REPORT OF THE LIBRARY BOARD LIB 00100 ANNUAL REPORTS ADM 01000 ANNUAL REPORTS HRA 00100 ANNUAL REPORTS P&R 00400 ANNUAL REPORTS ‐ POLICE DEPARTMENT POL 00100 APPARATUS/EQUIPMENT MAINTENANCE & INSPECTION RECORDS:FIR 00100 APPEARANCE BONDS BON 00100 APPLICATION FOR TEMPORARY EMPLOYMENT P&R 00500 APPLICATIONS ‐ PERMIT DENIED PER 00200 APPLICATIONS FOR CLASSIFICATION ASG 00100 APPLICATIONS FOR EMPLOYMENT‐NOT HIRED HRS 00500 APPLICATIONS FOR INSURANCE INS 00100 APPLICATIONS FOR PERSONS ON ELIGIBILITY LIST HRS 00600 APPOINTMENT FILES ADM 01100 APPOINTMENT FILES ‐ NOT APPOINTED ADM 01110 APPRAISALS ‐ PROPERTY ASG 00200 ARBITRATION DECISIONS HRS 00700 ARBORCULTURE PWM 00100 ARREST & CHARGE POL 05840 ARREST REPORTS POL 03000 ARSON REPORTS/INVESTIGATIONS FIR 00200 ARTICLES OF INCORPORATION ADM 01200 ASPHALT MIXING LOG PWM 00200 ASSESSMENT NOTIFICATION LETTERS ASG 00300 Page 2 of 20 RECORD SERIES TITLE RECORD SERIES CODE ASSET RECORDS FIN 00400 ATTORNEY OPINIONS ATT 00200 ATTORNEY OPINIONS‐OFFICIAL COPY ADM 01300 AUCTION POL 00200 AUDIO & VIDEO RECORDING INVENTORY LOG POL 05810 AUDIO VISUAL EQUIPMENT CHECKOUT RECORDS LIB 00200 AUDIT REPORTS ‐ EXTERNAL FIN 00800 AUDIT REPORTS ‐ INTERNAL FIN 00900 AUTHORITY TO DISPOSE OF RECORDS STATE FORM (PR ‐ 1)RMG 00100 AUTHORIZATION CARDS PAY 00100 AUTOMATIC PAYMENT PLAN AUTHORIZATION FORM FIN 00950 BACKGROUND CHECK POL 00240 BACKGROUND CHECK POL 00250 BACTERIOLOGICAL TEST/ANALYSIS UTL 00500 BAIL RECEIPTS POL 03100 BALLOTS ELE 00500 BALLOTS ‐ UNVOTED ELE 00600 BANK STATEMENTS FIN 01000 BANKRUPTCY RECORDS FIN 01100 BENEFITS ENROLLMENT FORMS HRS 00750 BENEFITS PLAN HRS 00800 BICYCLE LICENSE OR PERMIT PER 00300 BICYCLE SAFETY POL 02100 BIDS & QUOTATIONS & RFP'S ACCEPTED ADM 01400 BIDS & SPECIFICATIONS & RFP'S & SUPPORTING PAPERS ‐ NOT ACCEPTED ADM 01500 BIDS & SPECIFICATIONS FOR CAPITAL IMPROVEMENT ‐ ACCEPTED CON 00100 BIDS & SPECIFICATIONS FOR SERVICES & SUPPLIES ‐ ACCEPTED CON 00200 BILLIARD (POOL HALL) LICENSE PER 00400 BILLING STATEMENTS FIN 01200 BILLINGS (REGISTER)UTL 00600 BIRTH RECORDS VIT 00100 BLOOD PRESSURE PATIENT RECORDS HEA 00100 BOND & INTEREST COUPON REGISTER BON 00200 BOND SALE TRANSCRIPTS BON 00300 BONDS ‐ CITY OFFICIALS BON 00150 BOOKMOBILE RECORDS LIB 00300 Page 3 of 20 RECORD SERIES TITLE RECORD SERIES CODE BOWLING ALLEY LICENSE PER 00500 BRIDGE/CULVERT INVENTORY PWM 00300 BRIDGE/CULVERT MAINTENANCE REPORTS PWM 00400 BUDGET ‐ ANNUAL FIN 01310 BUDGET ‐ OFFICIAL COPY ADM 01800 BUDGET ‐ SUPPORT/WORKING PAPERS ADM 01900 BUDGET REPORTS FIN 01320 BUDGET WORKPAPERS ‐ DEPARTMENT FIN 01400 BUDGET WORKPAPERS ‐ MASTER FIN 01500 BUILDING INSPECTION RECORD BUI 00100 BUILDING PERMITS ‐ COMMERCIAL PER 00600 BUILDING PERMITS ‐ RESIDENTIAL PER 00700 BUILDING PLANS: COMMERCIAL, INDUSTRIAL BUI 00200 BUILDING PLANS: RESIDENTIAL BUI 00300 BUREAU OF CRIMINAL APPREHENSION REPORTS POL 00300 BURIAL PERMISSION FORM CEM 00300 BURIAL PERMITS CEM 00200 BURNING PERMITS ‐ RESIDENTIAL PER 00800 BYLAWS ‐ COMMISSIONS AND BOARDS ADM 02000 CAFETERIA PLAN RECORDS PAY 00200 CAMPAIGN FINANCIAL REPORTS ELE 00700 CANCELED PAYROLL CHECKS PAY 00300 CANCELED/PAID BONDS, COUPONS & CERTIFICATES BON 00400 CAPITAL IMPROVEMENT PROGRAM FIN 01900 CARNIVAL LICENSE APPLICATIONS PER 00900 CASE FILES/OFFENSE REPORTS ‐ ADULT POL 03300 CASE FILES/OFFENSE REPORTS ‐ JUVENILE POL 03400 CASH REGISTER TAPES FIN 02000 CATALOGS LIB 00400 CENSUS REPORTS ‐ CITY GENERATED ADM 02100 CERTIFICATE OF FILING LAND USE CONTROL PLZ 00200 CERTIFICATE OF OCCUPANCY BUI 00400 CERTIFICATE OF REAL ESTATE VALUE (CRV)ASG 00400 CERTIFICATE OF SURVEY BUI 00410 CERTIFICATES OF ELECTION ELE 00800 CERTIFICATES OF INSURANCE INS 00400 Page 4 of 20 RECORD SERIES TITLE RECORD SERIES CODE CERTIFICATION FOR PEACE OFFICERS FOR STATE AID APPLICATION POL 00350 CERTIFICATION OF TEST/EXAMINATION RESULTS HRS 00900 CHANGE FORM (PAYROLL COPY)PAY 00400 CHART OF ACCOUNTS FIN 02006 CHARTER ADM 02200 CHECK REGISTER FIN 02010 CHECK REGISTER LIQ 00700 CHECKS (ACCOUNTS RECEIVABLE)FIN 02022 CHECKS (CANCELED & VOIDED) ACCOUNTS PAYABLE FIN 02020 CHECKS (CANCELED & VOIDED) PAYROLL FIN 02030 CHECKS (DUPLICATE)FIN 02050 CHECKS (NSF) BAD CHECKS & BAD CHECKS LISTS FIN 02040 CHEMICAL ANALYSIS UTL 00800 CIGARETTE/TOBACCO/ETC. LICENSES & APPLICATIONS PER 01000 CIRCULATION RECORDS LIB 00500 CITATION/TICKETS POL 03500 CITY CODE/CODE OF ORDINANCES ADM 02300 CITY ORDINANCE VIOLATIONS ADM 02400 CITY SEAL ADM 02500 CIVIL DEFENSE FILES POL 02000 CIVIL LITIGATION FILES ATT 00300 CLAIMS INS 00450 CLASSIFICATION LISTS ASG 00500 CLASSIFICATION STUDIES HRS 01100 CLEAN‐UP DAY INFO/PERMITS WST 00100 CLIENT INCIDENT REPORTS HEA 00200 CLIENT INCIDENT REPORTS HEA 00300 CLIENT INCIDENT REPORTS HEA 00400 CLIMATOLOGICAL GRAPHS PWM 00500 CODE COMPLIANCE INSPECTION BUI 00500 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)HRA 00300 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATIONS HRA 00200 COMPENSATION PLAN HRS 01150 COMPLAINTS ‐ GENERAL ADM 02700 COMPLAINTS ‐ REAL PROPERTY ADM 02600 COMPOSTING/YARDWASTE REGULATIONS WST 00200 Page 5 of 20 RECORD SERIES TITLE RECORD SERIES CODE COMPREHENSIVE PLAN PLZ 00300 CONDITIONAL USE PERMIT FILE PLZ 00400 CONSTRUCTION BLUEPRINTS ORIGINAL PWE 00200 CONSULTING SERVICES HEA 00500 CONTRACTED SERVICES HEA 00600 CONTRACTOR LICENSE BONDS BON 00500 CONTRACTOR'S LICENSE PER 01100 CONTRACTS/AGREEMENTS ‐ LABOR UNIONS HRS 01200 COPYRIGHT COMPLIANCE RECORDS LIB 00600 COPYRIGHTS & PATENTS ADM 02800 CORRESPONDENCE CEM 00400 CORRESPONDENCE ‐ ATTORNEY ATT 00400 CORRESPONDENCE ‐ GENERAL ADM 02900 CORRESPONDENCE ‐ HISTORICAL ADM 03000 CORRESPONDENCE ‐ MESSAGES ADM 03050 COURT RECORDS CTS 00000 CREDIT CARD RECEIPTS ‐ MERCHANT COPIES FIN 02060 CRIMINAL LITIGATION FILES ATT 00500 CRIMINAL RECORD CHECK LOG POL 03600 CURB STOP REQUESTS PWM 00600 CURBSIDE RECYCLING PROGRAM WST 00300 CUSTOMER DATA/MUNICIPAL UTILITIES UTL 00850 D.A.R.E.POL 02300 DAILY CASH REPORTS FIN 02100 DAILY REPORTS (DEPARTMENT COPY)P&R 00700 DAILY TRANSACTION REPORTS UTL 00900 DAILY WORK SCHEDULES, CREW SCHEDULES PWM 00700 DANCE/PARADE/PUBLIC GATHERING PERMITS PER 01200 DANGEROUS DOG LICENSE POL 02350 DATA PRACTICES REQUESTS ADM 03070 DEATH INVESTIGATION POL 03700 DEATH RECORDS VIT 00200 DEATH REGISTRY HEA 00700 DEEDS CEM 00500 DEEDS PLZ 00500 DEFERMENT APPLICATION ASG 00600 Page 6 of 20 RECORD SERIES TITLE RECORD SERIES CODE DELINQUENT REPORTS UTL 01000 DEMOLITION RECORDS PWE 00300 DEPARTMENT OF CORRECTIONS ‐ ANNUAL REPORT POL 00400 DEPARTMENT RULES & REGULATIONS P&R 00900 DEPARTMENTAL REPORTS ADM 03100 DEPARTMENTAL REPORTS ADM 03200 DEVELOPERS AGREEMENTS CON 00400 DIAGNOSTIC DISEASE INDEX HEA 00800 DICTATED & AUDIO RECORDED REPORTS POL 05820 DIETARY RECORDS HEA 00900 DIGITIZED ALARM RESPONSES FIR 00300 DIKE MAINTENANCE RECORDS PWM 00800 DIRECTED PATROLS POL 00410 DISPOSAL OF PROPERTY FIN 02200 DISTRIBUTION REPORTS UTL 01100 DIVISIONS AND COMBINATIONS OF REAL PROPERTY ASG 00700 DOCK LICENSES PER 01300 DONOR RECORDS LIB 00700 DRIVEWAY GUTTER PATCHING RECORDS PWM 00900 DROP OFF SITE/RECYCLING YARD WASTE WST 00400 DRUG AND ALCOHOL TESTING RESULTS HRS 01650 DUTY ROSTER POL 00420 EASEMENTS PLZ 00600 EASEMENTS ‐ TEMPORARY PLZ 00700 ELECTION BOUNDARIES & PRECINCT MAP ELE 00900 ELECTION DAY FORMS ELE 01000 ELECTION JUDGE WORKSHEET ELE 01100 ELECTRICAL INSPECTION RECORD BUI 00600 ELECTRICAL PERMIT PER 01410 ELIGIBILITY REGISTER HRS 01300 EMERGENCY PLAN POL 00450 EMERGENCY STORM DAMAGE PWM 01000 EMPLOYEE DISHONESTY/SURETY BONDS INS 00500 EMPLOYEE MEDICAL RECORDS HRS 04200 EMPLOYEE RECOGNITION & AWARDS PROGRAM HRS 01500 EMPLOYEE SUGGESTION FORM HRS 01600 Page 7 of 20 RECORD SERIES TITLE RECORD SERIES CODE EMPLOYERS QUARTERLY FEDERAL TAX RETURN PAY 00450 EMPLOYMENT ELIGIBILITY VERIFICATION/I‐9 FORM HRS 02000 ENCUMBRANCES/REVERSALS ‐ ORDERS ISSUED FIN 02400 ENGINEERING DESIGN BOOKS, PRODUCT DEVELOPMENT STANDARDS, SPECIFICATION BOOKS, DRAWINGS PWE 00400 ENVIRONMENTAL ASSESSMENT WORKSHEET WST 00500 ENVIRONMENTAL COMPLAINTS REPORTS PWM 01100 EPA REPORTS UTL 01200 EQUAL EMPLOYMENT OPPORTUNITY REPORTS/SUMMARY DATA (EEO REPORTS)HRS 01700 EQUIPMENT CONTRACTS CON 00500 EQUIPMENT INVENTORIES FIN 02450 EQUIPMENT REPORTS UTL 01300 EVIDENCE/PROPERTY INVENTORY REPORTS POL 03750 EVIDENCE/PROPERTY LOGS POL 03740 EXAMINATION FILE HRS 01800 EXCAVATION/RIGHT‐OF‐WAY PERMITS PER 01600 EXCEPTION REPORTS WST 00600 EXCLUSION APPLICATIONS ASG 00720 EXPENDITURE REPORTS ‐ MONTHLY SUMMARIES FIN 02500 EXPENDITURE REPORTS ‐ YEAR END SUMMARIES FIN 02600 EXTRANEOUS AUDIO & VIDEO RECORDINGS POL 05830 FA‐1 FORM, APPLICATION OF STATE AID FIRE EQUIPMENT CERTIFICATE FIR 00350 FAMILY MEDICAL LEAVE DOCUMENTS (FMLA)HRS 01850 FEE WAIVER SHEETS P&R 01000 FIDELITY BONDS BON 00600 FILL MATERIAL REQUESTS PWM 01200 FINANCIAL REPORTS FIN 02610 FINANCIAL REPORTS/STATEMENTS (ANNUAL)FIN 02620 FINES & SERVICE CHARGE RECORDS LIB 00800 FINGERPRINT CARDS POL 00500 FINGERPRINT CARDS POL 00510 FINGERPRINT CARDS POL 03800 FIRE CODE FIR 00400 FIRE EXTINGUISHER SERVICE LICENSE PER 01700 FIRE FIGHTER MEDICAL STANDARDS FIR 00500 FIRE HYDRANT MAINTENANCE UTL 01400 Page 8 of 20 RECORD SERIES TITLE RECORD SERIES CODE FIRE INSPECTION RECORD‐ANNUAL BUI 00700 FIRE INVESTIGATION REPORT FIR 00600 FIRE PREVENTION WEEK TOURS & DEMONSTRATION DATA FIR 00700 FIRE RELIEF ASSOCIATION FIR 00800 FIRE RELIEF ASSOCIATION FIR 00900 FIRE RELIEF ASSOCIATION FIR 01000 FIRE RELIEF ASSOCIATION FIR 01100 FIREARM APPLICATION/PERMITS POL 03900 FIREARM TRANSFER POL 04000 FIREWORKS PERMIT & LICENSE PER 01800 FIRST REPORT OF INJURY INS 00650 FLOOD CONTROL RECORDS PWE 00500 FOOD ESTABLISHMENT LICENSE PER 01850 FOOD SERVICE RECORDS POL 05300 FORFEITURE FORMS POL 03820 FRANCHISES GRANTED BY MUNICIPALITY CON 00600 FREEZING CONDITIONS EMERGENCY LOG PWM 01300 FROZEN WATER LINES LOG BOOK UTL 01500 GAMBLING LICENSES & REPORTS PER 01900 GAMBLING/LOTTERY MATERIAL FIN 02800 GARNISHMENTS PAY 00500 GAS FITTERS LICENSE PER 01920 GENERAL CITIZEN CONTACTS POL 05860 GENERAL JOURNAL FIN 02900 GENERAL LEDGERS FIN 03000 GOPHER STATE ONE RECORDS UTL 01600 GRANTS ADM 03300 GREEN ACRE LAND & AGRICULTURE PRESERVE APPLICATIONS ASG 00750 GRIEVANCE FILES HRS 01900 GRIEVANCE MECHANISM HEA 01000 HAZARDOUS MATERIAL ACCIDENT REPORT FIR 01200 HEALTH DEPARTMENT REPORTS UTL 01700 HEALTH FAIRS/WORKSHEET HEALTH PROGRAMS HEA 01100 HEALTH STAFF REPORTS HEA 01300 HEALTH/MEDICAL PATIENT RECORDS HEA 01200 HEARING SCREENING RECORDS HEA 01400 Page 9 of 20 RECORD SERIES TITLE RECORD SERIES CODE HEATING, VENTILATION, AIR CONDITIONING PERMIT PER 01930 HEATING/ VENTILATION INSPECTION RECORD BUI 00800 HISTORICAL DATA/PHOTOGRAPHS RMG 00200 HOME HEALTH CARE RECORDS HEA 01500 HOME IMPROVEMENT VALUE EXCLUSION (THIS OLD HOUSE LAW)ASG 00780 HOMESTEAD APPLICATION REQUESTS ASG 00800 HOMESTEAD APPLICATIONS CARDS ASG 00900 HOMESTEAD PRINT‐OUT LIST ASG 01000 HOMICIDES POL 05870 HOSPITAL LISTS OF BIRTHS AND DEATHS VIT 00300 HOTEL & MOTEL LICENSES PER 02000 HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTER WST 00700 HOUSING INSPECTION RECORD BUI 00900 HOUSING PROGRAM GUIDELINES HRA 00400 HRA PROJECT MANAGEMENT & RENTAL AGREEMENTS HRA 00500 HUD ADMINISTRATIVE DOCUMENTS HRA 00600 HUNTING/SHOOTING PERMIT PER 02020 ICR's POL 04100 IDENTIFICATION NUMBERS WST 00800 IMMUNIZATION RECORDS HEA 01600 INCIDENT FORM (STATE MFIRS ‐1)FIR 01300 INCIDENT REPORTS/FIRE RUNS FIR 01400 INCOME INFORMATION ‐ NON‐COURT TAX DATA ASG 01200 INCOME SALES TAX RETURNS/RECEIPTS FIN 03100 INDEMNITY BONDS BON 00700 INFECTIOUS DISEASE & OCCUPATIONAL EXPOSURE FILES HRS 04400 IN‐SERVICE/IN‐HOUSE SUMMARIES HEA 01700 INSPECTION & TESTING RECORDS PWE 00600 INSPECTION NOTICES TO HOMEOWNER, VIOLATOR, ETC.BUI 01000 INSPECTION RECORDS OF LICENSED FACILITIES PER 02050 INSPECTIONS‐SERVICE NEW MAINS UTL 01800 INSPECTOR REPORTS BUI 01100 INSTRUCTION BOOKS FOR JUDGES ELE 01200 INSURANCE AGENTS' SERVICE AGREEMENT INS 00700 INSURANCE PREMIUM REPORT PAY 00600 INTERNAL INVESTIGATION POL 00600 Page 10 of 20 RECORD SERIES TITLE RECORD SERIES CODE INTERNAL INVESTIGATIONS POL 05880 INTERVIEWS ‐ AUDIO & VIDEO RECORDINGS POL 05900 INTOXILYZER TEST RESULTS POL 04200 INVENTORIES ADM 03400 INVENTORY SHEETS LIQ 01000 INVESTIGATIVE FILES ATT 00600 INVESTMENT DOCUMENTS FIN 03200 INVOICES ‐ CLAIM VOUCHERS & VERIFIEDS (AR & AP)FIN 03300 JAIL REGISTER POL 05400 JOB/POSITION DESCRIPTIONS HRS 02200 JOURNAL ENTRY SUPPORT FIN 03400 LABOR UNION ‐ DISPUTES HRS 02300 LABOR UNIONS ‐ NEGOTIATING DATA HRS 02400 LABORATORY ACTIVITIES HEA 01800 LANDFILL/GARBAGE DUMP SITES WST 00900 LEASE OF REAL PROPERTY CON 00700 LIABILITY RELEASES POL 00700 LIBRARY CARD LIB 00900 LICENSE BONDS BON 00800 LICENSING, CERTIFICATION AND ACCREDITATION HEA 01900 LIENS ADM 03700 LIQUOR LICENSE PER 02100 LOANS‐INTER LIBRARY LIB 01000 LOG SHEETS POL 00800 LONG TERM DISABILITY (LTD)INS 01100 LOST ITEM REIMBURSEMENT RECORDS LIB 01100 MAILING LISTS P&R 01100 MAINTENANCE PUMP STATIONS UTL 01900 MAINTENANCE RECORDS ‐ CITY EQUIPMENT ADM 03900 MAINTENANCE RECORDS ‐ CITY PROPERTY ADM 03800 MAINTENANCE/INSPECTION OF FACILITIES PWM 01350 MANHOLE CONDITION FIELD REPORTS/SUMMARY SHEETS PWM 01400 MANHOLE REPAIR REPORT PWM 01500 MANUALS ‐ CITY EQUIPMENT ADM 04000 MAPS ‐ AS BUILTS PWE 00700 MAPS ‐ TOPOGRAPHICAL PWE 00800 Page 11 of 20 RECORD SERIES TITLE RECORD SERIES CODE MAPS & HALF SECTION PLZ 00800 MASSAGE LICENSE PER 02200 MASTER NAME FILE POL 04500 MASTER NAME FILE POL 04600 MATERIAL SAFETY DATA SHEETS WST 01000 MCGRUFF HOUSE POL 02400 MECHANICAL AMUSEMENT DEVICE LICENSE PER 02300 MEETING ROOM REQUEST LIB 01200 METER READING CARDS/SHEETS UTL 02000 METER RECORDS UTL 02100 MICROFILM INDEX RMG 00300 MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME IMPROVEMENT LOANS HRA 00700 MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME PURCHASE LOANS HRA 00800 MINUTES CEM 00600 MINUTES ‐ CITY COUNCIL ADM 04300 MINUTES ‐ VARIOUS BOARDS, COMMISSIONS, COMMITTEES & COUNCILS ADM 04400 MNDOT CORRESPONDENCE PWM 01600 MOTOR VEHICLE LICENSE PER 02400 MOVING PERMIT PER 02500 MUG SHOTS‐ADULT POL 04700 MUG SHOTS‐JUVENILE POL 04720 NEIGHBORHOOD CRIME WATCH POL 02500 NEWSLETTERS LIB 01500 NEWSLETTERS ‐ CITY GENERATED ADM 04500 NEWSPAPER CLIPPINGS / SCRAPBOOKS ADM 04600 NOMINATING PETITIONS ELE 01300 NOTICE OF MEETINGS ‐ CITY COUNCIL & BOARDS & COMMISSIONS ADM 04700 NOTICE OF SPILL(S)WST 01200 NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCE WST 01100 OATH OF OFFICE ELE 01400 OATH OF OFFICE ‐ ELECTED & APPOINTED OFFICIALS ADM 04800 OATH OF OFFICE ‐ POLICE OFFICERS, COMMUNITY SERVICE OFFICERS, ANIMAL CONTROL OFFICERS, CITY STAFF WHO ISSUE CITATIONS ADM 04900 OATH OF RESIDENCE/VOUCHER CARDS ELE 01500 OCCUPANCY PERMITS/INSPECTION FILES FIR 01600 OPEN BURNING PERMITS WST 01300 Page 12 of 20 RECORD SERIES TITLE RECORD SERIES CODE OPERATION I.D.POL 02600 ORDINANCES & RESOLUTIONS ADOPTED ADM 05000 ORGANIZATIONAL CHARTS ‐ CITY ADM 05200 OSHA ‐ CITATIONS OF PENALTY HRS 04500 OSHA ‐ EMPLOYEE EXPOSURE RECORDS HRS 04700 OSHA REPORTS HRS 04600 OUTAGE REPORTS UTL 02160 OVERDUE & DAMAGED LIBRARY MATERIAL RECORDS LIB 01600 OWNER INDEX CEM 00700 PARK & REC SECURITY TAPES P&R 02450 PARK ACQUISITIONS P&R 01400 PARK MASTER PLAN P&R 01500 PARKING METER REPORTS/RECORDS PER 02510 PARKING PERMIT PER 02520 PARKLAND DEDICATION VALUATIONS ASG 01400 PARTICIPATION LOG P&R 01600 PATIENT MASTER INDEX HEA 02000 PAWN SHOP RECORDS POL 00910 PAWNBROKERS LICENSE PER 02600 PAY EQUITY IMPLEMENTATION REPORT HRS 02700 PAY EQUITY PLAN/SUMMARY HRS 03000 PAY EQUITY PROFILES HRS 02800 PAY EQUITY QUESTIONNAIRE BOOKS HRS 02900 PAY EQUITY WORKPAPERS HRS 03100 PAYMENT BONDS BON 00900 PAYROLL HISTORY CARD PAY 00700 PAYROLL JOURNAL PAY 00800 PAYROLL LEDGER PAY 00900 PAYROLL REPORTS PAY 01000 PAYROLL WORKSHEETS PAY 01100 PEAK DEMAND REPORTS UTL 02130 PEDDLER'S, TRANSIENT MERCHANTS & SOLICITORS LICENSE PER 02700 PENSION & RETIREMENT REPORTS PAY 01200 PENSION FILES HRS 03200 PERA REPORTS PAY 01300 PERFORMANCE BONDS BON 01000 Page 13 of 20 RECORD SERIES TITLE RECORD SERIES CODE PERMIT BONDS BON 01100 PERMITS P&R 01700 PERMITS ‐ STREET OPENING PWE 00900 PERMITS ‐ STREET SERVICE LINES PWE 01000 PERPETUAL CARE FLOWER FUND CERTIFICATES CEM 00900 PERPETUAL CARE SERVICE LEDGER CEM 00800 PERSONNEL FILES HRS 03300 PETITIONS ADM 05300 PETITIONS (COURT) ‐ VALUATIONS ASG 01500 PETITIONS RELATING TO ZONING REQUESTS PLZ 01100 PETTY CASH REPORTS LIB 01700 PHARMACY DATA HEA 02100 PHARMACY INSPECTION REPORTS HEA 02200 PHOTOGRAPHS POL 05930 PLANNING CASE FILE PLZ 01200 PLANS & SPECIFICATIONS PWE 01100 PLASTERING LICENSE PER 02800 PLAT CEM 01000 PLAT FILES ‐ FINAL PLAT PLZ 01300 PLAT FILES ‐ PRELIMINARY PLAT PLZ 01400 PLUMBER'S LICENSE PER 02810 PLUMBING INSPECTION RECORD BUI 01200 PLUMBING PERMITS PER 02900 POLICE CLEARANCE LETTERS POL 01000 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS POL 01100 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS POL 01200 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS POL 01300 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS POL 01400 POLICIES ‐ ALL INSURANCE POLICIES INS 01240 POLICIES & PROCEDURES ADM 05400 POLICIES & PROCEDURES/RULES & REGULATIONS HRS 03400 POLLING PLACE AGREEMENTS ELE 01600 POLLING PLACE ROSTERS ELE 01700 POOL LICENSE PER 03000 POOL TICKET APPLICATION FORMS P&R 01800 PRECINCT BOOKS & PRINTOUTS FROM COUNTY ELE 01800 Page 14 of 20 RECORD SERIES TITLE RECORD SERIES CODE PRESS RELEASES ADM 05500 PRICE LIST LIQ 01100 PRISONER PROPERTY RECEIPTS POL 05500 PROBLEM STREET AREA REPORTS PWM 01700 PROCEDURES RMG 00400 PROCLAMATIONS ADM 05600 PROGRAM DESCRIPTIONS HEA 02300 PROGRAM FILES HRA 01100 PROGRAM FILES P&R 01950 PROJECT CORRESPONDENCE ADM 05700 PROJECT FILES ‐ SPECIAL ASSESSMENTS ASG 01600 PROJECT RECORDS PWE 01200 PROJECT RECORDS PWE 01300 PROJECT RECORDS PWE 01400 PROPERTY ‐ MORTGAGES, OPTIONS, PURCHASE OF CON 00800 PROPERTY ‐ RECORD CARDS/ASSESSMENTS ASG 02200 PROPERTY ACQUISITION HRA 01200 PROPERTY FILES ATT 00700 PROSECUTION/LAW ENFORCEMENT FILES ATT 00800 PUBLIC ASSISTANCE VOUCHER RECORDS POL 01500 PUBLIC PROPERTY USE APPLICATIONS PER 03010 PUBLICATIONS ‐ CITY‐GENERATED ADM 05900 PUBLICITY LIB 01800 PUMPING REPORTS UTL 02200 PURCHASE ORDERS FIN 03800 PURGE LISTS ELE 01900 QUARTERLY WITHHOLDING TAX RETURN PAY 01350 RADIO LOGS POL 02800 REAL ESTATE DATA CARDS / FIELD CARDS ASG 02400 REAL PROPERTY ‐ BIDS & ESTIMATES PLZ 01600 REAL PROPERTY APPRAISALS PLZ 01500 RECEIPTS & RECEIPT BOOKS FIN 04000 RECLAMATION AGREEMENTS WST 01400 RECONCILLIATION REPORTS PWM 01750 RECORD OF BURIALS, TRANSFERS, ETC CEM 01100 RECORDINGS ‐ AUDIO ADM 05960 Page 15 of 20 RECORD SERIES TITLE RECORD SERIES CODE RECORDINGS ‐ AUDIO/VIDEO ADM 05950 RECORDINGS ‐ AUDIO/VIDEO ‐ GENERAL ADM 05970 RECORDINGS ‐ AUDIO/VIDEO ‐ HISTORICAL ADM 05980 RECORDINGS ‐ AUDIO/VIDEO ‐ PROJECTS ADM 05990 RECORDS CHECKOUT REQUEST RMG 00600 RECORDS DISPOSITION AUTHORIZATION RMG 00700 RECORDS INVENTORIES RMG 00500 RECORDS INVENTORY REPORT RMG 00800 RECORDS MANAGEMENT MANUAL RMG 00900 RECORDS RETENTION SCHEDULES RMG 01000 RECORDS TRANSFER/TRANSMITTAL LIST RMG 01100 RECRUITMENT FILES HRS 03500 RECYCLING BINS & ACCESSORIES PRICE SHEET WST 01500 RECYCLING BROCHURES WST 01600 REFORESTATION PROGRAM PWM 01800 REGISTRATION CARDS ELE 02000 REGISTRATION CARDS ‐ INACTIVE ELE 02100 REGISTRATION CARDS ‐ INCOMPLETE ELE 02050 REGISTRATION FORMS P&R 02000 RENTAL AGREEMENTS P&R 02100 RENTAL APPLICATION/LICENSE PER 03020 RENTAL INSPECTION RECORDS BUI 01210 REPORTS WST 01700 REPORTS AND STUDIES UTL 02400 REPORTS OF INJURIES OF PARTICIPANTS P&R 02200 REPOSSESSION LOGS POL 04840 REPRIMANDS/DISCIPLINARY ACTION HRS 03600 REQUEST TO INSPECT POLICE REPORT POL 01600 REQUISITIONS ‐ DEPARTMENT COPY FIN 04300 REQUISITIONS FOR PERSONNEL HRS 03700 RESEARCH DATA HEA 02400 REVENUE REPORTS ‐ MONTHLY SUMMARIES FIN 04400 REVENUE REPORTS ‐ YEAR END SUMMARIES FIN 04500 REZONING FILE PLZ 01700 RIGHT ‐ OF‐ WAY DOCUMENTS PWE 01500 ROSTER P&R 02300 Page 16 of 20 RECORD SERIES TITLE RECORD SERIES CODE RULES & REGULATIONS, FIRE DEPT FIR 01700 SAFETY COMMITTEE AGENDA & MINUTES HRS 04800 SAFETY MANUAL HRS 04900 SALARY DETERMINATION FOR NON‐UNION EMPLOYEES HRS 03750 SALES REPORTS LIQ 01400 SALES TAX FIN 04550 SAUNA LICENSE PER 03100 SCHEDULES P&R 02400 SEARCH COPIES ASG 02800 SECTION 8 CLIENTS HRA 01300 SECTION 8 REIMBURSEMENT REQUESTS HRA 01400 SERVICE LINE AND ADDRESS CARDS UTL 02500 SERVICE REQUESTS UTL 02600 SEWER AVAILABILITY REPORT BUI 01220 SEWER BACKUP RECORDS UTL 02630 SEWER CLEANING REPORTS UTL 02700 SEWER DISCHARGE PERMITS UTL 02800 SEWER MAIN BREAK RECORDS UTL 02830 SEXUALLY ORIENTED BUSINESS LICENSE PER 03110 SHELF LIST LIB 01900 SHORT TERM DISABILITY (STD)INS 01450 SHUT OFF LIST UTL 02900 SIDEWALK REPAIR RECORDS PWM 02000 SIGN INSPECTION RECORD BUI 01300 SIGN PERMIT PER 03120 SIGN PLAN VARIANCES/APPROVALS PLZ 01800 SIGN UP SHEETS HRS 05100 SITE PLAN FILE ‐ APPROVED PLZ 01900 SITE PLAN FILE ‐ NOT APPROVED PLZ 02000 SLUDGE DISPOSAL WST 01800 SNOW REMOVAL EMERGENCY PLANS PWM 02100 SNOW REMOVAL LOGS PWM 02200 SOLID WASTE, GARBAGE, REFUSE AND RECYCLERS LICENSE/PERMIT PER 03200 SPECIAL ASSESSMENT PROJECT APPROVALS & SPECIAL BENEFIT VALUATIONS ASG 02900 SPECIAL ASSESSMENT RECEIPTS AND ROLLS ASG 03000 SPECIAL COMMITTEE REPORTS ADM 06000 Page 17 of 20 RECORD SERIES TITLE RECORD SERIES CODE SPECIAL EVENTS & PROGRAMS LIB 02000 SPECIAL USE PERMIT FILE PLZ 02100 STATEMENT OF ECONOMIC INTEREST ELE 02200 STATISTICAL REPORTS HEA 02500 STATISTICAL REPORTS POL 01700 STORM SEWER LIFT STATIONS PUMP REPORTS PWM 02700 STORM WATER MANAGEMENT RECORDS PWE 01600 STREET COMPOSITION REPORTS PWM 02300 STREET INDEXES FIR 01800 STREET INVENTORY/CONDITION RECORDS PWM 02400 STREET NAME CHANGE (APPROVED)ADM 06100 STREET NAME CHANGE (NOT APPROVED)ADM 06200 STREET PATCH REQUESTS PWM 02500 STREET REGULATIONS PWE 01700 STREET REGULATIONS PWE 01800 STREET RESURFACING LOGS PWM 02600 STREET USE PERMIT PER 03300 STUDIES & REPORTS LIB 02100 SUMMARY STATEMENT ELE 02300 SUPPLY EQUIPMENT LISTS P&R 02500 SURCHARGE REPORT BUI 01310 SURVEYS, PROPERTY PLZ 02200 TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS ‐ DISTRICT CREATION RECORDS FIN 04600 TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS ‐ FINANCIAL RECORDS ‐ AUDITED‐ Must meet certain criteria FIN 04660 TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS ‐ FINANCIAL RECORDS (See also FIN 04660) FIN 04650 TAXI LICENSES PER 03400 TEST RESULTS WST 01900 THEATER LICENSE PER 03410 TICKET SALES REPORTS P&R 02600 TIME SHEETS PAY 01400 TITLES TO MUNICIPAL VEHICLES & EQUIPMENT ADM 06400 TRAFFIC MONITORING DEVICES POL 04820 TRAINING MANUAL HRS 05200 TRAINING MATERIALS HRS 05300 Page 18 of 20 RECORD SERIES TITLE RECORD SERIES CODE TRAINING RECORDS ‐ FOR EACH INDIVIDUAL HRS 05400 TRAINING RECORDS ‐ SEXUAL HARASSMENT HRS 05600 TRAINING RECORDS FOR EACH OFFICER POL 05700 TRAINING RECORDS‐RIGHT TO KNOW HRS 05500 TRAINING REPORT POL 05800 TRANSFER SHEETS ‐ STOCK LIQ 01500 TRANSPORT INFORMATION WST 02000 TRANSPORTATION SERVICE P&R 02700 TRAVEL EXPENSE RECORDS FIN 04700 TREASURER'S REPORT ‐ MONTHLY FIN 04710 TREE DISEASE CONTROL PWM 02800 TREE TRIMMING/REMOVAL LICENSE PER 03420 TUBERCULOSIS PREVENTION & CONTROL HEA 02600 TUBERCULOSIS PREVENTION & CONTROL HEA 02700 UNCLAIMED PROPERTY RECORDS (SENT TO STATE)FIN 04750 UNEMPLOYMENT CLAIMS/COMPENSATION HRS 04000 UNIFORM HAZARDOUS WASTE MANIFESTS WST 02100 USE OF FORCE POL 05920 UTILITY ACCOUNT CHANGE ORDERS UTL 03000 UTILITY PAYMENT STUB UTL 03050 VACATION & LEAVE REQUESTS PAY 01500 VACATION FILES PLZ 02300 VALIDATION REPORTS (from State)POL 04870 VALUATION CHANGE ORDER ‐ PAPER ASG 03350 VALUATION LISTS ASG 03400 VALUE IN EXCESS OF PURCHASE PRICE (VIEPP)HRA 01600 VARIANCE FILES PLZ 02400 VEHICLE IMPOUNDS POL 04900 VEHICLE SAFETY INSPECTION REPORTS PWM 02900 VETERANS PREFERENCE ELECTION FORM HRS 04050 VIDEO TAPE OF BOOKING POL 05600 VOLUNTARY PERMISSION & CONSENT TO SEARCH AND SEIZE FIR 01900 VOLUNTEER GROUPS RECORDS LIB 02200 VOLUNTEER PERSONNEL RECORDS LIB 02300 VOLUNTEER RECORDS HEA 02800 VOTER RECEIPTS ELE 02400 Page 19 of 20 RECORD SERIES TITLE RECORD SERIES CODE W‐2 STATEMENTS ‐ EMPLOYERS COPY PAY 01600 W‐3 STATEMENTS PAY 01700 W‐4 FORM ‐ ORIGINALS PAY 01800 WAGE ASSIGNMENTS HRS 04100 WARRANT REQUESTS HRA 01700 WASTEWATER MANAGEMENT RECORDS PWE 01900 WATER AND SEWER ANALYSIS UTL 03100 WATER MAIN BREAK RECORDS UTL 03200 WATER METER REPLACEMENT SHEETS UTL 03300 WATERSHED DISTRICT RECORDS PWE 02100 WEED COMPLAINT & REPORTS PWM 03000 WEIGHT TICKETS PWE 02200 WELL PERMITS UTL 03400 WETLAND RECORDS PER 03450 WOMEN, INFANTS & CHILDREN (WIC) HEALTH PROGRAM HEA 02900 WORK ORDERS FIN 05000 WORK SCHEDULE FILES LIB 02400 WORKERS COMP PROOF OF PAYMENT PAY 01900 WORKERS' COMPENSATION CLAIM REGISTER INS 01600 WORKERS' COMPENSATION CLAIMS INS 01550 WRECKING PERMIT PER 03500 WYC POL 02200 ZONING FILES PLZ 02500 Page 20 of 20 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AD M I N I S T R A T I O N AD M 0 0 1 0 0 A B S T R A C T & C E R T I F I C A T E S O F T I T L E S : L e n g t h o f O w n e r s h i p P u b l i c AD M I N I S T R A T I O N AD M 0 0 2 0 0 A F F I D A V I T O F M A I L I N G Ce r t i f i e d l i s t o f p r o p e r t y o w n e r s . 6 P u b l i c AD M I N I S T R A T I O N AD M 0 0 3 0 0 A F F I D A V I T S O F P U B L I C A T I O N S G E N E R A L N O T I C E S i. e . b o n d s , i m p r o v e m e n t p r o j e c t s , a s se s s m e n t h e a r i n g s a n d l i q u o r l i c e n s e s . 6 P u b l i c AD M I N I S T R A T I O N AD M 0 0 4 0 0 A F F I D A V I T S O F P U B L I C A T I O N S Or d i n a n c e s a n d R e s o l u t i o n s . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 0 5 0 0 A G E N D A P A C K E T S Ci t y C o u n c i l a n d v a r i o u s B o a r d s , C o m m i s s i o n s , C o m m i t t e e s a n d C o u n c i l s t h a t a r e C o u n c i l ap p r o v e d o r a p p o i n t e d . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 0 6 5 0 A G E N D A P A C K E T S - M I S C E L L A N E O U S Va r i o u s c o m m i s s i o n s , b o a r d s , a n d c o m m i t t e e s n o t c o u n c i l a p p r o v e d o r a p p o i n t e d . 3 P u b l i c AD M I N I S T R A T I O N AD M 0 0 7 0 0 A G R E E M E N T S - T R U S T Do c u m e n t s r e l a t i n g t o p r o p e r t y t h e c i t y h a s a c q u i r e d t h r o u g h d o n a t i o n s o r w i l l s . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 0 8 0 0 A I R P O R T D E V E L O P M E N T / P L A N N I N G In c l u d e s m i n u t e s o f a i r p o r t c o m m i s s i o n , co m m i t t e e a n d m a j o r r e p o r t s , a n d p l a n n i n g do c u m e n t s . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 0 9 0 0 A I R P O R T O P E R A T I O N S / M A I N T E N A N C E 6 P u b l i c AD M I N I S T R A T I O N AD M 0 1 0 0 0 A N N U A L R E P O R T S Ci t y o r d e p a r t m e n t a l . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 1 1 0 0 A P P O I N T M E N T F I L E S Li s t s a p p o i n t m e n t s o f i n d i v i d u a l s by m a y o r a n d o r b o a r d , o r c o u n c i l t o v a r i o u s b o a r d s , co m m i s s i o n s a n d c o m m i t t e e s i n c l u d i n g a p p l i c a t i o n t o c o m m i s s i o n . 2 a f t e r a p p o i n t e d p e r i o d P u b l i c / P r i v a t e M S 1 3 . 4 3 , Subd. 3 MS 13.601 AD M I N I S T R A T I O N AD M 0 1 1 1 0 A P P O I N T M E N T F I L E S - N O T A P P O I N T E D 1 P u b l i c / P r i v a t e M S 1 3 . 4 3 , Subd. 3 Re v i s e d : J u l y 2 0 1 3 Page 1 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AD M I N I S T R A T I O N AD M 0 1 2 0 0 A R T I C L E S O F I N C O R P O R A T I O N P e r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 1 3 0 0 A T T O R N E Y O P I N I O N S - O F F I C I A L C O P Y Of f i c i a l o p i n i o n s o f c i t y a t t o r n e y . Pe r m a n e n t P u b l i c / P r i v a t e / N o n - PublicMS 13.393, MS 13.39 AD M I N I S T R A T I O N AD M 0 1 4 0 0 B I D S & Q U O T A T I O N S & R F P ' S A C C E P T E D Pa s s e d b y t h e c i t y c o u n c i l . 10 a f t e r c o m p l e t i o n o f pr o j e c t Public/Non-publicMS 13.37, Subd. 2 13.59 AD M I N I S T R A T I O N AD M 0 1 5 0 0 B I D S & S P E C I F I C A T I O N S & R F P ' S & S U P P O R T I N G P A P E R S - N O T A C C E P T E D Re j e c t e d b y c i t y c o u n c i l . 6 P u b l i c / P r o t e c t e d Non-public until all bids are opened.MS 13.37 13.59 AD M I N I S T R A T I O N AD M 0 1 8 0 0 B U D G E T - O F F I C I A L C O P Y In c l u d e s c i t y a n d / o r d e p a r t m e n t a l b u d g e t s . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 1 9 0 0 B U D G E T - S U P P O R T / W O R K I N G P A P E R S 2 P u b l i c AD M I N I S T R A T I O N AD M 0 2 0 0 0 B Y L A W S - C O M M I S S I O N S A N D B O A R D S P e r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 2 1 0 0 C E N S U S R E P O R T S - C I T Y G E N E R A T E D Re p o r t s a n d a n y p r o t e s t s t o c e n s u s . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 2 2 0 0 C H A R T E R At t o r n e y ' s o p i n i o n s , p e t i t i o n s , c o r r e s p o n d e n c e , e t c . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 2 3 0 0 C I T Y C O D E / C O D E O F O R D I N A N C E S Co m p l e t e l i s t o f o r d i n a n c e s . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 2 4 0 0 C I T Y O R D I N A N C E V I O L A T I O N S Le t t e r s s t a t i n g v i o l a t i on s , c o u r t a c t i o n s , e t c . 5 P u b l i c AD M I N I S T R A T I O N AD M 0 2 5 0 0 C I T Y S E A L Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 2 6 0 0 C O M P L A I N T S - R E A L P R O P E R T Y By c i t i z e n s a b o u t t h e u s e o f r e a l p r o p e r t y . 7 P u b l i c / P r i v a t e / ConfidentialMS 13.44 Re v i s e d : J u l y 2 0 1 3 Page 2 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AD M I N I S T R A T I O N AD M 0 2 7 0 0 C O M P L A I N T S - G E N E R A L Ge n e r a l c i t y s e r v i c e s , m a i n t e n a n ce , r e p a i r , c i t i z e n c o m p l a i n t s . 1 a f t e r a c t i o n co m p l e t e d Public AD M I N I S T R A T I O N AD M 0 2 8 0 0 C O P Y R I G H T S & P A T E N T S U n t i l e x p i r e d P u b l i c AD M I N I S T R A T I O N AD M 0 2 9 0 0 C O R R E S P O N D E N C E - G E N E R A L 3 P u b l i c AD M I N I S T R A T I O N AD M 0 3 0 0 0 C O R R E S P O N D E N C E - H I S T O R I C A L Co r r e s p o n d e n c e t o / f r o m m a y o r , c i t y m a n a g e r , c i ty a d m i n i s t r a t o r . O f f i c i a l c o r r e s p o n d e n c e th a t d o c u m e n t s i m p o r t a n t e v e n t s o r m a j o r f u n c t i o n s o f t h e o f f i c e . U s u a l l y d e a l s w i t h a sp e c i f i c t o p i c , i s s u e , o r ga n i z a t i o n , o r i n d i v i d u a l . Pe r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 6 0 1 AD M I N I S T R A T I O N AD M 0 3 0 5 0 C O R R E S P O N D E N C E - M E S S A G E S Tr a n s i t o r y m e s s a g e s , e - m a i l , s o c i a l m e d i a , o r p h o n e m e s s a g e s o f s h o r t - t e r m i n t e r e s t wh i c h a r e c o n s i d e r e d i n c i d e n t a l a n d n o n - v i t a l c o r r e s p o n d e n c e . N o t e : M e s s a g e s w h i c h re l a t e t o t r a n s a c t i o n s o f c i t y b u s i n e s s s h ou l d b e r e t a i n e d i n a c c o r d a n c e w i t h a p p l i c a b l e re t e n t i o n s c h e d u l e . D a t a P r a c t i c e s c l as s i f i c a t i o n f o r t h i s i s p u b l i c . Un t i l r e a d P u b l i c AD M I N I S T R A T I O N AD M 0 3 0 7 0 D A T A P R A C T I C E S R E Q U E S T S 3 P u b l i c AD M I N I S T R A T I O N AD M 0 3 1 0 0 D E P A R T M E N T A L R E P O R T S A n n u a l . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 3 2 0 0 D E P A R T M E N T A L R E P O R T S Mo n t h l y / s e m i - a n n u a l . 1 P u b l i c AD M I N I S T R A T I O N AD M 0 3 3 0 0 G R A N T S Mi s c e l l a n e o u s g r a n t p r o g r a m s a n d s t i p u l a t i o n s . Co n s u l t i s s u i n g ag e n c y . T y p i c a l l y 3 af t e r a u d i t S t a t e C F R 24 . 4 2 , 6 a f t e r a u d i t Fe d e r a l 2 8 U S C 2 4 1 5 ( b ) Public, unless otherwise required by other governmental agency.MS 13.35 AD M I N I S T R A T I O N AD M 0 3 4 0 0 I N V E N T O R I E S Re p o r t s , e q u i p m e n t s u p p l i e s , e t c . Un t i l S u p e r s e d e d P u b l i c AD M I N I S T R A T I O N AD M 0 3 7 0 0 L I E N S 10 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 3 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AD M I N I S T R A T I O N AD M 0 3 8 0 0 M A I N T E N A N C E R E C O R D S - C I T Y P R O P E R T Y Al l b u i l d i n g s . 3 P u b l i c AD M I N I S T R A T I O N AD M 0 3 9 0 0 M A I N T E N A N C E R E C O R D S - C I T Y E Q U I P M E N T Ve h i c l e s , h e a v y e q u i p m e n t , o f f i c e a n d t e l e p h o n e e q u i p m e n t . M a y i n c l u d e m a i n t e n a n c e ag r e e m e n t s , c o n t r a c t s , b i d s , c o r r e s p o n d e n c e , e t c . Le n g t h o f o w n e r s h i p an d a f t e r a u d i t Public AD M I N I S T R A T I O N AD M 0 4 0 0 0 M A N U A L S - C I T Y E Q U I P M E N T In s t r u c t i o n s o r m a i n t e n a n c e m a n u a l s o f o f f i c e e q u i p m e n t . Un t i l r e m o v e d o r su p e r s e d e d Public AD M I N I S T R A T I O N AD M 0 4 3 0 0 M I N U T E S - C I T Y C O U N C I L P e r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 4 4 0 0 M I N U T E S - V A R I O U S B O A R D S , CO M M I S S I O N S , C O M M I T T E E S & C O U N C I L S In c l u d i n g P l a n n i n g , H R A , E D A , P a r k & R e c r ea t i o n , Z o n i n g , T r a f f i c & T r a n s p o r t a t i o n , Ch a r t e r C o m m i s s i o n , A d v i s o r y C o u n c i l , e t c . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 4 5 0 0 N E W S L E T T E R S - C I T Y G E N E R A T E D P e r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 4 6 0 0 N E W S P A P E R C L I P P I N G S / S C R A P B O O K S Fo r r e f e r e n c e p u r p o s e s o n l y . Di s c a r d w h e n n o lo n g e r n e e d e d Public AD M I N I S T R A T I O N AD M 0 4 7 0 0 N O T I C E O F M E E T I N G S - C I T Y C O U N C I L & B O A R D S & C O M M I S S I O N S Ci t y - g e n e r a t e d . 6 P u b l i c AD M I N I S T R A T I O N AD M 0 4 8 0 0 O A T H O F O F F I C E - E L E C T E D & A P P O I N T E D O F F I C I A L S Si g n e d o a t h s b y e l e c t e d o r a p p o i n t e d o f f i ci a l s t o v a r i o u s b o a r d s , c o m m i s s i o n s a n d co m m i t t e e s . 5 a f t e r s e r v i c e P u b l i c AD M I N I S T R A T I O N AD M 0 4 9 0 0 O A T H O F O F F I C E - P O L I C E O F F I C E R S , C O M M U N I T Y S E R V I C E O F F I C E R S , A N I M A L CO N T R O L O F F I C E R S , C I T Y S T A F F W H O I S S U E C I T A T I O N S 5 a f t e r t e r m i n a t i o n o r re t i r e m e n t Public AD M I N I S T R A T I O N AD M 0 5 0 0 0 O R D I N A N C E S & R E S O L U T I O N S A D O P T E D P e r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 5 2 0 0 O R G A N I Z A T I O N A L C H A R T S - C I T Y U n t i l s u p e r s e d e d P u b l i c AD M I N I S T R A T I O N AD M 0 5 3 0 0 P E T I T I O N S 5 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 4 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AD M I N I S T R A T I O N AD M 0 5 4 0 0 P O L I C I E S & P R O C E D U R E S Do c u m e n t s t h e p o l i c i e s a n d p r o c e d u r e s o f t h e c i t y . Un t i l s u p e r s e d e d P u b l i c AD M I N I S T R A T I O N AD M 0 5 5 0 0 P R E S S R E L E A S E S 1 P u b l i c AD M I N I S T R A T I O N AD M 0 5 6 0 0 P R O C L A M A T I O N S Re l a t e d t o s u b j e c t o r a c t i o n . 1 a f t e r r e c o r d e d o r fi l i n g o f a c t i o n Public AD M I N I S T R A T I O N AD M 0 5 7 0 0 P R O J E C T C O R R E S P O N D E N C E Wi t h s t a t e a n d f e d e r a l a g e n c i e s , n o t i n c l u d i n g g e n e r a l c o r r e s p o n d e n c e . 6 o r s u b j e c t t o s t a t e o r fe d e r a l r e q u i r e m e n t s Public AD M I N I S T R A T I O N AD M 0 5 9 0 0 P U B L I C A T I O N S - C I T Y - G E N E R A T E D In c l u d i n g b r o c h u r e s , b o o k l e t s , i n f o r m a t i o n a l p a m p h l e t s , e t c . Un t i l s u p e r s e d e d P u b l i c AD M I N I S T R A T I O N AD M 0 5 9 5 0 R E C O R D I N G S - A U D I O / V I D E O Fo r n o n - c l o s e d m e e t i n g s . 3 m o n t h s a f t e r m i n u t e s ar e a p p r o v e d Public AD M I N I S T R A T I O N AD M 0 5 9 6 0 R E C O R D I N G S - A U D I O Fo r c l o s e d m e e t i n g s . La b o r N e g o t i a t i o n s 3 ye a r s ; S e c u r i t y In f o r m a t i o n 4 y e a r s ; Pu r c h a s e o r s a l e o f re a l p r o p e r t y 8 y e a r s Non-public/Public13D.05 13.37 13D.03 AD M I N I S T R A T I O N AD M 0 5 9 7 0 R E C O R D I N G S - A U D I O / V I D E O - G E N E R A L In c l u d i n g e n t e r t a i n m e n t , t r a i n i n g , c a b l e s e gm e n t s a n d o t h e r m i s c e l l a n e o u s r e c o r d i n g s . Un t i l s u p e r s e d e d P u b l i c AD M I N I S T R A T I O N AD M 0 5 9 8 0 R E C O R D I N G S - A U D I O / V I D E O - H I S T O R I C A L P e r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 5 9 9 0 R E C O R D I N G S - A U D I O / V I D E O - P R O J E C T S F i l e w i t h p r o j e c t s o r ke e p a s l o n g a s pr o j e c t s a r e r e t a i n e d Public AD M I N I S T R A T I O N AD M 0 6 0 0 0 S P E C I A L C O M M I T T E E R E P O R T S Fi n a l r e p o r t s . Pe r m a n e n t P u b l i c AD M I N I S T R A T I O N AD M 0 6 1 0 0 S T R E E T N A M E C H A N G E ( A P P R O V E D ) Pe t i t i o n s , s t u d i e s , e n g i n e e r ' s r e p o r t s , e t c . Pe r m a n e n t P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 5 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AD M I N I S T R A T I O N AD M 0 6 2 0 0 S T R E E T N A M E C H A N G E ( N O T A P P R O V E D ) Pe t i t i o n s , s t u d i e s , e n g i n e e r ' s r e p o r t s , e t c . 2 a f t e r r e c o r d e d o r fi l i n g o f a c t i o n Public AD M I N I S T R A T I O N AD M 0 6 4 0 0 T I T L E S T O M U N I C I P A L V E H I C L E S & E Q U I P M E N T L e n g t h o f o w n e r s h i p P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 6 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AS S E S S I N G AS G 0 0 0 5 0 A B A T E M E N T S Al l d o c u m e n t s t o s u p p o r t a v a l u e o r c l a s s i fi c a t i o n c h a n g e f o r p r e v i o u s a s s e s s m e n t y e a r . 6 P u b l i c AS S E S S I N G AS G 0 0 1 0 0 A P P L I C A T I O N S F O R C L A S S I F I C A T I O N Cl a s s c h a n g e f o r t a x b e n e f i t . 2 P u b l i c AS S E S S I N G AS G 0 0 2 0 0 A P P R A I S A L S - P R O P E R T Y Ta x C o u r t . 6 P u b l i c AS S E S S I N G AS G 0 0 3 0 0 A S S E S S M E N T N O T I F I C A T I O N L E T T E R S Le t t e r s s e n t o u t p r o p e r t y o w n e r s r e g a r d i n g s p e c i a l a s s e s s m e n t s . 6 P u b l i c AS S E S S I N G AS G 0 0 4 0 0 C E R T I F I C A T E O F R E A L E S T A T E V A L U E ( C R V ) 4 P u b l i c AS S E S S I N G AS G 0 0 5 0 0 C L A S S I F I C A T I O N L I S T S 1 P u b l i c AS S E S S I N G AS G 0 0 6 0 0 D E F E R M E N T A P P L I C A T I O N Ve r i f i c a t i o n s o f i n c o m e , o w n e r s h i p , e t c . Re t a i n u n t i l r e m o v e d o r su p e r s e d e d Private/non-publicMS 13.51, subd. 2, MS 13.52 AS S E S S I N G AS G 0 0 7 0 0 D I V I S I O N S A N D C O M B I N A T I O N S O F R E A L P R O P E R T Y Ap p l i c a t i o n , c o u n c i l a c t i o n . 5 P u b l i c AS S E S S I N G AS G 0 0 7 2 0 E X C L U S I O N A P P L I C A T I O N S Le g i s l a t e d m a n d a t e d p r o g r a m s a d m i n i s t e r e d b y C i t y . Un t i l r e m o v e d o r su p e r c e d e d Public AS S E S S I N G AS G 0 0 7 5 0 G R E E N A C R E L A N D & A G R I C U L T U R E P R E S E R V E A P P L I C A T I O N S Fo r m s s u b m i t t e d b y p r o p e r t y o w n e r s t o q u a l i f y f o r g r e e n a c r e s a n d / o r a g r i c u l t u r e p r e s e r v e cl a s s i f i c a t i o n s u s u a l l y t o o b t a i n a t a x b r e a k . Un t i l r e m o v e d o r su p e r s e d e d . Public/PrivateMS 13.49 AS S E S S I N G AS G 0 0 7 8 0 H O M E I M P R O V E M E N T V A L U E E X C L U S I O N ( T H I S O L D H O U S E L A W ) Co m p l e t e d i m p r o v e m e n t a p p l i c a t i o n f o r m b y h o m e o w n e r u s e d t o d e f e r i m p r o v e m e n t am o u n t f o r a 1 0 y e a r p e r i o d f r o m p r o p e r t y t a x e s i n w h o l e o r p a r t o n h o m e s t h a t a r e 3 5 ye a r s o r o l d e r . ( E x p i r e s 1 2 / 3 1 / 2 0 0 2 - c o u n t y s h o u l d r e t a i n t h e o r i g i n a l . ) 10 P u b l i c / P r i v a t e M S 1 3 . 4 9 . AS S E S S I N G AS G 0 0 8 0 0 H O M E S T E A D A P P L I C A T I O N R E Q U E S T S 3 a f t e r p r o p e r t y n o lo n g e r q u a l i f i e s a s a ho m e s t e a d Public/PrivatePrivacy Act CFR. 405.42 Re v i s e d : J u l y 2 0 1 3 Page 7 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AS S E S S I N G AS G 0 0 9 0 0 H O M E S T E A D A P P L I C A T I O N S C A R D S D e s t r o y c a r d s p r i o r t o 19 9 3 . R e t a i n f u t u r e ca r d s 3 y r s . a f t e r pr o p e r t y c e a s e s ho m e s t e a d s t a t u s o r ch a n g e o f o w n e r s h i p Public/PrivatePrivacy Act CFR.405.42 AS S E S S I N G AS G 0 1 0 0 0 H O M E S T E A D P R I N T - O U T L I S T An n u a l . 2 P u b l i c AS S E S S I N G AS G 0 1 2 0 0 I N C O M E I N F O R M A T I O N - N O N - C O U R T T A X D A T A Ap a r t m e n t , c o m m e r c i a l a n d i n d u s t r i a l . 4 N o n - p u b l i c / P r i v a t e M S 1 3 . 5 1 . subd.2 AS S E S S I N G AS G 0 1 4 0 0 P A R K L A N D D E D I C A T I O N V A L U A T I O N S Ap p r a i s e r ' s v a l u e s , r e p o r t s , e t c . 6 P u b l i c AS S E S S I N G AS G 0 1 5 0 0 P E T I T I O N S ( C O U R T ) - V A L U A T I O N S As s e s s o r s r e p o r t s , c o r r e s p o n d e n c e , e t c . 6 f r o m f i n a l r e s o l u t i o n P u b l i c / P r i v a t e M S 1 3 . 3 9 AS S E S S I N G AS G 0 1 6 0 0 P R O J E C T F I L E S - S P E C I A L A S S E S S M E N T S Pe t i t i o n s , n o t i f i c a t i o n s t o p r o p e r t y o w n e r s , pl a n s a n d s p e c i f i c a t i o n s , i m p r o v e m e n t r e p o r t s , an d a p p r a i s a l s , a s s e s s m e n t r e p o r t s , e t c . Pe r m a n e n t P u b l i c AS S E S S I N G AS G 0 2 2 0 0 P R O P E R T Y - R E C O R D C A R D S / A S S E S S M E N T S P e r m a n e n t P u b l i c AS S E S S I N G AS G 0 2 4 0 0 R E A L E S T A T E D A T A C A R D S / F I E L D C A R D S Wo r k i n g c o p y . 2 P u b l i c AS S E S S I N G AS G 0 2 8 0 0 S E A R C H C O P I E S Sp e c i a l A s s e s s m e n t s . 1 P u b l i c AS S E S S I N G AS G 0 2 9 0 0 S P E C I A L A S S E S S M E N T P R O J E C T A P P R O V A L S & S P E C I A L B E N E F I T V A L U A T I O N S P e r m a n e n t P u b l i c AS S E S S I N G AS G 0 3 0 0 0 S P E C I A L A S S E S S M E N T R E C E I P T S A N D R O L L S 6 a f t e r f i n a l p a y m e n t o f as s e s s m e n t . Public AS S E S S I N G AS G 0 3 3 5 0 V A L U A T I O N C H A N G E O R D E R - P A P E R Af t e r a s s e s s m e n t m a d e . 3 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 8 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AS S E S S I N G AS G 0 3 4 0 0 V A L U A T I O N L I S T S As s e s s m e n t b o o k . 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 9 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S AT T O R N E Y AT T 0 0 2 0 0 A T T O R N E Y O P I N I O N S Of f i c i a l o p i n i o n s r e g a r d i n g q ue s t i o n s o f l e g a l r i g h t s o r l i a b i l i t i e s a f f e c t i n g o p e r a t i n g de p a r t m e n t s . 10 P u b l i c / P r i v a t e / N o n - PublicMS 13.393, MS 13.39 AT T O R N E Y AT T 0 0 3 0 0 C I V I L L I T I G A T I O N F I L E S Ju d g e m e n t s , s e t t l e m e n t s , r e l e a s e s , c o r r e s p o n d e n c e . 10 a f t e r l a s t c o u r t ac t i v i t y Public/Private/ Confidential/Protect ed Non-PublicMS 13.39 AT T O R N E Y AT T 0 0 4 0 0 C O R R E S P O N D E N C E - A T T O R N E Y Co r r e s p o n d e n c e a n d r e p o r t s r e l a t e d t o t h e l e g a l r e v i e w o f c i t y f u n c t i o n s s u c h a s b o n d is s u e s , i n s u r a n c e , o r d i n a n c e s , c o n t r a c t s a n d g r a n t s , c l a i m s f o r d a m a g e s . 6 P u b l i c AT T O R N E Y AT T 0 0 5 0 0 C R I M I N A L L I T I G A T I O N F I L E S Do c u m e n t s l i t i g a t i o n i n v o l v i n g t h e c i t y . W o r k p a p e r s , c o p i e s o f p o l i c e r e c o r d s ( o r i g i n a l s fi l e d w i t h P . D . ) b r i e f s a n d p l e a d i n g s , p r o b a t i o n re c o r d s a n d o t h e r c o u r t r e c o r d s ( o r i g . f i l e d wi t h t h e c o u r t ) . 2 a f t e r l a s t c o u r t a c t i v i t y P u b l i c / P r i v a t e / Confidential/Protect ed Non-PublicMS 13.393, MS 13.82 AT T O R N E Y AT T 0 0 6 0 0 I N V E S T I G A T I V E F I L E S In c l u d e s r e q u e s t s f o r i n v e s t i g a t i o n , w o r k p a p e r s , a n d f i n a l r e p o r t s . R e s e a r c h c o n d u c t e d bu t n o l i t i g a t i o n t a k e s p l a c e . 3 P u b l i c / P r i v a t e / C o n f i dential/Protected Non-PublicMS 13.39 AT T O R N E Y AT T 0 0 7 0 0 P R O P E R T Y F I L E S Fi l e s i n v o l v i n g l a n d a c q u i s i t i o n s , c o n d e m n a t i o n s , l a n d s a l e s , l a w s u i t s r e l a t e d t o p r o p e r t y pl a t t i n g , r e g i s t r a t i o n , p r o c e e d i n g s s u b s e q u e n t, t i t l e i s s u e s , a s s e s s m e n t s , l a n d u s e i s s u e s , de v e l o p m e n t a g r e e m e n t s , e t c . F i l e s w i l l i n c l u d e c o r r e s p o n d e n c e , d e e d s , t i t l e s , a f f i d a v i t s , de a t h c e r t i f i c a t e s , s a l e a p p r a i s a l s , c o u r t do c u m e n t s , r e s e a r c h , a t t o r n e y ' s o p i n i o n s , ab s t r a c t s , a n d p i c t u r e s . 10 a f t e r e i t h e r f i l i n g wi t h C o u n t y o r l a s t co u r t a c t i v i t y . Public/Private/ Confidential/Protect ed Non-PublicMS 13.39 AT T O R N E Y AT T 0 0 8 0 0 P R O S E C U T I O N / L A W E N F O R C E M E N T F I L E S Re f e r e n c e s o u r c e s a n d p r o s e c ut i o n f u n c t i o n s a n d t e c h n i q u e s . Pe r m a n e n t P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 10 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S BO N D S BO N 0 0 1 0 0 A P P E A R A N C E B O N D S 6 a f t e r c o m p l e t i o n o f co n t r a c t Public BO N D S BO N 0 0 1 5 0 B O N D S - C I T Y O F F I C I A L S 6 a f t e r t e r m i n i a t i o n P u b l i c BO N D S BO N 0 0 2 0 0 B O N D & I N T E R E S T C O U P O N R E G I S T E R 6 a f t e r p a y m e n t N o n - P u b l i c / P r i v a t e M S 4 7 5 . 5 5 BO N D S BO N 0 0 3 0 0 B O N D S A L E T R A N S C R I P T S Re s o l u t i o n s , e t c . Af t e r m a t u r i t y P u b l i c BO N D S BO N 0 0 4 0 0 C A N C E L E D / P A I D B O N D S , C O U P O N S & C E R T I F I C A T E S 6 a f t e r p a i d / a u d i t P u b l i c M S 4 7 5 . 5 5 3 BO N D S BO N 0 0 5 0 0 C O N T R A C T O R L I C E N S E B O N D S Ce r t i f i c a t e o f i n s u r a n c e , a p p l i c a t i o n , e t c . 6 a f t e r c o m p l e t i o n o f co n t r a c t Public BO N D S BO N 0 0 6 0 0 F I D E L I T Y B O N D S 6 a f t e r c o m p l e t i o n o f co n t r a c t Public BO N D S BO N 0 0 7 0 0 I N D E M N I T Y B O N D S Lo s t s t o c k c e r t i f i c a t e s . 6 P u b l i c BO N D S BO N 0 0 8 0 0 L I C E N S E B O N D S 6 a f t e r c o m p l e t i o n o f co n t r a c t Public BO N D S BO N 0 0 9 0 0 P A Y M E N T B O N D S Le t t e r s o f r e d u c t i o n , e t c . 6 a f t e r c o m p l e t i o n o f co n t r a c t Public BO N D S BO N 0 1 0 0 0 P E R F O R M A N C E B O N D S Le t t e r s o f r e d u c t i o n , e t c . 6 a f t e r c o m p l e t i o n o f co n t r a c t Public BO N D S BO N 0 1 1 0 0 P E R M I T B O N D S Le t t e r s o f r e d u c t i o n , e t c . 6 a f t e r c o m p l e t i o n o f co n t r a c t Public Re v i s e d : J u l y 2 0 1 3 Page 11 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S BU I L D I N G IN S P E C T I O N S BU I 0 0 1 0 0 B U I L D I N G I N S P E C T I O N R E C O R D In c l u d e s g r a d i n g , d e m o l i t i o n , s i g n s . 1 P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 0 2 0 0 B U I L D I N G P L A N S : C O M M E R C I A L , I N D U S T R I A L In c l u d e s a r c h i t e c t u r a l , d e s i g n s p e c if i c a t i o n s , s t r u c t u r al & u t i l i t y p l a n s . 15 , o r u n t i l su p e r s e d e d w i t h co m p l e t e s e t . Public/Private/Non-publicMS 13.37, Subd. 1b, MS 541.051. BU I L D I N G IN S P E C T I O N S BU I 0 0 3 0 0 B U I L D I N G P L A N S : R E S I D E N T I A L In c l u d e s a r c h i t e c t u r a l , d e s i g n s p e c if i c a t i o n s , s t r u c t u r al & u t i l i t y p l a n s . 1 a f t e r c o m p l e t i o n o f pr o j e c t . Public/Private/Non-publicMS 13.37, Subd. 1b. BU I L D I N G IN S P E C T I O N S BU I 0 0 4 0 0 C E R T I F I C A T E O F O C C U P A N C Y P e r m a n e n t P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 0 4 1 0 C E R T I F I C A T E O F S U R V E Y Su r v e y o f p r o p e r t y . Pe r m a n e n t P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 0 5 0 0 C O D E C O M P L I A N C E I N S P E C T I O N Po i n t o f c o n v e y a n c e . Un t i l n e w o w n e r s h i p P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 0 6 0 0 E L E C T R I C A L I N S P E C T I O N R E C O R D P e r m a n e n t P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 0 7 0 0 F I R E I N S P E C T I O N R E C O R D - A N N U A L Mu l t i p l e d w e l l i n g / c o m m e r c i a l . 5 ( P e r M N S t a t e F i r e Co d e 1 0 4 . 6 ) Public BU I L D I N G IN S P E C T I O N S BU I 0 0 8 0 0 H E A T I N G / V E N T I L A T I O N I N S P E C T I O N R E C O R D In c l u d e s h e a t i n g , a / c , v e n t i l a t i n g , f i r e p l a c e . Pe r m a n e n t P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 0 9 0 0 H O U S I N G I N S P E C T I O N R E C O R D Ch a n g e o f o w n e r s h i p , p o i n t o f s a l e . 6 P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 1 0 0 0 I N S P E C T I O N N O T I C E S T O H O M E O W N E R , V I O L A T O R , E T C . I n c l u d e s i n s p e c t i o n r e q u e s t c o r r e ct i o n n o t i c e , v i o l a t i o n n o t i c e , r e f e r r a l f o r m , g r a d i n g s i t e ac c e s s , s p e c i a l i n s p e c t i o n s b y t h i r d p a r t y , z o n i n g c o m p l a i n t s . 1 a f t e r c o r r e c t i o n un l e s s u n u s u a l ci r c u m s t a n c e s o c c u r (i . e . e n v i r o n m e n t ) Public BU I L D I N G IN S P E C T I O N S BU I 0 1 1 0 0 I N S P E C T O R R E P O R T S Da i l y , m o n t h l y , q u a r t e r l y . 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 12 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S BU I L D I N G IN S P E C T I O N S BU I 0 1 2 0 0 P L U M B I N G I N S P E C T I O N R E C O R D P e r m a n e n t P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 1 2 1 0 R E N T A L I N S P E C T I O N R E C O R D S U n t i l s u p e r s e d e d P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 1 2 2 0 S E W E R A V A I L A B I L I T Y R E P O R T An d s u p p l e m e n t a l d o c u m e n t a t i o n s u b m i t t e d t o M e t C o u n c i l . 2 P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 1 3 0 0 S I G N I N S P E C T I O N R E C O R D P e r m a n e n t P u b l i c BU I L D I N G IN S P E C T I O N S BU I 0 1 3 1 0 S U R C H A R G E R E P O R T Su p p o r t i n g d o c u m e n t s - s u b m i t t e d t o S t a t e . 6 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 13 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S CE M E T E R Y CE M 0 0 1 0 0 A F F I D A V I T S O F O W N E R S H I P P e r m a n e n t P u b l i c CE M E T E R Y CE M 0 0 2 0 0 B U R I A L P E R M I T S Pe r m i t s t o t r a n s f e r o r b u r y b o d i e s . Pe r m a n e n t P u b l i c CE M E T E R Y CE M 0 0 3 0 0 B U R I A L P E R M I S S I O N F O R M Ow n e r ' s w r i t t e n p e r m i s s i o n t o n o n - o w n e r , n o n - f a m i l y m e m b e r f o r b u r i a l . Pe r m a n e n t P u b l i c CE M E T E R Y CE M 0 0 4 0 0 C O R R E S P O N D E N C E Ge n e r a l . 3 P u b l i c CE M E T E R Y CE M 0 0 5 0 0 D E E D S In c l u d e s q u i t c l a i m d e e d s . Pe r m a n e n t P u b l i c CE M E T E R Y CE M 0 0 6 0 0 M I N U T E S Ce m e t e r y B o a r d . Pe r m a n e n t P u b l i c CE M E T E R Y CE M 0 0 7 0 0 O W N E R I N D E X Al p h a / N u m e r i c L i s t i n g o f l o t o w n e r s . Un t i l s u p e r s e d e d P u b l i c CE M E T E R Y CE M 0 0 8 0 0 P E R P E T U A L C A R E S E R V I C E L E D G E R P e r m a n e n t P u b l i c CE M E T E R Y CE M 0 0 9 0 0 P E R P E T U A L C A R E F L O W E R F U N D C E R T I F I C A T E S P e r m a n e n t P u b l i c CE M E T E R Y CE M 0 1 0 0 0 P L A T Ce m e t e r y . Pe r m a n e n t P u b l i c CE M E T E R Y CE M 0 1 1 0 0 R E C O R D O F B U R I A L S , T R A N S F E R S , E T C P e r m a n e n t P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 14 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S CO N T R A C T S CO N 0 0 0 5 0 A G R E E M E N T S / C O N T R A C T S / L E A S E S / J O I N T P O W E R S Va r i o u s a s s o c i a t i o n s d o i n g b u s i n e s s w i t h t h e c i t y . 10 a f t e r p a i d a n d au d i t e d . Public CO N T R A C T S CO N 0 0 1 0 0 B I D S & S P E C I F I C A T I O N S F O R C A P I T A L I M P R O V E M E N T - A C C E P T E D Bi d d o c u m e n t s , s p e c i f i c a t i o n s , c o n t ra c t s , a g r e e m e n t s & s u p p o r t i n g p a p e r s . Pe r m a n e n t P u b l i c CO N T R A C T S CO N 0 0 2 0 0 B I D S & S P E C I F I C A T I O N S F O R S E R V I C E S & S U P P L I E S - A C C E P T E D Bi d d o c u m e n t s , s p e c i f i c a t i o n s , c o n t r a ct s , a g r e e m e n t s , & s u p p o r t i n g p a p e r s . 10 a f t e r p a i d / a u d i t P u b l i c CO N T R A C T S CO N 0 0 4 0 0 D E V E L O P E R S A G R E E M E N T S 1 0 a f t e r r e l e a s e P u b l i c CO N T R A C T S CO N 0 0 5 0 0 E Q U I P M E N T C O N T R A C T S L e n g t h o f o w n e r s h i p an d a f t e r a u d i t . Public CO N T R A C T S CO N 0 0 6 0 0 F R A N C H I S E S G R A N T E D B Y M U N I C I P A L I T Y At t o r n e y ' s o p i n i o n s , l e t t e r s o f e x p l a n a t i o n , c o r r e s p o n d e n c e , e t c . 5 a f t e r c a n c e l l a t i o n P u b l i c CO N T R A C T S CO N 0 0 7 0 0 L E A S E O F R E A L P R O P E R T Y Pr o p e r t y l e a s e d o r r e n t e d f r o m c i t y o r b y c i t y . C o p y o f l e a s e , p a y m e n t r e c o r d , e t c . 10 a f t e r e x p i r a t i o n o f le a s e Public13.51 subd 2f CO N T R A C T S CO N 0 0 8 0 0 P R O P E R T Y - M O R T G A G E S , O P T I O N S , P U R C H A S E O F 1 0 a f t e r s a l e o r di s p o s a l o f l a n d / pr o p e r t y Public Re v i s e d : J u l y 2 0 1 3 Page 15 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S CO U R T S CT S 0 0 0 0 0 C O U R T R E C O R D S PL E A S E N O T E - E x c e p t i n H e n n e p i n a n d R a m s e y C o u n t i e s , a l l m u n i c i p a l c o u r t s w e r e ab o l i s h e d i n 1 9 7 2 . T r a n s f e r m u n i c i p a l a n d j u s t ic e o f t h e p e a c e d o c k e t s , m i n u t e b o o k s , a n d ju d g m e n t b o o k s t o t h e S t a t e A r c h i v e s f o r s e l e c t i o n a n d d i s p o s i t i o n . Re v i s e d : J u l y 2 0 1 3 Page 16 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S EL E C T I O N S EL E 0 0 1 0 0 A B S E N T E E B A L L O T A P P L I C A T I O N 2 2 m o n t h s . 4 2 U S C 19 7 4 Public/Private203B.12 EL E C T I O N S EL E 0 0 2 0 0 A B S T R A C T O F E L E C T I O N R E T U R N S St a t e m e n t o f c a n v a s s . Pe r m a n e n t P u b l i c EL E C T I O N S EL E 0 0 3 0 0 A F F I D A V I T S O F C A N D I D A C Y Ap p l i c a t i o n b y c a n d i d a t e s o r v o t e r s t o p l a c e t h e n a m e o f c a n d i d a t e o n b a l l o t . Le n g t h o f t e r m P u b l i c EL E C T I O N S EL E 0 0 4 0 0 A F F I D A V I T S O F P U B L I C A T I O N 2 2 m o n t h s . 4 2 U S C 19 7 4 Public EL E C T I O N S EL E 0 0 5 0 0 B A L L O T S Ma y i n c l u d e a b s e n t e e , c o m p l e t e d , v o t e d , o r r e j e c t e d . 22 m o n t h s u n l e s s co n t e s t e d M S 2 0 4 B . 4 0 Public/PrivateMS 13.37 EL E C T I O N S EL E 0 0 6 0 0 B A L L O T S - U N V O T E D De s t r o y a f t e r e l e c t i o n is c e r t i f i e d Public EL E C T I O N S EL E 0 0 7 0 0 C A M P A I G N F I N A N C I A L R E P O R T S A s t a t e m e n t o r r e p o r t t h a t d i s c l o s e s c o n t r i bu t i o n s o r e x p e n d i t u r e s f o r a n y c a n d i d a t e ru n n i n g f o r c i t y o f f i c e . S t a t e r e q u i r e m en t t o e n s u r e f a i r c a m p a i g n p r a c t i c e s . 5 a f t e r f i l i n g d a t e i f n o t el e c t e d o r 5 y r s / a f t e r le a v i n g o f f i c e Public EL E C T I O N S EL E 0 0 8 0 0 C E R T I F I C A T E S O F E L E C T I O N Ce r t i f i c a t e o f e l e c t i o n o f c i t y o f f i c e r s t o b e f o r w a r d e d t o t h e c o u n t y a u d i t o r . 22 m o n t h s . 4 2 U S C 19 7 4 Public EL E C T I O N S EL E 0 0 9 0 0 E L E C T I O N B O U N D A R I E S & P R E C I N C T M A P Re s o l u t i o n s , c o r r e s p o n d e n c e w i t h t h e S t a t e , e t c . Pe r m a n e n t P u b l i c EL E C T I O N S EL E 0 1 0 0 0 E L E C T I O N D A Y F O R M S Va r i o u s E l e c t i o n D a y f o r m s w h i c h m a y i n c l u d e t a l l y s h e e t s , e l e c t i o n j u d g e o a t h s o f o f f i c e , ce r t i f i c a t i o n o f e l e c t i o n ju d g e s , f l a g c e r t i f i c a t e s & r e c o n c i l i a t i o n f o r m s . 22 m o n t h s . 4 2 U S C 19 7 4 Public EL E C T I O N S EL E 0 1 1 0 0 E L E C T I O N J U D G E W O R K S H E E T El e c t i o n w o r k h i s t o r y o f e a c h in d i v i d u a l j u d g e ; d o e s n o t i n c l ud e a n y p e r s o n a l i n f o r m a t i o n . 22 m o n t h s . 4 2 U S C 19 7 4 Public EL E C T I O N S EL E 0 1 2 0 0 I N S T R U C T I O N B O O K S F O R J U D G E S U n t i l s u p e r s e d e d P u b l i c EL E C T I O N S EL E 0 1 3 0 0 N O M I N A T I N G P E T I T I O N S A p e t i t i o n n o m i n a t i n g a c a n d i d a t e f o r a n o f f i c e . 22 m o n t h s . 4 2 U S C 19 7 4 Public Re v i s e d : J u l y 2 0 1 3 Page 17 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S EL E C T I O N S EL E 0 1 4 0 0 O A T H O F O F F I C E El e c t e d o r a p p o i n t e d . 10 a f t e r o f f i c i a l l e a v e s of f i c e Public EL E C T I O N S EL E 0 1 5 0 0 O A T H O F R E S I D E N C E / V O U C H E R C A R D S St a t e m e n t t o v e r i f y t h a t a v o t e r i s a n o f f i c i a l r e s i d e n t o f t h e p r e c i n c t i n w h i c h t h e y a r e re g i s t e r i n g . 22 m o n t h s . 4 2 U S C 19 7 4 Public EL E C T I O N S EL E 0 1 6 0 0 P O L L I N G P L A C E A G R E E M E N T S An a g r e e m e n t w i t h a f a c i l i t y t o p r o v i d e a l o c a t i o n f o r a c e r t a i n p e r i o d o f t i m e . 2 a f t e r e x p i r a t i o n P u b l i c EL E C T I O N S EL E 0 1 7 0 0 P O L L I N G P L A C E R O S T E R S Si g n a t u r e s o f a l l v o t e r s . 22 m o n t h s . 4 2 U S C 19 7 4 Available to the public for limited purposes.MS 201.091 EL E C T I O N S EL E 0 1 8 0 0 P R E C I N C T B O O K S & P R I N T O U T S F R O M C O U N T Y Li s t o f a l l r e g i s t e r e d v o t e r s w i t h i n t h e a g e n c y . Un t i l s u p e r s e d e d . A v a i l a b l e t o t h e public for limited purposes.MS 201.091 EL E C T I O N S EL E 0 1 9 0 0 P U R G E L I S T S Co u n t y r e p o r t o f i n a c t i v e r e g i s t r a t i o n c a r d s t o b e p u l l e d . 22 m o n t h s . 4 2 U S C 19 7 4 Public EL E C T I O N S EL E 0 2 0 0 0 R E G I S T R A T I O N C A R D S Ac t i v e v o t e r r e g i s t r a t i o n c a r d s o f e a c h r e g i st e r e d v o t e r . I n c l u d e s n a m e c h a n g e s o r ch a n g e o f a d d r e s s . 22 m o n t h s A v a i l a b l e t o t h e public for limited purposes.MS 201.081 EL E C T I O N S EL E 0 2 0 5 0 R E G I S T R A T I O N C A R D S - I N C O M P L E T E Vo t e r r e g i s t r a t i o n c a r d s t h a t a r e n o t f i l l e d o u t c o r r e c t l y / c o m p l e t e l y . 1, M R 8 2 0 0 - 2 9 0 0 . A v a i l a b l e t o t h e public for limited purposes. EL E C T I O N S EL E 0 2 1 0 0 R E G I S T R A T I O N C A R D S - I N A C T I V E Vo t e r r e g i s t r a t i o n c a r d s t h a t t h e s t a t e h a s r e q u e s t e d b e r e m o v e d . 22 m o n t h s . 4 2 U S C 19 7 4 Available to the public for limited purposes.MS 201.091 EL E C T I O N S EL E 0 2 2 0 0 S T A T E M E N T O F E C O N O M I C I N T E R E S T Pe r s o n a l f i n a n c i a l i n f o r m a t i o n o f c a n d i d a t e s ru n n i n g f o r o f f i c e t o e n s u r e t h e r e a r e n o co n f l i c t s o f i n t e r e s t . 5 a f t e r f i l i n g d a t e P u b l i c EL E C T I O N S EL E 0 2 3 0 0 S U M M A R Y S T A T E M E N T Su m m a r y s t a t e m e n t o f e l e c t i o n r e s u l t s . I n c l u d e s b u t n o t l i m i t e d t o t h e t o t a l n u m b e r o f pe r s o n s r e g i s t e r i n g o n el e c t i o n d a y , n u m b e r o f s i g n a t u r e s o n v o t e r l i s t , & / o r t h e t o t a l nu m b e r o f p e r s o n s v o t i n g i n t h e p r e c i n c t . 22 m o n t h s . 4 2 U S C 19 7 4 Public EL E C T I O N S EL E 0 2 4 0 0 V O T E R R E C E I P T S Re c e i p t u s e d t o o b t a i n b a l l o t s w h e n v o t i n g . De s t r o y a f t e r e l e c t i o n is c e r t i f i e d Public Re v i s e d : J u l y 2 0 1 3 Page 18 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S FI N A N C E FI N 0 0 1 0 0 A C C O U N T R E P O R T S - D E L I N Q U E N T & U N C O L L E C T I B L E Re c o r d o f a l l a c c o u n t s o f m o n i e s o w e d t o t h e c i t y t h a t h a v e n o t b e e n p a i d o r a r e un c o l l e c t i b l e . 6 P u b l i c FI N A N C E FI N 0 0 2 0 0 A C C O U N T S P A Y A B L E L E D G E R S & J O U R N A L S Re c o r d o f a l l a c c o u n t s o f m o n i e s o w e d t o o t h e r p a r t i e s b y t h e c i t y . 6 P u b l i c FI N A N C E FI N 0 0 3 0 0 A C C O U N T S R E C E I V A B L E - L E D G E R S & J O U R N A L S Re c o r d o f a l l a c c o u n t s o f m o n i e s o w e d t o t h e c i t y . 6 P u b l i c FI N A N C E FI N 0 0 4 0 0 A S S E T R E C O R D S Ca p i t a l , F i x e d . 6 y e a r s a f t e r d i s p o s a l P u b l i c FI N A N C E FI N 0 0 8 0 0 A U D I T R E P O R T S - E X T E R N A L Re p o r t s b a s e d o n p r i v a t e c o m p a n i e s f o r t h e r e v i e w o f t a x p a y m e n t s . 7 N o n - p u b l i c M S 1 3 . 3 7 FI N A N C E FI N 0 0 9 0 0 A U D I T R E P O R T S - I N T E R N A L Re p o r t s b a s e d o n t h e a g e n c i e s ' i n t e r n a l o p e r a t i o n s . 7 N o n - p u b l i c M S 1 3 . 3 7 FI N A N C E FI N 0 0 9 5 0 A U T O M A T I C P A Y M E N T P L A N A U T H O R I Z A T I O N F O R M Wi t h s u p p o r t i n g d o c u m e n t a t i o n . 1 P u b l i c / P r i v a t e M S 1 3 . 3 7 FI N A N C E FI N 0 1 0 0 0 B A N K S T A T E M E N T S De p o s i t s l i p s , d e p o s i t b o o k s & r e c o n c i l i a t i o n s . 6 P u b l i c FI N A N C E FI N 0 1 1 0 0 B A N K R U P T C Y R E C O R D S In d i v i d u a l o r v e n d o r o w i n g m o n e y t o t h e c i t y b u t w a s d e c l a r e d b a n k r u p t . 6 P u b l i c FI N A N C E FI N 0 1 2 0 0 B I L L I N G S T A T E M E N T S 4 P u b l i c FI N A N C E FI N 0 1 3 1 0 B U D G E T - A N N U A L Ci t y O p e r a t i n g B u d g e t - G e n e r a l a n d E n t e r p r i s e s . Pe r m a n e n t P u b l i c FI N A N C E FI N 0 1 3 2 0 B U D G E T R E P O R T S Mo n t h l y r e p o r t s , d e p a r t m e n t a l b r e a k d o w n o f a c c o u n t s . 2 P u b l i c FI N A N C E FI N 0 1 4 0 0 B U D G E T W O R K P A P E R S - D E P A R T M E N T 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 19 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S FI N A N C E FI N 0 1 5 0 0 B U D G E T W O R K P A P E R S - M A S T E R 5 P u b l i c FI N A N C E FI N 0 1 9 0 0 C A P I T A L I M P R O V E M E N T P R O G R A M Pl a n n e d l i s t o f c a p i t a l i m p r o v e m e n t s . 10 P u b l i c FI N A N C E FI N 0 2 0 0 0 C A S H R E G I S T E R T A P E S It e m b y i t e m l i s t o f d a i l y t r a n s a c t i o n s . 2 P u b l i c FI N A N C E FI N 0 2 0 0 6 C H A R T O F A C C O U N T S Ac c o u n t i n g s t r u c t u r e s . Un t i l s u p e r s e d e d P u b l i c FI N A N C E FI N 0 2 0 1 0 C H E C K R E G I S T E R Nu m e r i c a l l i s t o f c h e c k s / v o u c h e r s i s s u e d . Pe r m a n e n t P u b l i c FI N A N C E FI N 0 2 0 2 0 C H E C K S ( C A N C E L E D & V O I D E D ) A C C O U N T S P A Y A B L E P a i d & r e t u r n e d c h e c k s . 6 P u b l i c FI N A N C E FI N 0 2 0 2 2 C H E C K S ( A C C O U N T S R E C E I V A B L E ) Ch e c k s r e c e i v e d f r o m c u s t o m e r s s u b m i t t e d e l e c t r o n i c a l l y t o f i n a n c i a l i n s t i t u t i o n . 7 d a y s P u b l i c / P r i v a t e M S 1 3 . 3 7 FI N A N C E FI N 0 2 0 3 0 C H E C K S ( C A N C E L E D & V O I D E D ) P A Y R O L L Pa i d & r e t u r n e d c h e c k s . 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 FI N A N C E FI N 0 2 0 4 0 C H E C K S ( N S F ) B A D C H E C K S & B A D C H E C K S L I S T S 6 P u b l i c FI N A N C E FI N 0 2 0 5 0 C H E C K S ( D U P L I C A T E ) Al p h a b e t i c a l o r d e r o f c h e c k s i s s u e d . 4 P u b l i c FI N A N C E FI N 0 2 0 6 0 C R E D I T C A R D R E C E I P T S - M E R C H A N T C O P I E S 2 u n l e s s e v i d e n c e i n cr i m i n a l o r c i v i l pr o s e c u t i o n Public/Private FI N A N C E FI N 0 2 1 0 0 D A I L Y C A S H R E P O R T S Da i l y r e p o r t o f r o u t i n e r e c e i p t s r e c e i v e d b y t h e c i t y . 2 P u b l i c FI N A N C E FI N 0 2 2 0 0 D I S P O S A L O F P R O P E R T Y Do c u m e n t s t h e d i s p o s a l o f c i t y o w n e d p e r s o n a l p r o p e r t y . 6 a f t e r d i s p o s a l P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 20 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S FI N A N C E FI N 0 2 4 0 0 E N C U M B R A N C E S / R E V E R S A L S - O R D E R S I S S U E D Re p o r t o r d o c u m e n t o f p u r c h a s e o r d e r s b y n u m b e r . 4 P u b l i c FI N A N C E FI N 0 2 4 5 0 E Q U I P M E N T I N V E N T O R I E S Li s t o f a l l p r o p e r t y o w n e d b y t h e c i t y . Un t i l s u p e r s e d e d P u b l i c FI N A N C E FI N 0 2 5 0 0 E X P E N D I T U R E R E P O R T S - M O N T H L Y S U M M A R I E S Re c o r d o f a l l c i t y e x p e n d i t u r e s . 2 P u b l i c FI N A N C E FI N 0 2 6 0 0 E X P E N D I T U R E R E P O R T S - Y E A R E N D S U M M A R I E S Re c o r d o f a l l c i t y e x p e n d i t u r e s . Pe r m a n e n t P u b l i c FI N A N C E FI N 0 2 6 1 0 F I N A N C I A L R E P O R T S Mo n t h l y . 2 P u b l i c FI N A N C E FI N 0 2 6 2 0 F I N A N C I A L R E P O R T S / S T A T E M E N T S ( A N N U A L ) As a u d i t e d . C o m p r e h e n s i v e A n n u a l F i n a n c i a l R e p o r t ( C A F R . ) Pe r m a n e n t P u b l i c FI N A N C E FI N 0 2 8 0 0 G A M B L I N G / L O T T E R Y M A T E R I A L Ti c k e t s , a u d i t f o r m s , r e p o r t s e t c . 4 P u b l i c FI N A N C E FI N 0 2 9 0 0 G E N E R A L J O U R N A L Ch r o n o l o g i c a l l i s t i n g o f t h e ci t y ' s f i n a n c i a l t r a n s a c t i o n s . Pe r m a n e n t P u b l i c FI N A N C E FI N 0 3 0 0 0 G E N E R A L L E D G E R S Re c o r d o f a l l c i t y a c c o u n t s . Pe r m a n e n t P u b l i c FI N A N C E FI N 0 3 1 0 0 I N C O M E S A L E S T A X R E T U R N S / R E C E I P T S Us e d t o v e r i f y & a u d i t p r i v a t e c o m p a n i e s t o e n s u r e p a y m e n t o f t a x e s . 4 P u b l i c FI N A N C E FI N 0 3 2 0 0 I N V E S T M E N T D O C U M E N T S Re c o r d o f i n v e s t m e n t s m a d e b y c i t y . 4 a f t e r m a t u r i t y P u b l i c FI N A N C E FI N 0 3 3 0 0 I N V O I C E S - C L A I M V O U C H E R S & V E R I F I E D S ( A R & A P ) Re c o r d o f p a y m e n t s & r e q u e s t s f o r p a y m e n t o f a c c o u n t s p a i d b y o r t o t h e c i t y . 6 P u b l i c FI N A N C E FI N 0 3 4 0 0 J O U R N A L E N T R Y S U P P O R T In c l u d e s s o u r c e d o c u m e n t a t i o n . 6 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 21 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S FI N A N C E FI N 0 3 8 0 0 P U R C H A S E O R D E R S Of f i c i a l r e c o r d d o c u m e n t i n g t h e p u r c h a s e o f g o o d s & s e r v i c e s . 6 P u b l i c FI N A N C E FI N 0 4 0 0 0 R E C E I P T S & R E C E I P T B O O K S Re c o r d s d o c u m e n t i n g c a s h r e c e i v e d b y t h e c i t y . 6 P u b l i c FI N A N C E FI N 0 4 3 0 0 R E Q U I S I T I O N S - D E P A R T M E N T C O P Y Of f i c i a l r e c o r d d o c u m e n t i n g t h e r e q u e s t f o r t h e p u r c h a s e o f g o o d s & s e r v i c e s . 2 P u b l i c FI N A N C E FI N 0 4 4 0 0 R E V E N U E R E P O R T S - M O N T H L Y S U M M A R I E S Re c o r d o f a l l c i t y a c c o u n t s r e v e n u e . 2 P u b l i c FI N A N C E FI N 0 4 5 0 0 R E V E N U E R E P O R T S - Y E A R E N D S U M M A R I E S Re c o r d o f a l l c i t y a c c o u n t s r e v e n u e . Pe r m a n e n t P u b l i c FI N A N C E FI N 0 4 5 5 0 S A L E S T A X Ci t y s a l e s t a x c o l l e c t e d a b o v e s t a t e t a x f o r sp e c i f i c g o o d s o r s e r v i c e s ; i e l o d g i n g t a x 6 P u b l i c FI N A N C E FI N 0 4 6 0 0 T A X I N C R E M E N T F I N A N C E ( T I F ) D I S T R I C T R E C O R D S - D I S T R I C T C R E A T I O N RE C O R D S In c l u d e s d i s t r i c t q u a l i f i c a t i o n r e c o r d s ( d o c u m e n t a t i o n a n d c r i t e r i a t o s u b s t a n t i a t e t h e el i g i b l i t y a n d e s t a b l i s h m e n t o f T I F d i s t r i c t ) , r e s o l u t i o n s , a g r e e m e n t s , c o u n t y c e r t i f i c a t i o n do c u m e n t s 10 a f t e r e x p i r a t i o n o f di s t r i c t Public469.1771 FI N A N C E FI N 0 4 6 5 0 T A X I N C R E M E N T F I N A N C E ( T I F ) D I S T R I C T R E C O R D S - F I N A N C I A L R E C O R D S ( S e e al s o F I N 0 4 6 6 0 ) In c l u d e s b i l l s , i n v o i c e s , r e c e i p t s , v o u c h e r s , a n d c a n c e l l e d c h e c k s . 10 P u b l i c FI N A N C E FI N 0 4 6 6 0 T A X I N C R E M E N T F I N A N C E ( T I F ) D I S T R I C T R E C O R D S - F I N A N C I A L R E C O R D S - AU D I T E D - M u s t m e e t c e r t a i n c r i t e r i a Mu s t m e e t c e r t a i n c r i t e r i a . I n c l u d e s b i l l s , in v o i c e s , r e c e i p t s , v o u c h e r s , a n d c a n c e l l e d ch e c k s i f t h e y h a v e b e e n p a r t o f t h e c i t y ' s f i n a nc i a l a u d i t a n d i f t h e f o l l o w i n g i n f o r m a t i o n f o r ea c h T I F t r a n s a c t i o n i s r e c o r d e d i n a l e d g e r ( e l e c t r o n i c o r p a p e r ) t h a t i s r e t a i n e d t h e l i f e o f th e d i s t r i c t p l u s 1 0 y e a r s : a ) t h e T I F d i s t r i ct f r o m w h i c h t h e T I F r e v e n u e s w e r e g e n e r a t e d ; b) w h e t h e r t h e e x p e n d i t u r e w a s m a d e t o a p a r c e l i n s i d e o r o u t s i d e t h e d i s t r i c t ; c ) t h e n a m e of t h e r e c i p i e n t o f t h e T I F e x p e n d i t u r e ; d ) d e t ai l e d d e s c r i p t i o n o f t h e d e v e l o p m e n t a c t i v i t y ; e) t h e a m o u n t o f t h e T I F e x p e n d i t u r e ; f ) d e s c r i p t i o n o f t h e i n v o i c e s s u b m i t t e d f o r t h e ex p e n d i t u r e , s u f f i c i e n t t o t i e t h e i n v o i c e t o t h e q u a l i f y i n g a c t i v i t y ; a n d g ) t h e d e v e l o p m e n t pu r p o s e o f t h e e x p e n d i t u r e , t i e d t o t h e b u d g e t o f t h e T I F p l a n f o r t h e d i s t r i c t . 6 P u b l i c FI N A N C E FI N 0 4 7 0 0 T R A V E L E X P E N S E R E C O R D S Do c u m e n t a t i o n o f t r a v e l c o s t & p a y m e n t s . 6 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 22 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S FI N A N C E FI N 0 4 7 1 0 T R E A S U R E R ' S R E P O R T - M O N T H L Y 2 P u b l i c FI N A N C E FI N 0 4 7 5 0 U N C L A I M E D P R O P E R T Y R E C O R D S ( S E N T T O S T A T E ) In c l u d e s c h e c k s n o t c a s h e d . 6 P u b l i c / P r i v a t e M S 1 3 . 3 7 FI N A N C E FI N 0 5 0 0 0 W O R K O R D E R S Us e d f o r j o b c o s t i n g s y s t e m s . 4 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 23 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S FI R E FI R 0 0 0 1 0 A M B U L A N C E B I L L I N G / H I P P A A U T H O R I Z A T I O N F O R M Pa t i e n t s i g n s a c k n o w l e d g i n g t h e y a r e f i n a n c i a l l y r e s p o n s i b l e f o r t h e p r o v i d e d s e r v i c e s a n d th a t t h e y h a v e r e c e i v e d a c o p y o f t h e N o t i c e o f P r i v a c y P r a c t i c e s . 10 FI R E FI R 0 0 0 2 0 A M B U L A N C E E M E R G E N C Y R O O M R E C O R D S Ad m i s s i o n d a t e , p a t i e n t n a m e a n d a d d r e s s , i n s u r a n c e , e m e r g e n c y c o n t a c t , d o c t o r , bi r t h d a t e . 10 P r i v a t e FI R E FI R 0 0 0 3 0 A M B U L A N C E M A S T E R S C H E D U L E S Mo n t h l y C a l e n d a r o f c a l l t i m e - r e v i e w e d b y E M S R B r e p r e s e n t a t i v e u p o n r e l i c e n s i n g . 6 P u b l i c FI R E FI R 0 0 0 4 0 A M B U L A N C E P A T I E N T C A R E R E P O R T - E M S R B / S T A T E F O R M In c l u d e s m i l e a g e , p a t i e n t n a m e a n d a d d r e s s , t y p e o f i n j u r y , i n c i d e n t a d d r e s s , d e s t i n a t i o n in f o r m a t i o n , v i t a l s i g n s , a n d n a r r a t i v e . 10 P u b l i c / P r i v a t e FI R E FI R 0 0 0 5 0 A M B U L A N C E P R E - H O S P I T A L P R O T O C O L S In c l u d e s v a r i a n c e s f o r l i c e n s i n g . Un t i l s u p e r s e d e d FI R E FI R 0 0 1 0 0 A P P A R A T U S / E Q U I P M E N T M A I N T E N A N C E & I N S P E C T I O N R E C O R D S : L i f e o f e q u i p m e n t P u b l i c FI R E FI R 0 0 2 0 0 A R S O N R E P O R T S / I N V E S T I G A T I O N S P e r m a n e n t P u b l i c / C o n f i d e n t i a l M S 1 3 . 8 2 , Subd. 7, MS 13.83. FI R E FI R 0 0 3 0 0 D I G I T I Z E D A L A R M R E S P O N S E S By b o x a l a r m n u m b e r o f a l p h a b e t i c a l l y D i gi t i z e d A l a r m D a t a - i n c l u d e s e q u i p m e n t re c e i v i n g t e x t r e c o r d s , r e c o r d s o f t r o u b l e a l a r m s r e c e i v e d w i t h d i s p o s i t i o n o f e a c h . Li f e o f a l a r m b o x P u b l i c FI R E FI R 0 0 3 5 0 F A - 1 F O R M , A P P L I C A T I O N O F S T A T E A I D F I R E E Q U I P M E N T C E R T I F I C A T E 6 P u b l i c FI R E FI R 0 0 4 0 0 F I R E C O D E Pe r m a n e n t P u b l i c FI R E FI R 0 0 5 0 0 F I R E F I G H T E R M E D I C A L S T A N D A R D S P e r m a n e n t P u b l i c FI R E FI R 0 0 6 0 0 F I R E I N V E S T I G A T I O N R E P O R T Us e d b y i n v e s t i g a t o r s t o d o c u m e n t f a c t s f o u n d r e g a r d i n g f i r e s i n v e s t i g a t e d b y t h e F P B . 6 u n l e s s a r s o n , d e a t h , or h a z a r d o u s m a t e r i a l s th e n r e t a i n pe r m a n e n t l y . Public/confidential until investigation is closed.MS 13.82, MS 13.83 Re v i s e d : J u l y 2 0 1 3 Page 24 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S FI R E FI R 0 0 7 0 0 F I R E P R E V E N T I O N W E E K T O U R S & D E M O N S T R A T I O N D A T A 1 P u b l i c FI R E FI R 0 0 8 0 0 F I R E R E L I E F A S S O C I A T I O N Ac t u a r i a l r e c o r d s & p l a n n i n g r e p o r t s . Pe r m a n e n t P u b l i c FI R E FI R 0 0 9 0 0 F I R E R E L I E F A S S O C I A T I O N Fi n a n c i a l r e c o r d s . 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 FI R E FI R 0 1 0 0 0 F I R E R E L I E F A S S O C I A T I O N Me m b e r s h i p f i l e s . Pe r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 4 3 FI R E FI R 0 1 1 0 0 F I R E R E L I E F A S S O C I A T I O N Mi n u t e s . Pe r m a n e n t P u b l i c FI R E FI R 0 1 2 0 0 H A Z A R D O U S M A T E R I A L A C C I D E N T R E P O R T P e r m a n e n t P u b l i c - FI R E FI R 0 1 3 0 0 I N C I D E N T F O R M ( S T A T E M F I R S - 1 ) Fo r m r e c o r d i n g s t r u c t u r e o r v e h i c l e i n c i d e n t . 6 u n l e s s a r s o n , d e a t h , or h a z a r d o u s ma t e r i a l s ; t h e n r e t a i n pe r m a n e n t l y Public FI R E FI R 0 1 4 0 0 I N C I D E N T R E P O R T S / F I R E R U N S 1 0 P u b l i c FI R E FI R 0 1 5 0 0 9 1 1 R E C O R D I N G S 30 d a y s o r a s n e e d e d P u b l i c / P r i v a t e / ConfidentialMS 13.82 FI R E FI R 0 1 6 0 0 O C C U P A N C Y P E R M I T S / I N S P E C T I O N F I L E S P e r m a n e n t P u b l i c - FI R E FI R 0 1 7 0 0 R U L E S & R E G U L A T I O N S , F I R E D E P T U n t i l s u p e r s e d e d P u b l i c - FI R E FI R 0 1 8 0 0 S T R E E T I N D E X E S Ge o - b a s e d s y s t e m . Pe r m a n e n t P u b l i c FI R E FI R 0 1 9 0 0 V O L U N T A R Y P E R M I S S I O N & C O N S E N T T O S E A R C H A N D S E I Z E Ob t a i n s p e r m i s s i o n t o s e i z e e v i d e n c e f o r d e t e r m i n i n g o r i g i n o f f i r e . Pe r m a n e n t C o n f i d e n t i a l u n t i l investigation is closed; then publicMS 13.82 Re v i s e d : J u l y 2 0 1 3 Page 25 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HE A L T H S E R V I C E S HE A 0 0 1 0 0 B L O O D P R E S S U R E P A T I E N T R E C O R D S Bl o o d p r e s s u r e h i s t o r y o f w a l k - i n c l i e n t s , or c l i e n t s w h o h a v e a t t e n d e d b l o o d p r e s s u r e cl i n i c s . 3 P r i v a t e M S 1 3 . 3 8 4 HE A L T H S E R V I C E S HE A 0 0 2 0 0 C L I E N T I N C I D E N T R E P O R T S Ag e n c y r e p o r t s o f i n j u r i e s i n v o l v i n g c l i e n t s . 7 f o r a d u l t s , 7 a f t e r ma j o r i t y f o r m i n o r s PrivateMS 13.384 MS 13.46 HE A L T H S E R V I C E S HE A 0 0 3 0 0 C L I E N T I N C I D E N T R E P O R T S Ch i l d a b u s e - i n v e s t i g a t i v e r e c o r d s a n d r e p o r t s - i n v e s t i g a t i v e d a t a m a i n t a i n e d p u r s u a n t t o MS 6 2 6 . 5 5 6 . 4 w h e n n o de t e r m i n a t i o n o f ma l t r e a t m e n t o r n e e d fo r p r o t e c t i v e c u s t o d y . 10 w h e n m a l t r e a t m e n t or n e e d f o r p r o t e c t i v e cu s t o d y . PrivateMS 13.384, Subd. 5c, MS 13.82, Subd. 8, 9, 626.556 HE A L T H S E R V I C E S HE A 0 0 4 0 0 C L I E N T I N C I D E N T R E P O R T S Vu l n e r a b l e a d u l t a b u s e i n v e s t i g a t i v e r e c o r d s a n d r e p o r t s - i n v e s t i g a t i v e d a t a m a i n t a i n e d pu r s u a n t t o M S 6 2 6 . 5 5 7 . FA L S E : 2 y r s a f t e r fi n d i n g s . IN C O N C L U S I V E : 4 . SU B S T A N T I A T E D : 7 yr s a f t e r f i n d i n g s . N O T IN V E S T I G A T E D : 2 . PrivateMS 13.384, MS 13.82, Subd. 10. 626.557 HE A L T H S E R V I C E S HE A 0 0 5 0 0 C O N S U L T I N G S E R V I C E S In f o r m a t i o n p r o v i d e d b y t h e a g e n c y t o a s s i s t i n m e e t i n g h e a l t h s t a n d a r d s a n d l i c e n s i n g re q u i r e m e n t s ( i . e . d a y c a r e s e r v i c e s ) . 6 P u b l i c HE A L T H S E R V I C E S HE A 0 0 6 0 0 C O N T R A C T E D S E R V I C E S Ge n e r a l s e r v i c e s t a t i s t i c s v e r i f y i n g t h e n a t u r e a n d s c o p e o f h e a l t h s e r v i c e s p u r c h a s e d b y th e c i t y , i n c l u d i n g p u b l i c h e a l t h n u r s i n g , l ab o r a t o r y s u p p o r t , c o m m u n i t y c l i n i c s , f o o d tr a i n i n g , d e n t a l h e a l t h . 6 P u b l i c HE A L T H S E R V I C E S HE A 0 0 7 0 0 D E A T H R E G I S T R Y Re c o r d s d e a t h o f p a t i e n t s w h o d i e d o n t h e p r e m i s e s . Pe r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 1 0 HE A L T H S E R V I C E S HE A 0 0 8 0 0 D I A G N O S T I C D I S E A S E I N D E X Re p o r t t o t h e d e p a r t m e n t o f h e a l t h . Pe r m a n e n t P r i v a t e M S 1 3 . 4 6 , MS 13.384 HE A L T H S E R V I C E S HE A 0 0 9 0 0 D I E T A R Y R E C O R D S Ho u s e m e n u , s t a t i s t i c s r e p o r t s , m o d i f i e d m e nu , c h i l d n u t r i t i o n / c o m m o d i t y r e p o r t s , f o o d se r v i c e f i l e s , m o n t h l y u s a g e o f f o o d a n d s u r v e y s . 5 o r u n t i l a u d i t e d P u b l i c HE A L T H S E R V I C E S HE A 0 1 0 0 0 G R I E V A N C E M E C H A N I S M Do c u m e n t s p r o c e d u r e r e q u i r e d b y t h e d e p a r t m e n t o f h e a l t h p u r s u a n t t o M S . 1 4 4 . 6 5 1 . 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 26 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HE A L T H S E R V I C E S HE A 0 1 1 0 0 H E A L T H F A I R S / W O R K S H E E T H E A L T H P R O G R A M S 5 P u b l i c HE A L T H S E R V I C E S HE A 0 1 2 0 0 H E A L T H / M E D I C A L P A T I E N T R E C O R D S Al l p a t i e n t b a c k g r o u n d i n f o r m a t i o n i n c l u d i n g , b u t n o t l i m i t e d t o ; a d d r e s s , t e l e p h o n e , r a c e , ma r i t a l s t a t u s , m e d i c a l h i s t o r y , t e s t r e s u l t s f r o m l a b o r a t o r y , p h y s i c a l e x a m s , m e d i c a t i o n in f o r m a t i o n , d o c t o r ' s n o t e s a n d s o c i a l s e r v i c e da t a , f i n d i n g s , r e f e r r a l s , t r e a t m e n t s , s e x u a l l y tr a n s m i t t e d d i s e a s e ( S T D ) r e c o r d s , a n d p a t i e n t c o n t a c t i n f o r m a t i o n . 7 P r i v a t e M S 1 3 . 3 8 4 , MS 13.46 HE A L T H S E R V I C E S HE A 0 1 3 0 0 H E A L T H S T A F F R E P O R T S Da i l y o r m o n t h l y . 6 P r i v a t e M S 1 3 . 3 8 4 , MS 13.43 HE A L T H S E R V I C E S HE A 0 1 4 0 0 H E A R I N G S C R E E N I N G R E C O R D S Re c o r d s w h i c h i d e n t i f y t h e p e r s o n s c r e e n e d a l o n g w i t h r e f e r r a l i n f o r m a t i o n , r e l e a s e f o r m , fa m i l y r o s t e r , s c r e e n i n g f o r m a n d t e c h n i c i a n n o t e s . 7 a f t e r c l o s e d . I f mi n o r , t h e n 7 a f t e r a g e of m a j o r i t y PrivateMS 13.384, MS 13.46 HE A L T H S E R V I C E S HE A 0 1 5 0 0 H O M E H E A L T H C A R E R E C O R D S Re c o r d s t h a t m a y i n c l u d e n a m e , a d d r e s s , f a m i l y r o s t e r , r e f e r r a l s o u r c e , n u r s i n g as s e s s m e n t , p l a n o f c a s e , m e d i c a l o r d e r s , n u r si n g n o t e s , h o m e h e a l t h a i d e a s s i g n m e n t sh e e t s , h o m e h e a l t h a i d e n o t e s o f s e r v i c e , f i n a n c i a l i n f o r m a t i o n b i l l i n g s . 7 a f t e r c l o s e d , i f m i n o r , th e n 7 a f t e r a g e o f ma j o r i t y PrivateMS 13.384, MS 13.46 HE A L T H S E R V I C E S HE A 0 1 6 0 0 I M M U N I Z A T I O N R E C O R D S Si g n e d i n f o r m a t i o n s t a t e m e n t s , p h y s i c i a n c e r t i f i c a t i o n f o r m s . I m m u n i z a t i o n h i s t o r y o f cl i e n t s , o r c l i e n t s w h o h a v e a t t e n d e d p r e v e n t iv e h e a l t h c l i n i c s . R e c o r d s o f r e q u i r e d im m u n i z a t i o n s . 10 P r i v a t e M S 1 3 . 3 8 4 , MS 13.46 HE A L T H S E R V I C E S HE A 0 1 7 0 0 I N - S E R V I C E / I N - H O U S E S U M M A R I E S Do c u m e n t s c o n t a c t a n d e d u c a t i o n a l h o u r s t o m a i n t a i n n u r s e ' s l i c e n s e . 4 P u b l i c HE A L T H S E R V I C E S HE A 0 1 8 0 0 L A B O R A T O R Y A C T I V I T I E S Su m m a r y o f a c t i v i t y , q u a l i t y c o n t r o l , E E G r e c o r d i n g s a n d E C G r e c o r d i n g s . 7 P u b l i c / P r i v a t e M S 1 3 . 3 8 4 , MS 13.46 HE A L T H S E R V I C E S HE A 0 1 9 0 0 L I C E N S I N G , C E R T I F I C A T I O N A N D A C C R E D I T A T I O N Ac c r e d i t a t i o n m a t e r i a l s ; a p p l i c a t i o n ; s u r v e y r e s u l t s ; c o r r e s p o n d e n c e ; c i t a t i o n s , j o i n t co m m i s s i o n o n a c c r e d i t a t i o n o f h o s p i t a l s , D e p a r t m e n t o f H e a l t h , D e p a r t m e n t o f H u m a n Se r v i c e s s t a n d a r d s . 5 P u b l i c / P r i v a t e M S 1 3 . 3 8 4 , MS 13.37, MS 13.46 HE A L T H S E R V I C E S HE A 0 2 0 0 0 P A T I E N T M A S T E R I N D E X Fi l e o f c l i e n t s b y n a m e - i n d i c a t e s bi r t h d a t e a n d o t h e r b a s i c i d e n t i f y i n g d a t a . Pe r m a n e n t P r i v a t e M S 1 3 . 3 8 4 , MS 13.46 Re v i s e d : J u l y 2 0 1 3 Page 27 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HE A L T H S E R V I C E S HE A 0 2 1 0 0 P H A R M A C Y D A T A Re c o r d s t h e d e s t r u c t i o n o f o b s o l e t e u n u s ed d r u g s , m a n u f a c t u r i n g / b u l k c o m p o u n d , a f t e r ho u r s m e d i c a t i o n r e c o r d s , s t o c k r o o m t r an s f e r s , p a t i e n t m e d i c a t i o n p r o f i l e s , u n i t me d i c a t i o n r o o m i n s p e c t i o n , r e t u r n s t o v e n d o r s li s t , F D A r e c a l l r e c o r d s , b i e n n i a l c o n t r o l l e d su b s t a n c e i n v e n t o r y , c o n t r o l l e d s u b s t a n c e pu r c h a s e s , m e d i c a t i o n s i g n - o u t s h e e t s , e t c . 2 P u b l i c HE A L T H S E R V I C E S HE A 0 2 2 0 0 P H A R M A C Y I N S P E C T I O N R E P O R T S An n u a l i n s p e c t i o n r e p o r t b y B o a r d o f P h a r m a c y . 10 P u b l i c HE A L T H S E R V I C E S HE A 0 2 3 0 0 P R O G R A M D E S C R I P T I O N S Da y a c t i v i t i e s , i n d u s t r i a l t h e r a p y , r e c r e a ti o n a l t h e r a p y , s o c i a l p l a n n i n g a n d f a m i l y pr o g r a m s , e t c . 5 a f t e r p r o g r a m ca n c e l l a t i o n Public HE A L T H S E R V I C E S HE A 0 2 4 0 0 R E S E A R C H D A T A Ab s t r a c t s h e e t , r e s e a r c h s u m m a r y r e p o r t s , f i n d i n g s , e t c . 7 P u b l i c HE A L T H S E R V I C E S HE A 0 2 5 0 0 S T A T I S T I C A L R E P O R T S Ge n e r a l s t a t i s t i c s o n t h e n a t u r e a n d s c o p e o f s e r v ic e s p r o v i d e d ( a d m i s s i o n s , s u r g e r y , e t c . ) 10 P u b l i c HE A L T H S E R V I C E S HE A 0 2 6 0 0 T U B E R C U L O S I S P R E V E N T I O N & C O N T R O L Tu b e r c u l o s i s s c r e e n i n g , c o n t a c t i n v e s t i g a t i on a n d h o m e v i s i t i n f o r m a t i o n : p o s i t i v e re a d i n g s . 7 a f t e r c a s e c l o s e d . I f mi n o r , t h e n 7 a f t e r a g e of m a j o r i t y PrivateMS 13.384, MS 13.46 HE A L T H S E R V I C E S HE A 0 2 7 0 0 T U B E R C U L O S I S P R E V E N T I O N & C O N T R O L Ne g a t i v e r e a d i n g s . 2 P r i v a t e M S 1 3 . 3 8 4 , MS 13.46 HE A L T H S E R V I C E S HE A 0 2 8 0 0 V O L U N T E E R R E C O R D S 1 0 P u b l i c HE A L T H S E R V I C E S HE A 0 2 9 0 0 W O M E N , I N F A N T S & C H I L D R E N ( W I C ) H E A L T H P R O G R A M I n f o r m a t i o n p e r t a i n i n g t o f i n a n c i a l o p e r a ti o n s ; v o u c h e r a c c o u n t a b i l i t y c o n t r o l s a n d in s u r a n c e ; c e r t i f i c a t i o n , f a i r h e a r i n g p r o c e d u r e s . 6 P r i v a t e M S 1 3 . 4 6 Re v i s e d : J u l y 2 0 1 3 Page 28 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HR A / E D A HR A 0 0 1 0 0 A N N U A L R E P O R T S Pe r m a n e n t P u b l i c HR A / E D A HR A 0 0 2 0 0 C O M M U N I T Y D E V E L O P M E N T B L O C K G R A N T ( C D B G ) A P P L I C A T I O N S An n u a l b r e a k d o w n o f c i t y a p p l i c a t i o n s a n d s u p p o r t i n g m a t e r i a l s o r s e r v i c e s . 10 a f t e r f e d e r a l a u d i t P u b l i c / P r i v a t e M S 1 3 . 4 6 2 HR A / E D A HR A 0 0 3 0 0 C O M M U N I T Y D E V E L O P M E N T B L O C K G R A N T ( C D B G ) Lo a n s t o a s s i s t l o w i n c o m e f a m i l i e s . 3 a f t e r l o a n i s c l o s e d P u b l i c / P r i v a t e M S 1 3 . 4 6 2 HR A / E D A HR A 0 0 4 0 0 H O U S I N G P R O G R A M G U I D E L I N E S Su c h a s H O M E , C H A S , C H O D O , e t c . Un t i l s u p e r s e d e d P u b l i c HR A / E D A HR A 0 0 5 0 0 H R A P R O J E C T M A N A G E M E N T & R E N T A L A G R E E M E N T S Re n t r o l l s , s c h e d u l e s , t e n a n t i n c o m e r e l a t e d t o T i t l e I I . 6 P u b l i c / P r i v a t e M S 1 3 . 4 6 2 , MS 13.44 HR A / E D A HR A 0 0 6 0 0 H U D A D M I N I S T R A T I V E D O C U M E N T S Gr a n t / l o a n p r o g r a m i n f o r m a t i o n , c o r r e s p o n d e n c e , p r o j e c t t r a c k i n g / e v a l u a t i o n d a t a , pr o g r a m r u l e s . 6 P u b l i c HR A / E D A HR A 0 0 7 0 0 M I N N E S O T A H O U S I N G F I N A N C E A G E N C Y ( M H F A ) H O M E I M P R O V E M E N T L O A N S Lo a n d a t a t o i n d i v i d u a l s , p r o g r a m d a t a , r ep a y m e n t s c h e d u l e , r e p o r t s a n d c o r r e s p o n d e n c e . 3 a f t e r l o a n i s c l o s e d P u b l i c / P r i v a t e M S 1 3 . 4 6 2 HR A / E D A HR A 0 0 8 0 0 M I N N E S O T A H O U S I N G F I N A N C E A G E N C Y ( M H F A ) H O M E P U R C H A S E L O A N S Pa r t i c i p a t i o n & c o m m i t m e n t a g r e e m e n t s , p r o g r am d a t a , r e p a y m e n t s c h e d u l e s , r e p o r t s a n d co r r e s p o n d e n c e . 3 a f t e r l o a n i s c l o s e d P u b l i c / P r i v a t e M S 1 3 . 4 6 2 HR A / E D A HR A 0 1 1 0 0 P R O G R A M F I L E S Co r r e s p o n d e n c e , b r e a k d o w n o f p r o j e c t s , H U D r e g u l a t i o n s , a n d s u p p o r t i n g f i l e s . 10 a f t e r f e d e r a l a u d i t P u b l i c HR A / E D A HR A 0 1 2 0 0 P R O P E R T Y A C Q U I S I T I O N De e d s , c o n t r a c t s , c o r r e s p o n d e n c e , p u r c h a s e va l u a t i o n d a t a , a g r e e m e n t s , p r o p e r t y d a t a . 10 a f t e r r e s a l e P u b l i c / c o n f i d e n t i a l / p rotected non-publicMS 13.44, MS 13.585 HR A / E D A HR A 0 1 3 0 0 S E C T I O N 8 C L I E N T S Su b s i d y d a t a , e l i g i b i l i t y i n f o r m a t i o n , a p p l i c a t i o n f o r b e n e f i t s , p r o g r a m i n f o r m a t i o n a n d ru l e s , r e p o r t s a n d c o r r e s p o n d e n c e . 3 a f t e r i n a c t i v e P u b l i c / P r i v a t e M S 1 3 . 4 6 2 HR A / E D A HR A 0 1 4 0 0 S E C T I O N 8 R E I M B U R S E M E N T R E Q U E S T S 6 P u b l i c / P r i v a t e M S 1 3 . 4 6 2 Re v i s e d : J u l y 2 0 1 3 Page 29 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HR A / E D A HR A 0 1 6 0 0 V A L U E I N E X C E S S O F P U R C H A S E P R I C E ( V I E P P ) 2 a f t e r c o m p l e t i o n P u b l i c HR A / E D A HR A 0 1 7 0 0 W A R R A N T R E Q U E S T S 1 0 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 30 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HU M A N RE S O U R C E S HR S 0 0 1 0 0 A F F I D A V I T O F P U B L I C A T I O N F O R J O B O P E N I N G 2 P u b l i c M S 1 3 . 4 3 HU M A N RE S O U R C E S HR S 0 0 2 0 0 A F F I R M A T I V E A C T I O N F I L E S Se x u a l h a r a s s m e n t & d i s c r i m i n a t i o n . Pe r m a n e n t P u b l i c / P r i v a t e / ConfidentialMS 13.43, MS 13.39 HU M A N RE S O U R C E S HR S 0 0 3 0 0 A F F I R M A T I V E A C T I O N R E C R U I T M E N T F O R M Su p p l e m e n t a l p e r s o n n e l d a t a f r o m j o b a p p l i c a t i o n s . 1 P u b l i c / P r i v a t e / ConfidentialMS 13.43, MS 13.39 HU M A N RE S O U R C E S HR S 0 0 4 0 0 A F F I R M A T I V E A C T I O N R E P O R T S Co p i e s o f r e p o r t s s e n t t o H u m a n R i g h t s C o m m i s s i o n . 5 P u b l i c / P r i v a t e / ConfidentialMS 13.43, MS 13.39 HU M A N RE S O U R C E S HR S 0 0 5 0 0 A P P L I C A T I O N S F O R E M P L O Y M E N T - N O T H I R E D 1 P u b l i c HU M A N RE S O U R C E S HR S 0 0 6 0 0 A P P L I C A T I O N S F O R P E R S O N S O N E L I G I B I L I T Y L I S T A p p l i c a t i o n s , r e s u m e s , l e t t e r s o f r e c o m m e n d a t i o n , p o l i c e b a c k g r o u n d i n v e s t i g a t i o n s , e t c . If h i r e d , a p p l i c a t i o n e t c b e c o m e s p a r t o f e m p l o y e e p e r s o n n e l f i l e . 2 o r l e n g t h o f e l i g i b i l i t y if l o n g e r Public/PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 0 7 0 0 A R B I T R A T I O N D E C I S I O N S P e r m a n e n t P u b l i c HU M A N RE S O U R C E S HR S 0 0 7 5 0 B E N E F I T S E N R O L L M E N T F O R M S Em p l o y e e s ' m e d i c a l , d e n t a l , d e f e r r e d c o m p e n s a t i o n , e t c . e l e c t i o n f o r m s . Su p e r s e d e d o r 5 a f t e r co v e r a g e l a p s e s . PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 0 8 0 0 B E N E F I T S P L A N In c l u d e s i n s u r a n c e , h e a l t h c a r e , d e f e r r e d c o m p e n s a t i o n , e t c . Un t i l s u p e r s e d e d o r 5 y af t e r c o v e r a g e l a p s e s Public HU M A N RE S O U R C E S HR S 0 0 9 0 0 C E R T I F I C A T I O N O F T E S T / E X A M I N A T I O N R E S U L T S Fr o m t e s t s a d m i n i s t e r e d t o a p p l i c a n t s . 2 P u b l i c HU M A N RE S O U R C E S HR S 0 1 1 0 0 C L A S S I F I C A T I O N S T U D I E S St u d i e s w h i c h d e s c r i b e j o b d u t i e s a n d m a y r a n k in d i v i d u a l c i t y p o s i t i on s . S e e a l s o : p a y eq u i t y . Un t i l s u p e r s e d e d P u b l i c HU M A N RE S O U R C E S HR S 0 1 1 5 0 C O M P E N S A T I O N P L A N P e r m a n e n t P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 31 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HU M A N RE S O U R C E S HR S 0 1 2 0 0 C O N T R A C T S / A G R E E M E N T S - L A B O R U N I O N S Co n t r a c t s b e t w e e n c i t y m a n a g e m e n t & v a r i o u s l a b o r u n i o n s i n c l u d i n g c o r r e s p o n d e n c e , sa l a r y s c h e d u l e & p e r s o n n e l p o l i c i e s . 6 P u b l i c HU M A N RE S O U R C E S HR S 0 1 3 0 0 E L I G I B I L I T Y R E G I S T E R A l i s t o f j o b a p p l i c a n t s w h o h a v e q u a l i f i e d o n r e q u i r e d e x a m i n a t i o n , r a n k e d i n o r d e r o f t e s t sc o r e o r a l i s t o f e m p l o y e e s a p p l y i n g f o r p r o m o t i o n , r a n k e d i n o r d e r o f t e s t s c o r e . 2 a f t e r j o b h a s b e e n fi l l e d . Public/PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 1 5 0 0 E M P L O Y E E R E C O G N I T I O N & A W A R D S P R O G R A M Co r r e s p o n d e n c e , w o r k i n g p a p e r s , n o m i n a t i o n s , e t c . L e t t e r s o f c o m m e n d a t i o n s h o u l d b e re t a i n e d i n e m p l o y e e ' s p e r s o n n e l f i l e . 2 P u b l i c HU M A N RE S O U R C E S HR S 0 1 6 0 0 E M P L O Y E E S U G G E S T I O N F O R M 2 P u b l i c / P r i v a t e M S 1 3 . 4 3 HU M A N RE S O U R C E S HR S 0 1 6 5 0 D R U G A N D A L C O H O L T E S T I N G R E S U L T S In c l u d e s c o m m e r c i a l d r i v e r s l i c e n s e s ( c d l ' s ) , c o n t r o l l e d s u b s t a n c e t e s t r e s u l t s , d r i v e r s ev a l u a t i o n s , e t c . 1 f o r r e c o r d s o f ne g a t i v e a n d c a n c e l e d dr u g t e s t s , r e c o r d s o f al c o h o l t e s t s w i t h a re s u l t b e l o w . 0 2 b a c (4 9 C F R s s 3 8 2 . 4 0 1 ) . 5 f o r a l c o h o l t e s t re s u l t s g r e a t e r t h a n . 0 2 ba c v e r i f i e d p o s i t i v e co n t r o l l e d s u b s t a n c e te s t r e s u l t s , do c u m e n t a t i o n o f re f u s a l t o t e s t , ca l i b r a t i o n do c u m e n t a t i o n , d r i v e r ev a l u a t i o n s a n d re f e r r a l s . Public/PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 1 7 0 0 E Q U A L E M P L O Y M E N T O P P O R T U N I T Y R E P O R T S / S U M M A R Y D A T A ( E E O R E P O R T S ) Re p o r t s s e n t t o F e d e r a l G o v e r n m e n t . 3 P u b l i c 2 9 C F R 1602.30 HU M A N RE S O U R C E S HR S 0 1 8 0 0 E X A M I N A T I O N F I L E Co m p l e t e d e x a m s a d m i n i s t e r e d t o a p p l i c a n t s, & p r o m o t i o n a l e x a m s a d m i n i s t e r e d t o em p l o y e e s . 2 y E l i g i b l e ; 1 y N o t El i g i b l e . PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 1 8 5 0 F A M I L Y M E D I C A L L E A V E D O C U M E N T S ( F M L A ) Sh o u l d b e r e t a i n e d i n t h e m e d i c a l f i l e r a t h e r t h a n e m p l o y e e p e r s o n n e l f i l e . 3 ( 2 9 C F R s s 8 2 5 ) P r i v a t e M S 1 3 . 4 3 HU M A N RE S O U R C E S HR S 0 1 9 0 0 G R I E V A N C E F I L E S Fo r m a l w r i t t e n e m p l o y e e g r i e v a n c e a n d / o r c o m p l a i n t f i l e d u n d e r a l a b o r a g r e e m e n t o r pe r s o n n e l r u l e s , a n d r e c e i v e d b y c i t y . S h o u l d n o t b e r e t a i n e d i n e m p l o y e e p e r s o n n e l f i l e . 5 y e a r s a f t e r em p l o y e e ' s t e r m i n a t i o n Public/PrivateMS 13.43 Re v i s e d : J u l y 2 0 1 3 Page 32 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HU M A N RE S O U R C E S HR S 0 2 0 0 0 E M P L O Y M E N T E L I G I B I L I T Y V E R I F I C A T I O N / I - 9 F O R M Ve r i f i e s s t a t u s o f c i t i z e n s h i p o r n a t u r a l i z a t i o n . 3 a f t e r d a t e o f h i r e , o r 1 a f t e r e m p l o y m e n t i s te r m i n a t e d , w h i c h e v e r is l a t e r . S h o u l d n o t b e re t a i n e d i n e m p l o y e e pe r s o n n e l f i l e PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 2 2 0 0 J O B / P O S I T I O N D E S C R I P T I O N S Pe r s o n n e l d e p a r t m e n t r e t a i n s a p o s i t i o n d e s c r i p t i o n h i s t o r y o n t h e v a r i o u s p o s i t i o n s w i t h i n th e c i t y . Un t i l s u p e r s e d e d P u b l i c HU M A N RE S O U R C E S HR S 0 2 3 0 0 L A B O R U N I O N - D I S P U T E S Be t w e e n u n i o n a n d c i t y o r g o v e r n m e n t a g e n c y . Pe r m a n e n t P u b l i c HU M A N RE S O U R C E S HR S 0 2 4 0 0 L A B O R U N I O N S - N E G O T I A T I N G D A T A 6 P u b l i c HU M A N RE S O U R C E S HR S 0 2 7 0 0 P A Y E Q U I T Y I M P L E M E N T A T I O N R E P O R T St a t e m a n d a t e d r e p o r t f i l e d w i t h D e p t o f E m p l o y e e R e l a t i o n s c o n s i s t i n g o f p a y a n d j o b cl a s s i n f o r m a t i o n . Un t i l s u p e r s e d e d P u b l i c HU M A N RE S O U R C E S HR S 0 2 8 0 0 P A Y E Q U I T Y P R O F I L E S U n t i l s u p e r s e d e d P u b l i c HU M A N RE S O U R C E S HR S 0 2 9 0 0 P A Y E Q U I T Y Q U E S T I O N N A I R E B O O K S Qu e s t i o n n a i r e s u s e d t o r a n k i n d i v i d u a l p o s i t i o n s . 3 P u b l i c HU M A N RE S O U R C E S HR S 0 3 0 0 0 P A Y E Q U I T Y P L A N / S U M M A R Y P e r m a n e n t P u b l i c HU M A N RE S O U R C E S HR S 0 3 1 0 0 P A Y E Q U I T Y W O R K P A P E R S U n t i l s u p e r s e d e d P u b l i c HU M A N RE S O U R C E S HR S 0 3 2 0 0 P E N S I O N F I L E S Fo r m l e t t e r s & r e p o r t s . Pe r m a n e n t P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 33 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HU M A N RE S O U R C E S HR S 0 3 3 0 0 P E R S O N N E L F I L E S On l y r e l e v a n t r e c o r d s o n e a c h e m p l o y e e s u c h a s a p p l i c a t i o n s , r e f e r e n c e s , p e r f o r m a n c e ev a l u a t i o n s , j o b p e r f o r m a n c e a p p e a l s, j o b d e s c r i p t i o n s , r e p r i m a n d s , r e s i g n a t i o n l e t t e r s , ex i t i n t e r v i e w s , e t c . S h o u l d b e r e t a i n e d i n t h e e m p l o y e e p e r s o n n e l f i l e s : C e r t a i n r e c o r d s sh o u l d N O T b e r e t a i n e d i n e m p l o y ee p e r s o n n e l f i l e s : m e d i c a l r e c o r d s , h e a l t h i n s u r a n c e in f o r m a t i o n , I - 9 f o r m s , c h i l d s u p p o r t o b l i g a t i o n r e c o r d s , i n v e s t i g a t i o n s , o r a n y o t h e r r e c o r d wh i c h , i n i t s p r e s e n c e , m a y r a i s e a n i n f e r e n c e of d i s c r i m i n a t i o n . D u p l i c a t e p e r s o n n e l f i l e s sh o u l d n o t b e r e t a i n e d b y i n d i vi d u a l d e p a r t m e n t s ; a l l o r i g i n a l s a r e t o b e m a i n t a i n e d b y pe r s o n n e l d e p a r t m e n t o r r e s p o n s i b l e d e p a r t m e n t . 5 a f t e r t e r m i n a t i o n o r se p a r a t i o n f r o m c i t y . De s t r u c t i o n a p p r o v a l i s co n t i n g e n t u p o n re t e n t i o n o f m a s t e r co p y o f P a y r o l l r e g i s t e r or r e c o r d . Public/PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 3 4 0 0 P O L I C I E S & P R O C E D U R E S / R U L E S & R E G U L A T I O N S Fo r h u m a n r e s o u r c e f u n c t i o n , i n c l u d e s a n n u a l l e a v e p r o g r a m , h i r i n g p r o c e d u r e f i l e , e t c . Pe r m a n e n t P u b l i c HU M A N RE S O U R C E S HR S 0 3 5 0 0 R E C R U I T M E N T F I L E S Re c o r d s t h a t r e l a t e t o p o s t i n g , r e c r u i t m e n t , s e l e c t i o n & a p p o i n t m e n t t o e a c h c i t y p o s i t i o n . 2 P u b l i c / P r i v a t e M S 1 3 . 4 3 HU M A N RE S O U R C E S HR S 0 3 6 0 0 R E P R I M A N D S / D I S C I P L I N A R Y A C T I O N 5 a f t e r e m p l o y e e ' s te r m i n a t i o n . Public/PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 3 7 0 0 R E Q U I S I T I O N S F O R P E R S O N N E L 1 a f t e r j o b i s f i l l e d o r re q u i s i t i o n i s c a n c e l e d . Public HU M A N RE S O U R C E S HR S 0 3 7 5 0 S A L A R Y D E T E R M I N A T I O N F O R N O N - U N I O N E M P L O Y E E S An n u a l s a l a r y s c h e d u l e f o r a l l n o n - u n i o n e m p l o y e e s . 6 a f t e r e x p i r a t i o n . P u b l i c HU M A N RE S O U R C E S HR S 0 4 0 0 0 U N E M P L O Y M E N T C L A I M S / C O M P E N S A T I O N 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 HU M A N RE S O U R C E S HR S 0 4 0 5 0 V E T E R A N S P R E F E R E N C E E L E C T I O N F O R M Ve t e r a n s P r e f e r e n c e A c t . 1 i f n o t h i r e d . 5 a f t e r te r m i n a t i o n i f h i r e d . PublicMS 13.43, Subd. 3. HU M A N RE S O U R C E S HR S 0 4 1 0 0 W A G E A S S I G N M E N T S Le t t e r s , c o r r e s p o n d e n c e , e t c . 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 HU M A N RE S O U R C E S HR S 0 4 2 0 0 E M P L O Y E E M E D I C A L R E C O R D S An y i n f o r m a t i o n c o n c e r n i n g t h e h e a l t h s t a t u s of a n e m p l o y e e w h i c h i s m a d e o r m a i n t a i n e d by a p h y s i c i a n , n u r s e , o r o t h e r h e a l t h c a r e p e r s o n n e l , o r t e c h n i c i a n , i n c l u d i n g m e d i c a l & em p l o y m e n t q u e s t i o n n a i r e s o r h i s t o r i e s , m e d i c a l e x a m s , m e d i c a l o p i n i o n s , d e s c r i p t i o n s o f tr e a t m e n t s a n d p r e s c r i p t i o n s , a n d e m p l o y e e m e d i c a l c o m p l a i n t s . 5 y e a r s a f t e r se p a r a t i o n f r o m c i t y Public/PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 4 4 0 0 I N F E C T I O U S D I S E A S E & O C C U P A T I O N A L E X P O S U R E F I L E S Fi l e s o n e a c h e m p l o y e e d e a l i n g w i t h s a f e t y & t r a i n i n g o n d i s e a s e s s u c h a s h e p a t i t i s & AI D S . S h o u l d n o t b e k e p t i n e m p l o y e e p e r s o n n e l f i l e . 30 a f t e r s e p a r a t i o n . P u b l i c / P r i v a t e M S 1 3 . 4 3 Re v i s e d : J u l y 2 0 1 3 Page 34 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S HU M A N RE S O U R C E S HR S 0 4 5 0 0 O S H A - C I T A T I O N S O F P E N A L T Y No t i f i c a t i o n s o f V i o l a t i o n s b y t h e C i t y . 2 a f t e r v i o l a t i o n h a s be e n c o r r e c t e d . Public HU M A N RE S O U R C E S HR S 0 4 6 0 0 O S H A R E P O R T S In c i d e n t R e p o r t s a n d A n n u a l S u m m a r y 5 a f t e r a c c i d e n t P u b l i c / P r i v a t e M S 1 3 . 4 3 HU M A N RE S O U R C E S HR S 0 4 7 0 0 O S H A - E M P L O Y E E E X P O S U R E R E C O R D S An y i n f o r m a t i o n c o n c e r n i n g e m p l o y e e e x p o s u r e to t o x i c s u b s t a n c e s o r h a r m f u l p h y s i c a l ag e n t s . 30 a f t e r t e r m i n a t i o n o r re t i r e m e n t . Public/PrivateMS 13.43 HU M A N RE S O U R C E S HR S 0 4 8 0 0 S A F E T Y C O M M I T T E E A G E N D A & M I N U T E S P e r m a n e n t P u b l i c HU M A N RE S O U R C E S HR S 0 4 9 0 0 S A F E T Y M A N U A L Un t i l s u p e r s e d e d P u b l i c HU M A N RE S O U R C E S HR S 0 5 1 0 0 S I G N U P S H E E T S Li s t o f e m p l o y e e s p a r t i c i p a t i n g i n e a c h t r a i n i n g p r o g r a m . 5 P u b l i c HU M A N RE S O U R C E S HR S 0 5 2 0 0 T R A I N I N G M A N U A L Un t i l S u p e r s e d e d P u b l i c HU M A N RE S O U R C E S HR S 0 5 3 0 0 T R A I N I N G M A T E R I A L S Re f e r e n c e & c l a s s m a t e r i a l i n c l u d i n g a r ti c l e s , t r a n s p a r e n c i e s , h a n d o u t s u s e d i n e a c h tr a i n i n g s e s s i o n . Un t i l s u p e r s e d e d o r 5 ye a r s a f t e r t r a i n i n g pr o g r a m b e c o m e s ob s o l e t e . Public HU M A N RE S O U R C E S HR S 0 5 4 0 0 T R A I N I N G R E C O R D S - F O R E A C H I N D I V I D U A L Re c o r d s o n t r a i n i n g t h a t m a y b e r e t a i n e d i n e m p l o y e e p e r s o n n e l f i l e . 5 a f t e r s e p a r a t i o n f r o m ci t y Public HU M A N RE S O U R C E S HR S 0 5 5 0 0 T R A I N I N G R E C O R D S - R I G H T T O K N O W 5 a f t e r s e p a r a t i o n f r o m ci t y Public HU M A N RE S O U R C E S HR S 0 5 6 0 0 T R A I N I N G R E C O R D S - S E X U A L H A R A S S M E N T 5 a f t e r s e p a r a t i o n f r o m ci t y Public Re v i s e d : J u l y 2 0 1 3 Page 35 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S IN S U R A N C E IN S 0 0 1 0 0 A P P L I C A T I O N S F O R I N S U R A N C E To C i t y ' s i n s u r a n c e p r o v i d e r . 3 P u b l i c IN S U R A N C E IN S 0 0 4 0 0 C E R T I F I C A T E S O F I N S U R A N C E 6 a f t e r e x p i r a t i o n P u b l i c IN S U R A N C E IN S 0 0 4 5 0 C L A I M S Cl a i m s f i l e d b y o r a g a i n s t t h e c i t y . 6 a f t e r f i n a l s e t t l e m e n t ex c e p t t h o s e i n v o l v i n g a m i n o r , s a v e u n t i l mi n o r t u r n s 1 9 . Public/PrivateMS 13.43 IN S U R A N C E IN S 0 0 5 0 0 E M P L O Y E E D I S H O N E S T Y / S U R E T Y B O N D S Co r p o r a t e o r p e r s o n a l - t o c o v e r a n y o f f i c e r o r e m p l o y e e , a l s o k n o w n a s " F a i t h f u l Pe r f o r m a n c e B o n d . " 6 a f t e r e x p i r a t i o n P u b l i c IN S U R A N C E IN S 0 0 6 5 0 F I R S T R E P O R T O F I N J U R Y 6 , M S 1 7 6 . 1 5 1 ; 2 0 i f ma i n t a i n e d w i t h wo r k e r ' s c o m p e n s a t i o n fi l e . Public/PrivateMS 13.43 IN S U R A N C E IN S 0 0 7 0 0 I N S U R A N C E A G E N T S ' S E R V I C E A G R E E M E N T 6 a f t e r e x p i r a t i o n P u b l i c IN S U R A N C E IN S 0 1 1 0 0 L O N G T E R M D I S A B I L I T Y ( L T D ) Cl a i m s f i l e d b y e m p l o y e e f o r a l o n g t e r m d i s a b i l i t y i n s u r a n c e p r o g r a m . 6 a f t e r f i n a l s e t t l e m e n t . P r i v a t e M S 1 3 . 4 3 IN S U R A N C E IN S 0 1 2 4 0 P O L I C I E S - A L L I N S U R A N C E P O L I C I E S In c l u d e s , b u t n o t l i m i t e d t o : a u t o , b o i l e r & m a c h i n e r y , g e n e r a l l i a b i l i t y , l i f e , l i q u o r l i a b i l i t y , po l i c e p r o f e s s i o n a l l i a b i l i t y , p r o p e r t y , i n l a n d m a r i n e a n d w o r k e r s ' c o m p e n s a t i o n . 6 a f t e r e x p i r a t i o n P u b l i c IN S U R A N C E IN S 0 1 4 5 0 S H O R T T E R M D I S A B I L I T Y ( S T D ) Cl a i m s f i l e d b y e m p l o y e e f o r a s h o r t t e r m d i s a b i l i t y i n s u r a n c e p r o g r a m . 6 P r i v a t e M S 1 3 . 4 3 IN S U R A N C E IN S 0 1 5 5 0 W O R K E R S ' C O M P E N S A T I O N C L A I M S In j u r y r e p o r t s a n d c o r r e s p o n d e n c e d e a l i n g w i t h in j u r i e s . I f i n f e c t i o u s d i s e a s e r e t a i n 3 0 ye a r s p e r H R S 0 4 4 0 0 . 20 P r i v a t e M S 1 7 6 . 2 3 1 IN S U R A N C E IN S 0 1 6 0 0 W O R K E R S ' C O M P E N S A T I O N C L A I M R E G I S T E R P e r m a n e n t P u b l i c M S 1 7 6 . 2 3 1 Re v i s e d : J u l y 2 0 1 3 Page 36 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S LI B R A R Y LI B 0 0 1 0 0 A N N U A L R E P O R T O F T H E L I B R A R Y B O A R D P e r m a n e n t P u b l i c LI B R A R Y LI B 0 0 2 0 0 A U D I O V I S U A L E Q U I P M E N T C H E C K O U T R E C O R D S Wh o c u r r e n t l y h a s c h e c k e d o u t p r o j e c t o r s , c a m e r a s , e t c . , & w h o h a s r e t u r n e d e q u i p m e n t da m a g e d o r l a t e & h a s n o t y e t p a i d f o r d a m a g e o r f i n e . Re t a i n l o a n / c h e c k o u t 2 mo n t h s & f e e s & f i n e s fo r e q u i p m e n t 3 y e a r s PrivateMS 13.40 LI B R A R Y LI B 0 0 3 0 0 B O O K M O B I L E R E C O R D S Sc h e d u l e s , c i r c u l a t i o n r e co r d s , e q u i p m e n t , e t c . Sc h e d u l e s : U n t i l su p e r s e d e d . Eq u i p m e n t r e c o r d s : Li f e o f e q u i p m e n t p l u s au d i t . F o r c i r c u l a t i o n Re c o r d s s e e "C i r c u l a t i o n R e c o r d s " , LI B 0 0 5 0 0 , i n L i b r a r y re t e n t i o n s c h e d u l e . Public/PrivateMS 13.40 LI B R A R Y LI B 0 0 4 0 0 C A T A L O G S Au t h o r s , t i t l e , s u b j e c t . Un t i l s u p e r s e d e d P u b l i c LI B R A R Y LI B 0 0 5 0 0 C I R C U L A T I O N R E C O R D S In c l u d e s c a r d s , c o m p u t e r e n t r i e s , & s t a t i s t i c a l r e p o r t s . Re t a i n c a r d s & co m p u t e r e n t r i e s u n t i l su p e r s e d e d . r e t a i n an n u a l s t a t s pe r m a n e n t l y . O t h e r st a t s 2 y r s . Public/PrivateMS 13.40 LI B R A R Y LI B 0 0 6 0 0 C O P Y R I G H T C O M P L I A N C E R E C O R D S 5 P u b l i c LI B R A R Y LI B 0 0 7 0 0 D O N O R R E C O R D S I n c l u d e s g i f t s . Pe r m a n e n t P u b l i c / p r i v a t e o r non publicMS 13.792 LI B R A R Y LI B 0 0 8 0 0 F I N E S & S E R V I C E C H A R G E R E C O R D S U n t i l p a i d P u b l i c / P r i v a t e M S 1 3 . 4 0 LI B R A R Y LI B 0 0 9 0 0 L I B R A R Y C A R D Un t i l s u p e r s e d e d P u b l i c / P r i v a t e M S 1 3 . 4 0 LI B R A R Y LI B 0 1 0 0 0 L O A N S - I N T E R L I B R A R Y Lo a n s o f m a t e r i a l s r e c e i v e d t o a n d f r o m l i b r a r i e s . Un t i l s u p e r s e d e d P u b l i c / P r i v a t e M S 1 3 . 4 0 Re v i s e d : J u l y 2 0 1 3 Page 37 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S LI B R A R Y LI B 0 1 1 0 0 L O S T I T E M R E I M B U R S E M E N T R E C O R D S 3 P u b l i c / P r i v a t e M S 1 3 . 4 0 LI B R A R Y LI B 0 1 2 0 0 M E E T I N G R O O M R E Q U E S T 2 P u b l i c LI B R A R Y LI B 0 1 5 0 0 N E W S L E T T E R S Ge n e r a t e d b y l i b r a r y . 2 P u b l i c LI B R A R Y LI B 0 1 6 0 0 O V E R D U E & D A M A G E D L I B R A R Y M A T E R I A L R E C O R D S Ma t e r i a l r e t u r n e d t h a t w a s o v e r d u e o r d a m a g e d i f a m o u n t o f d a m a g e o r f i n e w a s n o t p a i d . 2 P u b l i c / P r i v a t e M S 1 3 . 4 0 LI B R A R Y LI B 0 1 7 0 0 P E T T Y C A S H R E P O R T S 6 P u b l i c / P r i v a t e M S 1 3 . 3 7 LI B R A R Y LI B 0 1 8 0 0 P U B L I C I T Y In c l u d e s n e w s r e l e a s e s & p u b l i c s e r v i c e a n n o u n c e m e n t s g e n e r a t e d b y l i b r a r y . 2 P u b l i c LI B R A R Y LI B 0 1 9 0 0 S H E L F L I S T Un t i l s u p e r s e d e d P u b l i c LI B R A R Y LI B 0 2 0 0 0 S P E C I A L E V E N T S & P R O G R A M S 2 P u b l i c LI B R A R Y LI B 0 2 1 0 0 S T U D I E S & R E P O R T S In c l u d e s s u r v e y s , s t a t i s t i c a l r e p o r t s , c o n s u l t a n t r e p o r t s , e t c . Pe r m a n e n t P u b l i c LI B R A R Y LI B 0 2 2 0 0 V O L U N T E E R G R O U P S R E C O R D S Mi n u t e s , s c r a p b o o k s , & o t h e r r e c o r d s o f F r i e n d s o f t h e L i b r a r y g r o u p s , e t c . Pe r m a n e n t P u b l i c LI B R A R Y LI B 0 2 3 0 0 V O L U N T E E R P E R S O N N E L R E C O R D S 5 a f t e r v o l u n t e e r p e r i o d en d s Public/PrivateMS 13.43 LI B R A R Y LI B 0 2 4 0 0 W O R K S C H E D U L E F I L E S Ho u r s w o r k e d , v a c a t i o n , l e a v e s t a k e n . 2 P u b l i c / P r i v a t e M S 1 3 . 4 3 Re v i s e d : J u l y 2 0 1 3 Page 38 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S LI Q U O R S T O R E LI Q 0 0 1 0 0 A D V E R T I S I N G F L Y E R S Ad v e r t i s i n g F l y e r s . 1 P u b l i c LI Q U O R S T O R E LI Q 0 0 7 0 0 C H E C K R E G I S T E R 10 P u b l i c LI Q U O R S T O R E LI Q 0 1 0 0 0 I N V E N T O R Y S H E E T S 2 P u b l i c LI Q U O R S T O R E LI Q 0 1 1 0 0 P R I C E L I S T Un t i l s u p e r s e d e d P u b l i c LI Q U O R S T O R E LI Q 0 1 4 0 0 S A L E S R E P O R T S Da i l y , M o n t h l y . 2 P u b l i c LI Q U O R S T O R E LI Q 0 1 5 0 0 T R A N S F E R S H E E T S - S T O C K 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 39 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PA R K S A N D RE C R E A T I O N P& R 0 0 1 0 0 A C K N O W L E D G M E N T & W A I V E R O F L I A B I L I T Y 7 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 0 2 0 0 A C T I V I T I E S - B R O C H U R E S R e t a i n p e r m a n e n t l y P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 0 3 0 0 A C T I V I T I E S F L Y E R S 1 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 0 4 0 0 A N N U A L R E P O R T S Pe r m a n e n t P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 0 5 0 0 A P P L I C A T I O N F O R T E M P O R A R Y E M P L O Y M E N T Se e H u m a n R e s o u r c e s - P e r s o n n e l S c h e d u l e H R S 0 0 5 0 0 , H R S 0 0 6 0 0 , H R S 0 1 3 0 0 , H R S 03 7 0 0 . PA R K S A N D RE C R E A T I O N P& R 0 0 7 0 0 D A I L Y R E P O R T S ( D E P A R T M E N T C O P Y ) 1 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 0 9 0 0 D E P A R T M E N T R U L E S & R E G U L A T I O N S In c l u d e s p a r k s , b e a c h e s , p o o l s , s k a t i n g r i n k s , & g e n e r a l u s e . Un t i l s u p e r s e d e d P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 1 0 0 0 F E E W A I V E R S H E E T S Fo r l o w i n c o m e p a r t i c i p a n t s . 2 P r i v a t e M S 1 3 . 4 6 2 PA R K S A N D RE C R E A T I O N P& R 0 1 1 0 0 M A I L I N G L I S T S Pr o g r a m p a r t i c i p a n t s . Un t i l s u p e r s e d e d P r i v a t e M S 1 3 . 5 4 8 PA R K S A N D RE C R E A T I O N P& R 0 1 4 0 0 P A R K A C Q U I S I T I O N S Th r o u g h b o n d s o r C D B G . Pe r m a n e n t P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 1 5 0 0 P A R K M A S T E R P L A N Pe r m a n e n t P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 1 6 0 0 P A R T I C I P A T I O N L O G Co u n t o f p a r t i c i p a n t s u s i n g s e r v i c e / a c t i v i t y . 3 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 1 7 0 0 P E R M I T S Fo r u s e o f s c h o o l f a c i l i t i e s , p a r k u s e , e q u i p m en t , p i c n i c s i t e s & b a l l f i e l d s b y c i t i z e n s . 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 40 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PA R K S A N D RE C R E A T I O N P& R 0 1 8 0 0 P O O L T I C K E T A P P L I C A T I O N F O R M S 1 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 1 9 5 0 P R O G R A M F I L E S Re c o r d s r e l a t i n g t o p r o g r a m s , e v e n t s a n d a c t i v i t i e s . 3 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 2 0 0 0 R E G I S T R A T I O N F O R M S 2 u n l e s s s u b j e c t t o st a t e o r f e d e r a l g r a n t re q u i r e m e n t s Public/PrivateMS 13.57 PA R K S A N D RE C R E A T I O N P& R 0 2 1 0 0 R E N T A L A G R E E M E N T S Fo r p a r k & r e c r e a t i o n f a c i l i t i e s u s a g e c o n t r a c t s s e c u r e d b y t h e c i t y . 5 a f t e r c o n t r a c t e x p i r e s P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 2 2 0 0 R E P O R T S O F I N J U R I E S O F P A R T I C I P A N T S In c i d e n t R e p o r t s . 6 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 2 3 0 0 R O S T E R Na m e s o f p a r t i c i p a n t s . 2 P r i v a t e M S 1 3 . 5 7 PA R K S A N D RE C R E A T I O N P& R 0 2 4 0 0 S C H E D U L E S Of g a m e s . 1 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 2 4 5 0 P A R K & R E C S E C U R I T Y T A P E S U n t i l s u p e r c e d e d (u n l e s s a c c i d e n t o r in j u r y ) Public PA R K S A N D RE C R E A T I O N P& R 0 2 5 0 0 S U P P L Y E Q U I P M E N T L I S T S 1 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 2 6 0 0 T I C K E T S A L E S R E P O R T S Or i g i n a l s . 6 P u b l i c PA R K S A N D RE C R E A T I O N P& R 0 2 7 0 0 T R A N S P O R T A T I O N S E R V I C E Li s t o f p e o p l e w h o u s e t h e t r a n s p o r t a t i o n s e r v i c e . Re v i e w a n n u a l l y P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 41 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PA Y R O L L PA Y 0 0 1 0 0 A U T H O R I Z A T I O N C A R D S Vo l u n t a r y ( u n i o n d u e s , c h a r i t a b l e c o n t r i bu t i o n s , e m p l o y e e c l u b , c r e d i t u n i o n ) . 6 a f t e r i n a c t i v e P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 0 2 0 0 C A F E T E R I A P L A N R E C O R D S Fl e x p l a n s a n d s e c t i o n 1 2 5 r e p o r t s , e l e c t i o n f o r m s , r e i m b u r s e m e n t f o r m s e t c . 6 P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 0 3 0 0 C A N C E L E D P A Y R O L L C H E C K S 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 , Subd. 3. PA Y R O L L PA Y 0 0 4 0 0 C H A N G E F O R M ( P A Y R O L L C O P Y ) Or i g i n a l r e t a i n e d i n p e r s o n n e l f i l e : s a l a r y , p o s it i o n , g r a d e l e v e l , a d d r e s s , l e a v e o f a b s e n c e , et c . 1 P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 0 4 5 0 E M P L O Y E R S Q U A R T E R L Y F E D E R A L T A X R E T U R N ( F e d e r a l T a x F o r m 9 4 1 ) 6 P u b l i c PA Y R O L L PA Y 0 0 5 0 0 G A R N I S H M E N T S Ch i l d s u p p o r t / s p o u s a l m a i n t e n a n c e . 6 n o t t o b e r e t a i n e d i n pe r s o n n e l f i l e PrivateMS 13.43 PA Y R O L L PA Y 0 0 6 0 0 I N S U R A N C E P R E M I U M R E P O R T Mo n t h l y s t a t e m e n t o f e m p l o y e e s ' p r e m i u m s . 6 P u b l i c PA Y R O L L PA Y 0 0 7 0 0 P A Y R O L L H I S T O R Y C A R D P e r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 0 8 0 0 P A Y R O L L J O U R N A L De t a i l e d r e g i s t e r o f c u r r e n t & y e a r - t o - d a t e s a l a r i e s , g r o s s t o n e t , a n d b e n e f i t h o u r s u s e d . Re t a i n y e a r - e n d r e p o r t pe r m a n e n t l y ; r e t a i n ot h e r r e p o r t s 6 y r s Public/PrivateMS 13.43 PA Y R O L L PA Y 0 0 9 0 0 P A Y R O L L L E D G E R Pe r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 0 0 0 P A Y R O L L R E P O R T S S t a t e w i t h h o l d i n g , f e d e r a l w i t h h o l d i n g , & F I C A . 10 P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 1 0 0 P A Y R O L L W O R K S H E E T S 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 2 0 0 P E N S I O N & R E T I R E M E N T R E P O R T S De f e r r e d c o m p , e t c . 10 P u b l i c / P r i v a t e M S 1 3 . 4 3 Re v i s e d : J u l y 2 0 1 3 Page 42 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PA Y R O L L PA Y 0 1 3 0 0 P E R A R E P O R T S Pe r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 3 5 0 Q U A R T E R L Y W I T H H O L D I N G T A X R E T U R N S t a t e F o r m M W - 1 . 6 P u b l i c PA Y R O L L PA Y 0 1 4 0 0 T I M E S H E E T S O r i g i n a l s . 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 5 0 0 V A C A T I O N & L E A V E R E Q U E S T S Re p o r t s / s l i p s . 3 P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 6 0 0 W - 2 S T A T E M E N T S - E M P L O Y E R S C O P Y 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 7 0 0 W - 3 S T A T E M E N T S 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 8 0 0 W - 4 F O R M - O R I G I N A L S U n t i l r e p l a c e d P u b l i c / P r i v a t e M S 1 3 . 4 3 PA Y R O L L PA Y 0 1 9 0 0 W O R K E R S C O M P P R O O F O F P A Y M E N T 6 P u b l i c PA Y R O L L PA Y 0 2 0 0 0 1 0 9 9 M I S C E L L A N E O U S I N C O M E 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 Re v i s e d : J u l y 2 0 1 3 Page 43 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PE R M I T S / LI C E N S E S PE R 0 0 1 0 0 A N I M A L & P E T L I C E N S E S O R P E R M I T S Ra b i e s , v a c c i n a t i o n s , e t c . 2 a f t e r e x p i r a t i o n P u b l i c / p r i v a t e PE R M I T S / LI C E N S E S PE R 0 0 2 0 0 A P P L I C A T I O N S - P E R M I T D E N I E D 1 P u b l i c / p r i v a t e / n o n - publicSee individual permit/licens e PE R M I T S / LI C E N S E S PE R 0 0 3 0 0 B I C Y C L E L I C E N S E O R P E R M I T Ci t y c o p y . 2 a f t e r e x p i r a t i o n P u b l i c / p r i v a t e PE R M I T S / LI C E N S E S PE R 0 0 4 0 0 B I L L I A R D ( P O O L H A L L ) L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 0 5 0 0 B O W L I N G A L L E Y L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 0 6 0 0 B U I L D I N G P E R M I T S - C O M M E R C I A L Ap p l i c a t i o n s , s u m m a r y d a t a e t c . Pe r m a n e n t P u b l i c / n o n - p u b l i c M S 1 3 . 3 7 PE R M I T S / LI C E N S E S PE R 0 0 7 0 0 B U I L D I N G P E R M I T S - R E S I D E N T I A L Ap p l i c a t i o n s , s u m m a r y d a t a e t c . 5 a f t e r e x p i r a t i o n P u b l i c / n o n - p u b l i c M S 1 3 . 3 7 PE R M I T S / LI C E N S E S PE R 0 0 8 0 0 B U R N I N G P E R M I T S - R E S I D E N T I A L 1 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 0 9 0 0 C A R N I V A L L I C E N S E A P P L I C A T I O N S 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 0 0 0 C I G A R E T T E / T O B A C C O / E T C . L I C E N S E S & A P P L I C A T I O N S 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 1 0 0 C O N T R A C T O R ' S L I C E N S E Fo r c o n s t r u c t i o n t r a d e s - i n c l u d e s ap p l i c a t i o n s , c e r t i f i c a t e o f i n s u r a n c e , c e r t i f i c a t e o f t r a d e , et c . 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 2 0 0 D A N C E / P A R A D E / P U B L I C G A T H E R I N G P E R M I T S 2 a f t e r e x p i r a t i o n P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 44 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PE R M I T S / LI C E N S E S PE R 0 1 3 0 0 D O C K L I C E N S E S To u s e p u b l i c p a r k s , s t r e a m s , e t c . 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 4 1 0 E L E C T R I C A L P E R M I T 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 6 0 0 E X C A V A T I O N / R I G H T - O F - W A Y P E R M I T S In c l u d e s l a n d a l t e r a t i o n p e r m i t s . 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 7 0 0 F I R E E X T I N G U I S H E R S E R V I C E L I C E N S E 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 8 0 0 F I R E W O R K S P E R M I T & L I C E N S E 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 8 5 0 F O O D E S T A B L I S H M E N T L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 9 0 0 G A M B L I N G L I C E N S E S & R E P O R T S 4 a f t e r e x p i r a t i o n P u b l i c M S 3 4 9 . 1 9 , Subd 6. PE R M I T S / LI C E N S E S PE R 0 1 9 2 0 G A S F I T T E R S L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 1 9 3 0 H E A T I N G , V E N T I L A T I O N , A I R C O N D I T I O N I N G P E R M I T Me c h a n i c a l . 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 0 0 0 H O T E L & M O T E L L I C E N S E S 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 0 2 0 H U N T I N G / S H O O T I N G P E R M I T 6 a f t e r e x p i r a t i o n P u b l i c / P r i v a t e M S 1 3 . 3 7 PE R M I T S / LI C E N S E S PE R 0 2 0 5 0 I N S P E C T I O N R E C O R D S O F L I C E N S E D F A C I L I T I E S Re s t a u r a n t s , p u b l i c p o o l s , e t c . 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 1 0 0 L I Q U O R L I C E N S E Cl u b , w i n e , b e e r , S u n d a y a n d s e t u p , c e r t i f i c a t e o f i n s u r a n c e , b a c k g r o u n d i n v e s t i g a t i o n re p o r t , e t c . 6 a f t e r e x p i r a t i o n P u b l i c M N R u l e s 7515.0440, Subd. 5. Re v i s e d : J u l y 2 0 1 3 Page 45 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PE R M I T S / LI C E N S E S PE R 0 2 2 0 0 M A S S A G E L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 3 0 0 M E C H A N I C A L A M U S E M E N T D E V I C E L I C E N S E Vi d e o g a m e s , p i n b a l l m a c h i n e s , e t c . 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 4 0 0 M O T O R V E H I C L E L I C E N S E Sa l e s a n d r e n t a l . 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 5 0 0 M O V I N G P E R M I T 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 5 1 0 P A R K I N G M E T E R R E P O R T S / R E C O R D S 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 5 2 0 P A R K I N G P E R M I T 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 6 0 0 P A W N B R O K E R S L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 7 0 0 P E D D L E R ' S , T R A N S I E N T M E R C H A N T S & S O L I C I T O R S L I C E N S E 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 8 0 0 P L A S T E R I N G L I C E N S E 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 8 1 0 P L U M B E R ' S L I C E N S E An n u a l l i c e n s e i s s u e d t o m a s t e r p l u m b e r i f c o m p l y i n g w i t h U B C . 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 2 9 0 0 P L U M B I N G P E R M I T S 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 0 0 0 P O O L L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 0 1 0 P U B L I C P R O P E R T Y U S E A P P L I C A T I O N S 2 a f t e r e x p i r a t i o n P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 46 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PE R M I T S / LI C E N S E S PE R 0 3 0 2 0 R E N T A L A P P L I C A T I O N / L I C E N S E Mu l t i p l e d w e l l i n g . 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 1 0 0 S A U N A L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 1 1 0 S E X U A L L Y O R I E N T E D B U S I N E S S L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 1 2 0 S I G N P E R M I T 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 2 0 0 S O L I D W A S T E , G A R B A G E , R E F U S E A N D R E C Y C L E R S L I C E N S E / P E R M I T Bo n d s , c e r t i f i c a t e o f i n s u r a n c e , e t c . 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 3 0 0 S T R E E T U S E P E R M I T 2 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 4 0 0 T A X I L I C E N S E S 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 4 1 0 T H E A T E R L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 4 2 0 T R E E T R I M M I N G / R E M O V A L L I C E N S E 6 a f t e r e x p i r a t i o n P u b l i c PE R M I T S / LI C E N S E S PE R 0 3 4 5 0 W E T L A N D R E C O R D S Re p l a c e m e n t p l a n r e q u i r e m e n t s , e x e m p t i o n s , c e r t i f i c a t i o n s , p e r m i t s , e t c . 10 a f t e r e x p i r a t i o n P u b l i c M N R u l e s 8420.0100-.0220 PE R M I T S / LI C E N S E S PE R 0 3 5 0 0 W R E C K I N G P E R M I T 2 a f t e r e x p i r a t i o n P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 47 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PL A N N I N G PL Z 0 0 1 0 0 A N N E X A T I O N R E C O R D S P e r m a n e n t P u b l i c PL A N N I N G PL Z 0 0 2 0 0 C E R T I F I C A T E O F F I L I N G L A N D U S E C O N T R O L C. U . P . & v a r i a n c e . D o c u m e n t r e t a i n e d b y c o u n t i e s . Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 0 3 0 0 C O M P R E H E N S I V E P L A N La n d u s e p l a n . Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 0 4 0 0 C O N D I T I O N A L U S E P E R M I T F I L E Ap p l i c a t i o n , p l a n n i n g r e p o r t , P l a n n i n g C o m m i s si o n a n d C i t y C o u n c i l a c t i o n , c o p y o f pe r m i t , r e s o l u t i o n s , e t c . Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 0 5 0 0 D E E D S Or i g i n a l s s t o r e d i n c l e r k s o f f i c e . Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 0 6 0 0 E A S E M E N T S Gr a n t o f E a s e m e n t s t o c i t y . Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 0 7 0 0 E A S E M E N T S - T E M P O R A R Y R e t a i n u n t i l p r o j e c t co m p l e t i o n u n l e s s f i l e d wi t h p r o j e c t f i l e Public PL A N N I N G PL Z 0 0 8 0 0 M A P S & H A L F S E C T I O N U n t i l s u p e r s e d e d P u b l i c PL A N N I N G PL Z 0 1 1 0 0 P E T I T I O N S R E L A T I N G TO Z O N I N G R E Q U E S T S 6 P u b l i c PL A N N I N G PL Z 0 1 2 0 0 P L A N N I N G C A S E F I L E In c l u d e s r e p o r t s d o c u m e n t i n g t h e a c t i v i t y o r de v e l o p m e n t o f a s p e c if i c p a r c e l o f l a n d . Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 1 3 0 0 P L A T F I L E S - F I N A L P L A T In c l u d e s s u b d i v i s i o n s f i l e s , f i n a l p l a t , a p p li c a t i o n , c o u n c i l r e v i e w , p l a n n i n g c o m m i s s i o n re v i e w , s t u d i e s , e t c . Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 1 4 0 0 P L A T F I L E S - P R E L I M I N A R Y P L A T 1 0 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 48 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PL A N N I N G PL Z 0 1 5 0 0 R E A L P R O P E R T Y A P P R A I S A L S L e n g t h o f o w n e r s h i p P u b l i c / C o n f i d e n t i a l M S 1 3 . 4 4 PL A N N I N G PL Z 0 1 6 0 0 R E A L P R O P E R T Y - B I D S & E S T I M A T E S Ap p r a i s a l r e p o r t , c e r t i f i c a t e s , e t c . 20 a f t e r d i s p o s a l o f pr o p e r t y Public PL A N N I N G PL Z 0 1 7 0 0 R E Z O N I N G F I L E Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 1 8 0 0 S I G N P L A N V A R I A N C E S / A P P R O V A L S P e r m a n e n t P u b l i c PL A N N I N G PL Z 0 1 9 0 0 S I T E P L A N F I L E - A P P R O V E D P e r m a n e n t P u b l i c PL A N N I N G PL Z 0 2 0 0 0 S I T E P L A N F I L E - N O T A P P R O V E D 1 0 P u b l i c PL A N N I N G PL Z 0 2 1 0 0 S P E C I A L U S E P E R M I T F I L E P e r m a n e n t P u b l i c PL A N N I N G PL Z 0 2 2 0 0 S U R V E Y S , P R O P E R T Y P e r m a n e n t P u b l i c PL A N N I N G PL Z 0 2 3 0 0 V A C A T I O N F I L E S Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 2 4 0 0 V A R I A N C E F I L E S Pe r m a n e n t P u b l i c PL A N N I N G PL Z 0 2 5 0 0 Z O N I N G F I L E S Pe r m a n e n t P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 49 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PO L I C E PO L 0 0 1 0 0 A N N U A L R E P O R T S - P O L I C E D E P A R T M E N T P e r m a n e n t P u b l i c PO L I C E PO L 0 0 2 0 0 A U C T I O N Re c o r d s o r d e p a r t m e n t c o p y o f c o n t r a c t s . 3 P u b l i c PO L I C E PO L 0 0 2 4 0 B A C K G R O U N D C H E C K Lo c a l r e c o r d s c h e c k o n i n d i v i du a l ( i . e . e m p l o y m e n t , a d o p t i o n s ) . 30 d a y s N o n P u b l i c PO L I C E PO L 0 0 2 5 0 B A C K G R O U N D C H E C K Se c o n d p a r t y d i s s e m i n a t i o n l o g . 3 y e a r s P u b l i c PO L I C E PO L 0 0 3 0 0 B U R E A U O F C R I M I N A L A P P R E H E N S I O N R E P O R T S An n u a l r e p o r t s o f l o c a l l a w e n f o r c e m e n t a c t i v i t i e s c o m p i l e d b y B C A a n d r e t u r n e d t o l o c a l de p a r t m e n t . B C A d o e s n o t m a i n t a i n c o p i e s o f t h e s e r e p o r t s . 5 y e a r s P u b l i c / P r i v a t e M S 1 3 . 8 2 , 260B.171 PO L I C E PO L 0 0 3 5 0 C E R T I F I C A T I O N F O R P E A C E O F F I C E R S F O R S T A T E A I D A P P L I C A T I O N St a t e f o r m P A - 1 . 3 P u b l i c / P r i v a t e M S 1 3 . 4 3 PO L I C E PO L 0 0 4 0 0 D E P A R T M E N T O F C O R R E C T I O N S - A N N U A L R E P O R T Pr i n t o u t o f a l l b o o k i n g s f o r j u r i s d i c t i on . N o t e : p e r t a i n s t o j a i l a g e n c i e s o n l y . 5 P u b l i c / P r i v a t e M S 1 3 . 8 2 PO L I C E PO L 0 0 4 1 0 D I R E C T E D P A T R O L S Re s i d e n t o r c o m m u n i t y r e q u e s t s f o r p a t r o l l i n g s p e c i f i c a r e a s . 6 P u b l i c M S 1 3 . 8 2 , Subd. 3. PO L I C E PO L 0 0 4 2 0 D U T Y R O S T E R Of f i c e r s ' l o g s . 2 P u b l i c M S 1 3 . 8 2 PO L I C E PO L 0 0 4 5 0 E M E R G E N C Y P L A N Un t i l s u p e r s e d e d P u b l i c / P r i v a t e M S 1 3 . 3 7 PO L I C E PO L 0 0 5 0 0 F I N G E R P R I N T C A R D S Sw o r n o f f i c e r s a n d p o l i c e p e r s o n n e l . 5 a f t e r t e r m i n a t i o n o r re t i r e m e n t PrivateMS 13.43 PO L I C E PO L 0 0 5 1 0 F I N G E R P R I N T C A R D S Fo r j a n i t o r s o r p e r s o n s a c c e s s i n g se c u r e d a r e a s w i t h o u t s u p e r v i s i o n . 1 a f t e r t e r m i n a t i o n P u b l i c / P r i v a t e M S 1 3 . 4 3 PO L I C E PO L 0 0 6 0 0 I N T E R N A L I N V E S T I G A T I O N Ca s e f i l e s & r e p o r t s . 6 P u b l i c / p r i v a t e / confidentialMS 13.39, 13.43, 13.82 Re v i s e d : J u l y 2 0 1 3 Page 50 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PO L I C E PO L 0 0 7 0 0 L I A B I L I T Y R E L E A S E S Fo r s e r v i c e s r e n d e r e d ( I . e . l o c k o u t s , r i d e a l o n g s , e t c . ) 1 P u b l i c PO L I C E PO L 0 0 8 0 0 L O G S H E E T S Of f i c e r s . 2 P u b l i c / p r i v a t e / confidentialMS 13.82 PO L I C E PO L 0 0 9 1 0 P A W N S H O P R E C O R D S Re c o r d s a r e k e p t b y P a w n S h o p s t o r e . T h e o n l y r e c o r d s t h e P o l i c e D e p a r t m e n t m a y k e e p ar e t h e p a w n s h o p r e q u e s t s t o c h e c k w h e t h e r a n i t e m i s s t o l e n , h o w e v e r , r e c o r d i s ty p i c a l l y d i s c a r d e d a f t e r t h e c h e c k . Public PO L I C E PO L 0 1 0 0 0 P O L I C E C L E A R A N C E L E T T E R S Cr i m i n a l h i s t o r y o n i n d i v i d u al w i t h i n j u r i s d i c t i o n . 3 P u b l i c / P r i v a t e M S 1 3 . 8 7 PO L I C E PO L 0 1 1 0 0 P O L I C E D E P A R T M E N T R E L I E F A S S O C I A T I O N R E C O R D S Ac t u a r i a l r e c o r d s & p l a n n i n g r e p o r t s . Pe r m a n e n t P u b l i c PO L I C E PO L 0 1 2 0 0 P O L I C E D E P A R T M E N T R E L I E F A S S O C I A T I O N R E C O R D S Fi n a n c i a l r e c o r d s . 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 PO L I C E PO L 0 1 3 0 0 P O L I C E D E P A R T M E N T R E L I E F A S S O C I A T I O N R E C O R D S M e m b e r s h i p F i l e s . Pe r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 4 3 PO L I C E PO L 0 1 4 0 0 P O L I C E D E P A R T M E N T R E L I E F A S S O C I A T I O N R E C O R D S Mi n u t e s . Pe r m a n e n t P u b l i c PO L I C E PO L 0 1 5 0 0 P U B L I C A S S I S T A N C E V O U C H E R R E C O R D S Co p i e s . 1 P r i v a t e M S 1 3 . 4 6 2 PO L I C E PO L 0 1 6 0 0 R E Q U E S T T O I N S P E C T P O L I C E R E P O R T 3 0 d a y s P u b l i c PO L I C E PO L 0 1 7 0 0 S T A T I S T I C A L R E P O R T S Pu r s u i t , b i a s c r i m e , o f f i c e r k i l l e d o r a s s a u l t e d , s u p p l e m e n t a l h o m i c i d e . O r i g i n a l f i l e d w i t h st a t e . 1 P u b l i c PO L I C E PO L 0 1 8 0 0 A N I M A L C O N T R O L S T A T I S T I C A L R E P O R T S 1 P u b l i c PO L I C E PO L 0 1 9 0 0 A N I M A L I M P O U N D / R E L E A S E 1 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 51 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PO L I C E PO L 0 2 0 0 0 C I V I L D E F E N S E F I L E S U n t i l s u p e r s e d e d P u b l i c PO L I C E PO L 0 2 1 0 0 B I C Y C L E S A F E T Y Bi k e p a t r o l , r o d e o s , e t c . 2 P u b l i c PO L I C E PO L 0 2 2 0 0 W Y C Wa t c h Y o u r C a r . 1 a f t e r p a r t i c i p a t i o n ce a s e s Public/private or non-publicMS 13.37 PO L I C E PO L 0 2 3 0 0 D . A . R . E . Dr u g a b u s e r e s i s t a n c e e d u c a t i o n p r o g r a m . 1 P u b l i c PO L I C E PO L 0 2 3 5 0 D A N G E R O U S D O G L I C E N S E 2 a f t e r d e c e a s e d P u b l i c / P r i v a t e M S 1 3 . 3 7 PO L I C E PO L 0 2 4 0 0 M C G R U F F H O U S E 1 a f t e r p a r t i c i p a t i o n ce a s e s Public/private or non-publicMS 13.37 PO L I C E PO L 0 2 5 0 0 N E I G H B O R H O O D C R I M E W A T C H 1 a f t e r p a r t i c i p a t i o n ce a s e s Public/Private or Non-publicMS 13.37 PO L I C E PO L 0 2 6 0 0 O P E R A T I O N I . D . Pe r m a n e n t P u b l i c / P r i v a t e o r Non-publicMS 13.37 PO L I C E PO L 0 2 7 0 0 9 1 1 R E C O R D I N G S 31 d a y s p e r M N R u l e 12 1 5 . 0 9 0 0 s u b p . 5 Public/PrivateMS 13.82, Subd. 3a. PO L I C E PO L 0 2 8 0 0 R A D I O L O G S Di s p a t c h e r . 7 P r i v a t e M S 1 3 . 8 2 PO L I C E PO L 0 2 9 0 0 A C C I D E N T R E P O R T S Au t o m o b i l e ( S t a t e R e p o r t ) I n c l u d e s d a t e , t i m e , p l a c e o f a c t i o n , v e h i c l e s i n v o l v e d , d r i v e r s of v e h i c l e s , a b r i e f f a c t u a l r e c o n s t r u c t i o n o f e v e n t s a s s o c i a t e d w i t h t h e a c t i o n , n a m e s a n d ad d r e s s e s o f w i t n e s s e s n a m e s a n d a d d r e s s e s o f a n y v i c t i m s o r c a s u a l t i e s a n d r e s p o n s e or r e p o r t n u m b e r . 3 P u b l i c / P r i v a t e / ConfidentialMS 13.82, Subd. 3a, 169.09 Re v i s e d : J u l y 2 0 1 3 Page 52 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PO L I C E PO L 0 3 0 0 0 A R R E S T R E P O R T S Ad u l t / J u v e n i l e : i n c l u d e s d a t e , t i m e , p l a c e o f a c t i o n , a n y r e s i s t a n c e e n c o u n t e r e d , a n y pu r s u i t e n g a g e d , w h e t h e r a n y w e a p o n s w e r e u s e d , t h e c h a r g e , a r r e s t o r s e a r c h w a r r a n t s or l e g a l b a s i s f o r a c t i o n , t h e i d e n t i t i e s o f ag e n c i e s , u n i t s w i t h i n a ge n c i e s a n d i n d i v i d u a l pe r s o n s t a k i n g t h e a c t i o n , w h e t h e r a n d w h e r e t h e i n d i v i d u a l i s b e i n g h e l d i n c u s t o d y o r i s be i n g i n c a r c e r a t e d b y t h e a g e n c y , t h e d a t e , t i m e a n d l e g a l b a s i s f o r a n y t r a n s f e r o f cu s t o d y a n d i d e n t i f i c a t i o n o f a g e n c y o r p e r s o n w h o r e c e i v e d c u s t o d y , t h e d a t e , t i m e a n d le g a l b a s i s f o r a n y r e l e a s e f r o m c u s t o d y o r i n c a r c e r a t i o n , t h e n a m e , a g e , s e x a n d l a s t kn o w n a d d r e s s o f a n y a d u l t p e r s o n o r t h e a g e a n d s e x o f a n y j u v e n i l e p e r s o n c i t e d ar r e s t e d o r i n c a r c e r a t e d o r o t h e r w i s e s u b s t an t i a l l y d e p r i v e d o f h i s l i b e r t y , w h e t h e r t h e ag e n c y e m p l o y e d w i r e t a p s o r o t h e r e a v e s d r o p p i n g t e c h n i q u e s , t h e m a n n e r i n w h i c h t h e ag e n c i e s r e c e i v e d t h e i n f o r m a t i o n t h a t l e d t o t h e a r r e s t , a n d t h e r e s p o n s e o r r e p o r t nu m b e r . 7 P u b l i c / P r i v a t e M S 1 3 . 8 2 , Subd. 3a, 260B.171 PO L I C E PO L 0 3 1 0 0 B A I L R E C E I P T S 7 P u b l i c / P r i v a t e M S 1 3 . 8 2 , Subd. 3a PO L I C E PO L 0 3 3 0 0 C A S E F I L E S / O F F E N S E R E P O R T S - A D U L T In c l u d e s i n d i v i d u a l ' s n a m e , d a t e o f b i r t h , t i me o f o c c u r r e n c e , d a t e a n d p l a c e o f a c t i o n , de s c r i p t i o n o f w h a t h a p p e n e d , l o c a t i o n , w h e t h e r a n y w e a p o n s w e r e u s e d , I C R ' s , s t a t i s t i c a l da t a , a n d o t h e r p e r t i n e n t d a t a . 7; i f h o m i c i d e s e e P O L 03 7 0 0 Public/PrivateMS 13.82, Subd. 3a PO L I C E PO L 0 3 4 0 0 C A S E F I L E S / O F F E N S E R E P O R T S - J U V E N I L E JU V E N I L E : I n c l u d e s i n d i v i d u a l ' s n a m e , d a t e o f b i r t h , t i m e o f o c c u r r e n c e , a n d p l a c e o f ac t i o n , d e s c r i p t i o n o f w h a t h a p p e n e d , l o c a t i o n , w h e t h e r a n y w e a p o n s w e r e u s e d , a n d ot h e r p e r t i n e n t d a t a . 7; i f h o m i c i d e s e e P O L 03 7 0 0 Non-public/Private/ ConfidentialMS 13.82, 260B.171 PO L I C E PO L 0 3 5 0 0 C I T A T I O N / T I C K E T S 3 P u b l i c PO L I C E PO L 0 3 6 0 0 C R I M I N A L R E C O R D C H E C K L O G Lo g r e c o r d i n g c r i m i n a l h i s t o r y q u e r i e s v i a s t a t e c o m p u t e r . 3 P u b l i c / P r i v a t e / ConfidentialMS 13.87 PO L I C E PO L 0 3 7 0 0 D E A T H I N V E S T I G A T I O N An y c a s e f i l e o r a n y i n v e s t i g a t i o n i n v o l v i n g a d e a t h . Pe r m a n e n t P r i v a t e M S 1 3 . 8 2 PO L I C E PO L 0 3 7 4 0 E V I D E N C E / P R O P E R T Y L O G S 1 y e a r P u b l i c / P r i v a t e M S 1 3 . 8 2 PO L I C E PO L 0 3 7 5 0 E V I D E N C E / P R O P E R T Y I N V E N T O R Y R E P O R T S Pr o p e r t y w h i c h h a s b e e n f o u n d , c o n f i s c a t e d , s e i z e d , e t c . 7 P r i v a t e M S 1 3 . 8 2 Re v i s e d : J u l y 2 0 1 3 Page 53 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PO L I C E PO L 0 3 8 0 0 F I N G E R P R I N T C A R D S Cr i m i n a l . 7 C o n f i d e n t i a l w h i l e investigation is active; after that PublicMS 13.82 subd 5 PO L I C E PO L 0 3 8 2 0 F O R F E I T U R E F O R M S 3 PO L I C E PO L 0 3 9 0 0 F I R E A R M A P P L I C A T I O N / P E R M I T S In c l u d e s a p p l i c a t i o n t o p u r c h a s e a n d a c o p y o f t h e f i r e a r m p e r m i t t o c a r r y . 6 P r i v a t e M S 1 3 . 8 7 PO L I C E PO L 0 4 0 0 0 F I R E A R M T R A N S F E R 6 P r i v a t e M S 1 3 . 8 7 PO L I C E PO L 0 4 1 0 0 I C R ' s In i t i a l c o m p l a i n t r e p o r t s . 7 P u b l i c / P r i v a t e M S 1 3 . 8 2 PO L I C E PO L 0 4 2 0 0 I N T O X I L Y Z E R T E S T R E S U L T S Or i g i n a l r e c o r d m a i n t a i n e d b y t h e B C A . D ep a r t m e n t c o p y r e t a i n e d i n a c c o r d a n c e w i t h t h e it e m t h e y r e l a t e t o ( I . e . c a s e f i l e o r a r r e s t r e p o r t . ) Public/Private/ ConfidentialMS 13.82, Subd. 5 PO L I C E PO L 0 4 5 0 0 M A S T E R N A M E F I L E Ad u l t . 7 a f t e r l a s t c o n t a c t P u b l i c / P r i v a t e / ConfidentialMS 13.82 PO L I C E PO L 0 4 6 0 0 M A S T E R N A M E F I L E Ju v e n i l e . 7 a f t e r l a s t c o n t a c t P r i v a t e M S 260B.171 PO L I C E PO L 0 4 7 0 0 M U G S H O T S - A D U L T 7 P u b l i c PO L I C E PO L 0 4 7 2 0 M U G S H O T S - J U V E N I L E 7 o r w h e n c h i l d re a c h e s 1 9 ( M S 26 0 B . 1 7 1 s u b d . 5 c ) Private PO L I C E PO L 0 4 8 2 0 T R A F F I C M O N I T O R I N G D E V I C E S Lo g r e c o r d i n g i n s t r u m e n t u s e d , l o c a t i o n s , d e s cr i p t i o n o f v e h i c l e ( l i c e n s e n u m b e r , m a k e & mo d e l ) . L o g s a n d c e r t i f i c a t e o f a c c u r a c y f o r d e v i c e s u s e d f o r v e h i c l e s p e e d c o n t r o l in c l u d i n g b u t n o t l i m i t e d t o R a d a r , L a s e r o r S t a l k e r . 2 P u b l i c M S 1 3 . 8 2 PO L I C E PO L 0 4 8 4 0 R E P O S S E S S I O N L O G S 3 0 d a y s P r i v a t e / N o n - p u b l i c M S 1 3 . 8 2 , Subd. 20 Re v i s e d : J u l y 2 0 1 3 Page 54 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PO L I C E PO L 0 4 8 7 0 V A L I D A T I O N R E P O R T S ( f r o m S t a t e ) Fo r e x a m p l e , r e g a r d i n g s t o l e n p r o p e r t y . 1 P r i v a t e / N o n - p u b l i c M S 1 3 . 8 2 , Subd. 20 PO L I C E PO L 0 4 9 0 0 V E H I C L E I M P O U N D S Ab a n d o n e d , s e i z e d , e t c . 7 P u b l i c PO L I C E PO L 0 5 2 0 0 A D M I S S I O N R E L E A S E R E C O R D S 2 a f t e r i n m a t e i s di s c h a r g e d Public/PrivateMS 13.82 PO L I C E PO L 0 5 3 0 0 F O O D S E R V I C E R E C O R D S Ja i l / l o c k - u p . 1 P u b l i c PO L I C E PO L 0 5 4 0 0 J A I L R E G I S T E R Lo g o f i n d i v i d u a l s h e l d a t f a c i l i t y . Pe r m a n e n t P u b l i c / P r i v a t e M S 260B.171 PO L I C E PO L 0 5 5 0 0 P R I S O N E R P R O P E R T Y R E C E I P T S 2 P u b l i c / P r i v a t e M S 1 3 . 8 5 PO L I C E PO L 0 5 6 0 0 V I D E O T A P E O F B O O K I N G 3 0 d a y s P r i v a t e M S 1 3 . 4 3 PO L I C E PO L 0 5 7 0 0 T R A I N I N G R E C O R D S F O R E A C H O F F I C E R Ex a m p l e s i n c l u d e f i r s t a i d , f i r e a r m t r a i n i n g , a d v a n c e d d r i v i n g , c r i m e s c e n e p r o c e s s i n g , re p o r t w r i t i n g , e t c . 5 a f t e r t e r m i n a t i o n o r re t i r e m e n t Public/PrivateMS 13.43 PO L I C E PO L 0 5 8 0 0 T R A I N I N G R E P O R T Su m m a r y r e p o r t o f e a c h o f f i c e r ' s t r a i n i n g h i s t or y . M a y b e f i l e d i n o f f i c e r ' s p e r s o n n e l f i l e . 5 a f t e r t e r m i n a t i o n o f re t i r e m e n t Public/PrivateMS 13.43 PO L I C E PO L 0 5 8 1 0 A U D I O & V I D E O R E C O R D I N G I N V E N T O R Y L O G An i n v e n t o r y o f e v i d e n t i a r y a u d i o & v i d e o r e c o r d i n g s . Pe r m a n e n t P u b l i c PO L I C E PO L 0 5 8 2 0 D I C T A T E D & A U D I O R E C O R D E D R E P O R T S Au d i o r e c o r d i n g s o f o f f i c e r s r e p o r t s w h i c h ar e s u b s e q u e n t l y t r a n s c r i b e d i n t o w r i t t e n r e p o r t . Al l a u d i o t a p e s w i l l b e t r a n s c r i b e d a n d a c o p y o f t h e t r a n s c r i p t i o n w i l l b e k e p t w i t h t h e c a s e fi l e . Un t i l t r a n s c r i p t i o n i s ap p r o v e d Public/Private/ ConfidentialMS 13.82 PO L I C E PO L 0 5 8 3 0 E X T R A N E O U S A U D I O & V I D E O R E C O R D I N G S Au d i o & v i d e o r e c o r d i n g s w h i c h h o l d n o v a l ue t o t h e s t a t e , c i t y , c i t i z e n s , p o l i c e de p a r t m e n t , o f f i c e r ( s ) , a n d / o r a n y o t h e r p a r t y . En d o f d a i l y s h i f t P u b l i c M S 1 3 . 8 2 Re v i s e d : J u l y 2 0 1 3 Page 55 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PO L I C E PO L 0 5 8 4 0 A R R E S T & C H A R G E Au d i o a n d v i d e o r e c o r d i n g s d e t e r m i n e d t o h a v e e v i d e n t i a r y v a l u e wh e r e s u s p e c t s h a v e be e n a r r e s t e d , i s s u e d c i t a t i o n s a n d / o r a r e p o r t h a s b e e n f o r w a r d e d t o t h e p r o s e c u t o r f o r a ch a r g i n g d e c i s i o n . ( A l l a u d i o t a p e s w i l l b e t r a n s c r i b e d a n d a c o p y o f t h e t r a n s c r i p t i o n w i l l be k e p t w i t h t h e c a s e f i l e ) . FE L O N Y : 9 0 d a y s a f t e r se n t e n c i n g o r i f ap p e a l s , a f t e r di s p o s i t i o n . A L L OT H E R : A f t e r f i n a l ca s e d i s p o s i t i o n . Public/Private/ ConfidentialMS 13.82, Subd. 10, 260B.171 PO L I C E PO L 0 5 8 6 0 G E N E R A L C I T I Z E N C O N T A C T S Au d i o & v i d e o r e c o r d i n g s d e t e r m i n e d t o c o n t a i n i n f o r m a t i o n r e g a r d i n g n o n - e v i d e n t i a r y po l i c e a n d c i t i z e n i n t e r a c t i o n . E X A M P L E : I n c l u d e s a s i t u a t i o n w h e r e a n o f f i c e r i s f l a g g e d do w n b y a c i t i z e n . T h e o f f i c e r w o u l d a c t i v a te t h e m i c r o p h o n e d u e t o t h e u n c e r t a i n t y o f wh a t t h e s i t u a t i o n m a y e n t a i l . W h e n t h e c i t i z e n r e v e a l s t h a t t h e i r c a r b r o k e d o w n , t h e of f i c e r s i m p l y a s s i s t s b y c a l l i n g a t o w t r u c k a n d c l e a r i n g t h e s c e n e . T h i s r e c o r d i n g w o u l d po s s e s s i n f o r m a t i o n o f n o e v i d e n t i a r y o r d e p a rt m e n t a l v a l u e . E X A M P L E : A n o t h e r e x a m p l e ma y o c c u r w h e n a p o t e n t i a l w i t n e s s i s i n t e r v i e w e d b y a n i n v e s t i g a t o r . T h e i n v e s t i g a t o r re a l i z e s , a f t e r r e c o r d i n g t h e p o t e n t i a l w i t n e ss , t h a t t h e i n d i v i d u a l d o e s n o t h a v e a n y pe r t i n e n t i n f o r m a t i o n . T h i s w o u l d t h e n f a l l i n t o t h i s r e t e n t i o n p e r i o d . N o t e : i f t h e p o t e n t i a l wi t n e s s d i d h a v e v a l u a b l e i n f o r m a t i o n , t h e r e c o r d i n g w o u l d f i t i n t o o n e o f t h e c a t e g o r i e s pr e v i o u s l y m e n t i o n e d , b a s e d o n t h e l e v e l o f t h e c r i m e w i t n e s s e d . En d o f D a i l y S h i f t P u b l i c M S 1 3 . 8 2 PO L I C E PO L 0 5 8 7 0 H O M I C I D E S Au d i o & v i d e o r e c o r d i n g s c o n t a i n i n g in f o r m a t i o n r e g a r d i n g a n y h o m i c i d e s . Pe r m a n e n t P u b l i c / C o n f i d e n t i a l M S 1 3 . 8 2 PO L I C E PO L 0 5 8 8 0 I N T E R N A L I N V E S T I G A T I O N S Au d i o & v i d e o r e c o r d i n g d e t e r m i n e d t o h a v e e v i d e n t i a r y v a l u e i n a n y i n t e r n a l in v e s t i g a t i o n s . 6 P u b l i c / P r i v a t e M S 1 3 . 4 3 PO L I C E PO L 0 5 9 0 0 I N T E R V I E W S - A U D I O & V I D E O R E C O R D I N G S De t e r m i n e d t o h a v e e v i d e n t i a r y v a l u e . ( A l l au d i o t a p e s w i l l b e t r a n s c r i b e d a n d a c o p y o f th e t r a n s c r i p t i o n w i l l b e k e p t w i t h t h e c a s e f i l e ) . St a t u t e o f l i m i t a t i o n s fo r c o r r e s p o n d i n g c r i m e Public/ConfidentialMS 13.82 PO L I C E PO L 0 5 9 2 0 U S E O F F O R C E Au d i o & v i d e o r e c o r d i n g s c o n t a i n i n g i n f o r m a t i o n o f a n y i n c i d e n t w h e r e f o r c e w a s u s e d a n d su p e r v i s o r y r e v i e w i s c o m p l e t e d a c c o r d i n g t o d e p a r t m e n t p o l i c y . E X A M P L E : T h i s m a y in c l u d e a s i t u a t i o n w h e r e a n o f f i c e r d o e s n o t m a k e a n a r r e s t , h o w e v e r d o e s u s e f o r c e i n re s o l v i n g a s i t u a t i o n . T h i s c o u l d o c c u r w h e n of f i c e r s a s s i s t p a r a m e d i c s i n b r i n g i n g a n un c o o p e r a t i v e p e r s o n t o t h e h o s p i t a l . T h i s i s a s i t u a t i o n w h e r e f o r c e m a y b e n e c e s s a r i l y us e d b y o f f i c e r s , y e t a n a r r e s t i s n o t m a d e . If a n a r r e s t w e r e m a d e , t h e r e c o r d i n g w o u l d b e re t a i n e d u n d e r t h e p r e v i o u s l y m e n t i o n e d c a t e g o r i e s d e p e n d i n g o n t h e s e v e r i t y o f t h e ch a r g e a g a i n s t t h e p e r s o n . 6 P u b l i c / P r i v a t e / ConfidentialMS 13.39, 13.43, 13.82 PO L I C E PO L 0 5 9 3 0 P H O T O G R A P H S Pi c t u r e s a r e r e t a i n e d i n a c c o r d a n c e w i t h t h e i t e m t h e y r e l a t e t o i n t h e G e n e r a l R e c o r d s Re t e n t i o n S c h e d u l e ( i . e . a l l p i c t u r e s a n d n e g a t i v es r e l a t i n g t o a n a c c i d e n t a r e k e p t 3 y e a r s , pi c t u r e s r e l a t i n g t o a n a r r e s t a r e k e p t 7 y e a r s . ) Se e n o t e i n d e s c r i p t i o n P u b l i c / P r i v a t e M S 1 3 . Re v i s e d : J u l y 2 0 1 3 Page 56 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 1 0 0 A E R I A L P H O T O G R A P H S Ph o t o g r a p h s o f c i t y . Pe r m a n e n t P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 2 0 0 C O N S T R U C T I O N B L U E P R I N T S O R I G I N A L Fo r c o m p l e t e d c i t y b u i l d i n g s , s t r e e t s , s t o r m s e w e r , s i d e w a l k s , e t c . Pe r m a n e n t P u b l i c / N o n - p u b l i c M S 1 3 . 3 7 PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 3 0 0 D E M O L I T I O N R E C O R D S 3 0 P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 4 0 0 E N G I N E E R I N G D E S I G N B O O K S , P R O D U C T D E V E L O P M E N T S T A N D A R D S , SP E C I F I C A T I O N B O O K S , D R A W I N G S Pe r m a n e n t P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 5 0 0 F L O O D C O N T R O L R E C O R D S In c l u d e s h i s t o r y , f e d e r a l d i s a s t e r a s s i s t a n c e i n f o . , r e p o r t s , p h o t o s , d i k e l e v e l c h a r t s . Pe r m a n e n t P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 6 0 0 I N S P E C T I O N & T E S T I N G R E C O R D S Fo r w a t e r m a i n s , s t r e e t s , s t o r m s e w e r s , s i d e w a l k s , e t c . 5 a f t e r t r a n s a c t i o n co m p l e t e Public PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 7 0 0 M A P S - A S B U I L T S Pe r m a n e n t P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 8 0 0 M A P S - T O P O G R A P H I C A L P e r m a n e n t P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 0 9 0 0 P E R M I T S - S T R E E T O P E N I N G 7 a f t e r c o m p l e t i o n P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 0 0 0 P E R M I T S - S T R E E T S E R V I C E L I N E S P e r m a n e n t P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 1 0 0 P L A N S & S P E C I F I C A T I O N S In c l u d i n g s p e c b o o k s . 6 a f t e r r e c e i p t o f a s bu i l t s Public PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 2 0 0 P R O J E C T R E C O R D S Pr o j e c t s s u c h a s s t r e e t i m p r o v e m e n t s . S ho u l d b e r e t a i n e d p e r m a n e n t l y i f p r o j e c t h a s hi s t o r i c a l v a l u e , i s a s s e s s e d , o r i s a m a j o r c a p i t a l i m p r o v e m e n t . No n - a s s e s s e d p r o j e c t s , or p r o j e c t s n o t h a v i n g h i s t o r i c a l v a l u e s u c h a s s t r i p i n g , s e a l c o a t i n g a n d s t r e e t l i g h t i n g n e e d on l y b e r e t a i n e d f o r 5 y r s a f t e r p r o j e c t c o m p l e t i o n . Pe r m a n e n t i f p r o j e c t i s hi s t o r i c a l o r m a j o r ; 5 y i f no t Public Re v i s e d : J u l y 2 0 1 3 Page 57 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 3 0 0 P R O J E C T R E C O R D S Ab a n d o n e d . 3 P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 4 0 0 P R O J E C T R E C O R D S Pr e l i m i n a r y . 6 P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 5 0 0 R I G H T - O F - W A Y D O C U M E N T S P e r m a n e n t P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 6 0 0 S T O R M W A T E R M A N A G E M E N T R E C O R D S 1 0 P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 7 0 0 S T R E E T R E G U L A T I O N S No t p a s s e d . 1 P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 8 0 0 S T R E E T R E G U L A T I O N S Pa s s e d . 1 a f t e r e x p i r a t i o n P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 1 9 0 0 W A S T E W A T E R M A N A G E M E N T R E C O R D S 1 0 P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 2 1 0 0 W A T E R S H E D D I S T R I C T R E C O R D S 1 0 P u b l i c PU B L I C W O R K S - EN G I N E E R I N G PW E 0 2 2 0 0 W E I G H T T I C K E T S 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 58 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 1 0 0 A R B O R C U L T U R E In c l u d e s r e s o u r c e f i l e s , c o p i e s f r o m o u t s i d e s o u r c e s . Re v i e w a n n u a l l y P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 2 0 0 A S P H A L T M I X I N G L O G 2 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 3 0 0 B R I D G E / C U L V E R T I N V E N T O R Y P e r m a n e n t P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 4 0 0 B R I D G E / C U L V E R T M A I N T E N A N C E R E P O R T S 1 0 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 5 0 0 C L I M A T O L O G I C A L G R A P H S 1 0 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 6 0 0 C U R B S T O P R E Q U E S T S 2 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 7 0 0 D A I L Y W O R K S C H E D U L E S , C R E W S C H E D U L E S 1 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 8 0 0 D I K E M A I N T E N A N C E R E C O R D S P e r m a n e n t P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 0 9 0 0 D R I V E W A Y G U T T E R P A T C H I N G R E C O R D S 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 0 0 0 E M E R G E N C Y S T O R M D A M A G E In c l u d e s r e q u e s t f o r p i c k u p a n d h a ul i n g , r e p o r t s , a n d d o c u m e n t a t i o n . 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 1 0 0 E N V I R O N M E N T A L C O M P L A I N T S R E P O R T S In c l u d e s d i s p o s i t i o n . Pe r m a n e n t P u b l i c / P r i v a t e M S 1 3 . 4 4 PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 2 0 0 F I L L M A T E R I A L R E Q U E S T S 1 0 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 3 0 0 F R E E Z I N G C O N D I T I O N S E M E R G E N C Y L O G 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 59 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 3 5 0 M A I N T E N A N C E / I N S P E C T I O N O F F A C I L I T I E S In c l u d i n g p i c n i c f a c i l i t i e s , b a l l f i e l d s , p l a y g r o u n d s , t r a i l s , b i k e w a y s e t c . f o r m a i n t e n a n c e pu r p o s e s . 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 4 0 0 M A N H O L E C O N D I T I O N F I E L D R E P O R T S / S U M M A R Y S H E E T S 2 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 5 0 0 M A N H O L E R E P A I R R E P O R T 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 6 0 0 M N D O T C O R R E S P O N D E N C E 6 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 7 0 0 P R O B L E M S T R E E T A R E A R E P O R T S 1 0 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 7 5 0 R E C O N C I L L I A T I O N R E P O R T S Un d e r g r o u n d f u e l t a n k t e s t i n g r e s u l t s . 10 ( M N R u l e s 71 5 0 . 0 4 5 0 ) Public PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 1 8 0 0 R E F O R E S T A T I O N P R O G R A M In c l u d i n g s c h e d u l e , p u r c h a s i n g i n fo r m a t i o n , c i t i z e n s ' i n v o l v e m e n t . 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 0 0 0 S I D E W A L K R E P A I R R E C O R D S 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 1 0 0 S N O W R E M O V A L E M E R G E N C Y P L A N S U n t i l s u p e r s e d e d P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 2 0 0 S N O W R E M O V A L L O G S 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 3 0 0 S T R E E T C O M P O S I T I O N R E P O R T S P e r m a n e n t P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 4 0 0 S T R E E T I N V E N T O R Y / C O N D I T I O N R E C O R D S 1 0 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 5 0 0 S T R E E T P A T C H R E Q U E S T S 2 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 60 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 6 0 0 S T R E E T R E S U R F A C I N G L O G S 1 0 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 7 0 0 S T O R M S E W E R L I F T S T A T I O N S P U M P R E P O R T S L i f e o f e q u i p m e n t p l u s 2y Public PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 8 0 0 T R E E D I S E A S E C O N T R O L In c l u d e s i n s p e c t i o n r e p o r t s , r e m o v a l r e p o r t s . 5 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 2 9 0 0 V E H I C L E S A F E T Y I N S P E C T I O N R E P O R T S 3 P u b l i c PU B L I C W O R K S - MA I N T E N A N C E / O P S PW M 0 3 0 0 0 W E E D C O M P L A I N T & R E P O R T S In c l u d e s d i s p o s i t i o n o f c o m p l a i n t . 3 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 61 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S RE C O R D S M G M T RM G 0 0 1 0 0 A U T H O R I T Y T O D I S P O S E O F R E C O R D S S T A T E F O R M ( P R - 1 ) Us e d t o a p p r o v e d e s t r u c t i o n o f r e c o r d s no t o n a n a p p r o v e d r e t e n t i o n s c h e d u l e . Pe r m a n e n t P u b l i c RE C O R D S M G M T RM G 0 0 2 0 0 H I S T O R I C A L D A T A / P H O T O G R A P H S P e r m a n e n t P u b l i c RE C O R D S M G M T RM G 0 0 3 0 0 M I C R O F I L M I N D E X L i s t o f d o c u m e n t s t h a t h a v e b e e n m i c r o f i l m e d . Un t i l s u p e r s e d e d P u b l i c RE C O R D S M G M T RM G 0 0 4 0 0 P R O C E D U R E S Wr i t t e n p r o c e d u r e s & p o l i c i e s r e l a t i v e t o r e c o r d s m a n a g e m e n t . Un t i l s u p e r s e d e d P u b l i c RE C O R D S M G M T RM G 0 0 5 0 0 R E C O R D S I N V E N T O R I E S Li s t o f s p e c i f i c t y p e s o f r e c o r d s g e n e r a t e d b y t h e a g e n c i e s ' s t a f f . U s e d f o r g e n e r a t i n g re t e n t i o n s c h e d u l e s . Un t i l s u p e r s e d e d P u b l i c RE C O R D S M G M T RM G 0 0 6 0 0 R E C O R D S C H E C K O U T R E Q U E S T Do c u m e n t s t h e a c c e s s o f r e c o r d s r e t r i e v e d f r o m R e c o r d s C e n t e r o r o t h e r f a c i l i t y . 6 m o n t h s P u b l i c RE C O R D S M G M T RM G 0 0 7 0 0 R E C O R D S D I S P O S I T I O N A U T H O R I Z A T I O N In t e r n a l l i s t o f r e c o r d s t h a t h a v e b e e n a u t h o r i z e d f o r d e s t r u c t i o n a n d a r e l i s t e d o n a s t a t e ap p r o v e d r e t e n t i o n s c h e d u l e . Pe r m a n e n t P u b l i c RE C O R D S M G M T RM G 0 0 8 0 0 R E C O R D S I N V E N T O R Y R E P O R T In d e x o f r e c o r d s s t o r e d b y c i t y a n d t h e r e c o r d s l o c a t i o n s . Un t i l s u p e r s e d e d P u b l i c RE C O R D S M G M T RM G 0 0 9 0 0 R E C O R D S M A N A G E M E N T M A N U A L Do c u m e n t s t h e p o l i c i e s a n d p r o c e d u r e s o f t h e d i f f e r e n t p r o g r a m s i n r e c o r d s ma n a g e m e n t . M a y i n c l u d e t r a i n i n g m a t e ri a l s , r e t e n t i o n s c h e d u l e s , m i c r o g r a p h i c pr o c e d u r e s , v i t a l r e c o r d s p r o t e c t i o n p r o c e d u r e s , f i l e s t a n d a r d s , a n d g e n e r a l r e c o r d s gu i d e l i n e s . Un t i l s u p e r s e d e d P u b l i c RE C O R D S M G M T RM G 0 1 0 0 0 R E C O R D S R E T E N T I O N S C H E D U L E S Li s t o f s p e c i f i c t y p e s o f r e c o r d s m a i n t a i n e d b y a n a g e n c y a n d t h e p e r i o d o f t i m e t h a t e a c h ty p e s h o u l d b e r e t a i n e d . Un t i l s u p e r s e d e d P u b l i c RE C O R D S M G M T RM G 0 1 1 0 0 R E C O R D S T R A N S F E R / T R A N S M I T T A L L I S T Do c u m e n t a t i o n t h a t t r a c k s a n d v e r i f i e s t h e t r a n s f e r o f r e c o r d s . 1 o r u n t i l t h e r e c o r d s ar e r e m o v e d / d e s t r o y e d Public Re v i s e d : J u l y 2 0 1 3 Page 62 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S UT I L I T I E S UT L 0 0 1 0 0 A B A N D O N E D M A I N S A N D S E R V I C E S A S B U I L T In c l u d e s p l a n s o f p r i v a t e s e w e r a n d w a t e r s y s t e m s . Pe r m a n e n t P u b l i c UT I L I T I E S UT L 0 0 2 0 0 A D J U S T M E N T R E P O R T S 3 P u b l i c UT I L I T I E S UT L 0 0 3 0 0 A F F I D A V I T / C O N T R A C T O R P e r m a n e n t P u b l i c UT I L I T I E S UT L 0 0 5 0 0 B A C T E R I O L O G I C A L T E S T / A N A L Y S I S 5 P u b l i c UT I L I T I E S UT L 0 0 6 0 0 B I L L I N G S ( R E G I S T E R ) 4 P u b l i c UT I L I T I E S UT L 0 0 8 0 0 C H E M I C A L A N A L Y S I S 1 0 P u b l i c UT I L I T I E S UT L 0 0 8 5 0 C U S T O M E R D A T A / M U N I C I P A L U T I L I T I E S 6 P r i v a t e i f e l e c t r i c ; Public if water or sewerMS 13.679 UT I L I T I E S UT L 0 0 9 0 0 D A I L Y T R A N S A C T I O N R E P O R T S 5 P u b l i c UT I L I T I E S UT L 0 1 0 0 0 D E L I N Q U E N T R E P O R T S 2 P u b l i c UT I L I T I E S UT L 0 1 1 0 0 D I S T R I B U T I O N R E P O R T S 6 P u b l i c UT I L I T I E S UT L 0 1 2 0 0 E P A R E P O R T S Co m p l a i n t s , e t c . 10 I n a c t i v e : P u b l i c . Active: varies depending on nature and action of complaint. Private/Non-publicMS 13.39 MS 13.44 UT I L I T I E S UT L 0 1 3 0 0 E Q U I P M E N T R E P O R T S Ma i n t e n a n c e r e c o r d s , e t c . Li f e o f e q u i p m e n t P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 63 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S UT I L I T I E S UT L 0 1 4 0 0 F I R E H Y D R A N T M A I N T E N A N C E 6 P u b l i c UT I L I T I E S UT L 0 1 5 0 0 F R O Z E N W A T E R L I N E S L O G B O O K Co m p l a i n t s , e t c . Pe r m a n e n t P u b l i c UT I L I T I E S UT L 0 1 6 0 0 G O P H E R S T A T E O N E R E C O R D S Ci t y ' s c o p y . 1 P u b l i c UT I L I T I E S UT L 0 1 7 0 0 H E A L T H D E P A R T M E N T R E P O R T S Co m p l a i n t s , e t c . 12 I n a c t i v e : P u b l i c . Active: varies depending on nature and action of complaint. Private/Non-public.MS 13.39 MS 13.44 UT I L I T I E S UT L 0 1 8 0 0 I N S P E C T I O N S - S E R V I C E N E W M A I N S P e r m a n e n t P u b l i c UT I L I T I E S UT L 0 1 9 0 0 M A I N T E N A N C E P U M P S T A T I O N S 1 P u b l i c UT I L I T I E S UT L 0 2 0 0 0 M E T E R R E A D I N G C A R D S / S H E E T S In c l u d i n g p r i n t o u t s f r o m e l e c t r o n i c a l l y r e a d m e t e r s . 3 P u b l i c UT I L I T I E S UT L 0 2 1 0 0 M E T E R R E C O R D S Li f e o f e q u i p m e n t P u b l i c UT I L I T I E S UT L 0 2 1 3 0 P E A K D E M A N D R E P O R T S 3 P u b l i c UT I L I T I E S UT L 0 2 1 6 0 O U T A G E R E P O R T S 3 P u b l i c UT I L I T I E S UT L 0 2 2 0 0 P U M P I N G R E P O R T S Li f e o f p u m p P u b l i c UT I L I T I E S UT L 0 2 4 0 0 R E P O R T S A N D S T U D I E S Co m p r e h e n s i v e s e w e r p l a n d a t a ; i n c l u d e s m a p s , s t a t i s t i c s , c a p a c i t y , l i f e s t a t i o n s , f u t u r e de v e l o p m e n t , p r o j e c t s a n d l a y o u t s . 10 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 64 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S UT I L I T I E S UT L 0 2 5 0 0 S E R V I C E L I N E A N D A D D R E S S C A R D S Ti e s t o a l l s e w e r a n d w a t e r s e r v i c e s . Pe r m a n e n t P u b l i c UT I L I T I E S UT L 0 2 6 0 0 S E R V I C E R E Q U E S T S Fo r w a t e r l i n e s , s e w e r l i n e s , m an h o l e r e p a i r s , c u r b b o x , v a l v e bo x r e p a i r s , h y d r a n t r e p a i r s an d a l t e r a t i o n s a n d r e p a i r o r d e r s . As l o n g a s c u s t o m e r i s ac t i v e Public UT I L I T I E S UT L 0 2 6 3 0 S E W E R B A C K U P R E C O R D S 1 5 P u b l i c UT I L I T I E S UT L 0 2 7 0 0 S E W E R C L E A N I N G R E P O R T S 6 P u b l i c UT I L I T I E S UT L 0 2 8 0 0 S E W E R D I S C H A R G E P E R M I T S 5 a f t e r e x p i r a t i o n P u b l i c UT I L I T I E S UT L 0 2 8 3 0 S E W E R M A I N B R E A K R E C O R D S P e r m a n e n t P u b l i c UT I L I T I E S UT L 0 2 9 0 0 S H U T O F F L I S T 2 P u b l i c UT I L I T I E S UT L 0 3 0 0 0 U T I L I T Y A C C O U N T C H A N G E O R D E R S 2 P r i v a t e i f e l e c t r i c ; Public if water or sewerMS 13.679 UT I L I T I E S UT L 0 3 0 5 0 U T I L I T Y P A Y M E N T S T U B 2 P r i v a t e i f e l e c t r i c ; Public if water or sewerMS 13.679 UT I L I T I E S UT L 0 3 1 0 0 W A T E R A N D S E W E R A N A L Y S I S 1 0 P u b l i c UT I L I T I E S UT L 0 3 2 0 0 W A T E R M A I N B R E A K R E C O R D S P e r m a n e n t P u b l i c UT I L I T I E S UT L 0 3 3 0 0 W A T E R M E T E R R E P L A C E M E N T S H E E T S P e r m a n e n t P u b l i c UT I L I T I E S UT L 0 3 4 0 0 W E L L P E R M I T S 5 a f t e r a b a n d o n m e n t o f we l l Public Re v i s e d : J u l y 2 0 1 3 Page 65 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S VI T A L S T A T I S T I C S VI T 0 0 1 0 0 B I R T H R E C O R D S Pe r m a n e n t P u b l i c / P r i v a t e / C o n f i dentialMS 144.225 MS 144.218 MS 259.49 VI T A L S T A T I S T I C S VI T 0 0 2 0 0 D E A T H R E C O R D S Pe r m a n e n t P u b l i c / P r i v a t e M S 1 4 4 . 2 2 5 VI T A L S T A T I S T I C S VI T 0 0 3 0 0 H O S P I T A L L I S T S O F B I R T H S A N D D E A T H S 1 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 66 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S WA S T E M G M T WS T 0 0 1 0 0 C L E A N - U P D A Y I N F O / P E R M I T S An n u a l c i t y s p o n s o r e d e v e n t s a l l o w i n g r e s i d e n ts t o d i s p o s e o f i t e m s s u c h a s b a t t e r i e s , ca r p e t i n g , t i r e s , a n d m a j o r a p p l i a n c e s . 5 a f t e r e v e n t P u b l i c WA S T E M G M T WS T 0 0 2 0 0 C O M P O S T I N G / Y A R D W A S T E R E G U L A T I O N S U n t i l s u p e r s e d e d P u b l i c WA S T E M G M T WS T 0 0 3 0 0 C U R B S I D E R E C Y C L I N G P R O G R A M 6 P u b l i c WA S T E M G M T WS T 0 0 4 0 0 D R O P O F F S I T E / R E C Y C L I N G Y A R D W A S T E 5 P u b l i c WA S T E M G M T WS T 0 0 5 0 0 E N V I R O N M E N T A L A S S E S S M E N T W O R K S H E E T (E A W ) : E n v i r o n m e n t a l I m p a c t S t a t e m e n t s ( E I S ) , e v a l u a t i o n s o f d e v e l o p m e n t o r re d e v e l o p m e n t s i t e s , h e a r i n g d o c u m e n t s , me e t i n g m i n u t e s & r e s o l u t i o n o f f i n d i n g s . 30 P u b l i c WA S T E M G M T WS T 0 0 6 0 0 E X C E P T I O N R E P O R T S D o c u m e n t s t h e n o n - r e c e i p t o f t h e U n i f o r m H a z a r d o u s W a s t e M a n i f e s t . C a n b e a c o p y o f th e m a n i f e s t w i t h a n o t a t i o n s t a t i n g t h a t t h e r e t u r n c o p y w a s n o t r e c e i v e d . T h e n o t e sh o u l d e x p l a i n t h e e f f o r t s t a k e n t o l o c a t e th e h a z a r d o u s s u b s t a n c e a n d t h e r e s u l t s o f 30 P u b l i c WA S T E M G M T WS T 0 0 7 0 0 H O U S E H O L D H A Z A R D O U S W A S T E C O L L E C T I O N C E N T E R Ac c e p t s p a i n t s , c o r r o s i v e s , f l a m m a b l e s , t o xi c s , u s e d m o t o r o i l , c a r / t r u c k b a t t e r i e s . 30 P u b l i c WA S T E M G M T WS T 0 0 8 0 0 I D E N T I F I C A T I O N N U M B E R S Va r i o u s i d e n t i f i c a t i o n n u m b e r s a s s i g n e d b y i n st i t u t i o n s ( i . e . E n v i r o n m e n t a l P r o t e c t i o n Ag e n c y F e d e r a l R e g u l a t o r s , S t a t e o r C o u n t y ) . Un t i l s u p e r s e d e d P u b l i c WA S T E M G M T WS T 0 0 9 0 0 L A N D F I L L / G A R B A G E D U M P S I T E S Lo c a t i o n o f a n y f i l l , r e c o r d s o f m a t e r i a l s de p o s i t e d , c o v e r m a t e r i a l s u s e d , r e p o r t s o f le a c h a t e a n d m e t h a n e l e a k a g e a n d t r e a t m e n t , s o u r c e o f f i l l m a t e r i a l s , ( h o u s e h o l d , co m m e r c i a l ) s o u r c e o f c o v e r m a t e r i a l s , i n s p e c t i o n r e p o r t s . 30 P u b l i c WA S T E M G M T WS T 0 1 0 0 0 M A T E R I A L S A F E T Y D A T A S H E E T S 3 0 P u b l i c WA S T E M G M T WS T 0 1 1 0 0 N O T I C E S O F C O M M E R C I A L H A Z A R D O U S S U B S T A N C E Ty p e s o f m a t e r i a l s , c h e m i c a l s , e t c . s t o r e d a n d u s e d b y c o m m e r c i a l a n d i n d u s t r i a l u s e r s wi t h i n m u n i c i p a l i t y . 30 P u b l i c Re v i s e d : J u l y 2 0 1 3 Page 67 of 68 SE C T I O N CO D E T I T L E & D E S C R I P T I O N R E T E N T I O N PE R I O D CLASSIFICATIONSTATUTE GE N E R A L R E C O R D S R E T E N T I O N S C H E D U L E F O R M I N N E S O T A C I T I E S WA S T E M G M T WS T 0 1 2 0 0 N O T I C E O F S P I L L ( S ) Mi n n e s o t a P o l l u t i o n C o n t r o l A g e n c y r e p o r t s o n l o c a t i o n s o f s p i l l s , m a t e r i a l s s p i l l e d , c l e a n - up e f f o r t s e m p l o y e d , e t c . 30 P u b l i c WA S T E M G M T WS T 0 1 3 0 0 O P E N B U R N I N G P E R M I T S St a t e a n d C i t y p e r m i t s f o r h a z a r d o u s a n d s o l i d w a s t e b u r n i n g . 30 P u b l i c WA S T E M G M T WS T 0 1 4 0 0 R E C L A M A T I O N A G R E E M E N T S Ag r e e m e n t w i t h c o m p a n y t o t r a n s f e r , di s p o s e o f o r t r e a t t h e s u b s t a n c e . 30 a f t e r t e r m i n a t i o n o r ex p i r a t i o n ( L 9 C F R 19 1 0 . 2 0 ) Public WA S T E M G M T WS T 0 1 5 0 0 R E C Y C L I N G B I N S & A C C E S S O R I E S P R I C E S H E E T Re s a l e t o r e s i d e n t s . 3 P u b l i c WA S T E M G M T WS T 0 1 6 0 0 R E C Y C L I N G B R O C H U R E S U n t i l s u p e r s e d e d P u b l i c WA S T E M G M T WS T 0 1 7 0 0 R E P O R T S Al l d i s c l o s u r e f o r m s & a n n u a l r e p o r t s . 30 f r o m d a t e r e p o r t wa s d u e ( M N R u l e s 70 4 5 . 0 2 9 4 ) s Public WA S T E M G M T WS T 0 1 8 0 0 S L U D G E D I S P O S A L 5 P u b l i c WA S T E M G M T WS T 0 1 9 0 0 T E S T R E S U L T S Re s u l t s o f s u b s t a n c e a n a l y s i s o r o t h e r d e t e rm i n a t i o n s u s e d t o e v al u a t e t h e s u b s t a n c e . 30 f r o m d a t e s e n t t o o f f - si t e f a c i l i t y ( M N R u l e s 70 4 5 . 0 2 9 4 ) Public WA S T E M G M T WS T 0 2 0 0 0 T R A N S P O R T I N F O R M A T I O N Do c u m e n t a t i o n c o n c e r n i n g t h e c o m p a n y t h a t t r a n s p o r t s t h e h a z a r d o u s s u b s t a n c e s . Sh o u l d i n c l u d e t h e n a m e a n d E P A n u m b e r o f t h e c o m p a n y . 30 ( 4 0 C F R 2 6 3 . 2 0 ) P u b l i c WA S T E M G M T WS T 0 2 1 0 0 U N I F O R M H A Z A R D O U S W A S T E M A N I F E S T S St a t e r e q u i r e d d o c u m e n t f o r t h e i d e n t i f i c a ti o n o f t r a n s p o r t e d h a z a r d o u s s u b s t a n c e s . 30 f r o m d a t e o f ac c e p t a n c e b y tr a n s p o r t e r ( 4 0 C F R 26 3 . 2 0 ) Public Re v i s e d : J u l y 2 0 1 3 Page 68 of 68 AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE MARCH 7, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Consideration of Appointments to Advisory Commissions DEPARTMENT: Administration CITY MANAGER’S APPROVAL: BY/DATE: Katie Bruno BY/DATE: BACKGROUND: Commissioner Grace Lee resigned from the Planning & Zoning Commission on January 5, 2016. Commissioner Charles Tyler resigned from the Traffic Commission in October 2014. Both members moved out of the city. The City advertised for the openings, and received applications from the following four residents; Michael Novitsky, Nick Novitsky, Eric Penniston and Adam Schill. Council interviewed all four of the applicants on February 22, 2016. Recommendation: It is recommended that the council make the following appointments: Traffic Commission, term ending 4-1-2019 __________________________________ Planning & Zoning, term ending 4-1-2017 ___________________________________ RECOMMENDED MOTION(S): MOTION: Move to appoint volunteers to serve on various commissions as recommended. ATTACHMENTS: AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE MARCH 7, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Consideration of Change in Polling Place-Precinct 3 DEPARTMENT: Administration CITY MANAGER’S APPROVAL: BY/DATE: Katie Bruno BY/DATE: BACKGROUND: For several years the City has had eight Election Precincts, at the following assigned Polling Places: 1.John P. Murzyn Hall 2.Immaculate Conception Church 3.Parkview Villa 4.Highland Elementary 5.First Lutheran Church 6.Highland Elementary 7.Valley View Elementary 8.Valley View Elementary Parkview Villa is currently undergoing interior renovations, and we have not been able to confirm if they will be able to support an election. Parking at the location is very limited, with the majority of the parking lot spaces reserved for residents. This often requires voters to park on the highly traveled 40th Ave. The City sold Parkview Villa in 2015, and no longer has the same connections. With the planned opening of the new library in June, 2016, council is asked to consider changing the polling location to the new library. The community room would provide ample space for voting, accessibility is excellent and the parking is ample. If Council should approve the change; Anoka County will send out postcards to all registered voters in Precinct 3 informing them of the change in polling location. The City will be responsible for cost of postage for this mailing, which is anticipated to be approximately $450. Funds are available in the election budget, and if necessary; contingencies. RECOMMENDED MOTION(S): Motion to designate the New Columbia Heights Library, located at 3939 Central Ave NE as the official election polling place for Precinct 3 for future City, County, State and Federal Elections. ATTACHMENTS: Resolution No. 2016-21 Current Precinct Map Change in polling Place RESOLUTION NO. 2016-21 A RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA, RESOLUTION DESIGNATING CHANGE IN POLLING PLACE, PRECINCT #3 WHEREAS, Resolution No. 76-65 established nine precinct boundaries for the City of Columbia Heights, and WHEREAS, Resolution No. 92-41 reduced those precincts from 9 to 8, and WHEREAS, the City has previously used Parkview Villa for Precinct 3, and the City no longer owns Parkview Villa, and WHEREAS, the City is building a new library within the precinct boundaries, and WHEREAS, State law requires that the City Council designate polling locations by Resolution ORDER OF COUNCIL BE IT HEREBY RESOLVED by the City Council of the City of Columbia Heights, in compliance with the terms and provisions of Minnesota Statutes Section 204B.16, the polling location for Precinct 3 is hereby established at the Columbia Heights Library, located at 3939 Central Ave NE for 2016 an all future elections. Passed this 14th day of March, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk/Council Secretary AVE47 1/2 CR E S T HIGHLAND AVE ST I N S O N 5T H 4T H AVE 6T H AVE50TH AVE AVE47TH PI E R C E ST FI L L M O R E AVE47TH AVE46TH STST STSTST JO H N S O N TA Y L O R PO L K TY L E R UPL A N D GOLF PL LNMAIDEN AVE45TH AVE44 1/2 ST ST 45 1/2 AVE ST ST STSTSTST AVE AR T H U R PL AR T H U R BL V D AVE46TH AVE47TH 45TH ST ST STSTST AVE STST AVE 45TH AVE7T H MC L E O D 43RD 44TH LEA N D E R ST RO Y C E AVE43 1/2 ST AVE AVE 44TH 43RD AVE ST I N S O N LA N E 42ND BLVD 41ST FI L L M O R E AVE42ND AVE ST I N S O N AVE AVE BL V D 5T H 3R D 2N D 6T H 4T H MA I N AVE44TH AVE44TH AVE43RD43RD AVE42ND 42ND ST AVE STST P A S S PLACE TERRACE 51ST COURT PL ST STSTSTSTST DRCHALET DRARGONNE BL V D DR RA I N I E R PAS S AVE53RD ST ST ST AVE AVE 51ST 52ND 50 1/2 AVE JE F F E R S O N PK W Y IN N S B R U C K JO H N S O N PIERCE 50TH TY L E R 49 1/2 AVE ST TE R R A C E ST S T FI L L M O R E LINCOLN JA C K S O N MO N R O E MA D I S O N 7T H PKWY FORESTINNSBRUCK PK W Y WEST PL DRFAIRWAY 49TH ST CIRCLE AVE40TH 40THHA Y E S ST POL K TYL E R RESE R V O I R VA N B U R E N JA C K S O N QU I N C Y MO N R O E MA D I S O N JE F F E R S O N WA S H I N G T O N 7T H STSTSTST ST GOULD STSTSTST ST ST ST AVE 39 1/2 BL V D AVE 39TH STST BLVD AVE39TH ST STSTST 65 STSTST PKWY H A R T CL E V E L A N D AR T H U R AVE PE T E R S AV E 41ST ST ST 6T H ST 4T H 5T H 3 R D 40TH ST ST 3R D AVE40TH L O O K O U T ST AVE 41ST SUMMIT HUSET ST39TH 38TH AVE MILL PL P L CA L I F O R N I A E D G E M O O R AVE AVE TE R R A C E BLV D 41ST WA S H I N G T O N 2 1 / 2 VA N B U R E N JA C K S O N QU I N C Y MO N R O E MA D I S O N JE F F E R S O N PO L K BU C H A N A N INNS B R U C K PL38TH HA Y E S ST PI E R C E JO H N S O N RES E R V O I R AVE37TH LI N C O L N BU C H A N A N POL K TYLE R VA N B U R E N JA C K S O N QU I N C Y 38TH ST MA D I S O N PL MA D I S O N AVE AVE B L V D ST I N S O N AVE37TH PL ST MA I N 5T H 38TH 37TH2 1 / 2 3R D 2N D AVE37TH MC K I N L E Y STSTST CE N T R A L A V E . N E JE F F E R S O N BE N J A M I N ST UN I V E R S I T Y A V E . N E 47 MU L C A R E B U C H A N A N S T POL K C I R . IN N S C I R . W . ST . I M E R D R BOREALIS LN KHYBER LN CHEERY LN WA S H I N G T O N SULL I V A N L N SULLIVAN WAY 65 CE N T R A L A V E . N E IV A N H O E P L RE S E R V O I R B L V D RE S E R V O I R B L V D BE N J A M I N P L UL Y S S E S S T 47 UN I V E R S I T Y A V E . N E VA N B U R E N JA C K S O N QU I N C Y MO N R O E MA D I S O N JE F F E R S O N WA S H I N G T O N 7T H STSTSTST STSTSTST ST 6T H ST 4T H 5T H ST FAIRWAY DRIVE CREST NORTH UPLAND S T . M O R I T Z D R . MATTERHORN MO L A N T E R R . SULLIVAN DR ST 4T H ST 5T H 48TH 49TH ST WA S H I N G T O N JE F F E R S O N ST ST 4T H ST 5T H ST WA S H I N G T O N ST JE F F E R S O N AVE46 1/2 PARKVIEW LN BU C H A N A N S T TY L E R P L TY L E R P L 45TH C H A T H A M R O A D H E I G H T S D R I V E ST ST PI E R C E DR PE N N I N E DR PL EA S T U P L A N D C R E S T WE S T UP L A N D CR E S T 6T H ST 6T H ST SU L L I V A N D R LOMIANKI LN PARKVI E W PL KE Y E S S T LA B E L L E S T MC K E N N A S T GU A V I T T E S T MAUREEN LN MA U R E E N D R KAREN LN KATHY LN 42 1/2 AVE GR A N D AVE PA R K S I D E L N GRANDVIEW CT WA Y JOLLY LN LOGACZ LN ORENDORF WAY NAEGELE AVE BA K K E N B L V D VE T E R A N S W A Y ST 3R D OF CITY FRIDLEYCITY OF HILLTOP MINNEAPOLIS (WATERWORKS) CI T Y O F F R I D L E Y CITY OF FRIDLEY CI T Y O F S T . A N T H O N Y CI T Y O F N E W B R I G H T O N PARK LAKE LAKE COURT WARGO BEACH SILVER SILVER HUSET PARK HUSET PARK KEYES PARK LO M A N K I P A R K HILL T O P P A R K EDGEMOOR PARK LABELLE PARK MC KENNA PARK PRESTEMON PARK GAUVITTE PARK OSTRANDER PARK SULLIVANLAKEPARK CURT RAMSDELL PARK ALBERTA. KORDIAKPARK SULLIVAN LAKE CLOVER POND HIGHLAND LAKE SECONDARY SILVER HART LABELLE JA C K S O N P O N D POND POND LAKE LAKE ZUREKPOND City ManagerWalter R. Fehst City EngineerKevin R. Hansen Q:\gis\gisdata\planning\Voting Precincts.mxd 78 1 2 3 5 6 4 Columbia HeightsHighSchoolCentralMiddleSchool City ofCOLUMBIA HEIGHTSVOTINGPRECINCTS L E G E N D Map Sources - Columbia Heights:Public WorksEngineeringGIS Map Date: August 2008 0 0.250.06250.1250.1875 Miles County Comissioner District 4School District 13Congressional District 5Legislative District 50A Immaculate Conception Church4030 Jackson St NEParkview Villa965 40th Ave NEHighland Elementary School1500 49th Ave NEFirst Lutheran Church1555 40th Ave NEHighland Elementary School1500 49th Ave NEValley View Elementary School800 49th Ave NEValley View Elementary School800 49th Ave NE 2 3 4 5 6 7 8 John P. Murzyn Hall530 Mill St.1 Precinct BoundaryPrecinct Number4 Polling Places 39