DUBLIN BOROUGH RESOLUTION NO. 2016-03 A RESOLUTION DECLARING INTENT TO FOLLOW THE SCHEDULES AND PROCEDURES FOR DISPOSITION OF RECORDS AS SET FORTH BY RESOLUTION 2009-02.
WHEREAS, by virtue of Resolution No. 2009-02, adopted on April 13, 2009, the Borough of Dublin declared its intent to follow the schedules and procedures for the disposition of records as set forth in the Municipal Records Manual approved December 16, 2008; and WHEREAS, in accordance with Act 428 of 1968, each individual act of disposition shall be approved by Resolution of the governing body of the municipality; NOW, THEREFORE, BE IT RESOLVED by Borough Council, Dublin Borough, Bucks County, Pennsylvania, in accordance with the above cited Municipal Records Manual, hereby authorizes the disposition of the following public records: As defined on attached Appendix A. Adopted by the Dublin Borough Council, County of Bucks, the Commonwealth of Pennsylvania, this 25th day of January, 2016. Dublin Borough Council
____________________________ Jeffrey Sharer, President Attest: _______________________________ William Wert, Secretary
DUBLIN BOROUGH RESOLUTION NO. 2016-03 APPENDIX A
CODE
RECORD DESCRIPTION
TIME PERIOD
AL-1
Miscellaneous correspondence , memos, agreements, lists, directories
1974-2014
AL-8
Miscellaneous bids and proposals
1980-2010
AL-10
Miscellaneous information regarding disaster plans
1979-2005
AL-12
Election records
1979-2012
Retain eleven months
AL-14
Miscellaneous grant records
1973-2013
Retain as per requirements of grant agency – (None)
AL-17
Insurance claims and policies
1991-2007
AL-22
Expired Nextel telephone service protection plan
1983-1991
AL-25
Municipal liens records
1990-1999
Retain 1 year after satisfied
Al-26
Bucks County bank loan records
1980-1996
Retain 6 years after final loan payment
AL-28
Municipal ordinance violation notices
1973-1982
Retain 30 days after issue is resolved
AL-29
Oaths of office
1974-2007
Retain 6 years
AL-30
Various permits and licenses
1974-2001
Retain 3 years
AL-31
Petition for 122 Maple Avenue, Petition for J&D Video, Petition for sale of open space on Cobblestone Drive
1990,2000
Retain 5 years
AL-35
Advertising proof
1993-2004
Retain 10 years
1990-2004
Retain 10 years
1974-2010
Retain as long as of Administrative Value
2001-2009
Retain 3 years
AL-36 AL-37 AL-42
Recycling Program records for DEP ACT 101 – section 904 Various municipal routine periodic reports Sales & use exemption certificates
Resolution 2016-03 Appendix A
RETENTION Retain as long as of Administrative Value Retain 6 years after termination if successful, 3 years if unsuccessful Retain until superseded or obsolete
Retain 6 years after policy expiration Retain 5 years after equipment obsolete or superseded
1
CODE
RECORD DESCRIPTION
TIME PERIOD
RETENTION
ES-1
Emergency Services call logs
2008,2009
Retain 3 years
ES-2
Miscellaneous emergency operations plans
1989-2000
Retain 3 years after superseded
ES-3
Emergency ambulance response reports
2000-2005
Retain 7 years
FN-1
Treasurer’s Reports and Tax Collectors Reports
1984-2005
Retain 7 years
FN-2
Miscellaneous invoices paid by Borough
1995-2007
Retain 7 years
FN-3
Miscellaneous accounts receivable
1973-2007
Retain 7 years
FN-4
DCED financial report
2000-2006
Retain 5 years
FN-6
Duplicates of audit reports
2006-2013
Retain 1 permanently, discard duplicates
FN-8
C.B. Ambulance Unit financial statements
2008
Retain 7 years
FN-9
Bank statements and reconciliations for PLGIT and QNB
1998-2007
Retain 7 years
FN-10
Various funds cancelled checks
1981-2000
Retain 7 years
FN-13
Bank deposits
1998-2002
Retain 7 years
FN-19
Gasoline purchase records
1988-1991
Retain 6 years
FN-23
CSI and other utility paid service receipts
1975-2008
Retain 7 years
FR-6
Dublin Fire Co. incident reports, monthly reports and assistance requests
1996-2012
Retain 3 years
FR-9
Fire safety inspection records and correspondence
1991
Retain 10 years
IT-4
Nextel telephone information
2000-2005
Retain for Life of Equipment
PH-6
Bucks County Department of Health correspondence
1989-2009
Retain 4 years
PL-1
Cancelled payroll checks
1989-1999
Retain 7 years
PL-2
Employee payroll records and preferred compensation records
1992,2006
Retain 4 years
PL-5
Payroll earnings and deductions, payroll check stubs, IRS late payment penalties
1992, 2000–2007
Retain 7 years
Resolution 2016-03 Appendix A
2
CODE
RECORD DESCRIPTION
TIME PERIOD
RETENTION
PL-13
Social Security payroll deduction records
1980-1987
Retain 4 years
PL-14
Attendance Records
1992-2005
Retain 3 years
PL-15
Unemployment compensation quarterly contributions and records
1991-2007
Retain 4 years after payment
PO-10
Police Department daily work schedules
1995-2007
Retain 3 years
PO-6
Police complaint report duplicate copies
2010-2012
Retain 3 years if not part of criminal investigation
PO-6
State police incident reports
1988-1991
Retain 3 years if not part of criminal investigation
PS-2
Resumes and applications
1996-2000
Retain for 2 years Retain current description and one prior revision and ads 2 years after position filled Retain 2 years after resolution
PS-10
Job descriptions and advertisements
1996-2000
PW-2
Complaints
1983-2013
PW-4
Well #4 modifications duplicate
2002
Retain until superseded
PW-6
Sewer plant equipment repair records
1979-1994
Retain for life of equipment
Street light records and traffic signal maintenance logs Highway occupation permit correspondence and PennDOT work permits Traffic speed limit studies and PennDOT traffic counts
1996-2010
Retain traffic signal maintenance logs 5 years
2001-2007
Retain 5 years
1982-1989
Retain as long as of administrative value
PZ-5
Zoning violations letters and complaints
1984-1991
Retain 3 years after final disposition
PZ-7
Building Inspector licenses
1999-2007
Retain 7 years
PZ-15
US Census building reports
1998-2004
Retain 5 years
PZ-16
Various land development plans duplicates
1973-2010
Retain one copy permanently, discard duplicates
TA-3
Moving permits
2011
Retain 2 years
PW-14 PW-15 PW-16
Resolution 2016-03 Appendix A
3
CODE
RECORD DESCRIPTION
TIME PERIOD
RETENTION
TA-6
Various tax ledgers
1990-2009
Retain 7 years
TA-8
Berkheimer occupation list
2004
Retain until superseded or obsolete
TA-11
Real Estate Transfer Records
1987-2011
Retain as long as of administrative value
TA-12
Local Earned Income Tax paid receipts and lists
2003-2008
Retain 2 years
TA-13
Tax Collector’s monthly report
2003-2007
Retain 7 years
TA-15
Tax duplicates – various real estate
2002-2006
Retain 7 years
TA-19
Real Estate Tax Assessment appeal notices
1988,1989,1999,2000
Retain 3 years after settlement
TA-20
Assessment notices for Orchards subdivision
2001,2002
Retain 5 years
WM-1
Act 537 plan information
1966-1990
Retain until superseded
1982-2010
Retain 2 years, 5 years or until superseded
2009-2011
Retain 2 years and keep one copy permanently
WM-7 WQ-1
Operating records for sewer treatment plant, various monitoring reports and schedules Annual hydrogeological report and water plant alarm system logs
WQ-4
Various water quality test records, reports and correspondence
1993-2004
Retain 12 years or until superseded
WQ-5
Waterworks operators certifications, reports and correspondence
1986-2008
Retain until expiration of certification
Resolution 2016-03 Appendix A
4
DUBLIN BOROUGH RESOLUTION NO. 2016-03 APPENDIX A
CODE
RECORD DESCRIPTION
TIME PERIOD
AL-1
Miscellaneous correspondence , memos, agreements, lists, directories
1974-2014
AL-8
Miscellaneous bids and proposals
1980-2010
AL-10
Miscellaneous information regarding disaster plans
1979-2005
AL-12
Election records
1979-2012
Retain eleven months
AL-14
Miscellaneous grant records
1973-2013
Retain as per requirements of grant agency – (None)
AL-17
Insurance claims and policies
1991-2007
AL-22
Expired Nextel telephone service protection plan
1983-1991
AL-25
Municipal liens records
1990-1999
Retain 1 year after satisfied
Al-26
Bucks County bank loan records
1980-1996
Retain 6 years after final loan payment
AL-28
Municipal ordinance violation notices
1973-1982
Retain 30 days after issue is resolved
AL-29
Oaths of office
1974-2007
Retain 6 years
AL-30
Various permits and licenses
1974-2001
Retain 3 years
AL-31
Petition for 122 Maple Avenue, Petition for J&D Video, Petition for sale of open space on Cobblestone Drive
1990,2000
Retain 5 years
AL-35
Advertising proof
1993-2004
Retain 10 years
1990-2004
Retain 10 years
1974-2010
Retain as long as of Administrative Value
2001-2009
Retain 3 years
AL-36 AL-37 AL-42
Recycling Program records for DEP ACT 101 – section 904 Various municipal routine periodic reports Sales & use exemption certificates
Resolution 2016-03 Appendix A
RETENTION Retain as long as of Administrative Value Retain 6 years after termination if successful, 3 years if unsuccessful Retain until superseded or obsolete
Retain 6 years after policy expiration Retain 5 years after equipment obsolete or superseded
1
CODE
RECORD DESCRIPTION
TIME PERIOD
RETENTION
ES-1
Emergency Services call logs
2008,2009
Retain 3 years
ES-2
Miscellaneous emergency operations plans
1989-2000
Retain 3 years after superseded
ES-3
Emergency ambulance response reports
2000-2005
Retain 7 years
FN-1
Treasurer’s Reports and Tax Collectors Reports
1984-2005
Retain 7 years
FN-2
Miscellaneous invoices paid by Borough
1995-2007
Retain 7 years
FN-3
Miscellaneous accounts receivable
1973-2007
Retain 7 years
FN-4
DCED financial report
2000-2006
Retain 5 years
FN-6
Duplicates of audit reports
2006-2013
Retain 1 permanently, discard duplicates
FN-8
C.B. Ambulance Unit financial statements
2008
Retain 7 years
FN-9
Bank statements and reconciliations for PLGIT and QNB
1998-2007
Retain 7 years
FN-10
Various funds cancelled checks
1981-2000
Retain 7 years
FN-13
Bank deposits
1998-2002
Retain 7 years
FN-19
Gasoline purchase records
1988-1991
Retain 6 years
FN-23
CSI and other utility paid service receipts
1975-2008
Retain 7 years
FR-6
Dublin Fire Co. incident reports, monthly reports and assistance requests
1996-2012
Retain 3 years
FR-9
Fire safety inspection records and correspondence
1991
Retain 10 years
IT-4
Nextel telephone information
2000-2005
Retain for Life of Equipment
PH-6
Bucks County Department of Health correspondence
1989-2009
Retain 4 years
PL-1
Cancelled payroll checks
1989-1999
Retain 7 years
PL-2
Employee payroll records and preferred compensation records
1992,2006
Retain 4 years
PL-5
Payroll earnings and deductions, payroll check stubs, IRS late payment penalties
1992, 2000–2007
Retain 7 years
Resolution 2016-03 Appendix A
2
CODE
RECORD DESCRIPTION
TIME PERIOD
RETENTION
PL-13
Social Security payroll deduction records
1980-1987
Retain 4 years
PL-14
Attendance Records
1992-2005
Retain 3 years
PL-15
Unemployment compensation quarterly contributions and records
1991-2007
Retain 4 years after payment
PO-10
Police Department daily work schedules
1995-2007
Retain 3 years
PO-6
Police complaint report duplicate copies
2010-2012
Retain 3 years if not part of criminal investigation
PO-6
State police incident reports
1988-1991
Retain 3 years if not part of criminal investigation
PS-2
Resumes and applications
1996-2000
Retain for 2 years Retain current description and one prior revision and ads 2 years after position filled Retain 2 years after resolution
PS-10
Job descriptions and advertisements
1996-2000
PW-2
Complaints
1983-2013
PW-4
Well #4 modifications duplicate
2002
Retain until superseded
PW-6
Sewer plant equipment repair records
1979-1994
Retain for life of equipment
Street light records and traffic signal maintenance logs Highway occupation permit correspondence and PennDOT work permits Traffic speed limit studies and PennDOT traffic counts
1996-2010
Retain traffic signal maintenance logs 5 years
2001-2007
Retain 5 years
1982-1989
Retain as long as of administrative value
PZ-5
Zoning violations letters and complaints
1984-1991
Retain 3 years after final disposition
PZ-7
Building Inspector licenses
1999-2007
Retain 7 years
PZ-15
US Census building reports
1998-2004
Retain 5 years
PZ-16
Various land development plans duplicates
1973-2010
Retain one copy permanently, discard duplicates
TA-3
Moving permits
2011
Retain 2 years
PW-14 PW-15 PW-16
Resolution 2016-03 Appendix A
3
CODE
RECORD DESCRIPTION
TIME PERIOD
RETENTION
TA-6
Various tax ledgers
1990-2009
Retain 7 years
TA-8
Berkheimer occupation list
2004
Retain until superseded or obsolete
TA-11
Real Estate Transfer Records
1987-2011
Retain as long as of administrative value
TA-12
Local Earned Income Tax paid receipts and lists
2003-2008
Retain 2 years
TA-13
Tax Collector’s monthly report
2003-2007
Retain 7 years
TA-15
Tax duplicates – various real estate
2002-2006
Retain 7 years
TA-19
Real Estate Tax Assessment appeal notices
1988,1989,1999,2000
Retain 3 years after settlement
TA-20
Assessment notices for Orchards subdivision
2001,2002
Retain 5 years
WM-1
Act 537 plan information
1966-1990
Retain until superseded
1982-2010
Retain 2 years, 5 years or until superseded
2009-2011
Retain 2 years and keep one copy permanently
WM-7 WQ-1
Operating records for sewer treatment plant, various monitoring reports and schedules Annual hydrogeological report and water plant alarm system logs
WQ-4
Various water quality test records, reports and correspondence
1993-2004
Retain 12 years or until superseded
WQ-5
Waterworks operators certifications, reports and correspondence
1986-2008
Retain until expiration of certification
Resolution 2016-03 Appendix A
4
