HomeMy Public PortalAbout07-09-2001 Regular Session
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MINUTES
HILLSBOROUGH TOWN BOARD
July 9, 2001
7:30 PM~ Town Barn
The Hillsborough Town Board held a regular meeting on July 9~ 2001 at 7:30 PM in the
Hillsborough Town Barn. Present for the Board Meeting were Mayor Horace H. Johnson~ Sr.,
and Commissioners Frances Dancy, Evelyn Lloyd, Kenneth Chavious, Mark Sheridan, and Brian
Lowen. Staff present were Town Manager Eric Peterson, Town Clerk Donna Armbrister~
Finance Director Sherry Carter, Planning Director Margaret Hauth~ Town Engineer Kenny Keel,
Management Intern Jim Klingler, Police Chief Nathaniel Eubanks, and Town Attorney Bob
Hornik.
Mayor Horace H. Johnson, Sr. called the meeting to order at approximately 7:32 PM.
1. PUBLIC CHARGE
Mayor Horace Johnson read the Public Charge.
The Town Board interviewed volunteer Jeff Hopper to fill an in-town vacancy on the Board of
Adjustment~ and Susanne Vergara to fill a vacancy on the Historic District Commission.
2. AUDIENCE COMMENTS REGARDING MATTERS NOT ON THE PRINTED
AGENDA
Ray Hardee and Holly Lehmann requested to address the Board regarding water issues. The
Board added them to the printed agenda as Items 4.A and B.
3. AGENDA CHANGES & AGENDA APPROVAL
Mayor Johnson added a Closed Session to the end of the meeting to discuss potential litigation.
4. APPROVAL OF THE MINUTES OF THE JUNE 11, 2001 REGULAR BOARD MEETING,
JUNE 25, 2001 BOARD WORK SESSION, AND JUNE 29, 2001 YEAR END BUDGET
SESSION
Upon a motion by Commissioner Lloyd, seconded by Commissioner Lowen, the Board moved to
approve the Minutes of the June 11,2001 Regular Board Meeting with the correction of the spelling
ofa citizen~s name, the June 25~ 2001 Board Work Session, and the June 29, 2001 Year End Budget
Session as presented by a vote of 5-0. The motion was declared passed.
ADDED ITEM 4.A. RAY HARDEE - WATER ISSUES
Ray Hardee addressed the Board to discuss a water discoloration problem he is having. He requested
that the Town adopt a forrnalline-flushing program.
Town Engineer Keel informed the Board that the problem Mr. Hardee was having has been
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addressed. The Town's line flushing program is currently "problem oriented" due to the Town~s
current staffing. Engineer Keel informed the Board that viable flushing options are being explored.
ADDED ITEM 4.B. HOLLY LEHMANN - WATER ISSUES
Holly Lehmann addressed the Board regarding the cost of water for a one-person household outside
of town. She requested the Board consider water rates that reflect actual usage/consumption.
5. REPORT FROM THE TOWN MANAGER
Town Manager Eric Peterson reported that the Raftelis Financial Consulting group would be
presenting their report to the Board and the September Meeting.
Manager Peterson informed the Board that Public Works Director/Assistant Town Manager Demetric
Potts has a new baby girl and will be on leave this week.
The final Budget document should be completed this week.
The Board will soon be receiving Water Study Update information~ which has been prepared by
Management Intern Jim Klingler.
Peterson reminded the Board that he will not be attending the September Board Meeting due to his
race in Kansas and that Finance Director Sherry Carter will be filling in for him during his absence.
Finance Director Sherry Carter reported to the Board on problems the Town is having with a
contractor working in the Churton Grove Development. The Drees Company has been moving water
meters, which have been installed, for the use of other contractors and when that hasn~t been possible,
they have been straight-piping water. After some discussion and upon advise from the Town
Attorney, by consensus the Board authorized warrants for the arrest of individuals committing the
violations.
6. REPORT FROM THE TOWN ENGINEER
Town Engineer Kenny Keel gave an update on the status of all Water/Sewer projects.
7. ITEMS FOR DECISION - CONSENT AGENDA
A. Approval of Ordinance to amend Chapter 14 of the Town Code to incorporate fee changes
approved in the 2001-2002 Budget
B. Approval of Municipal Records Retention and Disposition Schedule Amendments
C. Approval of Memorandum of Understanding with the Brough Law Firm to provide legal
services to the Town in FYOI-02
D. Consideration ofa Resolution authorizing Employees to drive Town Vehicles home
Upon a motion by Commissioner Dancy~ seconded by Commissioner Lloyd, the Board moved to
approve items A-D of the Consent Agenda as presented by a vote of5-0. The motion was declared
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passed. A copy of the Ordinance to amend Chapter 14 of the Town Code to incorporate fee changes
approved in the 2001-2002 Budget and the Resolution authorizing Employees to drive Town
Vehicles home are hereby made a part of these official Minutes as an attachment.
By consensus, the Board agreed to allow the Town Manager to authorize employees to drive Town
Vehicles home without bringing it to the Board for their consideration in the future.
8. ITEMS FOR DECISION - REGULAR AGENDA
A. Consideration of Bid Award for the Fairview Community Policing Station
Town Manager Eric Peterson reported there were nine bids received. All of the bids were higher than
anticipated. The low bid was from the Keck Company in the amount of$274~994. The Keck
Company is currently working on some additional cost saving measures.
B. Review proposed contract for antennas on Hassell Street Water Tank
Town Engineer Keel presented the Contract for the Board~s consideration. The Contract is for
placement of cellular phone antennas on the Hassell Street Water Tank. The contract is with Nextel
Communications and will provide $18,000 per year of rental income for the Water/Sewer Fund. The
Rent will increase by 3% annually. These funds will be sufficient to fully finance the Town's Water
Tank Maintenance Program, which was started in FYOl to maintain the Town's 4 steel water tanks.
Upon a motion by Commissioner Lowen~ seconded by Commissioner Chavious, the Board moved to
approve the contract for antennas on the Hassell Street Water Tank as presented by a vote of 5-0.
The motion was declared passed.
C. Consider approval ofa 3-way stop sign for the intersection of Hayes and Latimer Streets
Police Chief reported that he has personally studied the site and in his opinion the intersection does
not merit a 3-way stop sign due to this being a school zone area and it would impede the flow of
traffic during the school year.
Upon a motion by Commissioner Sheridan, seconded by Commissioner Chavious, the Board moved
to deny the request for a 3-way stop sign at the intersection of Hayes and Latimer Streets by a vote of
5-0. The motion was declared passed.
D. Discuss the Board~s mid-year Retreat in September to establish time, place~ format~ and
subject matter
After some discussion~ the Board agreed to have a Mid-Year Retreat Planning Committee consisting
of Town Manager Peterson, and Commissioners Sheridan and Lowen. The Board agreed on the date
of October 6,2001 with the time to be determined at a later date. Topics for this retreat were set as 1)
Growth/Development; 2) Water Rates; and 3) To assess the objectives from the last Retreat.
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E. Consider recommendation from Town Manager regarding information dissemination to Town
Board Candidates during the 2001 Election/Campaign
By consensus~ the Board authorized the Town Manager to disseminate information to Town Board
Candidates during the 2001 Election/Campaign as he has done in the past.
F. Discuss what the "HOT TOPIC" will be for the July 23rd, 2001 Worksession
After some discussion, the Board agreed that the Hot Topics for the July 23rd, 2001 Work Session
will be the Town~s Pay and Classification Study~ and a report on Shaping Orange County's Future.
9. APPOINTMENTS
A. Appointment of Jeff Hopper to fill an in-town vacancy on the Board of Adjustment with the
term to expire 09/03
Upon a motion by Commissioner Lowen, seconded by Commissioner Chavious~ the Board moved to
appoint Jeff Hopper to fill an in-town vacancy on the Board of Adjustment with the term to expire
09-03 by a vote of 5-0. The motion was declared passed.
B. Appointment of Susanne Vergara to fill a vacancy on the Historic District Commission with
the term to expire 07/04
Upon a motion by Commissioner Lloyd, seconded by Commissioner Dancy~ the Board moved to
appoint Susanne Vergara to fill a vacancy on the Historic District Commission with the term to
expire 07-04 by a vote of5-0. The motion was declared passed.
C. Consider appointing a Town Commissioner to the Alternative Funding Sources Committee
for the Orange County School System
Commissioner Lowen volunteered to serve on the Alternative Funding Sources Committee for the
Orange County School System.
ADDED ITEM - CLOSED SESSION
Upon a motion by Commissioner Lowen, seconded by Commissioner Chavious~ the Board moved to
go into Closed Session for the purpose of discussing potential litigation by a vote of 5-0. The motion
was declared passed.
10. ADJOURN
After returning to Open Session and upon a motion by Commissioner Lowen, seconded by
~~.,mmiss~~he Board moved to adjourn at approximately 9:45 PM.
espectfully submitted,
Donna F. Armbrister, CMC
Town Clerk
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RESOLUTION AUTHORIZING EMPLOYEES
TO DRIVE TOWN VEmCLES HOME
WHEREAS~ the Town of Hillsborough provides vehicles for the use of certain Town
employees who hold positions considered to be essential;
NOW~ THEREFORE~ the employees herein listed are authorized to drive Town Vehicles
home.
EMPLOYEES AUTHORIZED TO DRIVE TOWN VEHICLES HOME
EMPLOYEE EMPLOYEE TITLE DATE
NAME ADDED
Eric Peterson Town Manager
Nate Eubanks Police Chief
John Cook Fleet Maintenance SupervisorlMechanic
Russell Bateman Chief Water Plant Operator/Safety officer
Adron Thompson Water and Wastewater Field Supervisor
Darnell Pettiford Assistant Water and Wastewater Field Supervisor
Bill Abrams Utility Mechanic
Sammy Lankford Electrician
Keith Webster Police Officer (Canine Handler) 08-01-1998
Ricky Bullock Street Supervisor 11-26-1998
Kenny Keel Town Engineer 01-04-1999
Wade Snipes WaterNVastffflater Maintenance Wor1<er I 01-10-2000
Harry Cates WaterNVastewater Maintenance Wor1<er II 05-02-2000
David Moore Electrician 06-10-2000
Ross Frederick Police Captain/Criminal Investigations OHI9-2001
Judy Jacobs Police Captain/Community Policing 07-09-2001
Chip Uner Police CaptainlPatrol 07-09-2001
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Horace H. Johnson, Sr.~ Mayor
Town ofHillsborough
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ATTACHMENT 7.A
AN ORDINANCE AMENDING CHAPTER 14, APPENDIX B OF THE TOWN CODE TO
UPDATE FEE SCHEDULE
THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH
ORDAINS:
Section 1. Chapter 14, Appendix B is hereby amended to reflect the 2000-2001 Budget.
Section 2. All provisions of any Town ordinance in conflict with this ordinance are repealed.
Section 3. This ordinance shall become effective upon adoption.
'tted to a vote, received the following vote and
, 200~.
The foregoing ordinance, having been su
was duly adopted this the ~IA day of
Ayes: .5
Noes: AfT ,_"
Absent or Excused 1Z-- . /J
~>t~
Donna F. Armbrister
Town Clerk
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HILLSBOROUGH TOWN CODE
Chapter 14. Utilities
owner of the abutting property or any successor
in title thereto.
A-3.
Monthly and Recunioi Fees
(Proposed Amendment 07-09-01)
m PllJllOSe
1. Service Deposil To provide security for the payment of 81
charges by tbe customer. See Section 14-
8.
2. Lalt: Penalty Penally clwic added to all delinquent
acx:oun1S. Sc:e section \4-\3(a).
3. Special Meter Fee ibr special meter reading made at
Reading the rcq~cst of~ customer. No fee will
be cI1arJed if such special reading
disclo6cs tbat an c:rror prejudicial to the
customer Iw been made by the Town.
See Section 14-14 (a).
4. Mctt:r T ~1 Fcc Town may charge fur tests of meters
requc:stcd by the customer. No fee will be
cfwgcd iflhe ~ discloses thai the meter
. is opetating inaccurately in a manner
pnljudiciallo the cllBlomer. See Sel:tion
12-12(b).
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S. Service Fee fur reinstatement of service when
Reconneclion servic:e hti beo:n terminated. discontinued
or intemJpted. See Section 1.-3\ (f)
6. Meter Replacement Fee lOr reinstatement of service when
meter has bcca removed for non-paymenl
and unautbori2lcd RlOOIulCC:tion.
7. Minimum Monthly Minimum IlfIIOUnt charged fur each
Service meter ifL>llllled c:ommencing when
00III1CCti0ll is made, rqpudlc:ss oflocation
and regardless of wItcther servioc is
actually used at that time.
8. Interruptible Waler Section DcIctc:d
(Propostd AlllelldnteDtf7~J)
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Appendix B
SCHEDULE OF WATER AND SEWER FEES AND CHARGES
0Il0- Time Fees and Cbaracs For MAking Waler and Sewer Service
6ni!lII2ls
(AMEN'Dt:D -1l}99-2OOt BUDGET)
(PROPOSED AMENDMENT - 2G00-20CU BUDGET)
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Amount
I. Water Capital Facilities For residential water customefll the
water ClIpita1 tBcilities file is S 1,650
In-Town and $2,475 Out~t:.ToW1l
per residc:nrial unit. For
IlOlU'CSidentiaJ ~ the water
capital 6lcilitics fa: is the gJ'C8lCt of
two amounts:
( I ) an amount bescd 00 the gross ~ oftbe property to be
served;
(2) an amounl belled on tbc size ofthc water meter.
The ll/JXlUnt of tile fee bbsed 011 aaeasc is $1.6S0 In-Town and
$2,475 Out~f. Town pet gross 1Ia'e. Calculations of acreage will
be rounded to the nearest teDSh ofan l\.C/'C. The tI:Im "GI'O!lS acre"
shall include all of the land extending to the center line of any
abutting streets.
The amount of a &it: b8sed 011 the si:tc of the water meter is as
fullows:
Wat<<CaD&Citv Facilities fees
~~ In:l.Unm
Oul-of- Town
5/8"
I"
1 112"
r
3"
4"
6"
8"
S 1,650
4,125
8,250
13.200
28,050
46,200
92,400
212,850
S 2,475
6,188
12,375
19,800
42,075
69.300
138.600
319,275
In the cvenlll customer requests thaI an existing meter be tqliaaxi
with a J&rgCf m:ta', credit will be given fur the existing meter at
the current TaleS. No Rbetcs ofc:apilalliJcilitic:s tees will be made
for decreases in meter Wle.
2. Water Front Footage A front Ibotqc: fee of$ 1 5.00 per foot tOr
each separate connection to an existing
water main shall be paid by each
applicant who wishes to SCICl1fe service
thcreftom. For a 101 abutting two or more
water I inIls, the front fiJota&c lee will be
ealculalCd on the avcrap lengdt of the
sides of the lot abutting Ibc lines. The
minimum ftont fixllagc Ale will be $750
(SO tllcf).
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3. Water LatcraI
4. Warer Meter
s.
Sewer Capital
Facilities
(PROPOSED
AMENDMENT
.07-69-61 )
HILLSBOROUGH TOWN CODE
Chapter 14. Utilities
Where a sunable stub-out fur service bas
been made at the cxpcIIIle oftbc applicant
or I previous owner oftbe propeny and is
Ivailable,lbcre is no water IatcnI charge.
ID any otbct casc. the waser lateral
charge is SSOO In-Town and 1,000 Out-
of-Town for!leMc:c to a 5/8" water rocm-.
For sa-vicc to a larac:r mda'. tile wa&er
lateral cbargc is determined 011 a time and
materials basis.
F 01' a 5fj" ~ tnClCI' there is I charge
of $200. For IIarga' rnda' the clwBe is
the actual cost 10 the Town of the meter
plus $100 and inslaIlation.
For residential scwer customers the
SC\\'t:I' capital tilcUities fee is $ 1,650
In ToW!l and $2,47S Ouklf-Town per
~ unit, For IIOlIIeSidauial
c~ the Sewer Capital Facilities
Fee is the greeiCf of two amounls:
(I) an amoulll based on the gross acreage of tile property to be
served;
(2) 80 lImount based on the size of the water meter.
The amounlofthe fee based on acreage is $1,650 In-Town and
$2,475 Out~f- Town per gross acre. CalcuIatiOllS of acreage win
be rounded 10 the nearest IClIth of an acre. Tbe term 'Gross acre"
shall include aU of the land extending to the center line of any
abutting streets.
The amoont of a foe based on the sUe of the water meter is as
fullows:
Meter Size
Sewer CauaciIY Facilities Fc:ca
!n:lI:IDm
Out~t:TOWD
5/8"
I"
I 112"
2"
3"
4"
6.
8"
S 1,650
4,125
8,250
13,200
28,050
46,200
92,400
212,850
S 2,475
6,188
12,375
19,800
42,075
69,300
138,600
319,275
In the event a customer requests that an c:xisting meter be n:pIaaxt
with a larger meter, credit Will be gi\'ell fur the existing meter at
the CUlTt1lt rates. No rebates ofcapilal facilities ti:cs will be made
fur decreases in meter size.
6.
Sewer Front
Footage
A front footage fee of$20.00 per lOOt
for eeclI separate collllCCtion lD an
existing SCWl:l' shall be pIIid by cacl1
applicant who wishes 10 secure serv~
therefrom. for a lot abutting two or more
~ lines, the front footage tee will be
calculated on the average oftbe sides of
the lot abutting the lines. The minimum
front footage fee will be $1,000 (SO feet).
1. Sewer LateRI
8. WaterlSewer
Lateral PIIvtmalt
Restoration
9. Perpetual
MainlCl\lUlCe
10. Water and/or
Sewer Availability
Review
II , Hydrant flow
Test fe.;
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Where a su itable stub-out fur 9tI'Vice has
been made al the expense of tile applicant
or a previous OWllCl' oCtile property and is
available to the property line or to the
Ildge of the taICIIlCIlt, tba'e is no sewer
lateral cbarp. The actual cost
detamincd on a time and materials basis
but not Icss than S500 In-ToWn and
$1.000 Out~f.Town.
A ctwgc on 125 shall be paid for
JIIvemr:nt rcstorlltion for each water and/
or sewer Ialllra.l installalioo that requires
a ptlvemcm cut
The amount, calculated according 10 a
printed formula attaclwd as Appendix E
hereto, which will. wilen invested.
produce annual interest income sufficient
to cover the estimated 1Mll8\ cost of the
operation, nintalance and repair oftbe
pumping station for an indefinite period,
The fOrmula for calcularion of the
perJllltUII maintenance fee is set furth at
the end of this Schedule. The pr6plItUaI
maintenance 6:e shall be paid befbre the
0llIlStNcti0n of the extensioo of the
Town's 5CWa' system with which the
pump sllItioo is lIIISOCiated,
The actual cost to the: Town oCtile
avai1ability review shall be borne by
the pu1y requesting or JlI'OIlOSin8 the
extension to the Town's sylJtem for which
tile availability review is pcrti:mnlld.
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$50.00 fur a ~ pcrlormed in rc:sponse
10 a request; S I 5.00 fur a oopy of a
previously pcrilnned test.
(AMENDED 16-88-92)
12. Enginccrina Review For residential devdopmenl5 the cost of
(Adopted u put EngiJJeeriDg review shall be as follows:
2018-2881 Badaet)
MPnthty and RecuninR Fees
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I. Service Deposit
(AMENDED
1~95)
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G-IO UDilI - S 100 b WIIIcrlioe bYiew
s 100 for Sewer Line Roviow
II 01' Mono - $ 300 for Wlltcr LiDo Review
S 300 for Sewer Litle Review
For non-rcsidentia\ developments, the fee
shall be the same as fur II or more
residential units except where the amount
and rompIexity of proposed water and
sewer line construction is equivalent to a
residential development of less than II
units.
Ammu11
Homeowners:
$25.00 In-Town
$SO.OO Out~f.Town
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. HILLSBOROUGH TOWN CODE
Chapter ]4. Utilities
(PROPOSED Renters (home or space):
AMENDMENT S50.00 In-Town
07-09-01 ) $100.00 Out~f-Town
Fire Hydrant Meter
$800 per meter
2. Late Penalty 10"10 of the delinquent amount.
(AMENDED
06-08-92)
3. Special Meter SIO.OO
Reading
(AMENDED
06-08-92)
4. Meter Test Charge S5.00
5. Service Reconnection S20.00
(AMENDED
06-08-92)
6. Meter Replacement S50.00
(AMENDED
06-08-92)
7. Minimum Monthly Service
a. Water The amount that would be charged
for 3,000 gallons using the In-
Town or Out~f-Town rate, as
. applicable.
(AMENDED 06-08-92)
b. Sewer The amount that would be charged
for 3,000 gallons, using the In-town
or Out~f- Town rate, as applicable,
(AMENDED 06-08-92)
8. Interruptible Water Rate Section Deleted
(Proposed Amcodmrot 07-09-01)
9. Account Servicing For $1.00 for each 100 coins or
Payment Made With fraction thereof that the Town is
Unwrapped Coins required to count, in excess of the
first SIO.OO of unwrapped coins
submitted in payment of the utility
bill. (AMENDED 01-14-91)
10. Monthly Charges
a. In-Town Water $6.36/1,000 Gallons
b. In-Town Sewer S5.77/1,000 Gallons
c. Out~f-Town Water Double the applicable In-Town rate
d. Out~fTown Sewer Double the applicable In-Town
rate.
II. Bulk Water Charges The amount that would be charged
(ADOYfED using the Out~f-Town rate with a
11-09-98) minimum charge of 3,000 gallons
per purchase.
No bulk purchases will be allowed
once mandatory water restrictions
. go into effuct.
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North Carolina Department of Cultural Resources
Michael F. Easley, Governor
Lisbeth C. Evans, Secretary
Division of Archives and History
Jeffrey J. Crow, Director
June 25, 2001
Dear MunicipallTown Clerk:
Enclosed please find two statewide amendments to the 1997 Municipal Records Retention
and Disposition Schedule. The first amendment to Standard-3 Budget and Fiscal Records
covers the Escheat and Unclaimed Pmpcrrj File. The retention period for this file was
amended. The second amendment to Standard- lSPolice Department Records clarifies the
minimum retention penod for items in the Commu.nications Records File.
The schedule and amendments also are available on our web site. To access the schedule,
please go to the webpage <http://www.ah.dcr.state.nc.us/sections/archives/recllocal.htm >.
From there, select the option "Municipal Schedule." The amendments require approval as
outlined in G.S. ~ 121-5(b). The approval sheet for the schedule is included in this mailing.
Please secure the required signatures on the approval sheet, and mail a copy of the completed
approval sheet to me.
If you have any questions regarding this schedule or records management in general, please
feel free to contact me at (919) 733-3540.
Sincerely,
~L~
Sarah E. Koonts
Head, Local Records Unit
MAILING ADDRESS:
4615 Mail Service Center
Raleigh, N.C. 27699-4615
Telephone (919) 733-3540
Facsimile (919) 715-3627
LOCATION:
215 N. Blount Street
Raleigh, N.C. 27601-2823
State Courier 51-81-20
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MUNICIPAL RECORDS RETENTION AND DISPOSITION SCHEDULE
AMENDMENTS
ST ANDARD-3 BUDGET AND FISCAL RECORDS.
Amend the records retention and disposition schedule by changing the description and
disposition instructions for Item 37. Escheat and Unclaimed Property File, as shown on
substitute page 17~ dated June 15,2001.
STANDARD-lSPOLICE DEPARTMENT RECORDS.
Amend the records retention and disposition schedule by changing the disposition
instructions for Item 15. Communications Records File~ as shown on substitute page 65~
dated June 15, 200h
APPROVAL RECOMMENDED
&~~
ity Clerk
t'<</~
City Manager
APPROVED
~.. ~ __ tG a., ~
'Mayor ~
~ c fl{d-~
Lis c. Evans~ Secretary
Department of Cultural Resources
June 15,2001
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33.
DETAIL REPORT FILE.IFINANCIAL RECORDS FOR GENERAL FUND OR
GENERAL LEDGER). Listing showing detailed transactions and balances for the period in
each account.
DISPOSITION INSTRUCTIONS: Retain annual detail report in office permanently.
34. DISBURSEMENTS FILE ICASH). Documents the disbursement of cash made by municipal agency.
QISPOSITION INSTRUCTIONS: Destroy in office after 3 ~ and when released
from all audits, whichever occurs later.
35. EMPLOYEE BENEFITS REGISTER FILE. Monthly computer printout listing benefits paid
to county employees.
DISPOSITION INSTRUcnONS: Destroy in office after 2 years.
36. EMPLOYEE EARNINGS RECORD FILE. Infonnation detailing earnings of employees.
,
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years and when released
from all audits, whichever occurs later.
*37.
ESCHEAT AND UNCLAIMED PROPERTY FILE. Records reviewed to compile annual Escheat and
Unclaimed Property Report with NC Department of State TrC88urer in accordance with G.S.~ 1168. File
may include year-end bank reconciliation, along with outstanding check listing and check register; year.end
detailed receivable trial balance or deposits held, along with owner's name and address; and any other year.
end records, along with owner detail, which arc reviewed to determine any potential unclaimed property
being held
DISPOSITION INSTRUCTIONS: In accordance with O.S.A II6B-73(b), destroy in office all
records containing the infonnarion required to be included in the annual report of Escheat and
Unclaimed Property 10 years after such report is filed, unless a shorter period is provided by role
of the Treasurer.
38. EOUIPMENT COST FILE. Records documenting the cost of equipment purchased by the municipality.
a) Destroy in office equipment operating cost after disposal of equipment.
b) Destroy statements and studies for equipment after 5 years..
39. EXPENDITURE REPORTS FILE. Documents submitted monthly for reimbursement of
agency expenditures.
DISPOSITION INSTRUCTIONS: Destroy in office aftCf' 3 years and when released
from all audits. whichever occurs latCf'.
40. EXPENSE FILE. Documentation of authorization., COSt, and payment of expenses. including travel.
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years and when released
from all audits, whichever occurs later.
.Shown as amended June 15,2001.
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9.
BASIC TRAINING SCHOOLS (HISTORIC FILE. Police academy basic training course records
used to verify course content and hours of topical coverage when needed for court purposes. Includes
curriculum and course schedules, instructor listings, trainee rosters. attendance data, and exam grades.
DISPOSITION INSTRUcnONS: Destroy in office after 20 years if no litigation, claim, audit. or
other official action involving the records has been initiated. If official action has been initiated,
destroy in office after completion of action and resolution of iSllUeS involved.
10. BICYCLE REGISTRATION FILE. Registration records for bicycles.
DlsposmON lNSTRUcnONS; Destroy in office after I year.
11. BREA THAL YZER RECORDS FILE. File includes preventative maintenanCe records. lists of qualified
operators, and other records relllled to brcathalyun used by the department.
,
DISPOSITION INSTRUcnONS: Destroy in office after 3 years.
12. CASE RECORDS FILE. Records of cascs investigated by police personnel. (Comply with provisions of
a.s. 132-1.4 regarding confidentiality of criminal investigation rcconis.)
DISPOSITION INSTRUCTIONS:
a}
Ft:lonies - Destroy in office after 20 years.
b} Misdemeanors. investigations, noncriminal, missing persons. etc. - Destroy in office after
5 years.
13. CITIZEN COMPLAINTS/ADMINISTRATIVE INVESTIGATIONS FILE. Citizen complaints against
employees and administrative investigations initiated within the departmmt
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.
14. COMMENDATION LE'ITERS FILE. Letters received commending police personnel for outstanding
perfonnance.
DISPOSITION INSTRUCTIONS; Transfer to the agency personnel office to be incorporated into
official personnel file I year after employee terminates service.
*15. COMMUNICATIONS RECORDS FILE. Radio. telephone, and 911 emergency recordings of incoming
and/or outgoing communications.
DlSPosmON INSTRUCTIONS: In accordance with a.s.f 132-I.4(i). destroy in office after 30
days. if not made part of a case file.
*Shown as amended June 15,2001.
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