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Home My WebLink AboutF - 10 Report Disposition of Records 2022Town of Cortlandville Town Board Meeting — March 15, 2023 RESOLUTION # ACCEPT ANNUAL REPORT OF TOWN RMO AND SCHEDULE OF DISPOSED RECORDS IN 2022 IN ACCORDANCE WITH THE RETENTION AND DISPOSITION SCHEDULE Motion by Councilman Seconded by Councilman VOTES: AYE — NAY — ADOPTED BE IT RESOLVED, the Town Board does hereby accept the Annual Report of the Records Management Officer of the Town as submitted by the Town Clerk/Records Management Officer, Kristin Rocco-Petrella, including a list of the disposed records in 2022, in accordance with the Records Retention Disposition Schedule, LGS-I. LATOWN OF CORTLANDVILLE RAYMOND G. THORPE MUNICIPAL BUILDING O h KRISTINE. ROCCO-PETRELLA, RMC z TOWN CLERK — TAX COLLECTOR — TOWN REGISTRAR 3577 TERRACE ROAD CORTLAND, NEW YORK 13045 W' 10 townclerk@cortlandville.org 607) 756-5725 FAX (607) 756-4659 TDD 1-800-662-1220 Town Supervisor Thomas A. Wiltimtts 607) 756-6091 Deputy Supervisors Jay E. Cobb March 10, 2023 JeffreyD. Guido Town Councilmen DISPOSITION OF RECORDS FOR 2022 David J. Donlick Gregory K. Leach In accordance with the Records Retention and Disposition Schedule for New York Local Government Records (LGS-1), issued pursuant to Article 57-A of the Arts Town Attorney and Cultural Affairs Law, containing minimum retention periods for local government JohnA. DelVecchio 607) 758-7520 records, and as adopted by the Town Board of the Town of Cortlandville on August 5, 2020, the records reflected in the attached list have been reviewed and determined Town Clerk/Collector eligible for disposal. The records were disposed of in the year 2022. Kristin E. Rocco-Petrella 607) 756-5725 Respectfully, Town Sup't. JDrtvay Larry J. rach 607) 756- 8241 Kristin E. Rocco-Petrella, RMC Town Justice Town Clerk/Collector/RMO Robert J. DeMareo Mary Beth Mathey 607) 756- 2352 Town Assessor David W. Briggs 607) 756- 7306 Town Historian Nick Alteri 607) 756- 6091 Code Enforcement Officer Desiree Campbell Kevin McMahon 607) 756- 7490 Planning & Zoning Bruce Weber 607) 756- 7052 Water & Sewer Sup't. Brian Congdon 607) 756- 9637 The Town of Cortlandville is an Equal Opportunip, Provider and Employer — If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at htti):H% vww.ascr.usda.gov/coinD]aint filing cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department ofAgriculture, Director, Office of Adjudication, 1400 Independence Avenue, S. W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at nroeram.intakeOwasda.gov. Department Record Description Year(s)Range Required Retention LGS-1 Date Purged Assessor Assessment Grievances Complaint on Real Property Assessment; Notices of Determination of BAR; LIst of Changes to Tentative Roll approved by BAR; Verified Statement of Assessor to BAR for Correction of Tentative Assessment Roll; Correspondence; Copy of Board of Assessment Review Minutes 2015 1 year 6 Years 1040, pg. 320 1/2/2022 Assessor Exemption Applications Agricultural Exemption Renewals 2015 1 year 6 years 1039, pg. 319 3/30/2022 Assessor Exemption Applications Basic STAR Exemption applications - Inactive 2015 1 year 6 years 1039, pg. 319 3/30/2022 Assessor Exemption Applications Renewal applications or partial tax exemption for real property of persons with disabilities and limited incomes 2015 1 year 6 years 1039b, pg. 319 3/30/2022 Assessor Exemption Applications STAR Exemption Applications: Senior Citizens, Enhanced STAR Applications & Renewals, Income Verification Renewals 2015 1 year 6 years 1039, pg. 319 3/30/2022 Assessor Final Assessment Roll Assessor's PAPER Copy - Final Assessment Rolls & Annual Reports have been scanned to Laserfiche and are stored electronically for the Permanent Record 1996-2009 14 years PERMANENT - per Town; LGS-1 is 10 years 1026 12/1/2022 Assessor Tentative Assessment Roll Assessor's Copy 2016 1 year 5 years 1045(a), pg. 321 1/2/2022 Bookkeeper Annual Financial Report Copies) Copies of Annual Financial Report for the Town including Notes to Financial Statements and Copy of AUD, Workpapers, and Bank Statements Int/Rec 2015-2016 1 year 6 years 555, pg. 133 1/2/2022 Bookkeeper Bank Statements/Records All funds: Bank Statements; Cancelled Checks (CD from Bank); Abstract/Check Reconciliation reports; Deposit slips;payroll check stubs; interest earned 2015 1 year 6 years 475, pg 119 1/2/2022 Bookkeeper Budget Town Budget: Bookkeeper's Worksheets; Preliminary & Tentative Budget (budget preparation file)2015 1 year 6 years 489, pg. 122 1/2/2022 Bookkeeper General Ledgers General Fund A; General Fund B; Highway Townwide (DA); Highway Part Town DB); Water; (SW) Sewer (SS); Capital Projects (HH - Water, HC - NYS Route 13); Trust & Agency (TA); Expendable Trust (TE); Fire District (SF); Long Term Debt W); Community Development Block Grant: CD-1 Rehab Program; CD-2 Senior Rehab Program; CD-3 Townwide Housing; CD-4 Community Development 2015 1 year 6 years 502, pg. 124 1/2/2022 Bookkeeper Money Receipt Books Receipt Book 2014-2015 1 year 6 years 519, pg. 126 1/2/2022 Bookkeeper Audit Reports GASB 45 Other Post Employment Benefits prepared by Armory Associates - including background information and contract information. Originnal Audit Report on file in the Town Clerk's Office for permanent retention. Includes Single Audit Data Collection Form.2015 1 year 6 years 472, 473, pg. 119 3/31/2022 Bookkeeper Payroll Records Time Sheets for Town Employees including "Time Off Accrual Summary" for payroll 1-26 2015 1 year 6 years 528, 529 3/31/2022 Bookkeeper Payroll Records 941 Quarterly Federal Tax Return Reports & Correction; W-2 Wage & Tax Statements; NYS-45 Quarterly Combined Withholding, Wage Reporting and Unemployment Insurance Return; NYS-45-ATT Quarterly Wage and Tax Summary; 1099 Miscellaneous Income, including 1099 Summary created by Bookkeeper; 1096 Annual Summary and Transmittal of US Information Returns 2016 1 year 5 years 540, pg. 131 1/2/2022 Bookkeeper Payroll Reports Payroll Reports (Paychex): Payroll Tax Report M/Q/Y; Monthly Tax Summary M/Q/Y; Tax Deposit M/Q/Y; Payroll Wages M/Q/Y; Paychex Worksheets to balance; Paychex - YTD Report (all employees); General Ledger; Labor Dist - Budget accts for payroll 2015 1 year 6 years 524(c) pg. 128; 525(a), pg. 129 3/30/2022 Highway Department Time Cards Time Cards 2015 1 year 6 years 638, pg. 170-171 1/2/2022 Highway Department Law Book - Updates McKinney's Cons. Laws of NY - Pocket Park Updates for Law Books (2018, 2019, 2020, Cumulative Pocket Parts) and New York Consolidated Laws Service updates for law books as new pocket parts received in 2021 (2011, 2018, 2019, 2020)2011, 2018-2020 4 years 0 years after no longer needed 68 12/29/2022 Registrar Applications for Vital Records Applications/Request to Search for Records of Birth, Death, Marriage (no births in 2016)2016 1 year 5 Years NYSDOH 19668 1/2/2022 Tax Collector Tax Bills Paid Tax Bills (stamped paid Collector's copy)2015 1 year 6 years 1047(a), pg 322 1/2/2022 Tax Collector Tax Collection Records computerized reports, bank statements, cancelled checks, register tape, bank code list, escrow information, receipts, copies of apportionments, water & sewer relevy information, water & sewer benefit tax computation information 2015 1 year 6 years 1047(a), pg 322 1/2/2022 Town Clerk Abstract of Audited Vouchers Abstract of Paid/Audited Records 2015 1 year 6 years 499, pg. 123 1/2/2022 Town Clerk Alcoholic Beverage License Notice of Intent to apply for alcoholic beverage license 2018 & 2019 2 years 2 years 609, pg. 158 1/2/2022 Department Record Description Year(s)Range Required Retention LGS-1 Date Purged Town Clerk Bank Statements Town Clerk Bank Statements 2015 1 year 6 years 475, pg 119 1/2/2022 Town Clerk Law Book - Updates McKinney's Cons. Laws of NY -Pocket Park Updates for Law Books (2019, 2021 Cumulative Pocket Parts) and Law Books (2013 - Book updates in 2021)2013, 2019, 2021 3 years 0 years after no longer needed 68 3/28/2022 Town Clerk Budget File Tentative and Preliminary Budgets; Copy of Adopted Budget; Excerpts from Town Board Minutes created for adminitrative convenience re: authorizations to amend budget, transfer fund, salary listings, etc.2015 1 year 6 Years 489, pg. 122 1/2/2022 Town Clerk Calendar - Town Drop Box Town Drop Box calendar noting what department received mail from drop box daily 2020 1 year 0 Years 59, pg. 13 1/2/2022 Town Clerk Conservation - Sales Receipts/Reports DECALS daily sales receipts/reports; Returnable documents to NYS; Monthly Reports for NYS DEC 2015 1 year 6 years 610, pg. 158 1/2/2022 Town Clerk Corresepondence Carbon Copies of Memos sent to NYSDOH with filed marriage licenses, birth, death corrections 2019-2020 2 years 0 Years after no longer needed 53(c), pg. 11 1/2/2022 Town Clerk Corresepondence Time Warner Cable programming correspondence filed trough Town Board meetings - Electronic copy on file in Laserfiche 2010-2020 11 years 6 years 53b.3/28/2022 Town Clerk Daily Cash Report/Deposits Cash Report and Summary Report of Deposited Transactions; Credit Card/Echeck receipts 2015 1 year 6 years 555, pg. 133 1/2/2022 Town Clerk Disability Parking Permit Applications Town Clerk Forms for New/Renewal Permanant Handicap Parking Permit Applications - created for administrative convenience 2017-2018 2 years 1 year after expiration 1089, pg. 334- 335 3/28/2022 Town Clerk Disability Metered Parking Waivers Permits for Metered Parking Waivers - expired permits that were never used/issued Exp 2019-2021 2 years 0 years 1089 3/28/2022 Town Clerk Disability Parking Permit Applications Disability Parking Permit Applications - Permanent/Temporary: Expired/Deceased/Inactive applications 2018 (expired in)1 year 3 years after expiration 1089(b), pg. 334 1/2/2022 Town Clerk Disposition of Records Forms Completed disposition of records forms 2015 1 year 6 years after disposition 88, pg. 20 1/2/2022 Town Clerk Dog License Originals/Renewals Purebred Dog License Originals/Renewals Expired 2018 1 year 3 years after expiration 327, pg. 77 3/29/2022 Town Clerk Dog License Renewals Dog License Renewals Expired 2018 1 year 3 years after expiration 327, pg. 77 3/29/2022 Town Clerk Dog Seizure & Disposition Report (DL-18)Dog Seizure & Disposition Report (DL-18)2018 1 year 3 Years 334(b), pg. 78 3/28/2022 Town Clerk Reports - Dog License Delinquent Dog Reports (monthly: 2015-2018); Renewal Dog Reports (monthly: 2014-2018); Dog Transaction Reports (monthly: 2016-2018)2015-2018 4 years 0 years after superseded or obsolete 326b.3/28/2022 Town Clerk Dog Correspondence Copies of Letters regarding dog licenses 2014-2019 6 years 0 after no longer needed 53c.3/28/2022 Town Clerk Index of Records - Registrar Index of Records from ACCESS database for Marriage (alpha by spouse), Death alpha) and Disability Parking Permits (alpha)2019 1year 0 years 61 3/29/2022 Town Clerk Index of Records - Disability Index of Records from ACCESS database for Disability Parking Permits (alpha)2020-2021 2 years 0 years 61 3/29/2022 Town Clerk Reports - Disability Permit General Licensing Report of Permanent Disability Parking Permits expiring by month working copy used to mail reminder notices for renewals (created for administrative convenience)2015-2018 4 years 0 years 1089c 3/28/2022 Town Clerk Final Assessment Roll Town Clerk Copy (Assessor's kept for permanent retention)2021 1 year 0 after no longer needed 1045(c) pg. 321 8/30/2022 Town Clerk PILOT Agreements Expired/terminated PILOT Agreements and payment information. Electronic copy retained for information purposes Various Various 6 years 1039 3/30/2022 Town Clerk FOIL Applications Freedom of Information records request file 2019 1 year 6-months (TCO - 2 years)706, pg. 191 1/2/2022 Town Clerk Insurance Worksheets for Insurance Renewal Application including building and equipment lists and statement/schedule of values 2014 1 year 6 years after expiration 579, pg. 150-151 1/2/2022 Town Clerk Insurance Insurance Identification Cards for Town Vechicles 7/2014-7/2015 1 year 6 years after expiration 579, pg. 150-151 1/2/2022 Town Clerk Insurance Owners & Cont Protective Liability (Policy #S1535091)7/2014-7/2015 1 year 6 years after expiration 579, pg. 150-151 1/2/2022 Town Clerk Insurance Public Official Liability (Policy #S1323391)7/2014-7/2015 1 year 6 years after expiration 579, pg. 150-151 1/2/2022 Town Clerk Insurance Town Commercial Insurance Policy with Selective Way Insurance Company including Policy Changes (Policy #S1535065)7/2014-7/2015 1 year 6 years after expiration 579, pg. 150-151 1/2/2022 Town Clerk Insurance Certificate of Liability Insurance filed with Town 2014-2015 2 years 6 years after expiration 116 1/2/2022 Department Record Description Year(s)Range Required Retention LGS-1 Date Purged Town Clerk Insurance Certificate of Workers' Compensation Insurance & Cancellation of Policies filed with Town 2014-2015 2 years 6 years after expiration 116 1/2/2022 Town Clerk Licenses and Permits Amusement/Circus/Fair/Events & Corresponding Cert. of Insurance 2018 1 year 3 years after expiration 606(a), pg. 157 1/2/2022 Town Clerk Marriage License - Copy Copy of Affidavit, License & Cert of Marriage and applicant's original handwritten app 2016 1 year 5 years NYS DOH 1/2/2022 Town Clerk Fire Inspection Invoices/Receipt Paid Fire Inspection Invoices/Receipt and copy of the BAS Miscellaneous Cash Report for the Paid Fire Inspection Fees 2015 1 year 6 years 519, pg. 126 1/2/2022 Town Clerk Monthly Reports Town Justice; Town Supervisor (2015); Town Clerk (2015); Water/Sewer (2015); NYS Ag & Markets (2015); Marriage License (2015); DECALS Import Transactions 2015); DECALS Returnables (2015); Code Enforcement including Fire/Safety Inspections (2013/2014/2015)2013-2014-2015 3 years 6 Years 555, pg. 133 3/9/2022 Town Clerk Permits Fireworks Display Permits - Application and supporting documentation and copy of permit 2018 1 year 3 years after expiration 606 (a), pg. 157 1/2/2022 Town Clerk Permits Notice of Canvassing Organizations 2017-2018 2 years 3 years after expiration 606 (a), pg. 157 1/2/2022 Town Clerk Permits Transient Business Permits for Sale of Fireworks 2018 1 year 3 years after expiration 606 (a), pg. 157 1/2/2022 Town Clerk Final Assessment Roll Clerk's Copy 2021 1 year 0 Years after no longer needed 1045(c) pg. 321 8/30/2022 Town Clerk Tentative Assessment Roll Clerk's Copy 2022 1 year 0 Years after no longer needed 1045(c) pg. 321 8/30/2022 Town Clerk Time Sheets Duplicate Copies of Time Sheets for Deputy Town Clerks - Official Copy is filed with Bookkeeper for payroll and retention; includes copies of Accrual Balance Reports 2018 1 year 0 Years after no longer needed 638, pg. 170-171 3/29/2022 Town Clerk Town Board Minutes - Draft Draft Town Board Minutes & duplicate copies of final minutes including meeting files, notes, attendance sheets 2020 1 year 1 year 48(a), pg. 9-10 1/2/2022 Town Clerk Vouchers & Purchase Orders General Fund A & B; Highway; Water; Sewer; Capital Projects; Trust & Agency 2015 1 year 6 years 495, pg. 123 1/2/2022 Town Clerk Zoning Permit Applications - Copies used as receipts for transactions) Copies of Aquifer, Conditional, Site Plan, Stormwater Review Receipt, Subdivision Application, Subdivision Filing, Variance Permit Application 2014-2015 2 years 6 Years 123d.3/28/2022 Town Clerk Backup Tapes Electronic Data Backup Tapes for Town Servers - Cortland County IT provided back up services for Town and retains the media 2016-2021; Plan First maintains backups 2022+2014-2015 2 years 0 years after superseded 1310 1/2/2022 Water & Sewer Dept.Billing Reports Quarterly Billing Reports: Master Consumption Report; Post Cycle Bill Report; A/R Reports, Adjustment Records; Penalty Process Report; Industrial Billings Report; SUNY Cortland Vouchers; Copies of Quarterly Sewer Report of Consumption and Metered Use 2014 (4th Quarter); 2015 1st-3rd Quarter)1 year 6 years 514, pg. 126 1/2/2022 Water & Sewer Dept. Paid Billing Cards & Deposits Paid W&S Billing Cards & Detail Deposit Report with copies of deposit slips for bank 2014 (4th Quarter); 2015 1st-3rd Quarter)1 year 6 years 519, pg. 126 1/2/2022 Water & Sewer Dept.Reports Sales Listing provided by Assessor's Office to make changes to water/sewer accounts 2018 1 year 0 years 1/2/2022