Resolution - 2010 - 10-04 - Authorizing Destruction Of Semi-Permanent Public Records - 01/26/2010
RESOLUTION NO. 10-04
AUTHORIZING DESTRUCTION OF
SEMI-PERMANENT PUBLIC RECORDS
WHEREAS, Idaho Code Section 50-907 and 50-908 provides that the City Council may
authorize the destruction of public records no longer required by law or for city business;
and
WHEREAS, On the 1ih day of February, 2002, the City Council did approve Resolution
No. 02-04 which sets forth a policy on keeping, storing and destroying of City records,
proceedings and documents; and
WHEREAS, The City Clerk of the City of Eagle, Idaho has requested that certain public
records be authorized for destruction in order to dispose of them; and
WHEREAS, "Semipermanent records" shall consist of:
(a) Claims, canceled checks, warrants, duplicate warrants,
purchase orders, vouchers, duplicate receipts, utility and
other financial records;
(b) Contracts;
( c) Building applications for commercial projects and
government buildings;
(d) License applications;
(e) Departmental reports;
(f) Bonds and coupons; and
(g) Other documents or records as may be deemed of
semipermanent nature by the city council.
WHEREAS, The following Records are Semi-Permanent Records and shall be kept for
not less than five (5) years after the date of issuance or completion of the matter
contained within the record;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle,
Idaho, as follo\vs:
I. That the following semi-permanent public records shall be destroyed by shredding
under the supervision ofthe City Clerk in accordance with Resolution No. 02-04 and
Idaho Code 50-907 and 50-908:
a. Liquor Licenses 2004
b. Vendor Permits 2004
c. FY 03/04 Receipt Books, State Treasure Reports, Bank Statements, Checks, AP
and AR.
d. 2004 Payroll records, time records, medical records.
2. The administrative staff of the City, under the supervision of the City Clerk, is
authorized to take all necessary steps to carry out the authorization provided by this
Resolution.
Dated this~day of January 2010.
C:\Documents and Settings\rhouse\Local Settings\Temporary Internet Files\Content.Outlook\54LE05El \Resolution No 10-04
Destroy Semi-Permanent Records.doc
CIT~AGLE
PHIL IP J. BANDY
MAYOR
ATTEST:
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S ARbN K. BERGMANN
CITY CLERK/TREASURER
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ATTORNEY CERTIFICATION
As city attorney for and legal advisor to the City of Eagle, Idaho, I hereby certify that I
have reviewed the foregoing Resolution No. 10-04 ofthe City of Eagle and that the same
is in accordance with Section 50-907 and 50-908, Idaho Code.
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Dated this 2-" day of January 2010.
~~~
City Attorney
IDAHO STATE HISTORICAL SOCIETY CERTIFICATION
<.
As State Archivist I hereby certify that I have reviewed the foregoing Resolution
No. 10-04 of the City of Eagle and that the same is in accordance with Section 50-907
and 50-908, Idaho Code and said semi-permanent public records are not deemed to be of
a historical value and can be destroyed.
Datedih~ dar ff January 2010.
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C:\Documents and Settings\rhouse\Local Settings\Temporary Internet Files\Content.Outlook\54LE05E I\Resolution No 10-04
Destroy Semi-Permanent Records.doc
RECEIVEDJf FII.E"t,----.cl
CITY OF EAGLE "
JAN l 0 2010
To: Sharon Bergmann CMC
City ClerkfTreasurer
City of Eagle
P.O. Box 1520
Eagle, Idaho 83616
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File:
Route to:
From: Rod House
State Archivist
Date: January 2010
Re: Request to destroy City Records
Thank you for your email dated 7 January 2010 requesting
permission to destroy Eagle City records.
The State Archives Division of the Historical Society does not
consider these records to have historical significance and has no
desire in obtaining these records.
This letter constitutes the approval of the Idaho State Archivist for
the destruction or return of these items.
fl
~espec:tfully,
,
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State Archivist
Idaho Public Archives and Research Library
2205 Old Penitentiary Road
Boise, Idaho 83712
Phone: (208) 514 - 2316
Email: rod.house@ishs.idaho.gov
i
SCHEDULE OF RECORDS TO BE DESTROYED 2010
DATE TO TYPE OF DATE RESOLUTION
DESTROY DOCUMENT -FILE NAME RECORD DESTROYED NO.
1/1/2010 Liquor Licenses 2004 Semi -Permanent 10-04
1/1/2010 Vendor Permits 2004 Semi -Permanent 10-04
1/1/2010 FY 03/04 Receipt Books, State Treasurer Reports, Semi -Permanent 10-04
1/1/2010 Bank Statements, Checks, AP, AR
1/1/2010 2004 Payroll Records, Time Records, Medical Semi -Permanent 10-04
1/1/2010 1999 Employee Personnel Records Temporary 10-03
1/1/2010 Annual Leave Reports 1197-2004 Temporary 10-03