Resolution - 2010 - 10-03 - Authorizing Destruction Of Temporary Public Records - 01/26/2010
RESOLUTION NO. 10-03
AUTHORIZING DESTRUCTION OF
TEMPORARY 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, "Temporary records" shall consist of:
(a) Building applications, plans, and specifications for
noncommercial and nongovernment projects after the
structure or project receives final inspection and approval;
(b) Cash receipts subject to audit;
(c) Election ballots and duplicate poll books; and
(d) Other documents or records as may be deemed of
temporary nature by the city council.
WHEREAS, Temporary Records shall be retained for not less than two (2) years, but in
no event shall financial records be destroyed until completion of the City's financial
audit;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle,
Idaho, as follows:
1. That the following temporary public records shall be destroyed by shredding under
the supervision of the City Clerk in accordance with Resolution No. 02-04 and Idaho
Code 50-907 and 50-908:
a. General City Election 11/6/07: 3 boxes containing unused ballots, voted ballots,
ballot stubs, spoiled ballots, unused absentee ballots, absentee ballot log book,
absentee ballot envelopes, duplicate copies of poll books, duplicate copies of tally
books, sequence cards and miscellaneous election notes and information.
b. City Runoff Election for Mayor 12/5/09: 4 boxes containing unused ballots, voted
ballots, ballot stubs, spoiled ballots, unused absentee ballots, absentee ballot log
book, absentee ballot envelopes, duplicate copies of poll books, duplicate copies
of tally books, sequence cards and miscellaneous election notes and information.
c. 1999 Employee Personnel Records.
d. Annual Leave Reports 1997 thru 2004.
K:\Clerks\Records\Telllporary Records\Resolution I 0-03-Deslroy Temporary Records,doc
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 ~ay of January 2010.
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PHI LIP J. BANDY
MA YOR
ATTEST:
SHAR N K. BERGMANN
CITY CLERK/TREASURER
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. 10-03 of the City of Eagle and that the same
is in accordance with Section 50-907 and 50-908, Idaho Code.
2(, ~y of January 2010.
K:\Clerks\Records\Temporary Records\Resolution I 0-03-Deslroy Temporary Records,doc
RUNOFF ELECTION FOR MAYOR
December 4, 2007
These election records can be destoryed after 12-05-09
Unused ballots
Voted ballots and ballot stubs
Spoiled ballots
Unused absentee ballots
Absentee ballot log book
Absentee ballot envelopes
Duplicate copies of the poll books
Duplicate copies of the tally books
Sequence cards
Misc election notes and information on listed above
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RECORDS RETENTION GENERAL CITY ELECTION
November 6, 20007
These election records can be destoryed after 11-06-09
Unused ballots
Voted ballots and ballot stubs
Spoiled ballots
Unused absentee ballots
Absentee ballot log book
Absentee ballot envelopes
Duplicate copies of the poll books
Duplicate copies of the tally books
Sequence cards
Misc election notes and information on listed above
SCHEDULE OF RECORDS TO BE DESTROYED 2009
DATE TO TYPE OF DATE RESOLUTION
DESTROY DOCUMENT -FILE NAME RECORD DESTROYED NO.
1/1/2009 Vendor Permits 2003 Semi -Permanent 09-09
1/1/2009 Home Occupation Applications 2002-2003 Semi -Permanent 09-09
1/1/2009 Vendor's Permits 01-02 Semi -Permanent 09-09
•
11/6/2009 3 boxes - General City Election Records - 11/6/07 Temporary 10-03
12/5/2009 4 boxes - Runoff Election Mayor Records -12/5/07 Temporary 10-03
2/10/2009 Residential BId Plans - July 2006 - Dec 2006 Temporary 09-07
General City Election Records - 11/2003 Temporary 09-13
1/1/2009 FY 02/03 Bank Statements, Duplicate Checks, Semi -Permanent 09-14
Duplicate Financial Records, Receipt Book,
St Treasurer Reports, AP
1/1/2009 2003 Payroll Records, Time Records, 1099, Fed Semi -Permanent 09-14
& State Tax Reports, W4, W2, Unemployment
1/1/2009 Employee Personnel Records for 1996, 1997 Temporary 09-15
& 1998
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
1/1/2010 Vendor Permits 2004 Semi -Permanent
1/1/2010 FY 03/04 Receipt Books, State Treasurer Reports, Semi -Permanent
1/1/2010 Bank Statements, Checks, AP, AR
1/1/2010 2004 Payroll Records, Time Records, Medical Semi -Permanent
1/1/2010 1999 Employee Personnel Records Temporary 10-03
1/1/2010 Annual Leave Reports 1197-2004 Temporary 10-03