Resolution - 2011 - 11-03 - Authorizing Destruction Of Temporary Public Records - 02/22/2011 RESOLUTION NO. 11-03
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 12th 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:
2000 Employee Personnel Records-Document an employee's work history.
Records may include, but are not limited to: employment applications, notices
of appointment, training and certification records, records of health
limitations, drug testing, salary schedules, personnel actions, performance
evaluations, awards and other special recognition, letters of recommendation,
investigation information, disciplinary action, notices of layoff, letters of
resignation, home address and telephone, emergency notification forms, oaths
of office, grievance and complaint records, and related correspondence and
documentation.
Numerous regulations provide retention periods for these records including Idaho Code 45-
610, IDAPA 09.01.35.081,9 CFR 1602.14 (Recordkeeping & Reporting Under Title VII &
ADA), 29 CFR 1602.31 (Recordkeeping & Reporting for Civil Rights Act & Americans with
Disabilities Act), 29 CFR 1620.32 (Equal Pay Act), and 49 CFR 382.401 (Drug Testing for
Holders of Commercial Driver's Licenses).
K:\Clerks\Records\Temporary Records\Resolution 11-03 Destroy 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 thisday of February, 2011.
CI,Y OF EAGLE
A► ES D. REYNOL '1
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SHARON K. BERGMANN
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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. 11-03 of the City of Eagle and that the same is in
accordance with Section 50-907 and 50-908, Idaho Code.
Dated this 22- day of February 2011.
•
City Attorney
K:\Clerks\Records\Temporary Records\Resolution 11-03 Destroy Temporary Records.doc