Resolution - 2013 - 13-21 - Authorizing Destruction Of Semi-Permanent Public Records - 11/12/2013 RESOLUTION NO. 13-21
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 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, "Semi-Permanent 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 semi-
permanent 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
follows:
1. That the following semi-permanent 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:
FY 2006/2007 Payroll Timesheets
FY 2006/2007 Ex-Employees 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 /a 6 day of /4V r7 be, , 2013.
CITY OF EAGL.
,i%.,. Al 146(4 /-
AMES D. RE rLDS
MAYOR
K:\COUNCIL\Resolutions\draft resolutions\Resolution No. 13-21-Destroy Semi-Permanent Records.doc
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HARON 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. 13-21 of the City of Eagle and that the same is in
accordance with Section 50-907 and 50-908,Idaho Code.
Dated this / aaay of November, 2013.
City Attorney
IDAHO STATE HISTORICAL SOCIETY CERTIFICATION
As State Archivist I hereby certify that I have reviewed the foregoing Resolution No. 13-21 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.
Dated this day of November,2013.
State Archivist
K:ICOUNCILIResolutionsdraft resolutionssResolution No.13-21-Destroy Semi-Permanent Records.doc
DECEIVED& FILED
/fr CITY OF EAGLE
"d ► -
. " Idaho. State OCT 2 1 2013
Historical
. S O C I E T Y File:
-c Route to,
C.L."Butch"Otter October 10, 2013
Governor of Idaho
Janet Gallimore Sharon K. Bergmann, CMC
Executive Director City Clerk/Treasurer
City of Eagle
Administration 660 E. Civic Lane
2205 Old Penitentiary Road
Boise,Idaho 83712-8250 P.O. Box 1520
Office:(208)334-2682
Fax:(208)334-2774 Eagle, Idaho 83616
Membership and Fund
Development Dear Sharon Bergmann,
2205 Old Penitentiary Road
Boise,Idaho 83712-8250
Office:(208)514-2310 Per our letter dated October 8, 2013, RESOLUTION NO. 13
Fax:(208)334-2774 Y > >
AUTHORIZING DESTRUCTION OF SEMI-PERMANENT PUBLIC
Historical Museum and
Education Programs RECORDS.
610 North Julia Davis Drive
Boise,Idaho 83702-7695
Office:(208)334-2120 The Idaho State Archive does not have an interest in obtaining the records
Fax:(208)334-4059
listed in your attachment.
State Historic Preservation
Office and Historic Sites
Archeological Survey of Idaho To clarify, the Idaho State Archives does not authorize records
210 Main Street
Boise,Idaho 83702-7264 destruction, we simply decline to take the records. As stated in Idaho Code
Office:(208)334-3861 50-907; Section (4):
Fax:(208)334-2775
Statewide Sites:
•Franklin Historic Site Semipermanent and temporary records may only be destroyed by
•Pierce Courthouse resolution of the city council, and upon the advice of the city attorney.
•Rock Creek Station and Y Y
•Stricker Homesite Such disposition shall be under the direction and supervision of the city
Old Penitentiary clerk. The resolution ordering destruction shall list in detail records to be
2445 Old Penitentiary Road destroyed. Prior to destruction of semipermanent records,the city clerk
Boise,Idaho 83712-8254 p Y
Office:(208)334-2844 shall provide written notice, including a detailed list of the semipermanent
Fax:(208)334-3225 records proposed for destruction,to the Idaho state historical society thirty
Idaho State Archives (30) days prior to the destruction of any records.
2205 Old Penitentiary Road
Boise,Idaho 83712-8250
Office:(208)334-2620
Fax:(208)334-2626 Authorization is provided by the city council and city attorney, written
notice is provided to ISA simply to inform so that we may choose to keep
North Idaho Office
112 West 4th Street,Suite#7 any records which may have historical significance.
Moscow,Idaho 83843
Office:(208)882-1540
Fax:(208)882-1763 Thank Ott,
1_71 o
( sus
David Matte
00 i ; Deputy State Archivist (Acting State Archivist)
Historical Society is an
Equal Opportunity Employer.