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Resolution - 2015 - 15-04 - Authorizing Destruction Of Semi-Permanent Public Records - 02/10/2015 RESOLUTION NO. 15-04 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 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; SEE ATTACHED SCHEDULE 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: 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 iC) day of February, 2015. ITY OF EAGL ssssomssssssss OF EAG 'AMES D. RE 0 DS (. Q`'QORoi?, MAYOR ? SV �• P • • ATTEST: •••. rog ,2' %�i�, ■••• © . SHARON K. BERGMANN CITY CLERK/TREASURER K:\Clerks\Records\Semi-Permanent Records\Resolution No. 15-04 Semi-Permanent Records.doc 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. 15-04 of the City of Eagle and that the same is in accordance with Section 50-907 and 50-908. Idaho Code. Dated this r1 day of February 2015. City Attorney IDAHO STATE HISTORICAL SOCIETY CERTIFICATION As State Archivist I hereby certify that I have reviewed the foregoing Resolution No. 15-04 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 ofa historical value and can be destroyed. Dated this day of February, 2015. SEE ATTACHED EMAIL. State Archivist I..cot JNCII_\kesoluuons\drafl resoluions\Rcsoluuon No 15-04 Sena-I'errnanenl Itccords.doc ATTACHMENT TO RESOLUTION NO. 15-04 2015 Caselle Cash Receipting 7/08-12/09 Accounts Payable 12/07 - 12/08 FY 08/09 General Ledger 2006-2010 Vendors Permits Dog & Business Licenses 2009 & Prior Sat Mkt/Chrristmas Mkt Applications - 2009 & Prior 2014 2008 Employee Timesheets Ex-employee personnel files Ex-employee HIPPA files Fulfilled Garnishment Paperwork FY 2007/2008 Vouchers FY 07/08 Bank Statements, etc FY 07/08 General Ledger Jan-2008 to Jan-2009 Check Stubs 2008 Caselle Payroll Reports Sharon Bergmann From: Alan Butcher <Alan.Butcher @ishs.idaho.gov> Sent: Monday, February 02, 2015 12:00 PM To: Sharon Bergmann; David Matte Subject: RE: Resolution 15-04 Hello Sharon, The Idaho State Archives does not have an interest in obtaining the records listed in your attachment; Resolution no. 15-04 Thank you! Alan. Butcher Government Records Archivist Idaho State Archives 2205 Old Penitentiary Road Boise Idaho 83 712 (208) 514-2314 The Idaho State Historical Society is an extraordinary system of cultural and historic resources comprised of the Idaho State Historical Museum, State Archives, State Historic Preservation Office, and Historic Sites Program. We seek to inspire, enrich and engage all Idahoans by leading the state in preserving, sharing, and using history and cultural resources relevant to today to inform and influence the future. Join us! From: Sharon Bergmann [mailto:sbergmann©cityofeagle.orq] Sent: Monday, February 02, 2015 11:31 AM To: Alan Butcher; David Matte Subject: FW: Resolution 15-04 Just wondering if you received my email? I would like to get the Resolution on a Council agenda in February. Thanks Sharon. . . Bergmann, CIVIC City CCerk/Treasurer City of- Eagle 660 E, Civic Lane TX), Box 1520 Eagle, Idaho 83616 1