Resolution - 2020 - 20-16 - Authorize Destruction Semi-Permanent Public Records - 10/13/2020RESOLUTION NO. 20-16
AUTHORIZING DESTRUCTION SEMI -PERMANENT OF PUBLIC RECORDS
WHEREAS, Idaho Code 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 2020, the City Council did approve Resolution No. 19-
08 which Records Retention Policy listing various types of city records and the retention period
for each type of record; and
WHEREAS, Idaho Code 50-907(6)(c) states: "A record retained by the city in any form or
medium permitted under this section shall be deemed an original public record for all purposes".
The City of Eagle uses Laserfiche for its records repository; and
WHEREAS, Idaho Code 50-907(6)(d)(i) states: "Once a Semi -Permanent or Temporary record is
retained in a nonpaper medium as authorized by this section the original paper document shall be
considered a duplicate of the record and may be summarily disposed of or returned to the
sender". Semi -permanent records may be destroyed by Resolution of the City Council and
upon the advice of the City Attorney and shall list in detail records to be destroyed; and
WHEREAS, Idaho Code 50-908(1) states: "The city clerk shall serve as the municipal records
manager in each city". The City Clerk of the City of Eagle, Idaho is requesting that certain
public records be authorized for destruction in order to dispose of them.
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. 20-16 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 13t day of October 2020.
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K:ICOUNCIL\Resolutionsldraf resolutionslRes 20-16 Destruction of Semi -Permanent Records.doc
CITY C
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. 20-16 of the City of Eagle and that the same is in
accordance with Section 50-907 and 50-908, Idaho Code.
Dated this / 3 day of October 2020.
City Attorney
K:ICOUNCILIResolutionsldraft resolutions\Res 20.16 Destruction of Semi -Permanent Records.doc
RECORDS FOR DESTRUCTION
RESOLUTION 20-16
SEMI PERMANENT RECORDS
1. Eagle Historical Society Treasurer Reports 2008-2015
2. Eagle Historical Society Bank Statements & tax 09-12
3. Public Record Requests & Responses 2017 & 2018
4. Tree City Certificates 2016 & 2019— Originals are scanned into Laserfiche
5. 2013-2014 Library Volunteer applications
6. 2017 Parks & Pathways requests for consideration
7. Miscellaneous contracts — scanned into Laserfiche
8. 2012-2015 Miscellaneous Certificates of Insurance naming City secondary insured
9. Water department authorization forms for autopayments on closed accounts 2008-
September 30, 2014
10. Receipt books duplicates 2014-2015
11. Business Licenses 2014
12. Dog Licenses 2013-2014
13. City financial records/FY13-14-bank reconciliation -general ledger -bank statements
14. FY13-14 Accounts Payable
15. FY11-12 & FY13-14 Bank Statements, Deposit slips Check Registers
FY15 Bank Reconciliations, Cash Receipts Register
16.2014 Paystubs
K:ICOUNCIL\Resolutionsldraft resolutionslRes 20-16 Destruction of Semi -Permanent Records.doc