Resolution - 2016 - 16-13 - Destruction Of Semi-Perm Records - 03/08/2016RESOLUTION NO. 16-13
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:
SEE ATTACHED SCHEDULE
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 e �h day of March, 2016.
CITY OF EAGLE
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KACOUNCIUResolutions\draft resolutions\Resolution No. 16 -13 Destroy Semi - Permanent Records.doc
ATTEST:
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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. 16 -13 of the City of Eagle and that the same is in
accordance with Section 50 -907 and 50 -908, Idaho Code.
Dated is day of March, 2016.
�L
C ttorney
IDAHO STATE HISTORICAL SOCIETY CERTIFICATION
As State Archivist I hereby certify that I have reviewed the foregoing Resolution No. 16 -13 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.
SEE ATTACHED EMAIL FROM DAVID MATTE, STATE ARCHIVIST
DATED FEBRURY 20, 2016
K:`COUNCIL\Resolutions\draft resolutions\Resolution No. 16 -13 Destroy Semi - Permanent Records.doc
Sharon Bergmann
From: David Matte <David.Matte @ishs.idaho.gov>
Sent: Saturday, February 20, 2016 3:43 PM
To: Sharon Bergmann
Subject: RE: Resolution No. 16 -13 Destruction of Semi - Permanent Records
Dear Sharon,
The Idaho State Archives is not interested in obtaining the semi - permanent records listed in resolution 16 -13.
Thank you,
David Matte
State Archivist
State Archives Administrator, Idaho State Archives
Division of the Idaho State Historical Society
2205 Old Penitentiary Road
Boise, Idaho 83712 -8250
208 -514 -2328
david.mattePishs.idaho.gov
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!
The information contained in this email may be privileged, confidential or otherwise protected from disclosure. All persons are advised that they
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From: Sharon Bergmann [mailto:sbergmann @ cityofeagle.or41
Sent: Wednesday, February 10, 2016 3:02 PM
To: David Matte
Subject: Resolution No. 16 -13 Destruction of Semi - Permanent Records
Hi David — Please find attached Res 16 -13 Destruction of Semi - Permanent Records for review and Certification.
If possible I would like to have this on the 2/23 Council Agenda.
Thanks
Sharon X. Bergmann, CAC
City Clerk /treasurer
City of Eagle
66o E. Civic Lane
P.O. Box 1520
SCHEDULE OF RECORDS TO BE DESTROYED 2016
DATE TO
DESTROY
DOCUMENT -FILE NAME
TYPE OF
RECORD
DATE
DESTROYED
RES
NO.
1/1/2016
2009 Employee Timesheets
Semi-permanent
16 -13
Ex-employee personnel files
Semi-permanent
16 -13
Ex-employee HIPPA files
Semi-permanent
16 -13
Fulfilled Garnishment Paperwork
Semi-permanent
16 -13
* *This box is in the main file room.
1/1/2016
FY 2008/2009 Vouchers*
Semi-permanent
16 -13
*box is in Council Chambers file room
1/1/2016
FY 08/09 Bank Statements, etc
Semi - Permanent
16 -13
stored in main rile room
1/1 /2016
FY 08/09 Vouchers
16 -13
stored in main file room
Semi - Permanent
1/1/2016
General Ledger Records FY 09/10
Semi - Permanent
16 -13
1/1/2016
2010 Employee Timesheets
Semi - Permanent
16 -13
1/1/2016
2010 Caselle Cash Recei tin
Semi- Permanent
16 -13
1/1/2016
09/10 Caselle Accounts Payable Reports
Semi - Permanent
16 -13
1/1/2016
Check Stubs Feb 09 -March 2010
Semi - Permanent
16 -13
1/1/2016 1
Check Stubs April 201 0-May 2011
Semi - Permanent 1
16 -13