Resolution - 2018 - 18-02 - Destruction Of Semi-Permanent Records - 01/09/2018RESOLUTION NO. 18-02
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 day of January, 2018.
CITY OF EAGLE
STAN RIDGEWAY
MAYOR
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ATTEST:
`3`HARON K. BERGMANN
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. 18-02 of the City of Eagle and that the same is in
accordance with Section 50-907 and 50-908, Idaho Code.
Dated this / day of January 2018.
City Attorney
J: COUNCIL.Resolutions,draft resolutions '• 18-02 Destroy Semi -Permanent Records.doc
RESOLUTION 18-02 — ATTACHMENT
LIST OF SEMIPERMANENT RECORDS FOR DESTRUCTION
1. FY 09/10 Bank Statements
2. FY 2010/2011 RIF/terminated employee files & personnel files.
3. FY 08-09 Vouchers/ FY 2000-2001 & 2004-2005 Budget information.
4. FY 2010-2011 Bank Statements/Deposit slips/check register
5. FY 2010-2011 Accounts Payable
6. FY 2011-2012 Cash Receipting Reports
7. 2011 Employee Time Sheets
8. FY 2011-2012 Account Payable/Excel Spreadsheets
9. FY 2011-2012 Account Payable/General Fund Vouchers
10. FY2009-2010 Account Payable
11. FY 2011-2012 Accounts Payable
12. FY 2010-2011 Accounts Payable
13. 2012 Timesheets & Terminated Employee folders
14. FY 2009-2010 Accounts Payable