Resolution - 2018 - 18-12 - Destruction Of Transitory Records - 05/08/2018RESOLUTION NO. 18-12
AUTHORIZING DESTRUCTION OF
TRANSITORY 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;
WHEREAS, Transitory records consist of the following:
1. Internal information record including telephone messages, appointment books,
calendars, office and travel schedules, memoranda and routing slips, used
solely to disseminate information or for similar administrative purposes and
other records with very short-lived utility which may be destroyed when no
longer needed for the conduct of city business.
2. Correspondence not containing fiscal, legal or administrative value, including
letters of transmittal, invitations and cover letters.
3. Working documents such as draft, worksheet, or posting record except
worksheets containing fiscal information (retain until no longer needed).
4. Log or schedule used of internal administrative purposes only.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle,
Idaho, as follows:
1. That the following Transitory 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 May 2018.
CITY OF EAGLE
STAN RIDGEWAY
MAYOR
A EST:
SHARON , . BERGMANN
CITY CLERIC/TREASURER
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SCHEDULE FOR DESTRUCTION OF TRANSITORY RECORDS
1. Rent Control Board Information -- 2000
2. Pin Concepts - Eagle lapel pin - 2005
3. Caselle conversion and training 2004
4. RV Dumpsite Research -- 1994-2004
5. Construction law update - 1998
6. Idaho DEQ Air quality 1997-2003
7. Duplicates of bidding results regarding Library construction
8. Duplicates of Library Purchase, Bidding and Construction Documents
9. Eagle Public Library Correspondence 1996-2004
10. Duplicates of Library Bids/ information
11. 1997-2002ICRMP Miscellaneous Correspondence File
12. 2001 File re: Central District Health Department informational meeting
13. 2006 American Linen Credit Application
14. Duplicates of RFP for City Prosecution Services 2014
15. Miscellaneous duplicate documents regarding RFP for Policing Services (2011)
16. Miscellaneous duplicate documents regarding RFP for City Attorney Services (2011)
17. Duplicate of Landscape Maintenance Agreement regarding Albertson's.
18. Duplicate EMPA Phase I Environmental Site Assessment (97 E Idaho)
19. Duplicates of information regarding September 30, 2011 Audit report/and duplicate of report
20. Duplicate documents regarding Presentation of Susan Christenson (Communications Task Force)
August 12, 2008
21. Duplicates of ACHD/City of Eagle Street Projects Ballantyne & SH 44 and Eagle Road State Street
to Floating Feather.
22. Miscellaneous building permit duplicates and correspondence
23. Duplicate Park and Pathway information/maps
24. Duplicate building plans and correspondence for CH05-101
25. Paper receipts for Saturday Market fees and concert series.
26. 2010 City Hall Task Force Committee (duplicates)
27. City Hall Building Purchase Documents (duplicates)
28. City Hall Easement Dedication Documents (duplicates)
29. Detox Center JPA (duplicate)
30. 2004-06 Pathway budget correspondence
31. Pathway information/correspondence from multiple files Brookwood, Garden City, Orchards, Dry
Creek, Eagle Pedestrian Bridge, (duplicates)
32. Duplicate of Detox Center JPA
33. Duplicate maps of Stierman Way
34. Duplicate Ada County Ridge -to -Rivers Pathway Plan 1993
35. Duplicate Holladay Engineering Specification and Contract Booklets for Miscellaneous Projects.
36. 1991-1996 Library budget information and support letters from community members.
37. DEQ correspondence regarding various water projects 8-26-08 thru 4/8/10.
38. Idaho Division of Building Safety 1998-2002 Facility Inspections and City responses
39. 2003 Idaho Gem Community file
40. Park Vendor Publication, Response (2009)
41. Duplicate documents regarding auditing services/from Gibbons, Scott & Dean (2010)
42. Duplicates for RFQ for Parks and Facilities Maintenance 2010
43. Duplicate Emergency Interconnection Agreement United Water/City of Eagle 12/22/2010.
44. Duplicate/semi-permanent 2006 RFP for GIS Mapping for Foothills
45. Duplicate documents regarding RFP for Eagle Road Underpass Mural Project
46. 2010 Unresponsive RFP for Insurance Providers
47. Duplicate bid books for RFQ Automated Materials Handling System 2016
48. Duplicate Professional Services Agreement Between Negotiation Services, LLC and City of
Eagle/City of Eagle Pathway Project 2013
49. Duplicate corresponded from Parking Agreement at 190 E State Street.
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50. Schools -Meridian District Boundaries Maps & Correspondence 1991 & 1997
51. Duplicate Ringo Ridge Estates Common Area Improvement Agreements 1, 2 & 3.
52. Duplicate documents from 2010 City Hall Facility RFP
53. 2002 United Micro Data Inc. file
54. 1998/2000 US Census file
55. US Department of Agriculture -Forest Service file
56. Duplicate documents regarding Alice E. Tomlinson Trust quit claim deed
57. 2008 copies of invoices to Trautman Lawn & Landscape company
58. 1999 Duplicate Cooperative Agreement Payette River Scenic Byway Gateway, Rental agreement,
correspondence from attorney, quit claim deed.
59. Duplicate Spring Valley Audit Statements 2013 & 2014
60. Duplicate Impact Fee Study and Capital Improvements Plan
61. 2009 working draft of Roadways to Bikeways Plan/Ada County Highway district.
62. 2013 Park Reservations
63. Bravo Entertainment Summer Concert Series 2005
64. 1999 information on how to create active server pages
65. 1999 Database applications & IS/Data Analyst's Copy
66. Computer Learning center text book/intermediate Access 7.0 -Windows 95
67. Learning Guide Access for Windows 95 Module I
68. Learning Guide Access for Windows 95 Module II
69. Learning Guide Excel for Windows Module I
70. Visual Basic Getting Started, programming system for Windows
71. Canon Laser Class 2060
72. 2009 Park Reservation Applications
73. 2010 Park Reservation Applications
74. Correspondence from Building Department
75. Christmas Market application 2013, 2015 (Transitory 1 year)
76. City of Eagle Public Art Bench Project Proposal submissions 2007 (Eagle Arts Commission)
77. Parks & Recreation Assorted applications for events. (2015)
78. Cash receipt duplicates 2016
79. 2011 Election forms and State Election Law books
80. Duplicate receipt books for Miscellaneous Licenses (Fireworks; solicitor; special event; temporary;
vendor; open container/catering) 11-10-10 thru 12-18-13.
81. Miscellaneous Budget Items 2005-06
82. Miscellaneous Budget Items 2006-07
83. FY 2009-10 Miscellaneous Budget Folder Items
84. FY 2010-11 Miscellaneous Budget Folder Items
85. FY 2011-12 Miscellaneous Budget Folder Items
86. Miscellaneous Budget Items 2000-01
87. Miscellaneous Budget Items 2001-02
88. Miscellaneous Budget Items 2002-03
89. Miscellaneous Budget Items 2003-04
90. Miscellaneous Budget Items 2004-05
91. FY 1995-96 Miscellaneous Budget Folder Items
92. FY 1996-97 Miscellaneous Budget Folder Items
93. FY 1997-98 Miscellaneous Budget Folder Items
94. FY 1998-99 Miscellaneous Budget Folder Items
95. FY 1999-2000 Miscellaneous Budget Folder Items
96. FY 2007-08 Miscellaneous Budget Folder Items
97. FY 2008-09 Miscellaneous Budget Folder Items
98. Booklet put together by Idaho Power explaining Franchise fees 1986
99. 2007 Code Enforcement letters re: Non -conforming use at 1004 E. Winding Creek
100. 2003-2004 Code Enforcement Letters re: 1093 Parkinson Street
101. 2010-2011 Miscellaneous Complaints re: various code violations.
102. 1S` Street Parking Lot, duplicate project documents.
103. Duplicates BLM Application and Resolution file.
J: Clerks\RecordsDESTRUCTION OF RECORDS Res 18-12 Destroy Transitory Records.doc