Resolution - 2018 - 18-13 - Destruction Of Temporary Records - 05/08/2018RESOLUTION NO. 18-13
AUTHORIZING DESTRUCTION OF
TEMPORARY 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, "Temporary records" shall consist of:
(a) Building applications, plans, and specifications for
noncommercial and nongovernment projects after the
structure or project receives final inspection and approval;
(b) Cash receipts subject to audit;
(c) Election ballots and duplicate poll books; and
(d) Other documents or records as may be deemed of
temporary nature by the city council.
WHEREAS, Temporary Records shall be retained for not less than two (2) years, but in
no event shall financial records be destroyed until completion of the City's financial
audit;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle,
Idaho, as follows:
1. That the following temporary 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 May 2018.
CITY OF EAGLE
STAN RIDGEWAY
MAYOR
J. •Clerks\Records\DESTRUCTION OF RECORDS\Res 18-13 Destroy Temporary Records.doc
A EST:
k /
SHARON ,J. B RGMANN
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. 18-13 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 May 2018.
City Attorney
1:. Clerks. Records`DESTRUCTION OF RECORDS\Res 18-13 Destroy Temporary Records.doc
A EST:
SHARON .j. 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. 18-13 of the City of Eagle and that the same
is in accord wjth Section 50-907 and 50-908, Idaho Code.
Dated
day of May 2018.
Attorney
1:\Clerics\Records\DESTRUCTION OF RECORDS Res 18-13 Destroy Temporary Records.doc
SCHEDULE FOR DESTRUCTION OF TEMPORARY RECORDS
1. 2003 Speed Limit Study (requests to lower)
2. Planmakers & Classic Sign Studio - 1998 Proposal for Professional Services
3. 1S' Street One Way
4. ACHD Residential Enhancement Program 1995-2002
5. 2006 ACHD Hill Rd Extension/Landscape/Street Improvement
6. City Hall Location Options Task Force 2010
7. Correspondence re Eagle Cable One 2007
8. Cable One 2001-2005 correspondence and financial statements of revenue
9. Idaho Power 2% Franchise fee accounting 2012
10. Idaho Power Franchise fee payments 1999-2011
11. TCI Cable Franchise 1995-1997 file/franchise payments./miscellaneous correspondence
12. Copy of Ord 90/payments of franchise fee 1984-2000
13. Ada County and City of Boise sample RFP's//draft documents regarding RFP & contracts.miscellaneous
correspondence.
14. Health Insurance miscellaneous file 1994-1998
15. 1997-2008 Planning & Zoning Applications and Appointment letters to Commission
16. 2008-2009 Artist Waiver & Release Forms St. Lukes Gallery
17. 2009-2010 Artist Waiver & Release Forms St. Lukes Gallery
18. 2006-2008 Letters of Interest for open City Council and Planning & Zoning Commission seats.
19. 2009 Letters of Interest for open City Council seat. (Guerber resignation)
20. 2005 File Building Contractors of SW Idaho- Request for public records and response from City.
21. 2010-2011 Miscellaneous correspondence from citizens to City leaders.
22. 2002 General correspondence Cultural Arts
23. 1996-2011 Design Review Board applications and appointments
24. 2007-2008 Inspection & Testing Form from Allied
General Fire & Security
25. 2006 American Linen Credit Application
26. Street Light addition at Hwy 44/Parkinson
27. Arbor Day 1997-2002 /miscellaneous
28. 1985-2001 public official bond records/notary bonds
29. Rocky Mountain Fitness Swim Program (terminated in 2008)
30. Rocky Mountain Fitness Recreation Programs (terminated in 2008)
31. City of Eagle Public Opinion Poll 2001/2002 (questions only)
32. Letter to Boise Mayor/cc: Yzaguirre 12/20/01 regarding Eagle Island property owned by Monroc to be
transferred into the Eagle area of impact.
33. Memo from Holladay Engineering dated 5/26/04 regarding: Expanded Water Service Area Ref. No. EG041504
34. Holladay Engineering Report on Sports Park Complex Irrigation Alternatives Ref. No. EG081604 dated 8'30/04
35. Prosecuting Attorney quarter report 5/24/11
36. Right of Way Permit dated 1997
37. 2003 Kelso Public Records Request January - March 2003
38. 2003 Kelso (Starr Kelso Law Office, Chartered) public records request December 2002 -January 2003.
39. Copies of City Council minutes related to the Kelso Public Records Request February 2000 -- December 2002
40. Duplicates of documents regarding City Hall Building files and purchase of property
41. Unsuccessful 2010 Arts Education Grant Application #04359AE-10 and 2009 Shakespeare Grant Information.
42. 2008-2009 Eagle Center for the Arts, Interview folder
43. Notice of Public hearing for proposed fee increases Municipal Water System. 2004
44. FY 2006-2007 Neighborhood Reinvestment Grant (City Sponsored) Applications and corresponding documents
that were not funded.
45. EDA Grant 2011 (unsuccessful) This is scanned into the system
46. Unsuccessful Tri Cedars Management 2009 (US Department of Commerce Grant)
47. Documents regarding the Star Kelso Public Records and duplicates for the option to purchase real property.
48. 1999-2004 Tennis Court maintenance
49. 2000-2001 Maintenance and new equipment for Krassen and Friendship Park
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50. 2001 Report to ACSO regarding Malicious Injury to property at Krassen Park
51. 2003 File regarding park bollards (Krassen)
52. 2003-2006 Former building permit records clerk miscellaneous file
53. Security System bids for City Hall 2005
54. Acoustics, security system, power, furniture, window treatments, telephone, storage for file rooms, rejected
bids. (2005)
55. 2013 Saturday Market Applications
56. 2008 Alta Planning & Design Park and Pathway Master Plan (DRAFT)
57. 2000 file on purchase of Skateboard components from City of Kuna.
58. Eagle Chamber of Commerce Survey 2001-2002
59. Idaho Department of Parks & Recreation -unsuccessful grant application -2000
60. 2005-2006 Unsuccessful Community Transportation enhancement Grant
61. North Side Pathway-Northfork cost estimate to survey from Holladay Library
62. Bank Deposit duplicates July 2002 -February 2010 .
63. 2013 Eagle Municipal Parks reservation applications (Temporary)
64. 2003 -Buy a Brick Applications (Heritage Park)
65. Engineering
66. Noise Waiver Request/Eagle Fire Dept. 2010
67. 2010 Unresponsive RFP for Insurance Providers
68. Meridian School District 1994/Lottery Funding
69. Meeting Room Reservation Form 2009
70. Old Code Enforcement files
71. 2016 Saturday Market applications, waivers of liability and other application information & miscellaneous
CD's with same information. (Temporary 2 years)
72. City of Eagle Advisory Committee Handbooks 2008
73. Apex Submittal Documents -Project #08-534 Merrill Park Trail Bridge
74. American society of composers, Authors & Publishers
75. 2004 General Police Report/Gold weather vane at Heritage Park
76. Historic Preservation Commission/Appointments/correspondence 12-7-99 thru 7-2-12.
77. 2003-2007 General Correspondence -Parks and Recreation (Temporary 2 years)
78. 2012 Park Reservation Applications (Temporary 2 years)
79. 2013 Park Reservation Applications
80. Parks Maintenance Installation Manual for Kid Kubes Play System (1993)
81. Parks & Pathways Board Application and Appointment Information (2012-2015) Originals have been scanned
into Laserfiche
82. Community Enhancement/Parks & Recreation- temporary documents -vendor waivericookie & cocoa entry
forms/online payment receipts 2014-2015, 2016 -year money receipt book duplicates.
83. 2011 Election forms and State Election Law books
84. Request for Consideration forms for Mayor and City Council Positions in 2010.
85. Public Records Requests from 3!25 & 26'13; Kunz & KBOI TV and Joan Johnston 11/14/13 and 6/10/14.
(Temporary 2 Years)
86. Public Records Request January June 2013 & July -- December 2013. (Temporary 2 Years)
87. 2012 Dog License paperwork/renewals
88. 2014 Public Records Requests (Temporary) Keep 2 years after last action or final disposition of appeal,
whichever is longer.
89. 2012 Public Records Requests (Temporary) Keep 2 years after last action or fmal disposition of appeal,
whichever is longer.
90. Medicare Part D Notice to Employees Reports, 2013, 2014, 2015. (Temporary) 2 years after fiscal year end.
91. Census of Government Form F-28-2012,2013,2014,2015,2016. 2 years after fiscal year end.
92. Annual survey of Public Employment & Payroll, E-4: Municipalities, Counties, Townships
2010,2011,2012,2013,2013,2014, 2015. 2 years after fiscal year end.
93. Quarterly Survey of Non -Property Taxes -2011, 2012,2013 2 years after fiscal year end. 67 E. State Street
Remodel of Library to Museum (scanned file)
94. 67 E. State Street Remodel of Library to Museum (scanned file)
95. ACHD Park and Ride (2004)
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