Resolution - 2018 - 18-14 - Destruction Of Semi-Permanent Records - 05/08/2018RESOLUTION NO. 18-14
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 May 2018.
CITY EAGLE
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STAN RIDGEWAY .1 -A41 -74-7P
MAYOR
J:Clerks\Records\DESTRUCTION OF RECORDS\Res 18-14 Destroy Semi -Permanent Records.doc
ATTEST:
SHARON . BEkGM NN
CITY CLERK/TREASURER
As city attorney for and legal advisor to the City of Eagle, Idaho, I hereby certify that I have
reviewed the foregoing Resolution No. 18-14 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
J:.Clerks,Records DESTRUCTION OF RECORDS Res 18-14 Destroy Semi -Permanent Records.doc
A EST:
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SHARON
CITY CLERK/TREASURER
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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. 18-14 of the City of Eagle and that the same is in
accordance wit Section 50-907 and 50-908, Idaho Code.
Daphy
City ttomey
day of May 2018.
!:\Clerks\Recd ds\DESTRUCTION OF RECORDS\Res 18-14 Destroy Semi -Permanent Records.doc
SCHEDULE FOR DESTRUCTION OF SEMI-PERMANENT RECORDS
1. Book Services, Arthur Hart 5-26-06
2. Communication Task Force Summary and Recommendations - 2008
3. Ross Burkhart 2015 Eagle Rd/State Street Intersection Study/emails from City Attorney canceling service
4. Ada County Highway District, Residential Enhancement Program -1995-2001
5. Blackwell, Megan Employee Student in service education Program Agreement - 2013
6. 1999-2000 IEC Group -Salary Survey
7. 2006 ACHD Hill Rd Extension/Landscape/Street Improvement
8. Allred Solutions Consulting Services -2007
9. Alta Planning & Design - Master Park & Pathway Plan Contract - 2007
10. Billing Document Specialists - 8-8-08
11. Caselle Software License Agreement 2003-2004
12. Eagle Tropical Sno - Park lease agreements -1998-2010
13. Environmental Conservation Services Inc. -Task Order No 1 FY 08-09
14. Environmental Conservation Services Inc. -Estimated Cost Proposal to Review M3 2008 Habitat Mitigation
Plan
15. Gibbons Scott & Dean audit services - 2008
16. Grant Writer Shawn Charters - 6-14-07
17. Grant Writer Shawn Charters -10-2-07
18. Grant Writer Shawn Charters - 6-17-08
19. Love Productions, Trademark - 7-27-07
20. Visual Genesis Inc - 2006
21. Wildwood, Susan - fee contract - 2004
22. Computer Arts, Inc/PC & Network Support Agreement -1999-2010
23. Building Plan review service agreement - 7-8-03
24. Rimi, Inc., Mechanical Inspection Services - 2000
25. Valley Regional Transit Cooperative Agreements - 2005-2010
26. Attorney correspondence -1996-1999
27. Eagle Arts Feasibility Study Agreement 1-25-06
28. Greg Smith & Associates Park/Pathway Survey - 2005
29. Briggs Professional Services Agreement - 6-9-92
30. Albertsons Fuel Center #182 Alcohol License - 2012
31. Blue Door Cafe Alcohol License - 2011
32. Ada County Prosecution/Law Enforcement Services JPA 1993-2009
33. Idaho Humane Society 1992-2010
34. ID Department of Building Safety contract 2009
35. 3rd Addendum fuel surcharge fee 2008 (duplicates) correspondence regarding same.
36. Extension and 2"d amendment -2005 (duplicates)
37. 2007 Allied Waste rate increase file.
38. Waste Collection miscellaneous Resolution duplicates and City Hall dumpster contract 2007.
39. Waste collection licenses 1989-1998
40. Waste Collection Franchise calculations/2003/proposed rate changes/Pilot survey/trash & recycle
PowerPoint/written letters against program.
41. Waste Collection Franchise Quarterly Statements.
42. Waste Collection Rate File 2002-2005
43. True Blue looking out for you
44. 2003 Let's talk Trash Committee
45. 04/05 BFI additional programs
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46. Waste collection general correspondence 1996-2004
47. BFI 1999-2006 Reports & statistical and donated service information.
Library file 1989-1998
48. 15t Street Parking Lot, duplicate project documents.
49. Duplicates BLM Application and Resolution file.
50. 67 E. State Street Remodel of Library to Museum (scanned file)
51. ACHD Park and Ride (2004)
52. Contract City Hall/Senior Center Roof - Dotson Roofing 2003
1998 ICRMP Joint Powers Subscriber Agreement
53. 1997-2008 Eagle Senior Citizen Van Use and Senior Center Utilities Agreement File & Miscellaneous
Correspondence
54. 1987 Senior Center By -Laws, and Miscellaneous Lease agreements and other documents thru July 3, 2002
55. 1990-1999 miscellaneous repair and bids for Senior Center
56. 2000- Contract for in-house Software Development Support
57. 2007-2009 American Society of Composers, Authors & Publishers License Agreement
58. Mercer Group Compensation Study/Agreement January 22, 2008
59. Mercer Group Compensation Study/Agreement January 22, 2008
60. Area of Impact conflict of Interest Waiver 2006/Areas of Impact Eagle and Star
61. Republic Storage Rental Agreement February 15, 2007
62. Eagle Foothills BMX Start up information 2010
63. Beautify Downtown Eagle 2011
64. 2001 Eagle Island file
65. US Department of Interior Bureau of Reclamation - December 2003 Draft Environmental Assessment
"Lucky Peak Water Service Contracts Renewal or Conversion".
66. 2005 Draft Environmental Assessment "Partial Assignment of New Union Ditch Company Ltd.'s Contract
Entitlement in Lucky Peak Reservoir to Wilderness Ranch Owners' Association and Osprey Subdivision
Property Owners' Association"
67. 2003 US Department of Homeland Security "Potential Indicators of Threats Involving Vehicle Borne
Improvised Explosive Devices (VBIEDs)
68. 1993-2003 US Department of Energy.
69. Wright Brothers, The Building Company/Owner & Design/Builder Agreement regarding Heritage Park
Restroom (2002)
70. Wright Brothers, The Building Company/Construction Manager Agreement/Velodrome Project (2007)
71. Audio/Visual Co -Operative Letter of Agreement between City of Nampa and City of Eagle (2006)
72. License agreement between American society of Composers, Authors, and Publishers ("Society") and City
of Eagle. (2007)
73. 2007 Services contract for the Development of a Park and Pathway Master Plan and notice of publication.
74. 2007 HPC Contract for services Geneva Trent
75. Hillside Landscape Company, Hill Road Park contract for Construction 2004
76. Hill Road Scope of Work Design and Preparation of Construction West of Edgewood Rd to Hwy 55
77. PSC Environmental, LLC -Household Hazardous Waste Agreement May 2011
78. File regarding Spacesaver Intermountain LLC/Agreement 2006
79. 2010 Contract for Services/Independent Contractor Web page/Graphic Design/Devri Roubidoux
80. 2007 Contract for Services/ Independent Contractor tree identification services/Kathy Roberts
81. Apex Submittal Documents -Project #08-534 Merrill Park Trail Bridge
82. Scope of services Parks and Pathways Master Plan Phase 1 Planning (2008)
83. 2007 Services Contract for the Development of a Park and Pathway Master Plan
84. Invoices/Contracts/Downtown Park 1998
85. April 8, 2015 Independent Contract Instructor agreement
86. 2007-2008 Park Vendor Information (Semi-permanent 5 years)
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87. Mimura & Associates Prosecution Contracts September 2010 - September 2013.
88. Miscellaneous certificates of Liability Insurance 2003; 2004; 2005; 2006; 2007; 2008 2009; 2010; 2011;
2012. naming city as secondary insured (Semi permanent 5 years)
89. Unconditional Lien Waivers (Progress Payments) for the Velodrome Wright Brothers -subcontractor, dated
2008-2009. (Semi-permanent 5 years)
90. Vendors Permits 2011 (Semi permanent 5 years)
91. Vendors/Solicitors/Catering Permits/Noise Waivers/Fireworks Permits 2012 (Semi Permanent 5 years)
92. Miscellaneous long expired Liquor Licenses thru 2011 (Semi permanent 5 years)
93. Contract from 2009 with CGI Communications Inc for Community Video expired March 2013
94. 1998 Bond information/Semi-permanent documents/keep 5 years after payoff (all permanent Bond &
Election Ordinances are scanned into Laserfiche)
95. 2010 Dog Tags (semi-permanent) keep 5 years after expiration, revocation or denial.
96. 2012 Dog Tags (semi-permanent) keep 5 years after expiration, revocation or denial.
97. 2011 Business License renewals (semi-permanent) keep 5 years after expiration, revocation or denial.
98. 2012 Business License renewals (semi-permanent) keep 5 years after expiration, revocation or denial.
99. Liability Insurance Documents 1998-2010/performance bonds/ miscellaneous correspondence.
100. Insurance documents, OSHA Compliance Audits, drafts/copies of bond documents
101. Library Construction Purchase Orders 7-16-98 thru 3-5-99 and pay applications for library construction
project
102. Library construction paid invoices on contract 1998-2000.
103. ICRMP Claim Portable Trailer March 25, 2003 (10 years)
104. ICRMP Claim August 20, 2004 (10 years)
105. 1994-1999 ACHD Capital Budget & Five Year Work Plan
106. 1996-2001 ACHD Capital Budget & Five Year Work Plan
107. 1998-2003 ACHD Capital Budget & Five Year Work Plan
108. 2000-2004 ACHD Capital Budget & Five Year Work Plan
109. 1996-1998 John Alden Insurance file
110. April 2007 documentation of potential claim/Eagle City Library
111. Garnishment -Prime Earth -- P.O. Ventures Inc. -- Writ expired 2/16/11
112. Campbell, Lloyd water payments regarding Eagle North Entry and Payette River Scenic Byway Entrance
signs landscape maintenance costs.
113. 2009 Eagle Saturday Market Citizen Use permit for Eagle Arts Commission/ICRMP Certificates of
Insurance, Letter to Chief Hippe regarding expanding the Market to 2"d St.
114. Classic Design Studio Park & City Hall signage(2003-2006) scanned in for Historical knowledge
115. 2012 LOI Montague-Sauriol Bldg 1119 E Plaza Drive (Letter of Intent)
116. 1998 -2000 -Accounts payable file for The Land Group (Eagle/Ada County Sports Complex)
117. 1998- Transmittal Letters/cancelled checks to Wright Brothers
118. 1998 paid PO & Invoices/cancelled checks for Heritage Park
119. ICRMP Policies 1997, 1998, 2000, 2001, 2002, 2003, 2004, 2005, 2006, 2007, 2008, 2009, 2010, 20011,
2012, 2013.
120. 2013 Park Invoices
121. FY 10/11; FY 11/12; FY 12/13 General Ledgers
J:`.Clerks•Records•DESTRUCTION OF RECORDS\Res 18-14 Destroy Semi -Permanent Records.doc