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Resolution - 2002 - 14 - Keeping, Storing And Destroying City Records - 11/12/2002 c I. ORIGINAL RESOLUTION NO. 02-14 A RESOLUTION OF THE CITY OF EAGLE, IDAHO, AMENDING THE POLICY ON THE KEEPING, STORING AND DESTROYING OF CITY RECORDS, PROCEEDINGS AND DOCUMENTS CONSISTENT WITH IDAHO CODE 50-907. BE IT RESOLVED BY THE MAYOR AND THE CITY COUNCIL OF THE CITY OF EAGLE, IDAHO: Section 1: That the following policy is an amendment to Resolution 02-04 which established the policy for the keeping, storing and destroying of all records, proceedings and documents of the City of Eagle, Idaho: 1. The following are records that need to be archived: Archi ves/Records Management: Guide, listing, index or other finding aid to archival records Records disposition documentation - documentation of final disposition of records, describing records disposed of and manner and date of disposition Audits: Audit reports Internal Investigation or non-fiscal audit records Budget: Annual Budget Report Special Budget Report Building Department: Building Code complaints, inspections, investigations and violations Building Condemnation & Demolition Files including application, copy of permit, correspondence and notice of condemnation Building Permits and Certificates of Occupancy records Building plans, sketches, photographs and other records that provide valuable information on individual structures City owned buildings and facilities - official plans, maps, designs, architectural drawings and photographs Commercial plans and engineering documents Flood Insurance Maps including all updates IRES forms Mechanical permits Water permits issued for the City owned water system Capital Construction or Public Imvrovement Project: Addendums to bid documents Advertisement and Request for Bid and Affidavit of Publication (original) Bids, Request for Proposals, Statements of Interest, Request for Bid Bonds and Certificate of Insurance Bid opening documentation, including any protests Qualifications and Change Orders Page 1 of 10 Contract documents (executed originals) Correspondence relevant to the development project Inspection Reports and Environmental Impact Statements Notice of Award Official plans, maps, designs, architectural drawings and photographs for project Performance guarantees Proposal and Response submitted by company awarded project Request for Design Builds (originals) Scope of work, fee schedules and project budget schedules Specifications Community Development/Urban Renewal: Capital construction or public improvement case files Case files - these records may have continuing value for historical or other research Federal Assistance Application Final reports on public/community service projects Master Summary Record - documenting all activity of the agency, covering housing rehabilitation, tenant relocation, economic development, property acquisition and resale, special projects and various contacts Photographs, architects' plans and sketches of buildings, streets and urban areas Economic DevelopmentlIndustrial Development: Master summary record documenting contacts and inquiries and resulting response and actions taken by agency personnel Opinion surveys Special Project or Program Files - Official copies of publications, videotapes or informational literature prepared for public distribution Election: Election financing - detailed report of campaign receipts and expenditures Final election results Notification and Publication of Notice of Election or posting of election notice, certification and listing of notice posting, copy of newspaper notice and certification of offices to be voted for at election Oath of Office Records of campaign receipts, contributions and campaign expenses, including attached copies of political advertisements and literature Referendum records covering any questions, recall or special election including petitions, records of signature verification and correspondence Sample ballot Voter Registration Records, including register of voters and poll book Financial: Accounting Journal recording chronological entries of all fiscal transaction with detailed entries that include information on payee or payer and purpose Page 2 of 10 Record of bonds, notes or securities purchased by the city for investment, identifying the security, the fund for which it was held, the place where kept and listing the date of sale and the amount realized Report of audit of financial affairs General: Annual, special or final report, summary, review or evaluation Annual, special or long-range program plan Bill of Sale of property owned by local government other than real property Certificate of Population filed after each census enumeration Chattel mortgage or conditional sale contract & satisfaction (after inactive) Correspondence documenting significant policy or decision making Court Orders Governmental Establishment and Reorganization Records, covering establishment, incorporation, annexation, consolidation, dissolution or charter revision, for political subdivision, including but not limited to petitions, special studies and surveys, correspondence with State agencies, records of voter action and reports Insurance policies, including policies for real property, personal property, general liability and bonds. Insurance Records, log or register of all claims Legal agreements including contracts, lease and release involving local government Legal Opinion or Directive rendered by the City Local law rules Manual of procedures or policies and standards Motor Vehicle Accident Statistics and Reports covering accidents, which has occurred in municipality. Annual, summary or other special reports Official copy of publications including newsletter, press releases, published report or bulletin Official Minutes and Hearing Proceedings (regardless of format) of governing body or board, commission or committee thereof (including all records accepted as part of minutes) Official plans, maps, designs, architectural drawings and photographs of buildings or other facilities owned by the City Ordinances Proclamations Real Property Acquisition or Sale File for city owned property including but not limited to copy of deed, copy of assessment, copy of site or plot plan, photographs, recommendation or justification for acquisition or sale, approval for acquisition or sale, closing statement, memoranda and correspondence Records affecting the title to real property or liens thereon Records of Gifts and Bequests including copy of will, copies of deeds, maps and surveys and record of establishment of and use of monies Page 3 of 10 generated by trust fund or endowment when individual gift is valued at more than $500 Recording of Voice Conversations, including audio tape, videotape, stenotype or stenographer's notebook and also including verbatim minutes used to produce official minutes and hearing proceedings, report, or other record recording of public meeting of governing body or board, committee or commission thereof Regulations Resolutions Special project or program files including official copies of publications, videotapes or informational literature prepared for public distribution Tape recordings of minutes of meetings Grant Program Files: Annual Reports Applications, proposals and agreements Background material, fiscal records and supporting documentations Evaluations Legal Case Files: Attorney and investigator activity logs Case index including notations on activities related to case Complaints Court orders, motions, notes, briefs, release and closing sheet Police reports Library: Catalog of Holdings, manuscript or printed catalog Incorporation, Chartering and registration Records Mayor's Office: Mayor's Office Files, including but not limited to correspondence, memoranda, reports, studies, publicity items, contracts, and other legal documents where file documents a significant subject, or major policy- making or program-development process MuseumlHistorical Society: (Maintain at Museum and/or Historical Society - Duplicate Copy to State Archives) Archival Administration Records, including appraisal and accessioning documentation, including assessment of conservation needs Collections Records documenting acquisition, accession, deaccession, loan, conservation, and use of materials, including but not limited to accession register, loan agreement, inventory of collection and conservation treatment record Exhibit File documenting planning, construction and use of exhibit, including but not limited to photographs, sketches, worksheets, publicity, loan agreements and visitor surveys Guide, Listing, Index, or Other Finding Aid to archival records Historical Preservation Records, including but not limited to background files relating to proposed historic preservation legislation, historic district Page 4 of 10 and/or structure designation, records and case files for proposed external modifications to structures with historic designations Inventory of non-current archival records in storage Records Acquisition Documentation, documentation of final acquisition of records, describing records acquired and manner and date of acquisition Records Transfer List of archival records of enduring historical value Personnel: Administrative organization chart showing administrative and supervisory organization. Employee Medical Record other than health insurance records Listing or Roster of city officials or employees, including name, addresses, titles and other pertinent information Official copy of job announcement and position duties statement Record of official signature of city employee Personnel records of city employees (includes volunteers and interns) Master summary record from personnel case file Planning and Zoning Department: Change of Zoning Records, including applications, petition, protest, hearing minutes, preliminary and final reports and correspondence, relating to changes proposed in zoning boundaries or regulations Comprehensive Plan Development File, including but not limited to official copy of comprehensive plan and all background surveys, studies, reports and draft versions of plan Development Agreements Findings of Fact and Conclusions of Law Land use applications Mandatory Planning Review Case File for required review of site plan, zoning variance, special permit, change of zoning, subdivision creation or enlargement, municipal planning action, or other required review, including but not limited to maps, plans, sketches, photographs, engineering reports, environmental impact statements and studies, copies of zoning records, project narrative, correspondence, and record of final of determination of subdivision, historic structure, major commercial or industrial development, or capital construction. Master Summary Record (log or register) maintained by Planning & Zoning to record receipt of planning or zoning reviews and projects, and to record subsequent action taken Preliminary and Final Plats Site plans Subdivision construction drawings Zoning Maps and all updates Zoning Ordinance Violation Records, not related to zoning variance or special permit application Zoning Variance or Special Permit File, including application and supporting materials, hearing results, decision and appeal records for Page 5 of 10 commercial, industrial, historic structure or multi-unit residential variance or permit 2. The following are permanent records and shall be retained for not less than ten (10) years: Bonds: Bond Register Budget: Budget Records Financial: Cash Books General Ledger Warrant Register General: All records, correspondence or documents deemed a permanent nature. 3. The following are semi-permanent records and shall be retained for not less than five (5) years or completion of the matter contained within the record. Audits: Audit background documentation including summaries, posting records & related records created by an auditing office Audit hearing or review file Bonds: Bonds and coupons Bonds and Notes, all records 5 years after bond issued retired Depository agreement, including designation of depository, bond or surety, or other record relating to deposition of local government funds (5 years after agreement, contract, designation, bond or surety has expired or been superseded or rescinded) Budget: Budget change requests Budget hearing and review files Budget preparation files Budget status report Copy of county, city or other budget used in determining tax levy Preliminary or tentative budget Election: Election challenge or investigation records Election return of canvass Financial: Banking communications including bank statement, reconciliation, notification of voiding or return of check, cancellation of payment or other notice for checking or savings account Cancelled checks or other instruments of payment, such as bank check, warrant check, order check and check stubs Page 6 of 10 Cash transaction record showing cash received from collection of various fees & petty cash disbursed Certificate, demand or direction to fiscal officer to pay monies Claim for payment including claim, vendor's voucher and bill Daily, weekly, monthly, quarterly or other periodic fiscal reports including daily funds report, daily cash report, statement of monthly balance, recapitulation of disbursements Daily, weekly, monthly, quarterly or other periodic internal or external report, summary, review evaluation, log, list, statement or statistics, except annual report Deposit book for checking account (5 years after date of most recent entry) Deposit book for savings account (5 years after cancellation) Depository agreement, including designation of depository, bond or surety, or other record relating to deposition of local government funds (5 years after agreement, contract, designation, bond or surety has expired or been superseded or rescinded) Disallowed claim for payment when no legal action is pending Duplicate receipts Fiscal reports from state agencies Internal investigation or non-fiscal audit records: background materials & support documents Notice of claim record and index Order or warrant to pay monies for funds not held in savings bank Purchase Orders Sales tax records covering sales tax collected by local government Signature cards - 5 years after authorization expires or is withdrawn State or Federal - State reimbursement claim file including summary and detail of claim, worksheets and other supporting documents Summary record of outstanding or paid warrants, claims or vouchers and duplicate copies Utility and financial records Verification of travel expenses General: Accident reports and related records (or 3 years after individual attains age 18, whichever is longer) Complaint or request for service Correspondence containing legal, fiscal or administrative information License Applications Proof of publication or posting Repair, installation, maintenance or similar records including request for service, work order, record of work done, summary or log of service performed Special project or program background materials and supporting documentation Page 7 of 10 Planning and Zoning Department: Records consisting of miscellaneous correspondence and documents not related to permanent or semi-permanent records 4. The following are temporary records and may destroyed after six (6) months or one (1) year. Temporary records consist of correspondence not related to permanent or semi- permanent records, cash receipts subject to audit, and other records as may be deemed temporary by the City Council. A. RECORDS TO BE RETAINED FOR SIX (6) MONTHS: Building Department: Residential building plans submitted with building permit application B. RECORDS TO BE RETAINED FOR ONE (1) YEAR: Building Department: Building Permit Applications Records consisting of miscellaneous correspondence and documents not related to permanent or semi-permanent records. Election: Candidate designation or nomination records including petitions, certificate, declination nomination, objection to nomination and related documents (1 year after election unless contested) Certification or notice of appointment of commissioner of election Copy of certification to board of elections stating each officer to be voted for at general election (1 year after election) Election officials' appointment record including notice of appointment, and record of service (1 year after election unless contested) Election readiness records including certification of testing of voting machines, record of ballot delivery or similar records (1 year after election unless contested) Informational records received from board of elections including lists of election officials, enrollment or registration lists, district maps and instructional materials (retain until superseded or obsolete) Intermediate election records used to compile final election results, including tally sheets, voting machine tabulation, detailed breakdown of results by election districts, election inspector's returns, and statements of canvass where information is duplicated in report of final election results (1 year after election unless contested) Voted ballot and application for absentee ballot (1 year after election) Page 8 of 10 General: Agendas Certificate of acceptance of office (1 year after person leaves office) Complaints or requests relating to routine government services or activities (1 year after final disposition of complaint or request) Completed survey forms (retain until survey results are prepared) Correspondence not containing fiscal, legal or administrative value, including letters of transmittal, invitations and cover letters Duplicate copy of record (retain until no longer needed) Identification card (duplicate or record of issuance) issued to client, patron or resident (retain until invalid) Internal information record including calendars of appointments, office and travel schedules, memoranda and routing slips, used solely to disseminate information or for similar administrative purposes (retain until no longer needed) List, index or summary used for internal administrative convenience or for informational purposes (retain until obsolete) Log or schedule used for internal administrative purposes only Mailing list used for billing or other administrative purposes (1 year after superseded or obsolete) Postal records including returned registered or certified mail card or receipt & insurance receipt Tax exempt records showing local government is exempt from paying sales, use or other taxes (1 year after superseded or obsolete) Working document such as draft, worksheet or posting record except worksheets containing fiscal information (retain until no longer needed) 5. The following are Payroll records that shall be retained as follows: Employee records to be retained for four (4) years from date of employee's separation from employment: Employees personnel file Payroll records to be retained for not less than four (4) years: Employee time sheets Payroll printouts W2 forms 1099 forms 941 forms Page 9 of 10 Section 2: Those documents, which may be destroyed, shall be shredded under the direction and supervision of the City Clerk. PASSED BY THE EAGEL CITY COUNCIL, NOVEMBER 12, 2002. SIG~A YOR ON NOVEMBER 12. 2002. RICK Y ATTEST: <~~. --- ~ - SHAR K. MOORE CITY CLERKffREAS URER ?tj~ "",'llm"".~ ,.., B .~ "",..,.1. OF AO .'.~ I' .It. ~ ....... t. A \ Ii .~ .. v- I () ....,ORAl'.. : 0"" ~.. : (j 'of(: : .. _.- : : -~ -. . -\ ~ SBAL$¡O ¡ ('0 A'9...-.;: ~ .~-'),. ~ >Otl"~.. ",,' ~ 4'~ ........ ~ ~ ",.¡." '" '1'8 011 \: ".." .".",.......,., Page 10 of 10