Resolution - 2025 - 25-15 - Destruction Of Semi-Permanent And Temporary Records - 08/26/2025RESOLUTION NO. 25-15
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, AUTHORIZING THE DESTRUCTION
OF SEMI -PERMANENT AND TEMPORARY RECORDS; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, Idaho Code 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 12d' day of December 2023, the City Council approved Resolution No. 23-24
which sets forth a policy on the keeping, storing and destruction of City records; and
WHEREAS, Idaho Code 50-907(2) states: "Semipermanent records shall be kept for not less than
five (5) years after the date of issuance or completion of the matter contained within the record";
and
WHEREAS, Idaho Code 50-907(7)(b) states: Semipermanent records may be destroyed only by
resolution of the city council and upon the advice of the city attorney"; and
WHEREAS, Idaho Code 50-907(3) states: "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 as provided in section 67-450B, Idaho Code"; and
WHEREAS, Idaho Code 50-907(7)(c) states: "Temporary records may be destroyed only by
resolution of the city council and upon the advice of the city attorney"; and
WHEREAS, Idaho Code 50-908(I) states: "The city clerk shall serve as the municipal records
manager in each city"; City Clerk of the City of Eagle, Idaho is requesting that certain public
records be authorized for destruction in order to dispose of them in accordance with Idaho Code
50-907 and Idaho Code 50-908.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
CITY OF EAGLE, IDAHO, AS FOLLOWS:
Section 1: That the following semi -permanent and temporary records shall be destroyed by
means of shredding physical documents and/or deletion of electronic documents under the
supervision of the City Clerk in accordance with Resolution No. 23-24 and Idaho Code 50-907
and 50-908:
SEE ATTACHED RECORDS SCHEDULE
Section 2: That administrative staff of the City, under the supervision of the City Clerk, are
authorized to take necessary steps to carry out the authorization provided by this Resolution.
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Adopted by the Council of the City of Eagle, Idaho on this -)- day of August 2025.
CITY OF E GLE
BRAD PIKE
MAYOR
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TRACY OsAbo :
CITY CLE EPUTY TREASUR],R i; `� <' ° ,
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. 25-15 of the City of Eagle and that the same is in
accordance with Section 50-907 and 50-908, Idaho Code.
Dated this -4 6 day of August 2025.
V r -
City Attorney .61
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Records Schedule
• Open Container Permits expired before August 1, 2020
• Catering Permits expired before August 1, 2020
• Noise Waivers expired before August 1, 2020
• Business Licenses expired before August 1, 2020
• Alcohol Licenses expired before August 1, 2020
• Dog Licenses expired before August 1, 2020
• Independent Contractor Agreements expired before August 1, 2020
• Live Performance Agreements expired before August 1, 2020
• Lease Agreements expired before August 1, 2020
• Vendor/Solicitor Permits expired before August 1, 2020
• Fireworks Vendor Permits expired before August 1, 2020
• Monthly Financial Statements prior to August 1, 2020
• Accounts Payable Records prior to August 1, 2020
• Accounts Receivable Records prior to August 1, 2020
• Invoices prior to August 1, 2020
• Contracts & agreements expired before August 1, 2020
• Bank Statements FY 18/19 and prior
• Monthly Deposit Reports FY 18/19 and prior
• Saturday Market Vendor Receipts FY 18/19 and prior
• Non -Commercial (Residential)/Non-Government Building Plans & Specifications for
permits with a certificate of occupancy issued prior to August 1, 2023
• Employment Applications for Unselected Candidates prior to August 1, 2023
• Monthly Financial Reports FY 18/19 and prior
• Bank Transaction Records FY 18/19 and prior
• Payroll reports FY 18/19 and prior
• DEQ Test Records - Backflow Test Records prior to August 1, 2023
• DEQ Test Records — Non -Compliance Corrective Action Records prior to August 1,
2022
• DEQ Test Records — Sanitary Survey prior to August 1, 2015
• DEQ Test Records — Lead & Copper Controls prior to August 1, 2013
• Water Consumer Confidence Reports prior to 2022
• DEQ Test Records — Fluoride Analysis Reports, Secondary Contaminant Reports,
Variance and Exception Records — prior to August 1, 2020
• Appointment files prior to August 1, 2023
• Meeting Recordings prior to August 1, 2020
• Email Correspondence prior to August 1, 2020
• Departmental Reports prior to August 1, 2020
• Grant Records prior to August 1, 2020
• Sole -Source Procurement Records prior to August 1, 2023
• Sponsorship, Memorial Gift/Contribution, and Donation Records prior to August 1, 2023
• W-2 and 1099s FY 18/19 and prior
• General Ledger Records FY 18/19 and prior
• Interdepartmental Records FY 18/19 and prior
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• Receipts & Cash Receipting Records FY 18/19 and prior
• Code Violation & Appeal Records resolved prior to August 1, 2020
• Building Inspection Records for permits with a certificate of occupancy issued prior to
August 1, 2023
• Commercial/Government Building Permit Application Forms prior to August 1, 2020
• Closed/Dismissed/Inactive Accident/Incident/Injury Claim Records prior to August 1,
2020
• Closed/Dismissed/Inactive Workers' Compensation Claim Records prior to August 1,
2020
• Liability Waivers & Photo Consent Forms prior to August 1, 2019
• Employee Federal & State Tax Records prior to August 1, 2020
• Separated Employee Records (Applications, Benefits, Bond, Deduction Authorization,
Medical, Personnel, Time, Travel, 1-9, PERSI) for Employees Separated prior to August
1, 2020
• Payroll Administrative Reports prior to FY 21/22
• Recruitment & Selection Records for positions filled or recruitments cancelled prior to
August 1, 2023
• Unemployment Records prior to August 1, 2020
• Recreation Program Registration & Participant Records prior to August 1, 2023
• Water Fund Investment Records FY 18/19 and prior
• Water Billing Registers FY 18/19 and prior
• Water Utility Account Change, Application & Disconnect, Billing Adjustment, Billing
Register, Security Deposit, and Meter Readings Records FY 18/19 and prior
• Water Quality Complaint Records prior to August 1, 2023
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