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RESOLUTION NO. 2012-14 A RESOLUTION OF THE CITY OF MOSCOW, IDAHO, A MUNICIPAL CORPORATION OF THE STATE OF IDAHO; PROVIDING FOR THE CLASSIFICATION AND DESTRUCTION OF CERTAIN TEMPORARY PUBLIC RECORDS PURSUANT TO IDAHO CODE § 50-907 AND MOSCOW RESOLUTION 2008-12; PROVIDING THIS RESOLUTION TO BE EFFECTIVE UPON ITS PASSAGE AND APPROVAL. WHEREAS, the Idaho Code allows for the classification and retention of certain records as "permanent", ·'semi-permanent" and ''temporary'· records; and WHEREAS, ·'temporary'' records are those which need to be retained for less than five years and are so classified by the Council; and WHEREAS, "semi-permanent" records are those which must be retained for a period of five years after the date of issuance or completion of the matter contained within the record; and WHEREAS, Idaho Code § 50-907 allows for the City Council to order the destruction of those records which are not considered historical; and WHEREAS, the records listed herein are only those records which are considered to be ''temporary'' or "semi-permanent" records pursuant to the Idaho Code and Resolution 2008-12; and WHEREAS, such temporary or semi-permanent records have been classified as such by the Council hereinbelow; and WHEREAS, Council has determined that such records have no intrinsic, historical or other value which would preclude their destruction; NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Moscow, Idaho as follows: 1. That the following records be classified as temporary and that their destruction is hereby ordered: Department: Administration Inactive Day Care Files Catering Permits Public Record Requests Inactive License Files (taxi, vendor, solicitor, alcohol, sidewalk cafe, pawn) Community Development Public Record Request Fonns Fee Slips for Gas/Mechanical Receipt books Electric Pennit and Applications Larry Betts Correspondence Boxes x2 Application and Permits - Filed by issue number and not date 1 box Plumbing Tags that we don't use any longer Code Enforcement fonns that we don't use any longer RESOI.UTION - 20 12-14 RECORD RHENTION/DESTRUC'I ION Date of Records: Through 2009 Through 2009 Through 2009 Through 2009 2009-2010 1993 1992& 1993 1993 1979-1980 PAGE I Of4 ---PAGE BREAK--- Planning Correspondence Files Residential Plans for: 809 E B Street 708 S Jefferson 2709 Granville 2615 Castleford 404 Veatch 2411 Cambridge Ct 1115 Slonaker Dr 2415 White Ave 318 N Washington 2521 Castleford 2427 White Ave 1937 Vandal Dr 2609 Itani Dr 2806 Itani Dr 81 9 Courtney 2265 E 6th St 306 Lauder 102 S Lilly 312 Dolly Dr 1830 E Sixth 515 Panorama 2803 ltani Dr 504 Nadi Court 2818 Itani Dr Engineering Timesheets (Duplicate - not considered a record) Human Resources Job Announcements and Applications Information Systems 1978 1126/2009 7/28/2009 9/25/2009 9/4/2009 9/23/2009 11/13/2009 11/16/2009 6/10/2009 11/16/2009 11119/2009 11/12/2009 8/17/2009 2007 2007 never 2009 1/13/20 I 0 never 2007 2006 2007 2007 2006 2006 1990 Through 2009 Email Correspondence Related to City Govemance created, sent and/or received Up to Aug. 31, 2010 Police Department Pawn Records Parking Citations: Parking Write Off Tickets Public Records Requests Cash Receipts (2 yr.) Trespass Notices Time Sheets RESOJ UTION- 2012-14 RECORD RETEN rJONIDESTRUCTION 2009-2010 Paid Tickets 2009 Unpaid Tickets 2006 Contest Forms/Letters 2009-2010 2006 2009 2009 2009 2009 PAGE 2 OF4 ---PAGE BREAK--- Water Department Office Copies of Timesheets Jan. 2009-Jan. 2010 Work Orders entered into Maintenance Manager electronic database Locates August 2009 thru July 2010 W ark orders and miscellaneous service requests Up to 2004 Inventory preparation information Up to 2004 Budget preparation information Up to 2004 Accounts payable copies Up to 2004 Travel authorizations Up to 2004 Distribution records including service replacements, new services Up to 2004 main repairs, service abandonments, hydrant flushing, on call, One-Call/Digline locates, meter reading and touch read records of which the appropriate historical infonnation is available electronically. Operation records on booster stations Vendor manuals/blank fonns no longer in use Notes from disbanded Citizens Salary Committee (1993), PBAC, City/UI Facilities Committee, cleaning company, vehicle repair carbon copy fonns and Ghonnley pool information Up to 2004 Up to 2004 Up to 2004 2. That all duplicate, temporary records as such are classified in this Resolution made on or prior to August 31, 2010 are hereby ordered to be destroyed. 3. That the following records be classified as semi-pennanent records and that their destruction is hereby ordered: Community Development Inspection Reports Finance UB Credits Class Reports/Cash Checkout Sheets UB Cash Receipts Cancelled Checks Bank Statements Investment Statements URA- Journal Entry Documents Journal Entries W-2's Check Stubs Accounts Payables Legal Misdemeanor and Infraction Files Police Department Citations - Infraction and Misdemeanor Incident Case Files Drug Intelligence Files- Name Files Auction Files Drug Destruction Logs Chief Weaver Correspondence RESOI.ll ON- 2012-14 RECORD RETENTION/0£STRUCT10N 1994 FY 2005-2006 FY 2005-2006 FY 2005-2006 FY 2006-2007 FY 2006-2007 FY 2006-2007 FY 2006-2007 FY 2006-2007 FY 2001-2002 FY 2001-2002 FY 2005-2006 Through 2005 2006 2000-2001 2006 2006 2006 2006 PAGE 3 OF4 ---PAGE BREAK--- 4. That this Resolution shall become effective as of the date of its passage. PASSED AND APPROVED by the Mayor of the City of Moscow, Idaho, this 17111 day of September, 2012. ATTEST: RESOLUTION- 2012-14 JULY 12 1887 RECORD RETEN riON/DESTRUCTION PAGE4 OF 4