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RESOLUTION NO. 2008- 12 A RESOLUTION OF THE CITY OF MOSCOW, IDAHO, A MUNICIPAL CORPORATION OF THE STATE OF IDAHO; PROVIDING FOR THE CLASSIFICATION AND RETENTION OF CERTAIN PUBLIC RECORDS PURSUANT TO IDAHO CODE; PROVIDING THIS RESOLUTION TO BE EFFECTIVE UPON ITS PASSAGE AND APPROVAL. WHEREAS, the Idaho Code allows for the classification, retention, preservation, and destruction of certain records as "permanent", hsemipennanent" and "temporary" records; and WHEREAS, Idaho Code requires the City Council adopt by Resolution a records retention schedule listing the various types of City records and the retention period for each type of records prior to January 1, 2007; and WHEREAS, the City has made a survey of all its records and has reviewed current Idaho Code regarding classification of records; and WHEREAS, the City has detennined that the records categorization, as set out in Idaho Code § 50-907, is appropriate for the City to adopt, with some minor clarifications; and WHEREAS, the City wishes to classify some writings, documents, and other similar City information as neither "permanent records", "'semipermanent recordsH or "temporary records" because they have no reasonable intrinsic, historicalLLe__gQL.Jl0f9_L rli-1Jrtini:i1rmJ_y_ or other value which requires their retention; and WHEREAS, Council is confident that the City Clerk and City Attorney (with the input of relevant City staff) can make determinations regarding those records not considered "permanent records", "semipermanent records", or "temporary records", as those terms are defined in Idaho Code Title 50, Chapter 9; NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Moscow, Idaho as follows: I. Permanent Records A. The following records be classified as permanent records: Adopted meeting minutes of the city council and city boards and commissions; 2. Ordinances and resolutions; 3. Building plans and specifications for commercial projects and government buildings; 4. Fiscal year-end financial reports; 5. Records affecting the title to real property or liens thereon; 6. Poll books, excluding optional duplicate poll books used to record that the elector has voted, tally books, sample ballots, campaign finance reports, declarations of candidacy, declarations of intent, notices of election, and records of voting results by precinct; and 7. Executed contracts. B. Retention Schedule. RESOLUTfON 2008-12 RECORD REIENTION/DESTRUCT!ON PAGEl OF 3 ---PAGE BREAK--- Permanent records shall be retained by the City in perpetuity, or may be transferred to the Idaho State Historical Society's permanent records repository upon Resolution of the City Council authorizing such transfer. II. Semipermanent Records A. The following records be classified as semipermanent records: 1. Claims, canceled checks, warrants, duplicate warrants, purchase orders, vouchers, duplicate receipts, utility and other financial records; 2. Building applications for commercial projects and government buildings; 3. License applications; 4. Departmental reports; and 5. Bonds and coupons. B. Retention Schedule. Semipermanent records shall be kept for not less than five years after the date of issuance or completion of the matter contained within such semipermanent record. Semipermanent records may only be destroyed by Resolution of the City Council, and upon the advice of the City Attorney. Such disposition shall be under the direction and supervision of the City Clerk. The Resolution ordering destruction of semipermanent records shall list in detail such semipermanent records to be destroyed. Prior to destruction of semipermanent records, the City Clerk shall provide written notice, including a detailed list of the semipermanent records proposed for destruction, to the Idaho State Historical Society thirty (30) days prior to the destruction of any records. III. Temporary Records A. The following records be classified as temporary records: 1. Building applications, plans, and specifications for noncommercial and non government projects after the structure or project receives final inspection and approval; 2. Cash receipts subject to audit; 3. Election ballots and duplicate poll books; 4. The most current draft of an unexecuted contract until such contract is executed; and 5. Records which are normally believed to be the subject of litigation discovery and determined to be so after consultation with the City Attorney. B. Retention Schedule. Temporary records shall be retained for not less than two years, but in no event shall financial records be destroyed until completion of the City's financial audit as provided in Idaho Code§ 67-450B related to such financial records. Temporary records may only be destroyed by resolution of the City Council, and upon the advice of the City Attorney. Such disposition shall be under the direction and supervision of RESOLUTION3 20084 12 RECORD RETENTJON/DESTRUCTION PAGE20F3 ---PAGE BREAK--- the City Clerk. The resolution ordering destruction of temporary records shall list in detail such temporary records to be destroyed. Prior to destruction of temporary records, the City Clerk shall provide written notice, including a detailed list of the temporary records proposed for destruction, to the Idaho State Historical Society thirty (30) days prior to the destruction of any records. IV. Writings, documents, and other similar City information not classified as "permanent records", "semipermanent records", or "temporary records" herein shall not be considered "records" 12!'92!l!ilil