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RESOLUTION NO. 2005 - 06 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; 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 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: I. That the following records be classified as temporary and that their destruction is hereby ordered: Department: Moscow Police Department Moscow Police Department reserve officer records Police Department copies of traffic citations issued Copies of accident reports Pawn shop slips Watch commander logs Records related to University of Idaho Campus Arrest photographs Misdemeanor case files Human Resources. Job recruitment files Workers Compensation files Terminated employee files RESOLUTION- 2005-06 RECORD Date of Records: prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2004 prior to May 2003 prior to May I, 2004 prior to May I, 2000 prior to 1995 prior to May I, 2003 prior to May I, 1995 prior to May I, 1995 PAGE I OF4 ---PAGE BREAK--- Legal Department. Closed prosecution files Parks and Recreation Department. Youth Parks and Recreation participationlenrollmenUregistration forms Waiver and consent forms Hold harmless agreements Dog obedience training registration forms and/or waivers Swimming pool registration membership fee and/or swim lesson records Community Forestry pruning paperwork Finance. All department cash receipts Ambulance billing records Utility billing stubs Employee time sheets and payroll Time records on employees Vehicle maintenance slips Receipt books Vendor information Arts Department. Farmer's Market vendor information Young People's Arts Festival applications MAC Choir applications Farmers' Market applications Miscellaneous correspondence Public Works I Engineer. Employee time records Administration. General correspondence files related to former employees prior to May I, 2000 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to October I, 2003 prior to October I, 2003 prior to October I, 2003 prior to October I , 2003 prior to October I, 2003 prior to October I, 2003 prior to October I, 2003 prior to October I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 prior to May I, 2003 2. That all duplicate, temporary records as such are classified in this Resolution made on or prior to May I, 2005 are hereby ordered to be destroyed. 3. That the following financial records be classified as semi-permanent records and that their destruction is hereby ordered: RESOLUTIONM 2005-06 RECORD RETENTION/DESTRUCTION PAGE 20F4 ---PAGE BREAK--- Finance. Accounts payable computer reports Audit financial statements Bank reconciliation files Bank statements Beer, liquor, daycare and miscellaneous licenses Blank First Security Bank checks Checking account balance records Contingent fund reports Daily revenue and expenditure bank balance records Extra financial statements and budgets Garbage tag sales financial information General licenses information Liquor/catering permit financial records Discontinued LID records Payroll records Payroll reports/earning registers Payroll timesheets Receipt books (all types) Time sheets folders Small town rural trash binders Utility billing computer report billing journals Utility billing computer report-receivables Utility billing receipt stubs Vehicle gas and maintenance records W-2's, W-4'2 and I-9's for part time employment Washington Water Power invoices Duplicate receipts Bonds and coupons Utility and other financial records Personnel files; current and former employee records Cash receipts for all departments Payroll Bank statements Bond covenants Budgets Journal entries Investment statements Copies of payroll checks City Clerk Catering permits Election materials (Poll books, etc.) Public hearing notices RESOLUTION- 2005-06 RECORD RETENTION/DESTRUCTION prior to May 1, 2000 prior to May I, 2000 prior to May I, 2000 prior to May 1, 2000 prior to May I, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May I, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May I, 2000 prior to May 1, 2000 prior to May I, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May I, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May I, 2000 prior to May I, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May 1, 2000 prior to May I, 2000 prior to May I, 2000 prior to May I, 2000 prior to May I, 1 995 prior to May l, 2000 prior to May l, 2000 prior to May l, 2000 prior to May I, 2000 prior to May I, 2000 prior to May l, 2000 prior to May l, 2000 prior to May l, 2000 prior to May I, 2000 prior to May I, 2000 prior to May 1, 2000 PAGIO3 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 Mo ow, Idaho, this 6th day7. ATTEST: I RESOLUTION- 2005-06 RECORD RETENTION/DESTRUCTION PAGE40F4