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RESOLUTION NO. 2011-12 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: Community Development Public Record Request Forms Matt Ruck Dalton Radavich Litigation Code Violations for Frats and Sororities 214 N. Main Correspondence about Flood Stefany and Shoshone Drainage Problems Correspondence and Plat Maps 825 Camas -Schiem1an Flooding Issue Russell School Temporary Trailer Pope's Third Addition Erosion Problems Residential Plans Engineering Timesheets (Duplicate - not considered a record) RESOUITION-2011-12 RECORD Date of Records: 2008-2009 2002 1997 1995 1996 1995 1996 1995 2001 2004-2005 and 2008 1986-1989 PAGE I OF 3 ---PAGE BREAK--- Human Resources Job Applications Police Department Pawn Records Parking Citations: Water Department Office Copies of Timesheets Work Orders entered into Maintenance Manager electronic database 2001-2008 2008-2009 Paid Tickets 2008 Unpaid Tickets 2005 Contest Fonns 2009 Jan. 2007-Jan. 2008 Locates August 2008 thru July 2009 Work orders and miscellaneous service requests Up to 2003 Inventory preparation information Up to 2003 Budget preparation information Up to 2003 Accounts payable copies Up to 2003 Travel authorizations Up to 2003 Distribution records including service replacements, new services Up to 2003 main repairs, service abandonments, hydrant flushing, on call, One-Cali/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 forms no longer in use Notes from disbanded Citizens Salary Committee (1993), PBAC, City/Ul Facilities Committee, cleaning company, vehicle repair carbon copy forms and Ghormley pool infonnation Up to 2003 Up to 2003 Up to 2003 2. That all duplicate, temporaty records as such are classified in this Resolution made on or prior to July 18, 2009 are hereby ordered to be destroyed. 3. That the following records be classified as semi-permanent records and that their destruction is hereby ordered: Community Development Inspection Rep01is 1330 W Pullman Rd. -Building File for Blimpies/Brannegans 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 RESOLUTION- 2011-12 RECORD RF.t ENTIONIDESTRUCrtON 1993 FY 2004-2005 FY 2004-2005 FY 2004-2005 FY 2005-2006 FY 2005-2006 FY 2005-2006 FY 2005-2006 FY 2005-2006 FY 2000-2001 FY 2000-2001 FY 2004-2005 PAGE20F3 ---PAGE BREAK--- Police Department Citations -Infraction and Misdemeanor Incident Case Files Drug Intelligence Files-Name Files Auction Files Drug Destruction Logs Chief Weaver Correspondence 4. That this Resolution shall become effective as of the date of its passage. 2005 1998-2000 1997-2005 1985-2005 1995-2005 2004-2005 PASSED AND APPROVED by the Mayor of the City of Moscow, Idaho, this 191" day of September, 2011. RESOLUTION- 201 1-1 2 JULY 12 1887 RECORD RE'I ENTIONI0ESTRLICTION PAGE 3 OF 3