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RESOLUTION NO. 2010-06 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 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 (files) Televised council meetings Technical code materials/final drafts Technical code review com University of Idaho planning committee Association of Idaho Cities Association of Idaho Cities Legislation _ Requests to Council Building Board of Appeals Legislature Association of Idaho Cities Water Department - Check valve matters W ater!W astewater Conference Water connections - waiver requests RESOI.UHON- 2010-06 RECORD RETEN'JIONIDESTRliCTJON Date of Records: 1995 1992 1989-1992 1992 1996 1995 1996 1995-1997 1994 1997 1997 1996 1995 1996 PAGE 1 OF I 1 ---PAGE BREAK--- Waste disposal ordinance Agendas Council agendas Legislation University of Idaho - Tailgate party Town & Gown committee Tort claims - mise pending Water law/Snake river education Tree appeal - university inn Tree inventory contract Tree committee - contribution Travel reports West publishing Weeds, vacant lots Water Regulations Ordinance, utility bill lien, sample forms US Constitutional law University of Idaho alcohol Whitman county Wiley & Sons publishers AIC 1991 Conference Vista Developing Inc. Vencor Inc Variance - Nann's glass Vacations - Street Old post office building contracts Idaho dept of commerce Library OSHA, Lead exposure regulations IBM Typewriter Low income housing project Dept of housing & urban development HUD Housing rehab Low income housing project Hylton lot division Hyden request to vacate plat Hedglin, Kenneth Health district, north central Hazard mitigation Hawthome village apartments Hanley, Vincent & Margaret-flood damage Grant funding requests Guillory, Jeff - racial incident GTE Building GTE proposed calling area change Grant funding requests Gas Code Revisions Labbauf, Lee -Tort claim Kirkland, Eric - manufactured home, nonconfom1ing Juror Responses Jurors' letters & forms RESOLUTION - 20 I 0-06 RECORD RETENTION/DES I Rl!CTION 1996 1993 1992 1995 1995-1996 1987-1993 1994-1995 1995-1996 1995-1996 1995 I995 I992 I 995-1997 1996 1988-1989 1994 I996 1975-1976 1995 1996 1991 1989 1996 1994 1996 1991-1993 1993-1997 1994-1997 1995 1985 1994 1992-1995 no speci tic dates, reference I 992-1993 1994 1995 1995 1990-1997 1996 1996 1997 1994-1995 1996 1995 1984-1996 1996 1996 1996 1993 1996 1996 PAGE 2 OF I I ---PAGE BREAK--- Jarrett, Robert & Janice Jahns, Robert & Vicki Investigations, current International Municipal lawyers assoc International Conference of Building officials Intergovernmental agreements - copies Landfill option Landfill standards - new E P A Land use requirements, Dolan case LHTAC Local emergency planning committee Liquor ordinances, various cities LID #120, Stokes Addition Michele Butterworth Mercy Housing Idaho Mentally Ill or incapacitated persons, coop agrn1 Memos - interoffice Mmiin Luther King Day Myers, Faith, utility bill Organizational chart - city One percent initiative NIMLO Nonconforming uses - research Manufactured homes Make a wish foundation Magyar, Bob & Linda McClam enterprises MCC info Moser estates 5th addition, flood damage Moser, T Douglas & Judy, tort claim Moscow softball assoc. rules & regs Moscow USA's Mission statement, goals Legal dept Minolta copier Mountain mart & rv park P&R policies & procedures P&R Regulations/ ordinance Parker, Doug & Shirley, easement for traffic light Outside counsel candidates Pedestrian ramps Parkland dedication - Moser/McGurkin Parkland dedication option/agreements Park regulatory issues P&R recreation independent contractor agrmt P&R participant discipline P&R employee agreements P&R East city park RFPs P&R dept correspondence Plummer property option to purchase COPY Plumbing bureau index Plat approval process RESOUJl ION- 201 0-06 RECORD RETENTION/DES I RUC noN 1996-1997 1997 1993 1996 1995 1980-1993 1991 1996 1994-1995 1994 1994-1997 1996 1999 1997 1997 1996 1997 1997 1995 1996 1995 1993 1994 1995 1997 1995 1993 1997 1992 1997 1997 1994 1996 1995 1995 1995 1996 1995 1993 1995 1995 1995 1994 1995 1994-1997 1996 1988 1997 PAGE 3 OF I I ---PAGE BREAK--- Planning issues Planting priorities Personnel policy redraft Persom1el at-will issues PEG cham1el Noise ordinance issues Legal periodicals Legal opinion fonns/comments Leases - human society Leas, Fred League of women voters Local gov't energy committee Lexis Nexis, Idaho Law on disc Idaho bldg contractors assn, city of Coeur d'Alene contract ICON, long distance City of Lewiston, coop agnnt Letter box permit information Legislation Liability releases Idaho state bar assoc State ofldaho mise Idaho rules of procedure Idaho Prosecuting Attomeys assoc Idaho technology transfer center Idaho emergency response commission ID dept of labor & ind service Idaho community foundation Industrial accidents, Robinson & Moore Initiative & referendum Intersections Interns, legal ID public utilities commission Library District, agreement w/City COPY Library Dist, consolidation materials Inter-counsel training research Insurance ICMA League of women voters Lauder!Styner intersection Latah County bar assoc LID's miscellaneous Licensing requirements - plumbing/electrical Schlueter property Swimming pool applications Surplus computers Styner Ave Styner ave extension Streibick development Thompson, Jerry junk yard Thomton Publishing RESOLUTION- 20 I 0-06 Rt-CORD RETENTION/DESTRUCTION 1996 1988 1997 1995 1997 1994-1996 1993 1995 1996 1997 1997 1994 1994 1996 1996 1996 1993 1994 1996 1996 1997 1995-1996 1996-1998 1994 1995-1997 1997 1995 1995 1993-1995 1996-1997 1995 1981 1990-1995 1995-1997 1996 1996 1995 1996 1996 1996 1997 1996 1995 1996 1996 1997 1996 p ACiE 4 OF I I ---PAGE BREAK--- Thomas, Mike, flood damage Subscriptions & memberships Street standards Street standards arterials & Collectors Street spraying S Moscow couplet steering committee Sixth street bike path Sewer dist, nm1h Polk Sewers & drains Sepco Truck, complaint Securities & exchange commission Search warrant information School age child care PSG Ordinances, proposed Private property rights & land use regulations Private property rights (AIC) Polybutylene litigation Political advertising signs Police activity league City of Pullman, legal services agnnt Publications, miscellaneous Public contracts Rowe Street vacation Robinson, Almon Street Robinson, Allen Dale Risk management, claims procedures Retirement system alternatives Resolutions Releases Reimbursement rates, city employees Radar, Richard, RPM Rehad & assoc Quail Run addition Council Workshop on Salaries Deputy City Attorney Lelunitz, David - Release (Uniontown) Public Employees Retirement System Salary Issues -Bob Dudley Salary Committee Salary Consultant Salary Survey Bicycle Recycling Solid Waste to do file Solid Waste agreements COPY Latah Sanitation Billings Alternative Power Supply for Scales Collection Services & Disposal Donations Complaints - Pickup service Billings - Small Cities Dumpster Complaints & Letters Solid Waste - Carbone Decision RESOUJ IJON- 20 I 0-06 RECORD RETENTION/DES I RUC rJON 1997 1997 1996 1998 1995 1996 1984 1996 1995 1996 1994 1991-1992 1996 1996 1995 1995 1996 1994 1994 1996 1986 1995 1996 1997 1984 1997 1995 1995 1996 1995 1995 1992-1995 1992-1993 1996 1987-1997 1995 1993 1993 1994 1995 1994 1993 1994-1996 1995 1996 1996 1995 1995 1995 PAGE 5 OF II ---PAGE BREAK--- Meetings - LSI/City Columbia ridge Landfill & recycling center profile Wood Waste - Fuel/University Transfer Station name change TV Cable Committee Census Russell School modular building Glass as aggregates for pavement 1992 Moscow Animal Shelter-Thelma Wandling Bequest Moscow Animal Shelter-Nursery St. Site Moscow Animal Shelter-Construction Moscow Animal Shelter-Volunteer Program Highway 8 West Ad Hoc Committee Rendezvous in Moscow Rendezvous Task Force Cable TV Subcommittee Community Development Public Request Fonns 2000 Desk Calendar with notes Lan-y Betts File Cabinet Records (3 Boxes) Palouse Path Rails to Trails (various literature) University ofldaho Business Survey Residential Plans Legal Department. Closed misdemeanor prosecution files Parks and Recreation Department. Survey Swimming Pool Western Swing (other western dance included) Tree Management Plan Downtown Tree Management Plan East City Park Tree Permits Plant or Remove Tree Pem1its Plant or Remove Tree Removal and Replacement Tree Smvey Date Forms Completed Tree Work East City Park ASA Umpires ASA General File Swim Pool Leak Correspondence Interdepartmental Interdepartmental Correspondence Comprehensive Plan Update Idaho Park Model Legal Opinions/Regulations Handicapped Services and Facilities Handicapped Access Committee Grass Goals: City and Parks and Rec. Ghonnley Park Project RESOLUTION- 201 0-06 RECORD REI ENTIONIDESTRUCTION 1995 1995 1995 1995 1990 1993 1991-1995 1994 1994 1995 1994 1989-90 1989 1989 1991 2005-2007 2000 1980-1994 1988-1989 1984 2001-2007 2003 and 2004 1994 1992 1992 1991 1993 1994 1995 1990 - 1991 1992 1996 1995 1997 1996 1995 1989 1974 1974-1982 1984 1981 1972 1992 1977 PAGE6 OF 11 ---PAGE BREAK--- Ghormley Park 1978 Ghormley Park Lighting 1977 Flack Property Construction Phase 1 1982 Flack Property RC&D Project 1982 Flack Consultants I 981 Flack Fencing 1 983 Facility Use Committee 1984 Ad HOC Committee on Equity in parks 1981 Energy Conservation 1983 East Gate 1974 Linear Park Task Force Minutes 1998 Rec. Fees Survey 1998 Playground Planning Anderson/Frontier Park 1996 Playground Planning Jim Lyle/Rotary Park 1996 East City Park Playground Proposal 1 995 Eggan Youth Center Plans, Specs, Bids I 965 Survey Swimming Pool 1990 Swimming Pool- New Indoor/Outdoor 1967 Swimming Pool Options 1978 Swimming Pool Proposal 1991 Swimming Pool ORB Repmi 1990 Swimming Pool Infonnation 198 9-1990 Swimming Pool Repair Info 1995 Swimming Pool Feasibility Study 1977 Pool Feasibility Study 1977 Swim Pool Cover Info 1988 Imperial Aqua Sol U.S. Patent N0.4173043 198 4 Proposed Aquatics Facility 1990 Swim Pool Records 1985 Swim Pool Records 1986 Swim Pool Records 1987 Swim Pool Records I 988 Swimming Pool Records 1 98 9-1993 Swimming Pool Records 1994 Swimming Pool Bids for Chlorination System 1971 Swimming Pool Records 1974 Swimming Pool Records 1975 Swimming Pool Records 1976 Swimming Pool Records 1966-69; 71; 73 Swimming Pool Records 1977-78 Swimming Pool Records 1979-82 Swimming Pool Records 1983 Swimming Pool Records 1984 Swimming Pool Ejection Fonns 1996 Swimming Pool Committee 1991 Swimming Pool Records 71; 73 Proposal for Construction of bicycle and pedestrian trail (all in same folder as Palouse Path) Palouse Path-Design consultants 1997 Employment Dep. Building 1999 Frontier Park Development 1 98 9 Frontier Park 1 990 RESOI UTI ON- 20 I 0-06 RECORD RETEN"I ION/DESTRUCTION PAGE7orll ---PAGE BREAK--- Hordema:nn/Kiwanis Park shelter/restroom Hordematm Pond Phase 2 Hordemann Pond Phase I Bunnan Property Acquisition Old Post Office Construction Phase HBAC Retrofit Bmman/Plummer Master Plan Consultants Correspondence OUT Correspondence IN Interdepartmental Memos Correspondence In Correspondence in Interdepartmental Correspondence Correspondence Out Interdepartmental Memos Conespondence In Correspondence Out Interdepartment Memos Correspondence In Conespondence Out Interdepartment Memos Correspondence In CmTespondence Out lnterdepat1ment Memos Correspondence In Correspondence In Interdepartment Memos Correspondence In Interdepartment Correspondence Correspondence In Uan-jun) Conespondence In (Jul-Dec) lnterdepartment Memos lnterdepartment Memos In&Out Ball Field Lighting Study Adopt a Tree Asbestos in City Buildings Asbestos Claim Abatement Work Contracts Bids Playgrounds Playground Cutouts Correspondence Interdepartmental Tree Permits Tree Pennits Tree Removal applications/pennits Tree Removal applications/pennits Grants Tree Removal/replace Letters Boat Safety account Association of Idaho Cities Asbestos Claim Survey Work RESOI UTI ON- 201 0-06 RECORD RETENTION/DES I RUC I'ION 1979 1980 1981 1996 1981 1990 1997 1993 1991 1993 1992 1993 1992 1991 1991 1990 1992 1990 1989 1989 1989 1988 1988 1988 1987 1986 1986 1985 1985 1984 1984 1984 1983 1997 1996-1999 1985-91 1992-1997 1999 1999 1995 1995 1999 2000 1999 1999 2000 1992-1999 1999 1986-1988 1990-1991 1989 PAGE 8 OF 11 ---PAGE BREAK--- Adopt a Stream BLI (Better Living Incorporated) Better Living Incorporated Cleanup Whitmore Park Skate Park Spring Survey Parks and Recreation Surveys Parks and Rec Survey Parks and Rec Shade Tree Committee info Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Basic gardening Summer fun and play Self defense spring Co-Ree soccer Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Evaluations Fall program Summer program Spring program Winter program Fall program Summer program Spring program RESOLUTION- 20 I 0-06 RECORD RETENTION/DISI RUCTION 1990-1991 1992-1998 1991-1993 1988 1998 1990 1989 1989 1995 1986- 88 winter 1995/96 spring 1995 fal11995 summer 1995 winter I 994-95 Summer 1994 Spring 1994 Winter 1993-94 1994 Fa111993 Summer 1993 Spring 1993 Winter 1993 Fal11992 Summer I 992 Spring I 992 Winter 1992 Fall 1991 Summer 1991 Spring 1991 Winter 1991 spring 1987 1987 1987 1988 fal11990 Summer 1990 Spring 1990 Winter 1990 Fal11989 Summer I 989 Spring 1989 Winter 1989 Winter 1992-93 1992 1992 1992 1992 1991 1991 1991 PAGE90F II ---PAGE BREAK--- Winter program Baseball Evaluations Softball Evaluations Softball Evaluations Baseball Evaluations Youth Baseball/softball Evaluations Y BasebalVsoftball Evaluations Y BasebalVsoftball Evaluations Y Baseball Evaluations Y Base/softball Evaluations Y Base/softball Evaluations Youth baseball/softball Evaluations Youth baseball/softball survey (coaches) Youth baseball/softball survey (parents) FFootball Evaluations FFootball Evaluations Spring & fall soccer Evaluations Soccer Evaluations Soccer Evaluations Soccer Evaluations Youth soccer Evaluations Police Department Pawn Records 1991 1993 1993 1992 1992 1991 1990 1989 1988 1987 1981, I 984, 1986 1986 1981 1981 90-93 1987-89 1994 1993 1992 90-91 1986-89 2004-2007 2. That all duplicate, temporary records as such are classified in this Resolution made on or prior to April 19, 2007 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 Building, Gas, Elect1ic and Plumbing Application and Permits. Building, Gas, Electric and Plumbing Application and Pennits. Building, Gas, Electric and Plumbing Application and Permits Building, Gas, Electric and Plumbing Application and Permits. Building, Gas, Electric and Plumbing Application and Pennits Building, Gas, Electric and Plumbing Application and Pennits. Building, Gas, Electric and Plumbing Application and Pennits. Building, Gas, Electric and Plumbing Application and Permits Building, Gas, Electric and Plumbing Application and Pe1mits Building, Gas, Electric and Plumbing Application and Permits. Building, Gas, Electric and Plumbing Application and Permits Building, Gas, Electric and Plumbing Application and Permits. Building, Gas, Electric and Plumbing Application and Pennit Pem1it Copies Gas Licenses and Excavation Pennits Receipt Books for Pennits Finance. Accounts Payable Records RESOLUTION - 2 0 I 0-06 RECORD RETENTIONIDESTRUCTION 1969-1989 1976 1977-1979 1983-1985 1986-1990 1990-1992 1991 1992 - 1993 1993 1994 1995 1996 1997 1996-2000 2001-2004 1993 prior to October 1, 2004 PAGE I Oorll ---PAGE BREAK--- Cash Receipts from Outside Departments Garbage Tag Sales Utility Billing Computer Reports Utility Billing Receipt Stubs City Clerk Peddler/Solicitor Licenses Public Hearing Notices-Council Public Hearing Notices-Council Public Hearing Notices-Council Public Hearing Notices-Council Council Agendas Police Department Citations Incident Case Files prior to October I , 2004 prior to October I , 2004 prior to October 1, 2004 prior to October 1, 2004 prior to January 1 , 2004 1986-1989 1990 1991 1992 1990& 1991 2002-2004 1995-1998 4. That the following financial records be classified as permanent records to be transferred to the Idaho State Historical Society's permanent records repository: City Clerk Ballot Layout and Poll Books Parks and Recreation Tree Committee Tree Committee Tree Committee LPTF Tree Committee Minutes Linear Park Linear Park Linear Park Task Force Linear Park Task Force Minutes Linear Park Bicycle Advisory Committee LPTF phase 2 LPTF Tree Committee minutes Tree Committee minutes 4. That this Resolution shall become effective as of the date of its passage. 1995-2001 1991 1992 1995 94-98 1996 1999 1998 1997 1997 1997 1999 1996 1995 1998 1999 PASSED AND APPROVED by the Mayor of the City of Moscow, Idaho, this 3'd day of May, 2010. RESOLUTION- 20 I 0-06 \ - ' J PAGE 11 OF ] 1