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RESOLUTION NO. 2016 - 19 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 not less than two years and are so classified by the Council; and WHEREAS, "semi-permanent" records are those which must be retained for a period of not less than five ( 5) 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 Public Record Requests Arts Third Street Gallery exhibit inventories, loan agreements, applications, call for artists, invoices Moscow Farmers Market vendor surveys, season vendor applications, walk-on vendor applications, sales reports, craft I food jury applications, non-profit applications Artwalk applications, invoices MAC Youth Choir applications, receipts Young People Arts Festival invoices ICA Grants Mayor's Arts Awards EcoDriver applications RESOLUTION -2016 - 19 RECORD RETENTION/DESTRUCTION Date of Records: Through October 2014 Through 2010 Through 2012 Through 2007 Through 2007 Through 1996 Through 1984 2007 2011 PAGE l OF 3 ---PAGE BREAK--- Community Development Public Record Requests Residential Building Plans Human Resources Job Announcements and Applications Information Systems Email Correspondence Related to City Governance Created, Sent and/or Received Police Pawn Records Public Records Requests Cash Receipts (2 yr.) Trespass Notices Parking Contest Letters Parking Tickets Paid Water Locates Through October 2013 Through 2013 Through 2013 Up to October 31, 2013 Through 2013 Through 2013 Through 2013 Through 2013 Through 2013 Through 2013 Through July 2014 2. That all duplicate, temporary records as such are classified in this Resolution made on or prior to October 30, 2013 are hereby ordered to be destroyed. 3. That the following records be classified as semi-permanent records and that their destruction is hereby ordered: Department: Administration Inactive Business Licenses (taxi, vendor, solicitor, alcohol, sidewalk cafe, pawn, daycare) Liability Claim records (including property damage records) 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 Misdemeanor Probation Cases (closed) Public Record Requests RESOLUTION -2016 - 19 RECORD RETENTION/DESTRUCTION Date of Records: Through October 2011 Through October 2006 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 FY2009-2010 Through 2009 2006-2009 Through 2012 PAGE20F 3 ---PAGE BREAK--- Police Law Incident Files UCR file NCIC file Misdemeanor Citations Infraction Citations Auction Parking Write Off Tickets City' License applications (taxi, vendor, solicitor, ect . . . ) Official Police Department Correspondence Noxious Weed Waivers Chicken documentation Idaho ITS Strategic Plan District 2 Building Survey Law Enforcement DEC Protocol Matrix VICAP Agreement Staff Meeting Minutes Noise Permits Parks and Recreation Kids' Kamp/ After School Program Participant Registrations Invoice - F. Williams Kindermusik registration Alternative Giving Market contact info, order forms Youth soccer evaluations Youth sports registrations Swim lesson registrations Schools to Pools attendance Deary swim lesson registrations Donation receipt - Parkway Elementary Pool inspection report Donation records Purchase orders Aquatics Council minutes Scholarship records Food Service of America statements 4. That this Resolution shall become effective as of the date of its passage. 2004-2005 2004-2005 2004-2005 2009-2010 2009-2010 2009-2010 2009-2010 (AIMS) Prior to 2011 Prior to 2011 Prior to 2011 Prior to 2011 Prior to 2007 Prior to 2007 Prior to 2008 Prior to 2009 Prior to 2012 Prior to 2014 2004-07 2007 2009 2009 1984; 1997-2001 2003-04 2005-06; 2008,2010 2001-02 2003 2004 2011 2004-05 2003-09 2007 2007 2008 PASSED AND APPROVED by the Mayor of the City of Moscow, Idaho, this 17th day of October, 2016. RESOLUTION -2016 - 19 RECORD RETENTION/DESTRUCTION PAGE 3 OF 3