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RESOLUTION NO. 2014-12 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 not less than two years and are so classified by the Council; and WHEREAS, "semi-permanent" records are those which must l;>e retained for a period of not less than 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 Inactive Day Care Files Catering Permits Public Record Requests Date of Records: Inactive License Files (taxi, vendor, solicitor, alcohol, sidewalk cafe, pawn) Through 2011 Through 2011 Through 2011 Through 2011 Arts Various Photographs of Past City Events 1 CD with Images of Past City Events Goal Setting End of Year Report to Community In-kind Sponsor Level Benefit Worksheet Strategic Planning Diamond Sports Management Sponsorship Proposal Gallery Exhibit Inventories FY2007, 2008, 2010 and FY201 l 2005 2002 2002 2011 2011 Palouse Plein Air Registrations, Ballots for Best Artist, Inventory Lists, Future Event Ideas 2011 R.EsOLUTION -20 J 4-12 RECORD RETENTION/DESTRUCTION PAGE l OF 10 ---PAGE BREAK--- Market Walk-on Applications Winter Solstice Applications, Loan Agreements, Inventory Young People's Arts Festival applications, Class Assignments, Teaeher Coatmets Artwalk Applications, Receipts, Brochure Proofs, Surveys Mayor's Arts Awards Applications, Programs, Musie Contracts Art Workshop Applications Market Account Receipt Arts Assistant Interview Notes Parks and Rec Brochure Listing Copies of Arts Assistant Applications Idaho Commission on the Arts Public Art Task Force Contacts and Files Lost Art of Handwriting Application and Entries Arts Quarterly Magazines Gallery Schedule Idaho Watercolor Society Gallery Exhibit Inventory Email about Designers for Bus Shelters Palouse Patchers Membership Roster Email with Entertainment in the Park Schedule Receipt for Entertainment in the Park Bookmark Order Tym Park Market Coordinator Business Cards City News Market Schedule Idaho Commission on the Arts Flyer Public Art Market Schedule and Entertainment in the Park Schedule 2011 2011 2011 2011 2011 2011 2010 2010 2010 2010 2009 2009 2009 2009 2009 2008-2009 2009 2009 2009 2009 Small Works Big Presents Blank Forms Olympia Artwalk Brochures 2008, 2007, 2006 Olympia Artwalk Blank Applications NWPR Statement and Invoice Artwalk Street Closure, Noise Exemption, Press Release Blank Artwalk Cover Art Application Email Artwalk Artwalk Brochure Artwalk List of Participating Businesses Brochure Cover Search Blank Application Lock onto Something Great Application Edits City Hall Floor Area for Gallery Artwalk Note with Supplies NWPR Invoice Inlander Invoice Mark LaMoreaux Invoice Daily News Invoices Arts Commission Work Plan Moscow Arts Commission Email Moscow Arts Commission Agenda Letter from Daily News Seattle's Office of Art Step-by-Step Craft Jury Sheet Gallery Inventory Email Printing at Allegra Gallery Schedule IDS Membership Booklet Idaho Watercolor Society Inventory Gallery RESOLUTION -2014-12 RECORD RETENTION/DESTRUCTION 2009 2009 2009 2009 2009 2009 2009 2009 2008 2009 2009 2009 2009 2009 2009 2009 2009 2009 2009 2009 2009 PAGE20F 10 ---PAGE BREAK--- Alison Meyer Market Poster Invoice Folded and Stapled Market Poster and Card Lewiston Tribune How to Submit Documents Idaho Tourism Databases Document Inland NW Broadcasting Card City Arts Catalog Moscow Arts Commission Work Plan Parks and Recreation Listing Comp plan Flash Cards Advisory Committee City of Olympia Roles and Expectations Copy of Lease Agreement Heart of the Arts Heart of the Arts Application Heart of the Arts By-laws Heart of the Arts Articles of Incorporation 1912 Center Use Committee Moscow Arts Commission 1912 Center Information Packet AFM Group Insurance Plan Flyer Musician Instrument at Risk Flyer AFM Flyer Professional Musician Flyer Copyright your Songs Flyer Developing Promotional Material Flyer Historic Society Grant Amendment Facilities List Portfolios Judy Brand Ben Marra Sarah Swett Arnold Westerlund Dunn, Alf Teats, Gloria Barber/Boland/Cunningham Edith Hostetler Kelchner Harcussen Mcmurtry/Kirkwood Frank Werner Chuck Pezeshki Sheila Cichoski Pace/ Anderson Palouse Patchers Frost/Sloan Marchant/Kirkland Haagensen/Terry Machlis/Deutchman Doug Davidson Palmersheim/Gressard Wood Artist John Clement Jim Gale Young People's Arts Festival Files Fall Young People's Arts Festival fall files Young People's Arts Festival files spring RESOLUTION -2014-12 RECORD RETENTION/DESTRUCTION 2010 2010 2010 2008 2007 2006 2003 2005 2000 2003 2006 2006 1998 1998 1998 1998 2001 1991 2001 2001 2001 2000 2000 2000 2000 1999 1999 1998 1998 2002 2002 2004 2004 2006 1993 1992 1993 PAGE3OF10 ---PAGE BREAK--- Arts Commission grants files Splendid Exhibit File Photocopied Checks Winter Solstice Exhibition Farmers Market Advisory Board Ballot Merge Registration Forms Merge Files Music Heritage Files Farmers Market Working Folder Files Gallery on the Square Files Time Sheets Farmers Market Work Folder Moscow Transit Files Opening Windows Play Files MACY Spring Files MACY Fall Files MACY Spring Files Young People's Arts Festival Fall Files 4 Arts Commission Directories MACY Fall files Young People's Arts Festival 7th -9th Files MACY Fall Files Sculpture Show Files Young People's Arts Festival Receipts Files Young People's Arts Festival Spring Files Young People's Arts Festival Spring Files Young People's Arts Festival Fall Files Charlie Murphy Correspondence Files Young People's Arts Festival Fall Files Young People's Arts Festival Spring Files Young People's Arts Festival Fall Files Art Grant Files Farmers Market Files Youth Arts Commission Initiative Files Canary Camp Files YACI Files Canary Camp Files Canary Camp Files Youth at Risk Files Arts Organization Dues Files 2 Arts Directory Music Performance Trust Fund Files Arts Commission Grant Young People's Arts Festival Files WESTAF Files VISA Bills Donations Refunds Reimbursements Vehicle Files Travel Files Letters of Reference Banner Files and Receipts Correspondence from Mary to Vera RESOLUTION -2014-12 RECORD RETENTION/DESTRUCTION 1979 - 1984 2006 1988-1989 2005 2003-2004 2006 2004 1997 - 1999 1990 1981 1991 1991 1996 1997 1997 1997 1996 1997 1979 1995 1997 1996 2006 1998 1995 1996 1996 1996 1995 1994 1994 1998 1993 1996 1998-1999 1995 1999 2000 2000 1991 1985 1991-1993 1985-1987 1993 1988 1999 1991 1999 2000 1995-2000 1989-1991 2000 PAGE40F 10 ---PAGE BREAK--- Intern Job Description Files Web Files Kits Camera Receipts Intern Applications Youth Choir Files Youth ART Forms Youth Art Registration Referrals from MAC MAC Membership MAC Band Fresh Aire Concert Files Project Support Grant Special Grant Files Time Sheets Final Evaluation Report Files ICA Grant Files Expenditure Vouchers Rejected Grants Project Support Files JEA Grant IGA Grant GOS GOS Salary Assistant ICA Salary Grant ICA ICA Salary assistant ICA MAC Final Evaluation Report Community Arts Files MACY Fall Files Idaho Watercolor Society Files Public Art Legislation and Information Files ICA Correspondence Legislators, Senators, School Board Files Writers Connection Bridges/ UI Volunteers Farmers Market Files Farmers Market Files 20 year anniversary of MAC files Farmers Market Policies Direct Market Grant Farmers Market Files Farmers Market Files Resumes of Artists Local Artists Project files Resumes of Musicians Farmers Market History and Past Documents Farmers Market Applications MAC Choir Permission Slips MACY Fall Files Salary Assist Files ART Fresh Aire Files REsOLUTJON -2014-12 RECORD RETENTION/DESTRUCTION 2000 2000 1994 1999 1993 1995 1995 1996 1992 1992 1997 1997 1995-1997 996 1990-1991 1989 1987 1997 1990-1991 1989-1990 1994-1995 1994 1994 1991 1991-1992 1993 1993 1997 1996 1994 2001 2000 1998-2000 1997 1996 1995 1997 1996 1996 1994-1995 1995 1997 1990 1997-1998 1997 1999 1984-2000 2007 1993 1994-1995 1998 PAGES OF 10 ---PAGE BREAK--- Idaho Commission on the Arts Grant 1982-1993 Market Music Fresh Aire Winter Solstice Palouse Watercolor Socius Moscow Arts Commission Youth Choir Young People's Arts Festival MAC Youth Choir Young People's Arts Festival Winter Solstice Mardi Gras Young People's Arts Festival MAC Artist Questionnaire MAC Youth Choir Last Night First Young Peoples Art Festival Signups Arts Directory Master Copy Farmers Market Tax and Registration Forms Farmers Market Tax and Registration Forms Farmers Market Customer Receipt 2 Farmers Market Tax and Registration Forms Arts Directory Art Walk Farmers Market Tax and Registration Forms Young People's Arts Festival Art Walk Business Applications AM Sign-ups Young Peoples Art Festival Art Walk Artist Applications 2 Young Peoples Art Festival Sign-ups Moscow Arts Commission Youth Choir Job Search Young Peoples Art Festival Community Cultural Planning Project Survey Moscow Arts Commission Choir Art Connection LN/FN Grant Last Night First Night Moscow Arts Commission Youth Choir Young Peoples Art Festival Invoices Young Peoples Art Festival Art Walk 7th Annual Winter Solstice Exhibition Artist Applications Farmers Market Tax and Registration forms Moscow Arts Commission Youth Choir Receipts for Signs Advertising Receipts Art Walk Art Walk Applications Art Walk Art Walk Artists Art Walk Artist Art Walk Business Applications Farmers Market Applications Rejected RESOLUTION -2014-12 RECORD RETENTION/DESTRUCTION NO DATE 2003 1997 1991-1992 PRE 1986 1990-1991 1991 2006 2004 1990 2004 1989 1990 NO DATE 1979 2006 2003 2005 2005 1984 2005 2002 1981 2006 NO DATE 1991 2006 NO DATE 1991 1992 NO DATE 1992 1999 - 2000 1994 1992 1992 1987 1997 2007 2007 1998 2007 2006 2004 2004 2004 2005 2005 2005 2005 2004 PAGE60F 10 ---PAGE BREAK--- Farmers Market Walk-ons Season Vender Applications Art Walk Artist Applications Winter Solstice Mayor's Arts Award Nominations Mayor's Arts Awards Nominations and Recipients Mayor's Arts Awards Nominations Mayor's Arts Awards Recipients Merge Mayor's Arts Awards nominations Story Corp 1912 Receipts for Deena Receipts Resolutions and Ordinances Emails and Faxes Budgets Questionnaires Fundraising Letters Evaluation Forms Artwalk Files Arts and Cultural Alliance Receipts Letterhead Correspondence Random Directories Random Artist Profiles ECO Driver Applications Idaho Watercolor Society Traveling Information Moscow Arts Commission Organization and Activities City of Moscow Performance Management System Third Street Gallery Press Release Memo Tax Exempt Counsel Consent Agenda Back-up Material Fax Cover Sheet VSA Traveling Exhibit Folder Exhibit Sales and Ideas Miscellaneous Receipts Mary Plane Ticket 2 Annual budgets MAC Site Visit Report Sound Seminar Sign-up Sheet Sketch Journal for Mary Artist Teacher Training Workshops Farmers Market Rapid Assessment Director's Report Moscow Arts Commission Budgets Art Resumes Farmers Market Documents (Applications, Payments, Workbooks) Visual Arts Notes Young People's Arts Festival (Applications, Support Material) MAC Youth File Arts Directory Youth Choir RESOLUTION -2014-12 RECORD RETENTION/DESTRUCTION 2005 2005 2004 2005 2006 2000 2002 1998 2006 2004 2005 2004-2005 1989 1984-1991 1998- 2006 1991 -1997 1995 1986-1996 1995-1996 2006 2002 1987-2007 1988-2008 1995 - 1999 1999 - 2006 2011 2003-2004 1983 2003 1997 2005 1995 1998 2003 2006 pre 1989 NO DATE 1989-1990 NO DATE 1992 NO DATE 1997 2003 2011 1990-1999 1999 1990 - 2010 1999 1981 to 2006 1996 1979, 1984 1989 to 1997 PAGE70F 10 ---PAGE BREAK--- Time Sheets Conference "Merge" Photocopies of checks Volunteers School Board List Artwalk Applications Gallery Exhibit documents Community Development Public Record Request Forms Walmart File 414 N Main St - Mark IV Motor Inn 802 Park Drive Walmart Plans McDonalds Plans Human Resources Job Announcements and Applications Inactive Seasonal Employee Personnel Files Information Systems 1991 2004, 2006 1988, 1989 1995, 1996 1997 2005, 2006 2010-2012 Pre-2002 1992 & 2002 1989 Through 2011 Through 2011 Email Correspondence Related to City Governance Created, Sent and/or Received Up to May 31, 2012 Parks and Recreation Hershey Entry Forms Skyhawks (Program Cost, Participation Numbers, Agreement for Independent Contractor, Parent Evaluations, Schedule) Basketball (Basketball Officials' Exam (blank), Schedules, Parent Evaluations, Officials' Evaluations, Rosters Including Box Scoring, Names, Addresses, Phone Numbers) Diamond Skills Youth Baseball/Softball (Baseball/Softball Practice Schedules with Rosters (Names, Addresses, Phone Numbers), Synopses, Parent Evaluations, Coach Evaluations) Softball Pitching Survey Flag Football Youth Football Evaluations Spring Soccer Fall Soccer Spring & Fall Soccer Evaluations Adult Basketball Rosters SK& lOK Run UI Softball/Soccer Tracey Moen Youth/Jr Basketball Adult Softball Adult Volleyball Multi-Years Adult Softball Surveys Baseball Evaluation Forms Summer Sports, Miscellaneous Class Evaluations Huff N Puff N Fun Run REsOLUTION -2014-12 RECORD RETENTION/DESTRUCTION 2002 - 1998 2000 - 1999 2002 - 1993 2004 - 1995 1995 2001 - 1996 1995 - 1994 2002 1996 1995 2003 - 2002 2000 1995 2000 - 1993 2007 2000 - 1998 2000 - 1997 1998 2000 2000 - 1998 1999 - 1997 PAGE80F 10 ---PAGE BREAK--- Police Department Auction Pawn Records Parking Citations: Parking Write Off Tickets (AIMS) Public Records Requests Cash Receipts (2 yr.) Trespass Notices Time Sheets Water Department Office Copies of Timesheets 2007-2008 2010-2011 Paid Tickets 2010-2011 Unpaid Tickets 2007 Contest Forms/Letters 2010-2011 2007-2008 2010-2011 2010-2011 2010-2011 2010-2011 Jan. 2010-May 2012 Work Orders entered into Maintenance Manager electronic database Locates August 2010 thru May 2012 Work orders and miscellaneous service requests Up to 2006 Inventory preparation information Up to 2006 Budget preparation information Up to 2006 Accounts payable copies Up to 2006 Travel authorizations Up to 2006 Distribution records including service replacements, new services Up to 2006 main repairs, service abandonments, hydrant flushing, on call, One-Call/Digline locates, meter reading and touch read records of which the appropriate historical information is available electronically. Operation records on booster stations Vendor manuals/blank forms no longer in use PBAC, City/UI Facilities Committee, Cleaning Company, Vehicle Repair Carbon Copy Forms Up to 2006 Up to 2006 Up to 2006 2. That all duplicate, temporary records as such are classified in this Resolution made on or prior to May 31, 2012 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 Reports 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 RESOLUTION -2014-12 RECORD RETENTION/DESTRUCTION 1995-1996 FY 2006-2008 FY 2006-2008 FY 2006-2008 FY 2007-2009 FY 2007-2009 FY 2007-2009 FY 2007-2009 FY 2007-2009 FY 2002-2004 FY 2002-2004 PAGE90F 10 ---PAGE BREAK--- Accounts Payables Legal Misdemeanor and Infraction Files Misdemeanor Probation Cases (closed) LID Legal Files Simmons v. City Police Department Citations - Infraction and Misdemeanor Law Incident Case Files Drug Intelligence Files - Name Files Auction Files Drug Destruction Logs Chief Weaver Correspondence UCRFile NCIC File Microfiche Files Name Cards Dictaphone Reels 4. That this Resolution shall become effective as of the date of its passage. FY 2006-2008 Through 2007 2002-2005 1994 1994 1984 2007-2008 2002-2003 2007 2007 2007 2007 2002-2003 2002-2003 1972-1994 1972-1994 2002 PASSED AND APPROVED by the Mayor of the City of Moscow, Idaho, this 2"d day of June, 2014. REsOLUTJON-2014-12 RECORD RETENTION/DESTRUCTION PAGE IOOF 10