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RESOLUTION NO. 2008- 21 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 tor 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: l. That the following records be classified as temporary and that their destruction is hereby ordered: Pepartment: Administration (files) Crosswalks Contractors, Ability to Regulate Continuing Legal Education Consultant Agreement - Compensation Comp Time Cmmnunity Forestry Ordinance Issues Clearwater Economic Development Association Clearwater Resource Conservation & Dev Council Claims Against The City of Moscow Circle Drive (request for improvements) Child Abuse Task Force Chamber of Commerce Tourism Committee Cablevision 1995 rate increase Dutch Elm Disease RESOLUTION --2008X21 RECORD RETFl'dlOYiOESTRliCT!O"N Date of Records: 1995 1996 1993-1995 1993 1997 1993-1995 1993-1997 1994-1997 1993-1995 1996 1995 1995 1995 1991 PAGE 1 OF 5 ---PAGE BREAK--- Drinking Water Systems Double Jeopardy Department of law Enforcement v Moscow re: asset forfeiture Department Activities Deferred Compensation Programs Debt Collections practices De-annexation research/forms Ordinance, proposed curfew Forms miscellaneous Forfeitures Fire Buffers Fair Labor Standards Act Euthanasia of Dogs Ethics in Govermnent Subdivision Ordinance Engineering General Conditions Engineering & Administration Charges Energy, Department of Electric Utility Deregulation AIA A-201 Forms Contracts & Agreements Funds Forms - Subdivision agreementÈ River Styx Bicycle regulations & Statutes Bifurcated Miranda Warning Barking Dog Ordinance Banners, downtown ADA construction projects Assignments È Miscellaneous Airline Antitrust litigation Airfare Discount American management Association Chamber of Commerce Chamber of Commerce govermnent affairs committee Certificates of Participation memo Cemetery well Business Licenses & Regulations research Budget prep Bloodbome pathogens Finance. All department cash receipts Ambulance billing records Utility billing stubs Employee time sheets and payroll Time records on employees V chicle maintenance slips Receipt books Vendor information RESOLUTION 2008Z21 REC'ORD RETENTION/DESTRUCTION 1989 prior to September 1, 2005 1993 1994 1988 1994 1994 1992 1991-1993 1993 1990-1991 1996 1996 1996 1994 1995 1996 1996 1997 1987 1986 1986 1994 1993 1995 1995-1996 1996 1994 1995 1995 1996 1995 1994-1997 1995-1996 1995 1995 prior to September I, 2005 1996-97 prior to September 1, 2005 prior to October 1, 2006 prior to October I, 2006 prior to October I, 2006 prior to October 1, 2006 prior to October 1, 2006 prior to October I, 2006 prior to October 1, 2006 prior to October I, 2006 PAGE2 OF 5 ---PAGE BREAK--- Legal Department. Closed prosecution files Time Sheets Miscellaneous Civil, Criminal, Legal Case Files and Correspondence prior to June 1, 2003 prior to June 1, 2003 prior to June 1, 2005 Parks and Recreation Department. Old Lock and Key Inventory Correspondence UI Moving Service Task Force Mountain View Road Improvement proposals Mower repairs Outdoor Lighting Committee South Couplet Park & South Gateway Park (proposal abandoned) Styner Avenue replacement plantings Accident Reports Alive After Five proposal P&R Annual Reports A vista Line Clearing Old Friendship Square Banners Berman Creekside Park Adopt-a-Plant program Hazard Tree Project Waterways Management Team Meetings Bids and Proposals Accident reports Attendance reports Banner Requests Baseball!Softball sponsor forms Brochures Budgets Completed program enrollment forms Day Planners Facility Request forms Invoices Moscow Softball Association Rosters Parks Employee Time Cards Press Releases Purchase Orders Receipt Books Snow Removal Schedule Sports Sponsor Forms prior to September 1, 2005 prior to September 1, 2005 prior to September 1, 2005 prior to September 1, 2005 1994 -1997 prior to September, 2005 prior to September, 2005 prior to September, 2005 prior to September, 2005 prior to September 1, 2005 prior to September 1, 2005 1995-2000 prior to September 1, 2005 prior to September I, 2005 1997-2001 prior to September 1, 2005 prior to 2005 1998 - 2001 1995 - 1998 1998 - 1999 1998 1976 - 2000 1966- 1985 1986 - 2002 1998 - 2000 1995 - 2002 1999 1996 1974 - 1979 1996 - 2002 1996 - 2002 1999 - 2000 1999 2001 - 2002 2. That all duplicate, temporary records as such are classified in this Resolution made on or prior to May 1, 2005 are hereby ordered to be destroyed. 3. That the following financial records be classi!led as semi-permanent records and that their destruction is hereby ordered: RESOLLTION 2008Z21 RECORD RETENTIONIDFST!UJC.'f!OW PAGE30F5 ---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 inforn1ation 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 V chicle 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 Public hearing notices Parks and Recreation Lighting Retrofit Project Linear Park Task Force RESOLUTION- 2008-21 RI:(-ORD RETENTION!DESTRUCT!ON prior to October 1, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October 1, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October 1, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October 1, 2002 prior to October I, 2002 prior to October I, 2002 prior to October 1, 2002 prior to October 1, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October I, 2002 prior to October 1, 2002 prior to October I, 2002 prior to October I, 2002 prior to October 1, 2002 prior to October 1, 2002 prior to October 1, 2002 prior to October 1, 2002 prior to September I, 2003 prior to September I, 2003 prior to September I, 2083 1998 PAGL40F5 ---PAGE BREAK--- Past Employees Records Hamilton Lowe Aquatics Center Maintenance Purchase Orders Old Swimming Pool Files Swimming Pool Planning Budget requests Custodial Contracts Flood Damage Y2K Planning Facility Inspections Moscow Tree Committee Tree Removal and Planting Permits Tree Pennits Denied Tree Pruning and Removals prior to September I, 2003 2001-2003 prior to September I, 2003 1969-1997 1998 1991-2003 1993-2003 1996-1997 prior to September 1, 2003 1998-2003 1986-2003 1993-2003 1997-2003 1995-2003 4. That this Resolution shall become effective as of the date of its passage. PASSED AND APPROVED by the Mayor of the City of Moscow, Idaho, this 15'h day of September, 2008. RESOLUTION-- 2008-21 R!TORD 'T!ON PAGE50F5