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Home My Public Portal AboutResolution 10-17 Records Destruction - signedRESOLUTION NO. 10-17 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF MCCALL, IDAHO RELATING TO ADMINISTRATION, AUTHORIZING THE DESTRUCTION OR TRANSFER TO IDAHO STATE HISTORICAL SOCIETY OF CERTAIN RECORDS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of McCall accumulates and retains records for public purposes; and WHEREAS, the City of McCall adopted a records management policy on December 17, 2009; and WHEREAS, the records listed on Exhibit A which are annexed hereto and made a part of this resolution as if included in its entirety, are no longer needed for public purposes; and WHEREAS, the records currently occupy facilities that could better be used for other purposes. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of McCall, Valley County Idaho as follows: SECTION 1: The City Clerk is hereby directed to prepare written notification to the Idaho Historical Society listing the records contained in Exhibit A and providing notice of the intent for destruction. SECTION 2: The City Clerk is directed to transfer any and all records contained in Exhibit A to the Idaho Historical Society that are deemed by the organization to have historical significance. SECTION 3: The City Clerk is authorized to destroy all remaining records contained in Exhibit A that are not deemed by the Idaho Historical Society to have historical significance. SECTION 4: This resolution shall be in full force and effect upon its passage and approval. PASSED AND APPROVED this 23 day of September 2010. C 86#41, 4t onal ailey, Mayor Attest: AAIVe leo .A.Mboirof/fl, Bess e o ag ity Clerk Page 1 of 7 Resolution 10-17 September 23, 2010 Exhibit A Box Record Title Start Date End Date 56 Utility Billing Reports 10/1/1999 9/30/2000 80 Bank Statements 10/1/2001 9/30/2002 127 Cash Receipting And Utility Billing Stubs 10/1/2001 9/30/2002 128 Utility Billing Stubs 10/1/2000 8/31/2001 130 1993 Capital Improvement Plan 10/1/1994 9/30/1998 Budget Line Transfers 10/1/2000 9/30/2001 Budget Worksheets -Council Worksession 10/1/2000 9/30/2001 Budget Workshops And Worksheets 10/1/1998 9/30/1999 Proposed Budget Amendment 10/1/2000 9/30/2001 Proposed Budget Worksheets 10/1/2000 9/30/2001 Proposed Budget Workshop 10/1/2001 9/30/2002 132 Budget Drafts And Backup 10/1/2001 9/30/2002 137 Utility Billings 10/1/1997 9/30/2002 138 Utility Billings 10/1/2001 9/30/2002 139 Utility Billings 10/1/2001 9/30/2002 140 Utility Billing Stubs 2/1/2000 12/31/2001 141 Accounts Payable A - Chem 10/1/2000 9/30/2001 Deposit Slips 2001 1/1/2001 12/31/2001 142 Accounts Payable - Chev - Gmac 10/1/2000 9/30/2001 143 Accounts Payable, Gol - L 10/1/2000 9/30/2001 144 Accounts Payable, M - Pil 10/1/2000 9/30/2001 145 Page 2 of 7 Resolution 10-17 September 23, 2010 Exhibit A Accounts Payable, Pit - T 10/1/2000 9/30/2001 150 Accounts Payable, P - T 10/1/2001 9/30/2002 151 Accounts Payable, U - Z 10/1/2001 9/30/2002 152 Bank Statements 1 / 1 / 1995 12/31 / 1996 Computer Printouts: Je Entries, A/R, Edit Lists 10/1/1997 9/30/1998 153 Accounts Payable Po Reports 10/1/1997 9/30/1998 154 Accounts Payable, A - Clear Water Concrete 10/1/1997 9/30/1998 155 Accounts Payable, C - Humphers 10/1/1997 9/30/1998 156 Accounts Payable, H - L 10/1/1997 9/30/1998 Community Service Workers Records 3/17/1993 7/11/1994 Dunn & Bradstreet Reports 1/1/1993 1/1/1993 ICMA Retirement Corp Statements 9/30/1995 3/31/1998 State Insurance Fund Reports 1/1/1996 1/1/1997 Time Cards 10/1/1997 4/17/1998 Wage & Labor Audit 1/1/1996 157 Accounts Payable, M - 0 10/1/1997 9/30/1998 158 Accounts Payable, P - T 10/1/1997 9/30/1998 159 Accounts Payable, U - Z 10/1/1997 9/30/1998 160 Accounts Payable, A - Ci 10/1/1999 9/30/2000 161 Accounts Payable, Citizens To Idaho Power 10/1/1999 9/30/2000 162 Accounts Payable - Idaho Rec To May True Value 10/1/1999 9/30/2000 164 Accounts Payable, Mayer Thru Rexel Taylor 10/1/1999 9/30/2000 165 Accounts Payable, Rh2 - Vwr Sci 10/1/1999 9/30/2000 Page 3 of 7 Resolution 10-17 September 23, 2010 Exhibit A 177 Accounts Payable 3/1/1998 6/30/1998 Misc. AP 1/1/1995 12/31/1997 178 Accounts Payable, Valley County - Z 10/1/1999 9/30/2000 Systems Audit Logs/Us Bank 11/1/1999 10/2/2000 180 Form W -9 1/1/1995 12/31 / 1999 183 Journal Entries 10/1/1999 9/30/2000 191 YE GL Posted Transaction Report 10/1/1996 9/30/1997 193 Audit Info 9/30/1997 9/30/1999 Misc Statements 9/30/1999 195 Audit Info 10/1/1996 9/30/1997 Bank Reconcilations 10/1/1996 9/30/1997 Edward Jones Invest. Info 10/1/1996 9/30/1997 Journal Entries 10/1/1996 9/30/1997 Misc Receivable Printouts 10/1/1996 9/30/1997 Property Tax Remit 10/1/1996 9/30/1997 State Shared Revenue 10/1/1996 9/30/1997 199 Bank Statements & Recons 8/1/1998 9/30/1998 Cascade Police Dept Billings 6/7/1998 9/9/1998 Copier -Xerox Machine Info 1997 Financial Statement Transmittals 3/1/1998 4/30/1998 Idaho Liqour Catering Permits 4/1/1998 12/31/1998 Jacob's Manner Numbering By P&Z 9/12/1995 9/12/1995 Misc Audit Info 8/3/1998 1/19/1999 Misc Credit Card Receipts 8/1/1998 10/1/1998 Miscellaneous Billings 5/1/1998 3/31/1999 Novus Services Brochure 10/1/1996 10/1/1996 P & Z Misc. For Billing 10/1/1997 9/30/1998 Pw Transfer Spreadsheet 12/31/1997 3/31/1998 Rate Analysis Report 2/1/1998 2/1/1998 Redeemed Certificates Of Entitlement 4/30/1998 9/21/1998 Page 4 of 7 Resolution 10-17 September 23, 2010 Exhibit A Septic Billings 1/1/1999 9/30/1999 Septic Invoices 6/1/1998 10/31/1998 State Shared Revenues 9/1/1997 4/28/1998 Surplus Auction Records/Notes 6/7/1997 6/7/1997 Ups Receipts 10/17/1991 3/18/1999 Us Bank Comm Loan Payments 9/1/1998 8/1/1999 Vendor List & 1099 Info. 10/1/1997 9/30/1998 201 Fund Balance Audit Reports 1/1/1997 12/31/1998 Fund Balance Posting, Append Reports And Journal Entries 1/1/1997 12/31/1998 210 Audit Files, Fixed Assets And Support Docs 10/1/1996 9/30/1997 211 City Audit Files 10/1/2000 9/30/2001 214 Recreation Files 10/1/2000 9/30/2001 225 Accounts Payable, Misc. Vendor Files 1/1/1999 12/31/2002 Bank Statements, Account Recon. 1/1/1999 12/31/2000 227 Utility Billing - Direct Pay Authorizations 1/1/1998 12/31/2002 241 Employment Applications 1/1/1998 12/31/1998 242 Time Cards 10/1/2000 9/30/2001 282 Vouchers, Bank Statements 10/1/1998 12/31/2000 329 Golf Pro Shop Clubhouse Rest Recap Sheet & Deposits 8/1/1999 10/31/1999 421 Utility Billing, Cash Receipts 10/1/2002 12/31/2002 423 GL Posting 10/1/1996 9/30/1997 426 Accounts Payable 1 / 1 /2001 12/31/2002 431 Accounts Payable 1/1/1996 12/31/1997 432 Page 5 of 7 Resolution 10-17 September 23, 2010 Exhibit A Cleared Checks 1/1/1997 12/31/2000 433 Audit Work File 10/1/2001 9/30/2002 436 Cash Receipts 3/1/2002 7/31/2002 437 Airport South 3rd To 305 Camp St. #1 1/1/1998 12/31/2000 Utility Billing Reports 1/1/1998 12/31/2001 438 General Ledger Reports 1/1/1996 12/31/1997 441 Milner Hydro Elec Project 1/1/1992 12/31/1992 442 CITY MANAGER FILES: Harp -Roberta, Human Rights Complaints, Ruyle-Covey, Smith -Ballard, McCall Survey, ICDBG, Highlands RC&D Council, Carey -John, Charles -Brian, Catlett -Joan, Crawford -Joyce, DERR Water Disp., Idaho Dept of Labor Newsletters Occupational Titles Booklet, Ec Development Handbook, Partnerships Booklet South Loop Proj., ICMA Info., EPA Grant Booklet, GEM Comm Cert. Process, ID Aff Action Statistics, HDR, DEQ Wastewater Specs, Dept of Labor, Ec Development Info., West Central 1/1/1998 12/31/1999 443 CITY MANAGER FILES: AIC Presentation, Budget, 5-Year Budget, Budget Corres., Census, Payette River Basin, Applicant Analysis, Customer Usage, Various, Correspondence, Bills, Boydstun Ln 1/1/1998 12/31/1999 Deinhard Conn, McCall Alt Route, Transportation Dept, Downtown Stormwater Drain Project, GOSCMA, ID Dept of Lands, LUCA 2000 DWR Corres., DEQ -319 Grants, DEQ Pay Requests, DEQ Water Treatment, Boys & Girls Club Info. Marketing Plan, MDHS Career Day, McCall Mem Hosp., McCall Music Soc., Post Office PN Services, AEDC Newsletters, AEDC Tng, AIC Conf., AIC Corres, AIC Newsletters Transportation Comm., Computer Systems, Downtown Improvement, Correspondence, 448 Site Planning And New Construction Booklets 12/31/1997 Page 6 of 7 Resolution 10-17 September 23, 2010 Exhibit A 467 Airport Engineer Rfp's 2001 12/31/2001 Airport Imp Project 1994 Statements Of Qualifications For Bidders 12/31/1994 Contract Docs And Specs, Blank Copy, Airport Imp Project #3-16-0023-06 12/31/1997 Roberson Construction - Inf. Binder 12/31/1997 470 Catering/Liquor Licenses 1992-98 1/1/1992 12/31/1998 Misc. Ins. Certs/Row Permits 1990-99 1/1/1990 12/31/1999 Office Equipment Manuals Phone Message Book 6/12/99 - 8/16/99 Pop Machine Receipts; Cash Receipt Books 1998-00 1/1/1998 12/31/2000 486 Ups Shipping Books 11/97 - 9/04 1/1/1997 9/30/2004 Page 7 of 7 Resolution 10-17 September 23, 2010