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Home My Public Portal AboutResolution 22-09 Admin, Auth. Destruction of RecordsATTEST: BessieJo Wag ', ity Cler City of McCall RESOLUTION NO. 22-09 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF MCCALL, IDAHO RELATING TO ADMINISTRATION, AUTHORIZING THE DESTRUCTION OF RECORDS. BE IT RESOLVED by the City Council of the City of McCall: WHEREAS, the City of McCall accumulates and retains records for public purposes; and WHEREAS, the City of McCall adopted a records management policy on February 25, 2021; and WHEREAS, the records listed on Exhibit A and Exhibit B 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 authorized to destroy all digital records, including the paper original, contained in Exhibit A and Exhibit B. SECTION 2: This resolution shall be in full force and effect upon its passage and approval. PASSED and approved by the City Council of the City of McCall this 31st day of March 2022. .totiturif 14,1 440 of Mee #11 S .mss p �r . lll A ��`',foseausittoo Resolution 22- Destruction of Records March 31, 2022 CITY OF MCCALL Valley County, Idaho Robert S. Giles, Mayor Page 1 of 13 Exhibit A Physical Records for Destruction Document Type Year(s) Retention Box 1 Highway Banner Applications 2009-2018 2 Years Public Works - Streets Department Work Order and Inventory Record 2017 2 years Snow Contractor License Application 2017-2018 5 Years Denied Business License Applications 2008 5 Years Closed Business License Applications 2008 5 years Closed Business License Applications 2009 5 years Closed Business License Applications 2014 5 Years Closed Business License Applications 2015 5 years A-1 Storage Agreement 1999 5 Years Chip Seal Project - Bids not awarded 2001 5 Years Valley Paving & Asphalt Right -of -Way Surety Bond 2000 2 years Chip Seal Project - Bid Awarded 2001 5 Years Hwy 55/Deinhard Lane Turn Lake Agreement, Change Orders 2000 10 Years Kasper Street & Shiner Creek Contract Documents 1996 10 Years East Lake Street Road Water & Sewer Improvements Specifications & Contact Documents 1996 5 years Hwy 55/Deinhard Lane Turn Lake Specifications & Contact Documents 2000 10 Years Keycorp Purchase Order 1998 5 Years IDOL - Little Payette Lake Correspondence 1994 2 Years Closed Alcohol License 2012 5 Years Business Correspondence 2017 2 Years Denied Business License Applications 2014 5 Years business license citations 2007 5 years Closed Business License Applications 2007 5 Years Business License Application 411 McGinnis 2012 5 Years Box 2 Auction Records 2016 5 Years Temporary Misc. Notes Correspondence 2018 2 years General Admin Correspondence - Non- Compliance letters 2016 5 Years Snow Removal License Renewals 2015-2016 5 Years Taxi License Renewal 2015 5 Years Failed Taxi License Applications 2014 5 Years Closed Business Licenses 2016 5 Years General Admin Correspondence 2006 5 Years Purchasing & Quality -Based Selection Records - Legal Counsel 2015 5 Years General Admin Correspondence 1998 5 Years Proposal for Operation and Maintenance of City Sewer System 1998 5 Years Ponderosa Center Presentation 2018 2 Years Incomplete Water Quality Council Agreement 1995 5 years RH2 Engineering - Legal Right for Employment 1998 10 Years State of Idaho Vs. John Koch 2001 10 Years Exhibits related to Bear Basin LLC v. City of McCall 2010 10 Years Business License Renewals & Licenses 2005 5 Years Business License Renewals & Licenses 2013 5 years Business License Renewals & Licenses 2011 5 Years Box 3 Business License Renewals & Licenses 2011 5 Years Business License Renewals & Licenses 2015 5 Years Business License Renewals & Licenses and tac vouchers 2014 5 years Alcohol License Renewals, Licenses, Correspondence 2011-2015 5 Years Box 4 Alcohol License Renewals, Licenses, Correspondence 2009-2014 5 Years Business License Renewals, Licenses, Correspondence 2009-2014 5 Years Box 5 Alcohol License Renewals, Licenses, Correspondence 2010-2012 5 Years Business License Renewals, Licenses, Correspondence 2010-2012 5 Years Exhibit B Digital Records for Destruction Name Retention schedule End Date Destruction Date 2006.06.25 Norco Service Agreement for Cylinders 05 year retention - No Alternate 6/25/2016 6/25/2021 2006.07.25 Stock Construction Contract for Senior Center 10 Year Retention - No Alternate 7/30/2008 12/31/2018 2006.10.25 Norco Service Agreement for Cylinders 05 year retention - No Alternate 10/25/2016 10/25/2021 2007.08.17 US Dept of Agriculture Cooperative Law Enforcement Agreement 05 year retention - No Alternate 9/20/2012 12/31/2017 2007.12.17 Cheap Thrills Special Use Agrmt 05 year retention - No Alternate 10/15/2012 12/31/2017 2008.06.12 IKON Office Solutions Cannon Copier Agreement 05 year retention - No Alternate 6/30/2012 12/31/2017 2008.06.28 PLWSD Memo Of Understanding on Joint Advisory Committee 05 year retention - No Alternate 12/31/2016 12/31/2021 2008.08.13 Idaho Power Termination of Services Letter 05 year retention - No Alternate 3/17/2012 12/31/2017 2009.08.14 XEROX Copier Lease Agreement Police Department 05 year retention - No Alternate 8/14/2014 12/31/2019 2009.12.31 IKON Ricoh Library Copier Lease Agreement 05 year retention - No Alternate 12/31/2014 12/31/2019 2010.01.06 Billing Document Specialists Customer Service Agreement 05 year retention - No Alternate 12/31/2010 12/31/2015 2010.01.12 IDL Temporary Permit-LU-50- 0010 1.12.2010 05 year retention - No Alternate 1/15/2011 12/31/2016 2010.01.14 Frontier Services Agreement Voice T1-PRI 05 year retention - No Alternate 1/14/2013 12/31/2018 2010.04.13 Office of Energy Resources State Energy Program Contract Amendment 05 year retention - No Alternate 12/1/2011 12/31/2016 2010.08.17 True North LLC Professional Services Agreement 05 year retention - No Alternate 1/30/2011 12/31/2016 2010.08.27 True North Professional Services Agreement 05 year retention - No Alternate 1/30/2011 12/31/2016 2010.11.01 CESCO John Deere Equipment Rental Contracts 05 year retention - No Alternate 3/31/2011 12/31/2016 2010.11.04 RL Jordan Contract Mill Street Parking Lot Public Restroom 10 Year Retention - No Alternate 6/30/2011 12/31/2021 2010.12.16 All American Electrical Services Agreement 05 year retention - No Alternate 1/31/2011 12/31/2021 2010.12.17 Roger's Electric Electrical Services Agreement 05 year retention - No Alternate 2/28/2011 12/31/2021 2011.01.31 Maximum Heating Services Agreement 05 year retention - No Alternate 3/10/2011 12/31/2021 2011.02.01 CH2M Hill Local Professional Services Agreement 05 year retention - No Alternate 5/15/2011 12/31/2016 2011.03.03 Mel Shields, LLC Agreement for Construction Contract Sundial Reconstruction Project 05 year retention - No Alternate 5/31/2011 12/31/2021 2011.03.10 Ricoh Copier Lease City Hall 05 year retention - No Alternate 3/10/2016 12/31/2021 2011.03.23 Gary Young Independent Advisor Agreement 05 year retention - No Alternate 12/31/2011 12/31/2016 2011.04.15 STRATA General Conditions for Geotechnical Engineering Services Boydstun Improvements 10 Year Retention - No Alternate 6/30/2011 12/31/2021 2011.04.15 STRATA General Conditions for Geotechnical Engineering Services Wooley Remediation 10 Year Retention - No Alternate 6/30/2011 12/31/2021 2011.04.15 STRATA Geotechnical Engineering services Boydstun Lane 10 Year Retention - No Alternate 6/30/2011 12/31/2021 2011.04.15 STRATA Geotechnical Engineering services Wooley Avenue 10 Year Retention - No Alternate 6/30/2011 12/31/2021 2011.05.02 Russell Surveying Inc Professional Services Agreement 05 year retention - No Alternate 5/2/2012 12/31/2017 2011.05.10 Pitney Bowes Lease Agreement 05 year retention - No Alternate 8/10/2016 12/31/2021 2011.05.10 Pitney Bowes Lease Agreement Mailing Machine 05 year retention - No Alternate 8/10/2016 12/31/2021 2011.05.27 McCall Parasail Inc Termination of Agreement 05 year retention - No Alternate 9/5/2011 12/31/2016 2011.06.30 IKON Digital Copier Replacement Agreement 05 year retention - No Alternate 6/30/2016 12/31/2021 2011.07.11 Granite Excavation Construction Contract 10 Year Retention - No Alternate 8/26/2011 12/31/2021 2011.07.15 Horrocks Professional Engineering Services Term Agreement 05 year retention - No Alternate 12/31/2012 12/31/2017 2011.09.06 Brinkley Construction LLC Construction Contract 10 Year Retention - No Alternate 9/30/2011 12/31/2021 2011.09.08 Ricoh Copier Lease Public Works 05 year retention - No Alternate 9/8/2016 12/31/2021 2011.09.19 Granite Excavation Construction Contract Brown Park Pathway 10 Year Retention - No Alternate 10/7/2011 12/31/2021 2011.09.30 MCPAWS Agreement 05 year retention - No Alternate 9/30/2012 12/31/2017 2011.10.17 Xerox Lease Agreement 05 year retention - No Alternate 10/31/2011 12/31/2016 2011.11.01 CESCO John Deere Equipment Rental Contract 05 year retention - No Alternate 12/6/2011 12/31/2016 2011.11.08 CESCO Winter Equipment Rental Agreement 05 year retention - No Alternate 12/6/2011 12/31/2016 2011.11.18 MLP Investment Properties, LLC Commercial Lease Agreement 05 year retention - No Alternate 4/30/2012 12/31/2017 2012.01.17 Idaho Department of Parks and Recreation - Special Use Permit 05 year retention - No Alternate 4/30/2012 12/31/2017 2012.05.25 Curtis Clean Sweep Construction Contract - 2012 Street Striping 05 year retention - No Alternate 7/1/2012 12/31/2017 2012.05.31 Agency Agreement - McCall Aviation 05 year retention - No Alternate 5/31/2012 12/31/2017 2012.11.30 McCall Arts & Humanities Council Personal Property Lease Agreement 05 year retention - No Alternate 11/10/2013 12/31/2018 2013.02.28 Horrocks Engineering Professional Services Agreement 05 year retention - No Alternate 1/14/2015 12/31/2020 2013.03.11 Stan E McNutt Effective, Responsive Government Seminar and Consulting 05 year retention - No Alternate 12/31/2013 12/31/2018 2013.03.26 Harmony Design & Engineering McCall Downtown Master Plan Update 05 year retention - No Alternate 2/28/2014 12/31/2019 2013.03.28 US Bank Commercial Card Agreement 05 year retention - No Alternate 12/31/2016 12/31/2021 2013.10.01 A-1 Mini Storage Rental Agreement Units A27 & A28 05 year retention - No Alternate 4/1/2014 12/31/2019 2013.10.16 Cable One High Speed Internet Service Agreement 05 year retention - No Alternate 10/24/2016 12/31/2021 2013.10.18 McCall Arts & Humanities Council Personal Property Lease Agreement 05 year retention - No Alternate 11/10/2014 12/31/2019 2013.10.22 AmeriGas Propane Contract 05 year retention - No Alternate 11/7/2014 12/31/2019 2013.11.25 McCall Mall Agreement with City and Addendum 05 year retention - No Alternate 11/1/2015 12/31/2020 2014.04.24 ITD Cooperative Agreement for Improvements & Maintenance SH 55 North Fork Payette River Bridge 05 year retention - No Alternate 9/30/2015 12/31/2020 2014.05.06 ITD Cooperative Agreement North Fork Payette River Bridge 05 year retention - No Alternate 5/31/2015 12/31/2020 2014.06.14 Curtis Clean Sweep Street Striping Project 2014 05 year retention - No Alternate 6/27/2014 12/31/2024 2014.07.31 Falvey's City Hall Building Envelope Phase 1 05 year retention - No Alternate 12/31/2014 12/31/2024 2014.08.28 PLRWSD Memo of Understanding for Disposal of Effluent 05 year retention - No Alternate 8/28/2016 8/28/2021 2014.10.14 AmeriGas Propane Contract 05 year retention - No Alternate 10/23/2015 12/31/2020 2014.11.06 Falvey's Erosion Control Legacy Park 05 year retention - No Alternate 5/23/2015 12/31/2025 2015.04.14 Babcock - Letter of Agreement Finalist Proposal Development Art for Alpine Playhouse Plaza 05 year retention - No Alternate 4/25/2015 12/31/2020 2015.04.14 Marino-Heidel - Letter of Agreement Finalist Proposal Development Art for Alpine Playhouse Plaza 05 year retention - No Alternate 4/25/2015 12/31/2020 2015.04.14 Ranch - Letter of Agreement Fianlist Proposal Development Art for Alpine Playhouse Plaza 05 year retention - No Alternate 4/25/2015 12/31/2020 2015.04.23 Fishers Parks-Rec Copier 05 year retention - No Alternate 4/23/2016 12/31/2021 2015.05.11 Valley County Co -Operative Chip Seal Agreement 05 year retention - No Alternate 12/31/2015 12/31/2020 2015.05.14 Falvey's City Hall Building Envelope Phase 2 05 year retention - No Alternate 7/30/2015 12/31/2025 2015.06.11 ASM Affiliates Inc Consulting Services Agreement 05 year retention - No Alternate 5/31/2016 12/31/2021 2015.09.30 AmeriGas Propane Contract 05 year retention - No Alternate 9/30/2016 12/31/2018 2015.11.18 Granite Excavation Construction Contract Mill St 05 year retention - No Alternate 12/7/2015 12/31/2025 2016.03.24 Financial Consulting Solutions Sewer District Rate Study 05 year retention - No Alternate 10/31/2016 12/31/2021 2016.06.09 Humphries Poli Letter of Agreement - Library Expansion 05 year retention - No Alternate 10/15/2016 12/31/2021 2016.06.13 Boise Office Equipment Printer Lease 05 year retention - No Alternate 6/30/2016 12/31/2021 2016.09.08 IKON Product Schedule Lease Copier 05 year retention - No Alternate 9/30/2016 12/31/2021