HomeMy Public PortalAboutResolution 12-16 Records DestructionRESOLUTION NO. 12-16
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 9 day of August 2012.
Page 1 of 5
Resolution 12-16
August 9, 2012
Exhibit A
Box
Number
Record Title
Document
Date
704
705
706
707
708
FY05 Journal Entries
9/30/2005
A/R Statements & Invoices
9/30/2006
Audit Work Papers,
9/30/2006
Financial Statements
9/30/2006
Franchise Fees (Charter & Idaho Power)
9/30/2006
GL, AR and Utility Billing
9/30/2006
Honey Dipper Invoices
9/30/2006
LGIP Investment Portfolio
9/30/2006
Liqour Revenue Sharing
9/30/2006
Payroll Liability Reconciliations
9/30/2006
Pledged Collateral Statements
9/30/2006
Pledged Collateral Statements Highway User Revenue Deposit Back-
up
9/30/2006
Property Tax
9/30/2006
Recons for LID
9/30/2006
Revenue Sharing
9/30/2006
Section 125 Plan Bank Statements & Recons
9/30/2006
US Bank Statement
9/30/2006
Payroll Tax Reports
9/30/2006
Accounts Payable Checks 52637-53211
9/8/2005
Urban Renewal Deposit Book
12/18/2001
US Bank Deposit Books
12/30/2005
Audit Notes/Back-Up
12/31/2005
COBRA, Workers Comp
9/30/2006
Delta Dental Forms, AFLAC, Blue Shield Misc Info 2006 and Earlier
9/30/2006
FY05 Budget Notes and Back -Up Copy Info
9/30/2006
Health & Benefit Vendor Info
9/30/2006
Open Enrollment
9/30/2006
Payroll Direct Deposit 2001 and Earlier
9/30/2006
Safety Procedures & Info
9/30/2006
Page 2 of 5
Resolution 12-16
August 9, 2012
Exhibit A
709
710
711
712
713
Tally Sheets
9/30/1997
2002, 2003 Draft Financial Statements
9/30/2007
AIPB Collections Manual
9/30/2007
Arbitrage Calculations Info
9/30/2007
Asset List 2004
9/30/2007
Bank Reconciliations
9/30/2007
Budget Development
9/30/2007
Casselle Conf & Manuals 2000
9/30/2007
City Budget Manual 2005
9/30/2007
Detail Ledgers
9/30/2007
Financial Statements 2002
9/30/2007
GAAFR Study Guide
9/30/2007
GASB Guides
9/30/2007
Golf Sales Tax Returns 2003-2005
9/30/2007
Gov't Finances Magazines
9/30/2007
ICCTFOA Accounting Manual
9/30/2007
Journal Entries
9/30/2007
Misc US Bank Correspondence 2000-2004
9/30/2007
Performance Mgmt Guide
9/30/2007
Public Finance Strategies Guide
9/30/2007
A/R Invoice Copies
9/30/2008
Asset List
9/30/2008
Benefit Managers Company Payments
9/30/2008
Blue Cross Payments
9/30/2008
COBRA Updates
9/30/2008
Misc Reconciliations
9/30/2008
Budget Development
9/30/2008
2000 1099 IRS
12/31/2000
2002 & 2003 Misc Hangar Receivable Reports
12/31/2003
2002 & 2004 Combined Cash Investment Packets
12/31/2004
2002 Assets & Liabilities Spreadsheet
12/31/2002
2002 CAP Finance Asset Mgmt Workshop
12/31/2002
Page 3 of 5
Resolution 12-16
August 9, 2012
Exhibit A
714
715
717
718
2002 Financial Statements
12/31/2002
2002 Recommendation for City Appraisal
12/31/2002
2003 EFTPS Credit Card Cancellation
12/31/2003
2004 & 2005 Staff Stats
12/31 /2005
2004 Budget Worksheets
12/31/2004
2004 Budget Worksheet Packets
12/31/2004
2004 COBRA Participant Updates & Records
12/31/2004
2004 GASB Overview
12/31/2004
2004 Golf Action Team Packet
12/31/2004
2004 Golf Course Review
12/31/2004
2004 Misc. A/R Reports
12/31/2004
2005 City Budget Manual & Seminar Packet
12/31/2005
Copies of photos of city provided by ICRMP
12/31/2005
Bond and Lease Tracking Document Copies
9/30/2004
Caselle Tng Booklets
9/30/2004
City Budgeting Manual
9/30/2004
Copies of Agenda Bills
9/30/2004
CPAs Guide
9/30/2004
Draft McCall City Needs Assessment
9/30/2004
Financial Reporting Booklet
9/30/2004
Government Accounting & Auditing Update Booklets
9/30/2004
ICCTFOA Manuals
9/30/2004
Journal/Audit Entries 2003 & 2004
9/30/2004
Misc Correspondence
9/30/2004
Payment Spreadsheet
9/30/2004
Payroll Reports and records
9/30/2002
Bank & Investment Statements FY05
12/31 /2005
Bond Statements
9/30/2006
Collateral Holdings Report,
9/30/2006
GLIP Statements FY06
9/30/2006
Month End Rcons FY06
9/30/2006
Reserve Account
9/30/2006
Urban Renewal & Combined Account Statements 10/05 - 9/06
9/30/2006
Page 4 of 5
Resolution 12-16
August 9, 2012
Exhibit A
719
720
721
722
723
724
725
726
727
728
729
Budget Development FY05, FY06 and FY07
9/30/2002
Time Cards
9/30/2002
Audit Questionnaire
9/30/2005
Combined Account Reconciliations & Back-ups
9/30/2005
LGIP Statements
9/30/2005
Urban Renewal Bond Statement
9/30/2005
Urban Renewal Reserve Statements
9/30/2005
US Bank Analysis Statements
9/30/2005
US Bank Section 125 Plan Statements
9/30/2005
US Bank Visa Statements
9/30/2005
US Bank Water Revenue & Bond Statements
9/30/2005
Time Cards
9/1/2000
PC ACH System Audit Logs
8/13/2005
Golf Course Cash Register Tapes and Reconciliation
9/30/2000
Cash Receipts
9/1/2000
Utility Billing Back -Up
6/27/2005
Month End Reconciliations and A/R Back -Up
9/30/2005
Utility Billing Returned Mail
9/30/2000
Accounts Payable Invoice Registers
9/30/2005
Page 5 of 5
Resolution 12-16
August 9, 2012