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Home My Public Portal AboutResolution 18-10 Destruction of RecordsCity of McCall RESOLUTION NO. 18-10 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF MCCALL, IDAHO RELATING TO ADMINISTRATION, AUTHORIZING THE DESTRUCTION OF RECORDS; AND PROVIDING AN EFFECTIVE DATE. 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 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 authorized to destroy all records contained in Exhibit A. SECTION 2: This resolution shall be in full force and effect upon its passage and approval. PASSED by the City Council of the City of McCall this 24 day of May, 2018. APPROVED: ``Of4A1ce4, "i, s Signed: �-�% ., x. S J ie J. Ay SE q ,� qL �- * "O il s �". �o ATTEST: '4 ,��I,D ti00 ihn By essieJo Wa ner, City Page 1 of 4 Resolution 18-10 Destruction of Records May 24, 2018 EXHIBIT A Box Number Box Contents to be Destroyed StartDate EndDate 655 General Ledger FY11 10/1/2010 9/30/2011 Journal Entries FY11 10/1/2010 9/30/2011 656 Monthly Reconciliations FY11 10/1/2010 9/30/2011 666 Applicant Files 10/1/2007 9/30/2008 Recruitment/Hiring Research and Development 10/1/2007 9/30/2008 672 Time Cards FY09 12/26/2008 9/25/2009 673 Payroll Reports FY09 1 /2/2009 9/25/2009 678 FWT/STATe Income/Unemploymentt Tax Forms Payroll Reports FY10 10/1/2009 12/18/2009 681 2010 payroll Tax Reports: 4th Quarter, 2nd Quarter, Federal & SUTA 1/1/2010 12/31/2010 Payroll Reports FY10 12/12/2009 9/24/2010 683 Time Cards FY10 10/2/2009 7/9/2010 851 2009 Bid Packet - Granite Excavation 5/14/2009 2009 Bid Packet - P&M Excavation 5/14/2009 2009 Bid Packet - Valley Paving and Asphalt 5/14/2009 2009 Unsuccessful applicants 1/1/2009 12/31/2009 2009 Various Star -News Clips 12/31/2009 Auction bid sheets 2009 12/31/2009 Cash Receipting 74-75 1/1/1974 12/31/1975 City Manager Correspondence with Varha 2008 - 2009 9/9/2008 Claim # 2004-24789 Huber, Debra Resolved 2004 12/31/2004 Council Member Marcia Witte's Notes 1/1/2008 12/31/2012 FY12 Adopted Budget Packet - copy 12/31/2012 Public Utilities Commissions Correspondence - Notice of Applications, Notice of Petitions 12/31/2012 Stoger - Snowplow incident no claim filed 01/24/2004 12/31/2004 938 City Manager - Correspondence 1/1/2001 12/31/2009 Council Member Marcia Witte's Notes 1/1/2008 12/31/2011 Library Renewal Patron Forms - Sept. 2010 - Sept. 2013 9/1/2010 9/30/2013 RESOLUTION 18-10 MAY 24, 2018 Page 2 of 4 EXHIBIT A Box Number Records to be Destroyed StartDate EndDate 957 Budget Development workbook from City Manager's office Budget Development workbook FY06 from City Manager's office 9/30/2006 Budget Development workbook FY07 from City Manager's office 9/30/2007 Budget Development workbook FY08 from City Manager's office 9/30/2008 Budget Development workbook FY10 from City Manager's office 9/30/2010 958 Alcohol Licenses 2012 1/1/2012 Alcohol Licenses 2011 1/1/2011 Budget Development FY11 workbook from City Manager's office 9/30/2011 Budget Development FY12 workbook from City Manager's office 9/30/2012 Budget Development FY13 workbook from City Manager's office 9/30/2013 Budget Development FY14 workbook from City Manager's office 9/30/2014 Catering Permits 2010 1/1/2010 Catering Permits 2012 1/1/2012 Catering Permits 2011 1/1/2011 Employee W-2's 1/1/2012 Employee W-2's 1/1/2011 Event Permits 2011 1/1/2011 Event Permits 2012 1/1/2012 Farmers Market Permits 2012 1/1/2012 Fireworks Stands Applications 2010 1/1/2010 Phone Message Books 2004-2010, 2014-2015 Parks Reservations 2012 1/1/2012 959 Supporting docs for Ordinances #565-759 (scanned to Laserfiche) 1/1/1990 1/1/2001 960 Baseball Program - copies of petitions, budgets, and handbooks 2009-10 1/1/1999 12/31/2000 BSN Sports Orders 2002 12/31/2002 Fee Refunds 2006 12/31 /2006 Intern Resumes 2006 12/31/2006 New Gym Building invoices and contracts 1998-99 1/1/1998 12/31/1999 Recreation Program Registrations, Handbooks, Flyers, & Schedules 2001- 2007 1/1/2001 12/31/2007 Tennis Court - Repair & Maintenance records 1986-90 1/1/1986 12/31/1990 961 Recreation Program Registrations 2007-2009 1/1/2007 12/31/2009 962 Recreation Program Registrations 2009-13 1/1/2009 12/31/2013 Sponsorships for recreation programs 2011-13 1/1/2011 12/31/2013 RESOLUTION 18-10 MAY 24, 2018 Page 3 of 4 EXHIBIT A Box Number Records to be Destroyed StartDate EndDate 965 Cash Register Receipts 2007-2012 12/31/2012 Discarded Book Lists 2010 12/31/2010 Non Resident Card Receipts 2008-2010 12/31/2010 966 City Manager Council Meeting Notes 2005-2007 1/1/2005 12/31/2007 City Manager Council Meeting Notes 2009-2011 1/1/2009 12/31/2011 City Manager Dept Head Meeting Notes 2009-2011 1/1/2009 12/31/2011 Correspondence - Clerk Dept - 2009 to 2015 1/1/2009 12/31/2015 FY15 Budget Development workbook from City Manager office 12/31/2015 Library Cash Receipting tapes 2015 12/31/2015 Library Receipts 2013 12/31 /2013 968 Drug Collection - Negative Drug Test & Alcohol Test Results 1998-2016 1/1/1998 12/31/2016 Drug Collection Misc Info 2007-2012 1/1/2007 12/31/2012 Drug Collection Process 2007-2015 1/1/2007 12/31/2015 Individual Employee folders with drug results 1999-2000 1/1/1999 12/31/2000 MIS & Results 1998-2012 1/1/1998 12/31/2012 RESOLUTION 18-10 Page 4 of 4 MAY 24, 2018 Records Destruction Approval Form BoxNo. 655 General Ledger (Journal Entries Record: , eneral Ledger - Year End RecordTitle i6l2o(6 —q/zocl Sta_rtDate 10/1 /2010 10/1 /2010 Office: Archives: Disposition: 10 0 10 Date Eligible for Disposition Destroy 1 9/30/2016 d❑ FilmandDestro En Records Destruction Approval Form BoxNo. 656 Record: Financial Reports - Monthly 1 _ RecordTitle Monthly Reconciliations j=26 I1/26,0-- C/17011 l l J'26ir Office: 5 StartDate 11 En 10/1/2010 Archives: Disposition: 0 5 Idaho Code 50-907(2)(a) Date Eligible for Disposition 1 9/30/2016 Destroy FilmandDestro Records Destruction Approval Form BoxNo. L666 Record: ;Employee Applications - Unsuccessful RecordTitle I StartDate 1 En Applicant Files 44 �- 10/1/2007 Recruitment/Hiring Research and Development •}U cte 10/1/2007i Office: 5 JI Archives: 0 Disposition: 5 Date Eligible for Disposition Destroy FilmandDestro 1 9/30/2013❑ ❑ Records Inventory Sheet Box Date: 5/2018 Box 1 HR (1998 - 2016) Description: Employee Drug Testing Documents 1998 through 2016 Detail Item Date Description Destruction Date Year 1998 Drug Collection 1998 - Neg Drug test Results & alcohol test results <0.02. 1/1/1999 Year 1999 Drug Collection 1999 - Neg Drug test Results & alcohol test results <0.02. 1/1/2000 Year 2000 Drug Collection 2000 - Neg Drug test Results & alcohol test results <0.02. 1/1/2001 Year 2001 Drug Collection 2001 - Neg Drug test Results & alcohol test results <0.02. 1/1/2002 Year 2002 Drug Collection 2002 - Neg Drug test Results & alcohol test results <0.02. 1/1/2003 Year 2003 Drug Collection 2003 - Neg Drug test Results & alcohol test results <0.02. 1/1/2004 Year 2004 Drug Collection 2004 - Neg Drug test Results & alcohol test results <0.02. 1/1/2005 Year 2005 Drug Collection 2005 - Neg Drug test Results & alcohol test results <0.02. 1/1/2006 Year 2006 Drug Collection 2006 - Neg Drug test Results & alcohol test results <0.02. 1/1/2007 Year 2007 Drug Collection 2007 - Neg Drug test Results & alcohol test results <0.02. 1/1/2008 Year 2008 Drug Collection 2008 - Neg Drug test Results & alcohol test results <0.02. 1/1/2009 Year 2009 Drug Collection 2009 - Neg Drug test Results & alcohol test results <0.02. 1/1/2010 Year 2010 Drug Collection 2010 - Neg Drug test Results & alcohol test results <0.02. 1/1/2011 Year 2011 Drug Collection 2011 - Neg Drug test Results & alcohol test results <0.02. 1/1/2012 Year 2012 Drug Collection 2012 - Neg Drug test Results & alcohol test results <0.02. 1/1/2013 Year 2013 Drug Collection 2013 - Neg Drug test Results & alcohol test results <0.02. 1/1/2014 Year 2014 Drug Collection 2014 - Neg Drug test Results & alcohol test results <0.02. 1/1/2015 Year 2015 Drug Collection 2015 - Neg Drug test Results & alcohol test results <0.02. 1/1/2016 Year 2016 Drug Collection 2016 - Neg Drug test Results & alcohol test results <0.02. 1/1/2017 Drug Collection Miscellaneous Information 2007 through 2012. 1/1/2017 2 4 If Drug Collection 20-13 & pr-ier. bri Co(I _ec i ( e.,,i. Pre ceps 2.46-7 _ 20/ s-- 1,14,12131-6 '7-6 ( � MIS & Results 1998 through 2012 1/1/2018 Individual Employee folders with drug results. Employees Names: Bill Keating (1999), Gary Kimbell (2000), John Lewinski (1999), Jesse Main (1999) David Richardson (1999), Geoffrey Rowe (1999), Chuck Seubert (1999), Roger Bates (2000), Levi Brinkley (2000), Gary Brooks (1999), Donnie Fain (1999), Jerry Harris (1999), John Hickok (2000) 1/1/2002 \\city\mccall\Human Resources\General\Brooke\HR Record Purge\05-2018- Box 1 HR Drug Testing.xlsx Records Destruction Approval Form BoxNo. 672 Time Cards (13 Record: Payroll Reports & Records RecordTitle StartDate j 12/26/2008 Office: Archives: Disposition: 5 0 5 Date Eligible for Disposition Destroy FilmandDestro Records Destruction Approval Form BoxNo. 673 Payroll Reports Record: ';Payroll Reports & Records RecordTitle 11 SStartD_ate I En 1/2/2009 12, /3I 0,5 12s tog Office: 5 Archives: Disposition: 0 5 Date Eligible for Disposition Destroy FilmandDestro 19/25/2014 ❑ ❑ Records Destruction Approval Form BoxNo. 1 678 Record: Payroll Reports & Records RecordTitle StartDate En Payroll FWT/STATertos �ncome//Umpl�g t� l� �� 10/1/2009 1 mentt Tax Forms PERSINALIC - (X/ (:) u i\-&D 2,a) 2pro% .,/vin02-) Office: 5 Archives: Disposition: 0 l 5 1 Date Eligible for Disposition Destroy FilmandDestro 19/30/2014 ❑� ❑ Records Destruction Approval Form BoxNo. 681 Record: jPayroii Reports & Records RecordTitle StartDate I En Payroll Reports j 12/12/2009 2010 payroll Tax Reports: 4th Quarter, 2nd Quarter, Federa , , 1/1/2010' 9win ,t( Gt — g/ 2 /0 Office: Archives: Disposition: 5 L 0 5 Date Eligible for Disposition Destroy 1 12/31 /2015 ❑d uuTP- D 2-11)1� FilmandDestro Records Destruction Approval Form BoxNo. 683 Record: Time Cards Time Cards bI4:1 — RecordTitle Office: StartDate_ En 10/2/2009� --1/4 /10 Archives: Disposition: 5 0 5 29 CFR 516.5; 29 CFR 516.6; Idaho Code 45-610 Date Eligible for Disposition 1 7/9/2015 Destroy FilmandDestro a ❑ 1 Records Destruction Approval Form BoxNo. 851 j Record: Not Coded - Destroy RecordTitle Public Utilities Commissions Correspondence Stoger - Snowplow incident no claim filed 01/24/2004 Claim # 2004-24789 Huber, Debra Resolved 2004 Auction bid sheets 2009 2009 Bid Packet Valley Paving and Asphalt 2009 Bid Packet - P&M Excavation 2009 Bid Packet - Granite Excavation 2009 Various Star-Newsr-.._..._ _ Clips 2009 Unsuccessful applicants FY12 Adopted Budget Packet- copy 2 2' City Manager Correspondence with Varha 2008 - 2009 Kash Receipting 74-75 Office: 0 StartDate I En Archives: Disposition: 0 2 Date Eligible for Disposition Destroy FilmandDestro 11 /1 /2015 0 ❑ BoxNo. 938 Record: Not Coded - Destroy Record Data Retention Data Approval s RecordTitle StartDate En ,Council Member Marcia Witte's Notes 1/1/2008 �1 :Library Renewal Patron Forms - Sept. 2010 - Sept. 2013 9/1/2010 .City Manager - Correspondence 1/1/2001 1 Records Destruction Approval Form Office: 0 Date Eligible for Disposition . 12/31/2017 Archives: 0 Destroy Disposition: 5 FilmandDestro Kecorc Data retention Data Records Destruction Approval Form BoxNo. 957 Record: Budget Work Papers RecordTitle ;Budget Development FY06 StartDate ;Budget Development FY07 ;Budget Development FY08 ;Budget Development FY10 ;Budget Development r rD � av a (/' d-F"7 Q-fi Office: 3 Archives: Disposition: 0 3 Date Eligible for Disposition Destroy FilmandDestro Record Data Retention Data Approval S RN: Th9,1„__e Yke W666 BoxNo. 958 Record: RecordTitle Budget Development FY11 Budget Development FY12 Budget Development FY13 Budget Development FY14 Fireworks Stands Applications Alocohol Licenses 'Alcohol Licenses :Catering Permits 'Catering Permits Catering Permits Farmers Market Permits Event Permits Event Permits ;Parks Reservations Not Coded - Destroy StartDate 1 /1 /2010 1 /1 /2011 1 /1 /2012 1 /1 /2010 1 /1 /2011 1 /1 /2012 1 /1 /2012 1 /1 /2011 1 /1 /2012 1 /1 /2012 Records Destruction Approval Form "Employee W-2's Employee W-2's RecordTitle Office: 0 StartDate 1 /1 /2011 1 /1 /2012 Archives: Disposition: 5 En Date Eligible for Disposition ?� 12/31 /2017 Date Dept. Head Destroy 0 General Manager FilmandDestro /2-6 /c( _ -) f 2 01 16K- (it ( 401 516Y /0(1 (46 7/6 - 2/67 6/6(9 - 3(6 7 BoxNo. 959 Record: Not Coded - Destroy Record Data Retention Data Approval S` FilmandDestro RecordTitle !Supporting docs for Ordinances #565-759 �CJatAike 8, twfo LN StartDate 1 /1 /1990. Records Destruction Approval Form Office: Archives: Disposition: 0 5 En Date Eligible for Disposition 12/31 /2001 Date 5/I �/ of S7 Destroy ❑d Dept. Head General Manager Records Destruction Approval Form BoxNo. 960 Record: Administrative Files RecordTitle StartDate En Recreation Program Registrations, Handbooks, Flyers, and 1/1/2001 1 !Fee Refunds 1 BSN Sports Orders 1 ;Baseball Program - copies of petitions, budgets, and handb 1/1/1999 1 Tennis Court - Repair & Maintenance records 1/1/1986 1 ;Intern Resumes 1 :New Gym Building invoices and contracts 1/1/1998 1 Office: Archives: Disposition: 5 0 Date Eligible for Disposition 11 /1 /2011 3 Destroy FilmandDestro ❑ ❑ Record etention 1ata Records Destruction Approval Form BoxNo. 961 Record: Administrative Files RecordTitle StartDate En ;Recreation Program Registrations 2007-2009 1/1/2007 1 Office: 5 Archives: Disposition: 0 3 Date Eligible for Disposition Destroy FilmandDestro Records Destruction Approval Form BoxNo. 962 Record: ,Administrative Files RecordTitle StartDate En :Recreation Program Registrations 1/1/2009 1 ;Sponsorships for recreation programs 1/1/2011 1 Office: Archives: Disposition: 5 — 0 3 E'tentlon Date Eligible for Disposition 1/1/2017 Destroy FilmandDestro Dept. Heaeneral Managc�(�j(/(�C�i,//�Y7 . Record Data retention Data Approval Records Destruction Approval Form BoxNo. 965 Record: Not Coded - Destroy RecordTitle StartDate En :Cash Register Receipts 2007-2012 1 ::Discarded Book Lists 2010 1 Non Resident Card Receipts 2008-2010 1 Office: 0 Archives: Disposition 0 5 Date Eligible for Disposition 1.1/1/2018 Destroy ❑d FilmandDestro Date Dept. Head General Manager �� _/j(/ ecord Data retention ►ata ►pproval Records Destruction Approval Form BoxNo. 966 Record: 'Not Coded - Destroy RecordTitle StartDate En `Correspondence - Clerk Dept - 2009 to 2015 1/1/2009 1 Library Cash Receipting tapes 2015 1 :Library Receipts 2013 1 FY15 Adopted Budget 1 FY15 Budget Development 1 City Manager Dept Head Meeting Notes 1/1/2009 1 City Manager Council Meeting Notes 2005-2007 1/1/2005 1 City Manager Council Meeting Notes 2009-2011 1/1/2009 1 Office: 0 Date Eligible for Disposition 1/1/2018 Archives: Disposition: 0 5 Destroy FilmandDestro Records Destruction Approval Form BoxNo. 968 Record: Not Coded - Destroy RecordTitle StartDate En ecord ;Drug Collection - Negative Drug Test & Alcohol Test Result 1/1/1998 1 `Drug Collection Misc Info 2007-2012 1/1/2007 1 ata -Drug Collection Process 2007-2015 1/1/2007 1 MIS & Results 1998-2012 1/1/1998 1 Individual Employee folders with drug results 1999-2000 1/1/1999 1 �etertion data rova Office: 0 Archives: 0 Disposition: 5 Date Eligible for Disposition Destroy FilmandDestro