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Home My Public Portal AboutResolution 05-20 Destruction or transfer of certain recordsRESOLUTION 05-20 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 12, 2002; 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. PASSED AND APPROVED this 8.*' day of September 2005. 144 Kirk Eimers, Mayor Attest: 53. Dan Irwin, City Clerk Records Resolution 05-20 Exhibit A Dates of Records Department City Council Agenda Packets 1997-1998 Clerk City Election 1997 Clerk Misc Publications 1980-1999 Clerk Misc. Publications 1985-1999 Clerk Municipal Election Ballots 1999 Clerk Tort Claims 1991-1998 Clerk Planning and Zoning Packets 1994-1998 Comm Dev Golf and Clubhouse Report 1997-1998 Golf Golf and Clubhouse Report 1999 Golf Golf Course Tally Sheets 1997 Golf Payroll Reports/Time Cards 1998-1999 Human Resources Payroll Reports/Time Cards 1996 Human Resources Payroll Reports/Time Cards 1995-1997 Human Resources Payroll Reports/Time Cards 1999 Human Resources Payroll Reports/Time Cards 1997-1998 Human Resources Payroll Reports/Time Cards 1999 Human Resources Payroll Reports/Time Cards A-K 1997-1998 Human Resources Payroll Reports/Time Cards A-M 1996 Human Resources Payroll Reports/Time Cards A-N 1996-1997 Human Resources Payroll Reports/Time Cards L-Z 1996-1997 Human Resources Payroll Reports/Time Cards N-Z 1995-1996 Human Resources . Payroll Reports/Time Cards O-Z 1996-1997 Human Resources Misc Bid Documents 1991 Public Works Accounts Payable A-B 1996-1997 Treasurer Accounts Payable A-C 1998-1999 Treasurer Accounts Payable C-G 1996-1997 Treasurer Accounts Payable C-G 1998-1999 Treasurer Accounts Payable H-L 1996-1997 Treasurer Accounts Payable H-L 1998-1999 Treasurer Accounts Payable Invoice Register 1999 Treasurer Accounts Payable Journal Reports 1996-1997 Treasurer Accounts Payable M-O 1998-1999 Treasurer Accounts Payable M-S 1996-1997 Treasurer Accounts Payable P-S 1998-1999 Treasurer Accounts Payable Reports 1997 Treasurer Accounts Payable Reports 1997 Treasurer Accounts Payable SK-W 1996-1997 Treasurer Accounts Payable T-Z 1998-1999 Treasurer Accounts Payable X-Z 1996-1997 Treasurer Bank Statements 1995-2000 Treasurer Daily Receipt Reports 1997 Treasurer Purchase Orders 1997 Treasurer Resolution 05-20 Exhibit A Purchase Orders 1996-1997 Treasurer Purchase Orders 1996-1997 Treasurer Purchase Orders 1997-1998 Treasurer Purchase Orders 1997-1998 Treasurer Purchase Orders 1997-1998 Treasurer Receipt Reports 1997-1998 Treasurer Duplicate Register Receipts 1998 Treasurer Utility Billing Statements 1997 Treasurer Utility Billing Register 1997-1998 Treasurer Utility Billing Register 1997-1998 Treasurer Utility Billing Register 1997 Treasurer Utility Billing Register 2000 Treasurer Utility Billing Register 1997 Treasurer Utility Billing Register 1997 Treasurer Utility Billing Statements 1998 Treasurer Utility Billing Statements 1997 Treasurer Utility Billing Statements 1997-1998 Treasurer Utility Billing Statements 1996-1997 Treasurer Utility Billing Statements 1998 Treasurer Utility Billing Statements 1999 Treasurer Utility Billing Statements 1999-2000 Treasurer Utility Billing Statements 1998-1999 . Treasurer Utility Billing Statements 1999-2000 Treasurer Utility Billing Statements 1995-1997 Treasurer CITY OF MCCALL October 13, 2005 Steven Walker Idaho State Historical Society 1109 Main St. Suite 250 Boise, ID 83702 RE: Destruction of Records Dear Mr. Walker, The City Council of the City of McCall recently adopted an ordinance approving the destruction or transfer of certain records to the Idaho State Historical Society. In accordance with Idaho Code, please review the attached resolution to determine if the Idaho State Historical Society deems any of the records to have historical significance. Please let me know your decision so I can proceed with the disposition. Thank you. Sincerely, Dan Irwin City Clerk (208) 634-4874 216 East Park Street • McCall, Idaho 83638 • (208) 634-7142 • FAX (208) 634-3038 (� \ 1DAHO STATE HISTORICAL 4 SOCIETY 4/. I ur mission: to educate through the identification, preservation, and interpretation of Idaho's cultural heritage. � Dirk Kempthorne Governor of Idaho Steve Guerber Executive Director O Administration 1109 Main Street, Suite 250 Boise, Idaho 83702-5642 Office: (208) 334-2682 Fax: (208) 334-2774 Archaeological Survey 210 Main Street Boise, Idaho 83702-7264 Office: (208) 334-3847 Fax: (208) 334-2775 Capitol Education Center Statehouse/P.O. Box 83720 0oise,Idaho 83720-0001 Office: (208) 334-5174 Historical Museum and Education Programs 610 North Julia Davis Drive Boise, Idaho 83702-7695 Office: (208) 334-2120 Fax: (208) 334-4059 Historic Preservation Office 210 Main Street Boise, Idaho 83702-7264 Office: (208) 334-3861 Fax: (208) 334-2775 Historic Sites Office 2445 Old Penitentiary Road Boise, Idaho 83712-8254 Office: (208) 334-2844 Fax: (208) 334-3225 Library/Historical and Genealogical Collection 450 North Fourth Street Boise, Idaho 83702-6027 Office: (208) 334-3356 Fax: (208) 334-3198 Oral History 450 North Fourth Street Boise, Idaho 83702-6027 Office: (208) 334-3863 Fax: (208) 334-3198 Memberships and Outreach and Development 1109 Main Street, Suite 250 Boise, Idaho 83702-5642 Office: (208) 334-3986 Fax: (208) 334-2774 Publications \ 450 North Fourth Street Boise, Idaho 83702-6027 1 Office: (208) 334-3428 �N--% Fax: (208) 334-3198 State Archives/Manuscripts 2205 Old Penitentiary Road Boise, Idaho 83712-8250 Office: (208) 334-2620 Fax: (208) 334-2626 To: Dan Irwin, City Clerk City of McCall 216 E. Park St. McCall, ID 83638 From: Steve Walker, State Archivist Date: October 14, 2005 Re: Golf Course Tally Sheets, 1997; Payroll Reports /Timecards1995-1999; Accounts Payable, 1996-1999; Bank Statements, 1995-2000; Daily Receipt Reports, 1997; Purchase Orders, 1996-1998; Receipt Reports, 1997-1998; Duplicate Register Receipts, 1998; Utility Billing Statements, 1995-2000 Thank you for your e-mail of October 13, 2005 requesting permission to destroy obsolete files. The Historical Society does not consider the records you have cited (Golf Course Tally Sheets, 1997; Payroll Reports /Timecards1995-1999; Accounts Payable, 1996-1999; Bank Statements, 1995-2000; Daily Receipt Reports, 1997; Purchase Orders, 1996-1998; Receipt Reports, 1997-1998; Duplicate Register Receipts, 1998; Utility Billing Statements, 1995-2000; ) to have historical significance and has no desire in obtaining the hard copies for these items. This letter constitutes the approval of the State Archivist for the destruction of these records. q. Steven A. Walker State Archivist The Idaho State Historical Society is an Equal Opportunity Employer. IDAHO STATE HISTORICAL 4i: SOCIETY 10' 9 1 OOA, IN � � Our mission: to educate through the identification, preservation, and interpretation of Idaho's cultural heritage. Dirk Kempthorne Governor of Idaho Steve Guerber Executive Director Administration 1109 Main Sorel, Suite 250 Boise, Idaho 83702-5642 Office: (208) 334-2682 Fax: (208) 334-2774 Archaeological Survey 210 Main Street Boise, Idaho 83702-7264 Office: (208) 334-3847 Fax: (208) 334-2775 Capitol Education Center Statehouse/P.O. Box 83720 Boise, Idaho 83720-0001 Office: (208) 334-5174 Historical Museum and Education Programs 610 North Julia Davis Drive Boise, Idaho 83702-7695 Office: (208) 334-2120 Fax: (208) 334-4059 Historic Preservation Office 210 Main Street Boise, Idaho 83702-7264 Office: (208) 334-3861 Fax: (208) 334-2775 Historic Sites Office 2445 Old Penitentiary Road Boise, Idaho 837I2-8254 Office: (208) 334-2844 Fax: (208) 334-3225 Library/Historical and Genealogical Collection 450 North Fourth Street Boise, Idaho 83702-6027 Office: (208) 334-3356 Fax:(208) 334-3I98 Oral History 450 North Fourth Street Boise, Idaho 83702-6027 Office: (208) 334-3863 Fax: (208) 334-3198 Memberships and Outreach and Development 1109 Main Street, Suite 250 Boise, Idaho 83702-5642 Office: (208) 334-3986 Fax: (208) 334-2774 Publications 450 Nonh Founh Street Boise, Idaho 83702-6027 Office: (208) 334-3428 Fax: (208) 334-3198 State Archives/Manuscripts 2205 Old Penitentiary Road Boise, Idaho 83712-8250 Office: (208) 334-2620 Fax: (208) 334-2626 To: Dan Irwin, City Clerk City of McCall 216 E. Park St. McCall, ID 83638 From: Steve Walker, State Archivist Date: October 14, 2005 Re: Golf Course Tally Sheets, 1997; Payroll Reports /Timecards1995-1999; Accounts Payable, 1996-1999; Bank Statements, 1995-2000; Daily Receipt Reports, 1997; Purchase Orders, 1996-1998; Receipt Reports, 1997-1998; Duplicate Register Receipts, 1998; Utility Billing Statements, 1995-2000 Thank you for your e-mail of October 13, 2005 requesting permission to destroy obsolete files. The Historical Society does not consider the records you have cited (Golf Course Tally Sheets, 1997; Payroll Reports /Timecards1995-1999; Accounts Payable, 1996-1999; Bank Statements, 1995-2000; Daily Receipt Reports, 1997; Purchase Orders, 1996-1998; Receipt Reports, 1997-1998; Duplicate Register Receipts, 1998; Utility Billing Statements, 1995-2000; ) to have historical significance and has no desire in obtaining the hard copies for these items. This letter constitutes the approval of the State Archivist for the destruction of these records. Steven A. Walker State Archivist The Idaho State Historical Society is an Equal Opportunity Employer. TEMP NOTES:. 10128105 - SLIA Dan - need to pick up 25 boxes. Ebin: 0 - 0.00 Contract Expires: Pur e-O ahe 250.00 LVC: o - PERM NOTES: HVC: 0 - 0.00 DIRECTIONS: EHVC: 0 - 0.00 Ext. Purge: 0.100 Balance: . $0.00 Hours: :00AM - 5:00PM Sat: Closed • Salt Lake City: 801-977-9800 Boise: 208-884-4930 Las Vegas: 702-795-2323 Eastern Idaho: 1-866-747-3377 PURGE HVC: $g.00 StndBox: .$s0.00 FileBox: $1 Q.00 Lbs: WOO [Area/Zone: / fit "R/SIM/ TM Secure on -site data destruction by professionals. Send All Remittance to: Shred -Pro P.O. Box 27805 Salt Lake City, UT 84127-0805 City of itlio�aiS 2.16 E. bark St. McCall, ID 83638 105502 nvoi'c.e; 112381 'roc; d31 B -1<1lrie�.In: Invoice Please pay from this invoice ir / Help Us Recycle! in S 5 VANED -PAW' would like to thank you for your business. In our continued effort to protect our planet, we need your help. The quality of your documents to be destroyed, determines our ability to recycle. Though we will destroy any office records you desire, limiting such items as carbon paper, cardboard, fabric, and plastics will help ensure our loads can be fully recycled. Thank you for your support! Additional Accourit'Inform4 I-- Contact 1: . O:�n ir'n�ll-, . Contact 2: - Telephone #: (ZCi�~€17�? Purchase Order #: Routing Day: 4 Frequency: Purge ONLY Last Service Date: 01-Jan-99 f . ' Terms ... , . Today's Service _ r Net 30 days due 26-Nov-05. Finance charges are applied to over due accounts of 1 % monthly{ (, 2% annually). 'A " QtY_ - Item � r __ � Rate ,. k � V Amount _ .. .., . . fl 7 / i �I 0 Re a resenta. �'ve �r ,. . o . :' ,/ � 2 ,, D Z, ,�`L �� Wfa2.� .14 t l - ." -/ ('`� � t f - :e n e '. CUSt) er Signature g Fuel SurCharge $? 95 -' '�---_ M Total Charges: ;'`'1f; .:?.' My signature demonstrates that Shred -Pro has completed all destruction to my sa isfaction. I understand that Shred -Pro shall not be held liable for any damages arising from the faults or negligence of customer, or for any incidental or consequential damages. I understand the terms and conditions outlined on the reverse of this invoice. WHITE COPY SHRED -PRO - YELLOW COPY REMITTANCE - PINK COPY CUSTOMER ��I IDAHO STATE HISTORICAL SOCIETY 1). Our mission: to educate through the identification, preservation, and interpretation of Idaho's cultural heritage. Dirk Kempthorne Governor of Idaho Steve Guerber Executive Director Administration 1109 Main Street, Suite 250 Boise, Idaho 83702-5642 Office: (208) 334-2682 Fax: (208) 334-2774 Archaeological Survey 210 Main Street Boise, Idaho 83702-7264 Office: (208) 334-3847 Fax: (208) 334-2775 Capitol Education Center Statehouse/P.O. Box 83720 Boise, Idaho 83720-0001 Office: (208) 334-5174 Historical Museum and Education Programs 610 North Julia Davis Drive Boise, Idaho 83702-7695 Office: (208) 334-2120 Fax: (208) 334-4059 Historic Preservation Office 210 Main Street Boise, Idaho 83702-7264 Office: (208) 334-3861 Fax: (208) 334-2775 Historic Sites Office 2445 Old Penitentiary Road Boise, Idaho 83712-8254 Office: (208) 334-2844 Fax: (208) 334-3225 Library/Historical and Genealogical Collection 450 North Fourth Street Boise, Idaho 83702-6027 Office: (208) 334-3356 Fax: (208) 334-3198 Oral History 450 North Fourth Street Boise, Idaho 83702-6027 Office: (208) 334-3863 Fax: (208) 334-3198 Memberships and Outreach and Development 1109 Main Street, Suite 250 Boise, Idaho 83702-5642 Office: (208) 334-3986 Fax: (208) 334-2774 Publications 450 North Fourth Street Sot , Idaho 83702-6027 O ice: (208) 334-3428 ax: (208) 334-3I98 State Archives/Manuscripts 2205 Old Penitentiary Road Boise, Idaho 83712-8250 Office: (208) 334-2620 Fax: (208) 334-2626 To: Dan Irwin, City Clerk City of McCall 216 E. Park St. McCall, ID 83638 From: Steve Walker, State Archivist Date: October 14, 2005 Re: City Council Agenda Packets, 1997-1998; City Election, 1997; Publications 1980-1999; Municipal Election ballots, 1999; Tort Claims, 1991-1998; Planning and Zoning Packets, 1994-1998; Golf and Clubhouse Report 1997- 1999; Utility Billing Register 1997-2000 Thank you for your e-mail of October 13, 2005 requesting permission to destroy obsolete files. The Historical Society consider all permanent records to have historical significance and will accept the transfer of these items. For your assistance I have created a list of records of enduring value (permanent retention) that is available at: http://www.idahohistory.net/SHRAB PR Cover.pdf I am including some pertinent pages along with this letter We ask that the records be boxed in one cubic foot storage boxes (12"W x 15"L x 10"H) boxes so that they will fit on the shelving of the State Archives Building. Please contact us when you are ready to transfer these records. Steven A. Walker State Archivist The Idaho State Historical Society is an Equal Opportunity Employer.