HomeMy WebLinkAboutItem #10 Records for DestructionCITY OF CHUBBUCK
RESOLUTION No. 2026-
A RESOLUTION OF THE CITY OF CHUBBUCK, IDAHO, AUTHORIZING THE
DESTRUCTION OF CITY RECORDS PURSUANT TO IDAHO CODE AND COUNCIL POLICY AS
LISTED IN CHUBBUCK RESOLUTION 2023-02.
WHEREAS, Idaho Code 50-907 requires the City Council to authorize the destruction of
records that are not required to be retained as permanent or historical records and that have met
the minimum retention period provided by Idaho Codes and the City's record retenti on schedule;
and
WHEREAS, the City Clerk has proposed for destruction, of the records listed in the
attached "Exhibit 1" that have exceeded their minimum retention requirement under the City's
record retention policy; and also adding to the City of Chubbuck record retention policy a
provision to authorize destruction without further request, pursuant to Federal Law, of any "Report of
Multiple Sale or Other Disposition of Pistols and Revolvers" as required under Federal Code
18usc923(G)(3)(b) which requires destruction within 20 days of receipt of the Report by local law
enforcement; and
WHEREAS, approval for the destruction of the listed records has been obtained by the City
Attorney, as provided by Idaho Code 50-907.
NOW, THEREFORE, be it resolved by the City Council of the City of Chubbuck that the
records listed in the attached "Exhibit 1" shall be destroyed under the direction and supervision of the
City Clerk.
PASSED AND APPROVED BY THE MAYOR AND COUNCIL OF THE CITY OF
CHUBBUCK, THIS 7th DAY OF JANUARY, 2026.
Rodney T. Burch, Mayor
ATTEST:
Joey Bowers, City Clerk
Records for Destruction Res.
Records for Destruction
Documents
Years
Retention Years
Res. 2023-07
Pg. #
Circuit Breaker
2019
5
12
Direct Pay Applications
2019
5
12
Equal Pay Reports
2019
5
12
IRS TIN Reports
2017
7
8
Staff Meeting Minutes
2017-2020
5
5
Chart of Accounts
2016-2020
5
6
School Crossing Guard report
2016-2020
5
6
AP Invoice Documents
2019-2020
5
6
Utility Applications
2019-2020
5
11
Termination Billing
2019-2020
5
11
Baseball Sponsorships
2018-2022
3
27
Shut Off List
2019-2020
5
11
Meter Book
2019-2020
5
11
Recycling Signup Forms
2018-2020
5
11
CDA Public Hearing Signup sheet
2019-2020
5
1
LUDC Public Hearing signup sheet
2019-2020
5
1
LUDC & CDA Terms & Appointments
2019-2020
5
1
Receipt Book
2019-2020
5
6
Proof of Publication proof -Copy
2022-2023
2
2
Records Request
2022-2023
2
4
Public Service Announcements
2022-2023
2
2
Baseball Background Checks
2018-2022
3
27
Baseball/Softball Birth Certificates
2007-2022
3
27
Billing Register
2019-2020
5
12
Cash Receipting
2022-2023
2
12
Pocatello Sewer Treatment Charges
2019-2020
5
12
Monthly Cash Report
2019-2020
5
8
A/P Checks
2019-2020
5
6
A/P reports
2019-2020
5
6
Bank Statements & Reconciliation
FY18-19
5
6
Public Hearing Requests/Notices & Correspondence
2019-2020
5
1
Work Orders
2019-2020
5
1
Police Record Request
2019-2020
2
4
Copy Council Agendas
2019-2020
5
1
Copy Land Use & CDA Agendas
2019-2020
5
1
Bankruptcy Notices
2019-2020
5
12
Collection Records
2019-2020
5
12
Delinquent Accounts
2019-2020
5
12
Terminated Landlord Agreements
2019-2020
5
12
Baseball Player Grants
2019-2020
5
27
Outside Group Proclamations
2023-2024
1
4
Fire A/P & A/R
2019-2020
5
6
Dig Line Reports
2021-2023
2
41
Tennis Forms
2020-2023
2
26
Park Reservations
2020-2023
2
26
Chemical Applications
2020-2022
3
26
Landfill Tickets
2022-2023
2
39
Fuel Bids
Playground Inspection Reports
Call out Reports
Sanitation Application
Contractor Certificate of Liability
Tennis Keys
Police Receipt Books
Animal License Application
Council, CDA, & Land Use Audio Recordings
ordinance enforcement cases
Utility Adjustments
Monthly Payroll Registers
CDL Drug Testing
Social Media Correspondence
Fire Payroll/Timesheets
Fire Shift Calendars
Fire Accounts Receivable/Accounts Payable
Fire Collections Statements
Police Employee Applications (not hired)
Infraction and misdemeanor citations
Parking citations
Police Receipt books
Police record requests
Police record request logs
Chubbuck Days
Fire Shift Calendars
Fire A/P
Text Correspondence
Email Correspondence
Council, Boards, Commissions, and Committee Packets
Mayor Correspondence
Former Employee Email Accounts
Liability Claims
Time Cards
Budget Records
List of former Employees
Report of Multiple Sale or Other Disposition of Pistols and Revolvers
Voided Checks
HR 1-9 Forms
2019-2020
5
4
2019-2020
5
26
2019-2020
5
39
2019-2020
5
12
2013-2014
10
23
2022-2023
2
26
2017-2020
5
6
2022
3
32
2020-2023
2
2
2010-2020
5
15
2019-2020
5
12
2019-2020
5
10
2018-2023
2
CFR 382.401
2020-2023
2
2
2018-2020
5
7
2018-2020
5
20
2018-2020
5
6
2012-2020
5
12
2020
5
31
2014-2022
3
36
2022
3
36
2017-2020
5
6
2019-2023
2
4
2016-2023
2
4
2021-2022
3
37
2017-2020
5
20
2019-2020
5
6
2020-2023
2
2
2020-2023
2
2
2017-2020
5
1
2020-2023
2
2
2000-2023
2
30
2013-2014
Close + 10 years
25
2017-2021
4
7
2000-2014
10
6
1990-2020
5
7
2022-2025
6 months
18usc923(G)(3)(b)
2000-2020
5
6
2020 &
prior
5
34