HomeMy WebLinkAbout2023-07 Records for DestructionCITY OF CHUBBUCK
RESOLUTION No. 2023-07
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 pennanent or historical records and that have met the minimum
retention period provided by Idaho Codes and the City's record retention 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
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 19th DAY OF July, 2023.
r
Kevin B. England, Mayor,—
ATTEST:
j7l"WCity Clerk
Records for Destruction Res
Records for Destruction
Documents
Years # of PGS
Retention Years
Res. 2023-02
Pg. #
Circuit Breaker
2017
50
5
12
Direct Pay Applications
2017
500
5
12
Equal Pay Reports
2017
50
5
12
IRS TIN Reports
2015
5D
7
g
vendor Listing
2007
50
5
12
Chart of Accounts
2014
25
5
6
School Crossing Guard report
2014
50
5
6
AP Invoice Documents from 10/1/2015-9/30/2016.
2017
3000
5
6
Utility Applications
2015-2017
150
5
11
Termination Billing
2017
200
5
11
Baseball Sponsorships
2016
15
5
27
Shut Off List
2017
75
5
19
Meter Book
2017
1000
5
11
Recycling Signup Forms
2016
50
5
11
CDA Public Hearing Signup sheet
2017
7
5
1
LUDC Public Hearing signup sheet
2017
23
5
1
LUDC &CDA Terms & Appointments
2017
15
5
1
Receipt Book
2017
15
5
6
Proof of Publication proof
2020
50
2
2
Records Request
2020
50
2
4
Public Service Announcements
2020
10
2
2
Baseball Background Checks
2016
100
5
27
Baseball/Softball Birth Certificates
2005
300
15
27
Billing Register
2017
2000
5
12
Cash Receipting
2020
6000
2
12
Pocatello Sewer Treatment Charges
2017
63
5
12
Monthly Cash Report
2017
12
5
g
A/P Checks
2017
2600
5
6
A/P reports
2017
6000
5
6
Bank Statements & Reconciliation
FY16-17
200
5
6
Public Hearing Requests/Notices & Correspondence
2017
500
5
1
Work Orders
2017
5000
5
1
Police Record Request
2017
10000
5
4
Copy Council Agendas
2017
36
5
1
Copy Land Use & CDA Agendas
2017
36
5
1
Bankruptcy Notices
2017
50
5
12
Collection Records
2017
25
5
12
Delinquent Accounts
2017
43
5
12
Terminated Landlord Agreements
2017
11
5
12
Baseball Player Grants
2017
5
5
27
Outside Group Proclamations
2021
12
1
4
Fire A/P & A/R
2017
1500
5
6
Fire Budget Records
2017
500
5
6
Dig Line Reports
2019
50
3
41
2018
50
3
26
Tennis Forms
2018
50
3
26
Park Reservations
2018
s0
3
4439
Chemical Applications
2020
100
2
Landfill Tickets
2017
85
5
4
Fuel Bids
2017
82
5
26
Playground Inspection Reports
5
39
2017
150
Call out Reports
2017
174
5
12
Sanitation Application
2011
75
10
23
Contractor Certificate of Liability
2
26
Tennis Keys
2020
75
5
6
Police Receipt Books
2015
150
3
32
Animal License Application
2020
150
5
6
police invoices/receipts
1993-1994
100
15
ordinance enforcement cases
2000-200II
1500
10
5
12
Utility Adjustments
2017
9
5
10
Monthly Payroll Registers
1980-2017
1,500
2
Verification of Employment
2017-2020
185
2
2 CFR 382.401
CDL Drug Testing
1995-2016
338
36
Police Stolen Property Reports
1990-1995
100
3
7
Fire Payroll/Timesheets
2015- 2016
1000
5
Fire Shift Calendars
2015-2016
275
5
20
6
ounts Receivable/Accounts Payable
Fire Accounts
1275
5
Fire Budget Worksheets
2015-2016
180
5
20
12
Fire Collections Statements
2009-2010
9
5
Total
48,140