HomeMy WebLinkAboutItem #7 Records for DestructionCITY OF CHUBBUCK
RESOLUTION No. 2024-
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 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 XXX DAY OF XXX, 2023.
Kevin B. England, Mayor
ATTEST:
Joey Bowers, City Clerk
Records for Destruction Res
Records for Destruction
Documents
Years # of PGS
Retention Years
Res. 2023-07
Pg. #
Circuit Breaker
2018
50
5
12
Direct Pay Applications
2018
500
5
12
Equal Pay Reports
2018
50
5
12
IRS TIN Reports
2016
50
7
8
Vendor Listing
2008
50
5
12
Chart of Accounts
2015
25
5
6
School Crossing Guard report
2015
50
5
6
AP Invoice Documents from 10/1/2015-9/30/2016.
2018
3000
5
6
Utility Applications
2018
150
5
11
Termination Billing
2018
200
5
11
Baseball Sponsorships
2017
15
5
27
Shut Off List
2018
75
5
19
Meter Book
2018
1000
5
11
Recycling Signup Forms
2017
50
5
11
CDA Public Hearing Signup sheet
2018
7
5
1
LUDC Public Hearing signup sheet
2018
23
5
1
LUDC & CDA Terms & Appointments
2018
15
5
1
Receipt Book
2018
15
5
6
Proof of Publication proof
2021
50
2
2
Records Request
2021
50
2
4
Public Service Announcements
2021
10
2
2
Baseball Background Checks
2017
100
5
27
Baseball/Softball Birth Certificates
2006
300
15
27
Billing Register
2018
2000
5
12
Cash Receipting
2021
6000
2
12
Pocatello Sewer Treatment Charges
2018
63
5
12
Monthly Cash Report
2018
12
5
8
A/P Checks
2018
2600
5
6
A/P reports
2018
6000
5
6
Bank Statements & Reconciliation
FY17-18
200
5
6
Public Hearing Requests/Notices & Correspondence
2018
500
5
1
Work Orders
2018
5000
5
1
Police Record Request
2018
10000
5
4
Copy Council Agendas
2018
36
5
1
Copy Land Use & CDA Agendas
2018
36
5
1
Bankruptcy Notices
2018
50
5
12
Collection Records
2018
25
5
12
Delinquent Accounts
2018
43
5
12
Terminated Landlord Agreements
2018
11
5
12
Baseball Player Grants
2018
5
5
27
Outside Group Proclamations
2022
12
1
4
Fire A/P & A/R
2018
1500
5
6
Dig Line Reports
2020
50
3
41
Tennis Forms
2019
50
3
26
Park Reservations
2019
50
3
26
Chemical Applications
2019
50
3
26
Landfill Tickets
2021
100
2
39
Fuel Bids
2018
85
5
4
Playground Inspection Reports
2018
82
5
26
Call out Reports
2018
150
5
39
Sanitation Application
2018
174
5
12
Contractor Certificate of Liability
2012
75
10
23
Tennis Keys
2021
75
2
26
Police Receipt Books
2016
150
5
6
Animal License Application
2021
150
3
32
Police invoices/receipts
1995
100
5
6
ordinance enforcement cases
2000-2009
1500
10
15
Utility Adjustments
2018
9
5
12
Monthly Payroll Registers
2018
1,500
5
10
Verification of Employment
2021
185
2
27
CDL Drug Testing
2017
338
2 CFR 382.401
Police Stolen Property Reports
1996
100
3
36
Fire Payroll/Timesheets
2017
1000
5
7
Fire Shift Calendars
2017
275
5
20
Fire Accounts Receivable/Accounts Payable
2017
1275
5
6
Fire Collections Statements
2011
9
5
12
Police Employee Applications (not hired)
2019
500
2
2
Infraction and misdemeanor citations
2013
1000
3
36
Ordinance enforcement cases
2009
1000
5
15
Parking citations
2021
50
3
36
Police Receipt books
2016
240
5
6
Police record requests
2018
12000
5
4
Police record request logs
2013-2015
250
5
4
Chubbuck Days
2007-2020
1500
3
37
Fire Shift Calendars
2016
700
5
20
Firer A/P
2017-2018
3000
5
6
Total 67,700