HomeMy WebLinkAboutResolution 2021 - 05 Destruction of Records
/
Resolution Authorizing Destruction of Records
Resolution No 2021 - 05
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REXBURG, IDAHO, AUTHORIZING DESTRUCTION OF RECORDS.
WHEREAS, Idaho Code 50-907 requires the City Council to authorize destruction of semi-permanent and temporary public records that have met the minimum retention period provided by the
city’s records retention schedule and are no longer required by law or for city business; and,
WHEREAS, the City Clerk of the City of Rexburg, Idaho has requested that certain records be authorized for destruction; and,
WHEREAS, approval for the destruction of the below listed records has been obtained from the Idaho State Historical Society and the City Attorney, as provided by Idaho Code 50-907.
See Attachment “Resolution 2021-05 for Destruction List”
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF REXBURG, IDAHO, THAT THE FOLLOWING RECORDS ARE AUTHORIZED TO BE DESTROYED.
The administrative staff of the City is authorized to take all necessary steps to carry out the authorization provided by this Resolution.
PASSED BY THE CITY COUNCIL April 7, 2021.
SIGNED BY THE MAYOR April 7, 2021
___________________________________
Jerry Merrill, City of Rexburg Mayor
ATTEST:
___________________________________
Deborah Lovejoy, City Clerk
Attachment: Records for Destruction List
Resolution 2021 - 05 Records for Destruction List - Hard Copies Only
Date Range
Document Name/Type
From
To
Electronic Y/N
Utility Billing Receipts
2015
1995
N
Utility Billing Work Orders
2015
1995
Y
Accounts Payable Check Copies & Supporting Docs
2017
1995
Y to 2006
Park Shelter, Romance Theater, Tabernacle, Sign Reservation Apps
2015
2008
N
Century Link, Rocky Mountain Power & Intermountain Gas Daily Receipts & Reports
2018
2013
N
Non-Commercial & Non-Governmental Building Projects - Building Applications, Plans, and Specifications
2007
1995
N
Excavation Reports/Diglines
2015
2008
N
Business Registration Applications & Certificates
2015
1995
Y to 2011
Public Gathering/Parade Permits
2017
2002
N
Road Closure Permits
2017
2002
N
Daily Cash Receipts
2015
2000
N
Daily Cash Sheets
2015
2000
N
Cancelled Checks - Payroll Account
2005
2000
N
Cancelled Checks - General Account
2008
2000
N
Requisitions and Purchase Orders Hard Copies
2015
1995
Y to 2006
Accounts Receivable Paid Invoices
2015
2000
Y to 2006
Shop Work Orders Hard Copies
2015
2000
Y
Building Hard Copy Documentation - Applications, Affidavit, Structural Calculations, Recheck or Comcheck, Truss Specs, Floor joists, Load short forms, Contractor’s list, Receipts, Inspection
tickets, Building Permits, Certificate of Occupancy, Images, Small Plan/Site Plans, Letters and email correspondences, Product information, Memorandum, Review action and Engineering
notes
2020
2008
Y
Land Use Hard Copy Documentation - Application, Affidavit of Legal Interest, Proof of Ownership – LLC Paperwork, Deeds, Trust management, Covenant Drafts, Plats, Findings of Fact or
Reason for Decisions, Correspondence, Site Plans, Review Reports, Staff Reports, Vicinity Maps, Receipts, Community Written Responses, Sign Design Pictures, Posting Pictures, Mailing
Records, Inspection Tickets, Public Notices copies, Development Code Ordinance Amendment Drafts, Printed Minutes, Property Legal Descriptions & Easement Descriptions, Returned Mail,
Conditional Use Permit copies, Certificates of Occupancy, Fax Sheets, Plans, Structural Calculations, Pictures, Presentation Docs including printed PowerPoints, Drainage and Geotechnical
Reports, Ordinance Copies
2020
2008
Y