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FY2015-08 Authorizing Borough Records Disposal Introduced by: Borough Clerk Requested by; Borough Clerk Drafted by: Records Administrator Introduced: 10118/2014 f.............. Adopted: 10/16/2014 d 1 KODIAK ISLAND BOROUGH 2 RESOLUTION NO. FY2015-08 3 4 A RESOLUTION OF THE KODIAK ISLAND BOROUGH ASSEMBLY 5 AUTHORIZING THE RECORDS MANAGER TO DISPOSE OF 6 CERTAIN KODIAK ISLAND BOROUGH RECORDS 7 8 WHEREAS, Resolution No. 95-01 and amendments provide the minimum retention 9 requirements for specific records; and 10 11 WHEREAS, the department directors have reviewed and approved the destruction of the 12 specific records attached to this resolution and they were also signed off by the Borough 13 Attorney; and 14 15 WHEREAS, Kodiak Island Borough Code 2.40.180(6) provides for the Assembly to 16 authorize by Resolution the disposal of the records to be destroyed. 17 18 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND 19 BOROUGH THAT: 20 21 Section 1: The attached lists of records are not of a historical, legal, nor administrative 22 value and have met the minimum retention requirements. 23 24 Section 2: These records may be destroyed as provided by Kodiak Island Borough 25 Code 2.40.160. 26 27 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 28 THIS SIXTEENTH DAY OF OCTOBER, 2014 29 30 KODI IS D B OUGH All 31 32 41 33 rot Frien , Borough Mayor 34 A EST: � .. 35 36 37 ova M. Javier, M' Korough Clerk u�..... 1° { "i Kodiak Island Borough, Alaska Resolution No. FY2015-08 Page 1 of 1 DC-01 2007 Parent Files Childcare family eligibility files. H-6-13 CONFIDENTIAL .......... .. ........................................................................................ DC-01 2007 Parent Files Childcare family eligibility files. H-6-14 ...................... ....................... ................ CNIFIDENTIAL ..................................................... DC-01 2007 Parent Files Childcare family eligibility files. H-7-14 CNIFIDENTIAL .................................................................................................................................................... .......... DC-04 2007 Grant Administration Files Grant receipt,applications, budgets,and project J-4-01 narratives. .... ...... _.-..................................................... .......... ......... .......................... DC-08 2007 Provider Files Provider information. H-6-14 J7b7C—_0`8 -i' Provider Files ..............J�................. ............................ BC-06 2008 Assembly Meeting Tapes I Audio and/or video tapes of assembly Records Room f meetings. Bookshelf BC-06 2008 Assembly Meetings Tapes Audio and/or video tapes of assembly Records Room ...................... — _LBl 2 _Bookshelf R .............. BC-06 2009 Assembly Meeting Tapes Audio and/or video tapes of assembly ecords Room meetings. Bookshelf BC-09 2011 Borough Boards,Committees, —d-e-neral—information and applicants.........................................-—-R e c"o-rd-s""R",'oom....... and Commissions Bookshelf ............................... --§—C-09 2012 13o�ardsl,_Committeiii".i—General Finfoirm—ation" and applicants. Records Room and Commissions .......... Bookshelf .......................... BC-3-ft"2011 1............ —Emergency S e r v i—cesCoune Council Copies of ESC minutes,findings.and cou—ncil Room ................ members'correspondence. Bookshelf BC-43 2010 Licenses, Liquor ................--'Coqu—oi-ii7cense—applications. ................................-—-- ....le,,c"or-d-ik-6-o'm............. I Bookshelf ....................................................... ..................... . ............................... BC-43 1 2011 Licenses, Liquor Liquor license applications. Records Room Bookshelf ...................................................... .................................................... ............................ I., BCA6 2012 Plat Log Plat log backup documentation. Records Room Bookshelf ....................................................... ............ ..................................................................... ..........I.,.,.,. _Bookshelf ..... Plat Lag Plat log backup documentation. Records Room Bookshelf ............ Licenses,—Games —Gam—es of-c-h-ince and skill permit applications--__Retards" '-''` R Ram ............ Bookshelf 2_011 Licenses,Games Games of chance and skill permit applications. Reco—rds 1:o6 m_ Bookshelf .......... 1 C-61 Travel Accounting Documentation for travel for Mayor,Assembly, Records Room and Clerk's Office staff. Bookshelf ......................... ——--- ........................................ .............................. .boom ............................... BC-61 2011 Travel Accounting Documentation for travel for Mayor,Assembly, Records Room and Clerk's Office staff. Bookshelf ...................... .............................................................................. .......... ................... - BC-63 2010 General Correspondence Correspondence of a general or routine nature. Records Room Administrative correspondence. Bookshelf BC 63 ......2011— General Correspondence Correspondence of a general or routing Fn_ai6`reJ. Records Room................ ............... Adminisirative correspondence. Bookshelf Election voter applications........................................ EL-01 2011 Voted Ballots Municipal election- Records Room October 2010. Bookshelf .................. .............................................. ...........- ....... i ba�ilots Election voter applications.Municipal election- Records Room I L EL- October 2011. ........................................... .......... .................................... BookittY............ EL-01 2013 Voted Ballots --if I-e—cflonvaleta ppi—icatio"n's.—Muni—cipal ele'lli" n..........-`"_Re'co`rds Room _t............ ........................__..._a........... October 2012® Bookshelf EL-02W... 2 ........ .......................................... .............. ............. .. ................................................-, L-0 2010 Certificates of Election Copies of election certificates presented to Records Room Bookshelf .............. ................... .............. candidates upon verification of election. J EL-04 2010 Election Registers and Tally Precinct,final voting,questioned,personal rep Records Room Books and absentee registers-,October 2009. Bookshelf EL-07 2010 Declaration of Candidacy Declarations executed under oath-October Records Room 2009. Bookshelf EL-08 2007 Financial Disclosure APOC financial disclosure reports Records Room Statements Bookshelf EL-08 2008 Financial Disclosure APOC financial disdosure reports Records Room Statements Bookshelf --ffL-1-1 2010 Candidate Lists Lists of candidates-October 2009. Records Room Bookshelf EL-13 2010 Election Official's Records Recruitment materials,interest letters,training Records Room I notes.etc.-October 2009. Bookshelf an....... MA 2004 Mayors Reading Files Copies of outgoing letters and memoranda E-1-08 �rr edqj�te. . ............ .................................... ............. OM-01 1991 Mayors Administrative Files Correspondence, reports,and information 1-2-02 related to the functional departments of the Borouqh. .................................................... ........................................ ............- OM-01 1992 i�ayoes'Administrative...........Files.. ............. Correspondence, reports,and information 1-2-02 related to the functional departments of the ................... ................................................... ..... ......... ... -.,�®r ..................... ........................- .1.1............. ....................... OM-01 1993 Mayor's Administrative Files Correspondence,reports,and information -02 related to the functional departments of the ...................................... .................. ........................ _�or2pcLh. ................................................................... ........................-1- .............. OM-01 1994 Mayor's Administrative Files Correspondence, reports,and information 1-2-02 related to the functional departments of the ............................................ -..B-0.EQq2!1...................................................... ...................................—.. .... 2--0`2'................ ............ Mayor's Administrative Files Correspondence,reports, and information related to the functional departments of the Borouqh. .. .............................................. ....................... ....................... ........................................ M -0 1998 Patient Case Files Correspondence,case notes,testing H-1-11 results,etc. CONFIDENTIAL ................................................. ................... ............... .................................. ...................................................................................... .......... 0/1 CD-04 2003 Audio Cassette Tapes of Local Emergency Planning Committee audio Records Room Committee Meeti recordin s Bookshelf .... CD-04................ 2004 m Audio Cassette Tapes of Local Emergency Planning Committee audio Records Room Committee Meeti recordi Bookshelf ............. 1�-04 �005 —Audio Cassette Tapes of Local Emergency Planning Committee audio Records Room Committee Meetinqs recordings Bookshelf 1 4, ... ........... ................................. Committee.......... .............. ................I.,.,.,.,................11 ...................- 1-.................. CD-04 2006 Audio Cassette Tapes of Gravel Task Force audio recordings Records Room Commit Bookshe ..................... ................ �eM ..��in ..................................... ....... ....................... CD-04 2007 Audio Cassette Tapes of Local Emergency Planning Committee audio Records Room Committee Meeti recordin Bookshelf ........... ..............--— ------------------------Bookshelf C�-04- 0 —Audio Cassette Tapes of Gravel Task Force audio recordings Records Room Bookshelf -Committee Meeti ....... . ............................ CD-04 2008 Audio Cassette Tapes of gavel Task Force audio recordings Records Room Committee Meetin s Bookshelf CD-04 2008 Audio Cassette Tapes of Planning and Zoning Commission audio Records Room f Committee Meetin 5 recordings Bookshelf CD-04 2008 Audio Cassette Tapes of Parks and Recreation Committee audio Records Room Committee Meetin s recordin s Bookshelf CD-04 2009 Audio Cassette Tapes of Local Emergency Planning Committee audio Records Room Committee Meetin s recordin s Bookshelf C5-06 2007 Coastal Zone Management Coastal Zone Management shelf files E-6-13 correspondence. CD-11 2007 Junk Removal Files Correspondence, reports,photos, and Records Room ownership files. Bookshelf EF-05 2007 Service Districts Copies of minutes, agendas,contracts, and Records Room correspondence.Audio cassettes, Service Bookshelf Area No. 1 Board _ EF-05 2009 w.. Service Distncls o pies of minute , agendas,, y�n """ R ....._._, contracts® and Records Room cassettes. Fire Bookshelf Protection Area,No. 1 Board ........ Solid Was_ ,. _ . ...... ....... . ,... -,.,,,, ........ EF-08 2007 te Management Collection and disposal reports. C-4-24 EF-12 2D 7 Architectural Review Board Copies of minutes,agendas,contracts,a e co rds .._..... - Room Solid Waste Advisory Board Copi spondence.Au 9io cassettes. BooksheCi N!AZ00 ._. es of minutes,a endas,contracts,and Records Room correspondence.Audio cassettes. Bookshelf �,�,�,-- ,.�,.,,,,.� _.-. , � rrr _�,,,,, 91-06 2998 AssauRtiRg-Reports A-1-2A jOUFF181 VOUGheFs Ong I ,,...�... ._ -.---.-�---- M AsseuRtlRg�epods A-21-1-8 ... FI-06 2997 tlaq-" AsceuRHRg Reports 8-x-92 Pppf FI-07 2007 Property Tax Accounting Tax billing,payments, adjustments,and A-1-21 interest and penalties calculations. Monthly FI-07 1985 Property Tax Accounting Tax billing,payments,adjustments,and Records Room interest and penalties calculations.Monthly Bookshelf re o rls. 2007 Utility MonlhL..�Re Reports Monthly p Master list by account number;payment A-5-13 m„rv ,,.� �.�m..,� , and adliust;billinrsteraccounts roc d 2 2995 ��, r, We A-2-0l� at ot: o, f F-�3 AsseuR We Copies of inveir.86.,.__.... nd- ,A-3-99 ........_....._�,m, ,„, :.,,,,.�.,.�,�,,,,�„�,,, � �rar�.�.,,��, ° 2988 Assewnts Paya Rd- A 3 40 2M ArrouRts-Payable A4 9 i .. ��m, „�oo,d,�, ,,,,,�„ ....z,-„-,.�,.,,,m�,�,m ,�:�e„�. ��,,,,,�,�,�,. ,m,...��„�,.n . 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A-4-13 �r, m FI-15 2007 Accounts Receivable Daily record of cash receipts. A-4-14 FI-15 2007 Accounts Receivable Daily record of cash receipts. A-4-15 FI-15 2407,„ Accounts",R as pts. 1 s Receivable Daily record of cash receipts. A-4-16 FI-15 2007 Accounts Receivable Daily record of cash receipts. A-5-12 m...�_ .,,� •rv.... m .......-...... � FI-15 2007 Accounts Receivable Daily record of cash receipts. A-6-11 FI-15 2007 Accounts Receivable Daily record of cash receipts. A-6-13 F1-19 2004 Bank Reconciliation Statements Statements of account activity, �� -6-1 y, A- -11 reconciliation,and credit/debit notices. „ -- ,R. ......... FI-19 2006 Bank Reconciliation Statements Statements of account activity. A-4-11 reconciliation,and credit/debit notices. FI-19 061. Bank Reconciliation Statements Statements of account activity, A-7 10 credit/debit notices. .....—,.,.�, reconciliation,and „m FI-19 2007 Bank Reconciliation Statements Statements of account activity, A-3-14 reconciliation,and credit/debit notices. mron,rvm �. ,,,,rmm wa m n„� ,,.. ,ry _ ,.�,,,,,, .,, ,� � FI-19 2007 Bank Reconciliation Statements Statements of account activity, A-5-16 reconciliation,and credit/debit notices FI-23 2006 Federal Deposit Tax Stubs Semi-monthly,quarterly and annual reports A-2-12 of payroll taxes withheld and paid to Federal FI-29 2006 Federal and Stale Employees Taxes Statements i� n° , nnnn � . m., of employee earnings. A-2-12 FI-33 2007 Baler Monthly Acct. Reports Invoice report and invoice copies,and aging A-3-12 .... ..,, ., re �rd. �rr ., m,-, FI-33 2007 Baler Monthly Acct. Reports Invoice report and invoice copies,and aging A-5-13 report. FI-33 2007 Baler Monthly Acct. Reports Invoice report and invoice copies,and aging A-5-14 re ort. re Cats FI 33 2007 Baler Monthly Acct Reports Invoice report and invoice copies,and aging A-5-1 5 fl FI-34 2007 Sanitation Monthly Acct, Reports Consumption reports, aging,payments, A-5-057— adjustments, billing register,and copy of bills. F4_38 20W F4sd4nvestmeWReGGrds A-4-44 F4_36 2987 XumWnvestment,Records A-546 Ga,%keepWffa4vke&Land4edqerr,. FI-37 1994 Grant it Official documents for receipt of grant funds B-7-09 from either State or FedeT!_a encies. FI-37 1996 Grant Files Official documents for receipt of grant funds B-1-10 from either State or Federal agencies. FI-37 1996 Grant Files Official documents for receipt of grant funds B-6-09 from either State or Federal agencies. —1-37 Grant Files Official documents for receipt of grant funds A-7-05 from either State or Federal agencies. FI-37 2005 Grant Files Official documents for receipt of grant funds—A,7-06 from either State or Federal agencies. ---ff-_37 2006 Grant Files Official documents for receipt of grant funds Records Room from either to or Fedeg!I a encies. Bookshelf _ FI-37 2006 Grant Files Official documents for receipt of grant funds Records Room from either State or Federal agencies. Bookshelf FI-37 2007 Grant Files Official documents for receipt of grant funds A-5-11 from either State or Fee I a encies. . FI-39 2007 Severance Taxes Severance tax forms filled with Borough. B-3-02 quarterly schedules of revenues collected. F141 2004 Small Claims Litigation Proceedings from small claims court an A-7.04 behalf of a MINE Pill MG-01 1997 Managers Administrative Files Correspondence,reports and information Records Room ocim related to functional_od..I. f .Rr.��'.h R""kIlZ .............................................. �a _qkts,2f the 2! y Bookshelf MG-01 1998 Manager's Administrative Files Correspondence,reports and information Records Room related to — Manager's--",--""'-- "—.................................__ --functional..,de—ts—.of the"-B o r"o—h, Bookshelf Mb-61 199 9 Administrati ve Files Correspondence, repodiand in f or m at io n Records'—R a o_m__` ................ ....................... related to functional depts.q[Lh�� oakshelf MG-01 -1—Mana eVs' A d'm-"-Wistrative Files Correspondence,—reports and information Records Room related to functional depts.of the Borough. Bookshelf ............ ........................................................................ ............... .I.................................... MG-01 2001 Managers Administrative Files Correspondence, reports and information Records Room ................................ ................. related to funpqq !heJo±p9 Bookshelf MG-01 2002 Managers Administrative Files Correspondence, reports and informal ion Records Room .................................... ......................... ...........—1-S,elated to functional de f 1�!�_B !Ryqh............. Bookshelf _!L_ 0 MG-01 2003 Managers Administrative Files 6We_s� reports and information Records' Roam related to functional depts,of the Borouqh. Bookshelf .......................................... .................... ........................................ .................................... . __.. .s01 elf ...... MG-111 2007 Non-Profit Organization Files reiat ed to the administration of Borough 1-3-01 appropriations to local non-profit or anizaiions. ............... .............. PE-01 2008 � Recruitments Recruitment bulletins and affidavits of Records Room _pu tion. Bookshelf .......... ............................................. ............................. RY-1,........... ............................ ..................................... . ..... -01 2008 Recruitments Recru4!ic itment bulletins and affidavits of Records Room Bookshelf j]�bi 0"9 Recruitments....... e c r-ti it m e—ni s....................................... ......... Recruitment bulletins and affidavits..of Records Room ........................................ .................................... ...................................................................... _.Ry�fica Bookshelf PE-01 Recruitments Recruitment bulletins and affidavits of _Records'I"o--m- ....... ................... ...................... ................................ qbIicatI . Bookshelf ....... ......................... —..- . PE-01 2010 Recruitments Recruitment bulletins and affidavits of ki�s Room ........... _. ......._. ..........Bookshelf __—I �-� ` PE-01 fb i iecruiiiW�i S...... Recruitment bulletins and affidavits of Records Room ulkfl� Bookshelf Bookshelf PE-01 2010 Recruitments Recruitment bulletins and affidavits of Records Room ublication. Books PE-01 2011 Recruitments Recruitment bulletins and affidavits of Room 01 paill cruitments Recruitment bulletins and affidavits of s Room PE-01 2012 Recruitments Recruitment bulletins and affidavits of PE-01 2012 Recruitments Recruitment bulletins and affidavits of Records Room Bookshelf Bookshelf N/A 2006 Background Checks Background checks of applicants not hired. Records Room Bookshelf N/A 2007 Background Checks Background checks of applicants not hired. Ric—o—rds R�6��_ Bookshelf NIA 2008 1 Background Checks Background checks of applicants not hired. Records Room I Bookshelf NIA 2009 Background Checks Background checks of applicants not hired. Records Room I Bookshelf Bookshelf da"""c'k g r o u n d Check s Background checks of applicants" nio"1"'h'i'red. Records Room Bookshelf N/K -F'_2"0_12__Backgi6`u__rid—Checks Background checks of applicants not hired, Records Room Bookshelf ��