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FY2016-12 Authorizing the Records Manager to Dispose of Certain Kodiak Island Borough RecordsIntroduced by: Borough Clerk Requested by: Borough Clerk Drafted by: Records Administrator Introduced: 10/15/2015 Adopted: 10/15/2015 1 KODIAK ISLAND BOROUGH 2 RESOLUTION NO. FY2016-12 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 2.40.160(B) provides for the Assembly to 16 authorize by Resolution the disposal of the records to be destroyed; and 17 18 WHEREAS, Series EF-08 Solid Waste Management Scale Reports will be destroyed upon 19 verification that the electronic data can be successfully retracted from the AS400 Software; 20 and 21 22 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND 23 BOROUGH THAT: 24 25 Section 1: The attached lists of records are not of a historical, legal, nor administrative 26 value and have met the minimum retention requirements. 27 28 Section 2: These records may be destroyed as provided by Kodiak Island Borough 29 Code 2.40.160. 30 31 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 32 THIS FIFTEENTH DAY OF OCTOBER, 2015 33 34 35 36 37 38 EST: 39 404M,4 ' AAe� 41 Nova M. Javier, MMC, Bo ough Clerk Friend', Kodiak Island Borough, Alaska Resolution No. FY2016-12 Page 1 of 1 't. SE, I 0r < ..1.a. .i. .'.rj Lb." rs - r .. - ., _-:_ jhC'h cif 1 "+.!t.: 'A^ %'SY .t, r2' } P 'A i q AO-09 1989- Reading File Y Correspondence generated in office, filed in Records Room 1992 chronological order, including copies of Bookshelf assessment notices sent. HELD DURING EVOS-RELEASED FOR DISPOSAL AO-09 1989- Reading File Correspondence generated in office, filed in Records Room 1992 chronological order, including copies of Bookshelf assessment notices sent. HELD DURING EVOS-RELEASED FOR DISPOSAL AO-09 1978- Reading File Correspondence generated in office, filed in Records Room 1980 chronological order, including copies of Bookshelf assessment notices sent. HELD DURING EVOS-RELEASED FOR DISPOSAL DC-01 2008 Parent Files Childcare family eligibility files. H-7-13 CONFIDENTIAL DC-01 2008 Parent Files Childcare family eligibility files. H-1-14 CNFIDENTIAL DC-01 2008 Parent Files Childcare family eligibility files. H-1-13 CNFIDENTIAL DC-01 2008 Parent Files Childcare family eligibility files. J-5-01 CNFIDENTIAL DC-01 2008 Parent Files Childcare family eligibility files. J-7-02 CNFIDENTIAL DC-08 2008 Provider Files Provider information. H-1-13 BC-01 2012 General Correspondence Assembly and Clerk's office incoming and Clerk's Office outgoing correspondence of a general nature. BC-09 2013 Borough Boards, Committees, General information and applicants. Records Room and Commissions Bookshelf BC-31 2013 Emergency Services Council Copies of ESC minutes, findings, and council Records Room members' correspondence. Bookshelf BC-46 2014 Plat Log Plat log backup documentation. Records Room Bookshelf BC-61 2012 Travel Accounting Documentation for travel for Mayor, Assembly, Records Room and Clerk's Office staff. Bookshelf EL-01 2014 Voted Ballots ma's Election voter applications. Municipal election — Records Room October 2014. Bookshelf EL-04 2011 Election Registers and Tally Precinct, final voting, questioned, personal rep Records Room Books and absentee registers - October 2010. Bookshelf EL-07 2011 Declaration of Candidacy Declarations executed under oath — October Records Room 2010. Bookshelf EL-08 2009 Financial Disclosure ; APOC financial disclosure reports Records Room Statements Bookshelf EL-11 2011 Candidate Lists Lists of candidates — October 2010. Records Room Bookshelf EL-13 2011 Election Official's Records Recruitment materials, interest letters, training Records Room notes, etc. — October 2010. Bookshelf EL-15 2009 Campaign Disclosure Municipal reporting to APOC for information E-3-06 campaign — October 2008. AYOR -P]Uhqw7u Ofec v t i -4'71 SERIES F LC ON MA-01 2005 Mayor's Reading Files Copies of outgoing letters and memoranda E-1-07 arranged by date. M4 or-to-1 UTT ERIES ECOIN COMMENTS OM_(1 1987- Mayor's Administrative Files Correspondence, reports, and information 1-7-02 1990 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1986- Mayor's Administrative Files Correspondence, reports, and information 1-6-02 1990 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1960- Mayor's Administrative Files Correspondence, reports, and information 1-6-01 1990 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1986- Mayor's Administrative Files Correspondence, reports, and information 1-5-01 1990 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1987- Mayor's Administrative Files Correspondence, reports, and information 1-5-02 1991 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1991- Mayor's Administrative Files Correspondence, reports, and information 1-2-02 1995 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1989- Mayor's Administrative Files Correspondence, reports, and information 1-2-03 1990 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1991 Mayor's Administrative Files Correspondence, reports, and information 1-2-04 related to the functional departments of the Borough. HELD DURING EVOS-RELEASED FOR DISPOSAL OM-01 1995 Mayor's Administrative Files Airport Study Brochures 1-1-06 OM-01 1993- Mayor's Administrative Files Travel and conference information. HELD Records Room 1995 DURING EVOS-RELEASED FOR DISPOSAL Bookshelf OM-04 1989- Litigation Case Files Document civil action by or against the Borough. Records Room 1994 HELD DURING EVOS-RELEASED FOR Bookshelf DISPOSAL ERi a l "6w FI-06 2006 - - Journal Vouchers- Accounting Accounting Reports A-1-20 Reports FI-06 2007 Journal Vouchers- Accounting Accounting Reports A-3-16 Reports FI-06 2007 Journal Vouchers- Accounting Accounting Reports B-2-02 Reports FI-06 2008 Journal Vouchers- Accounting Accounting Reports A-6-14 Reports FI-06 2008 Journal Vouchers -Accounting Reports Accounting Reports A-6-16 FI-07 2008 Property Tax Accounting Tax billing, payments, adjustments, B-7-03 and interest and penalties calculations. Monthly reports. FI-09 2005 Property Tax — Tax Foreclosure Monthly reports A-6-02 FI-09 2005 Property Tax — Tax Foreclosure Monthly reports A-7-15 FI-11 2008 Utility Bills Reconciliation of residential garbage B-4-03 accounts FI-13 2007 Accounts Payable Copies of invoices, checks issued and B-2-01 requests for payment. FI-13 2005 Accounts Payable Copies of invoices, checks issued and A-3-09 requests for payment. FI-13 2007 Accounts Payable Copies of invoices, checks issued and B-1-02 requests for payment. FI-13 2005 Accounts Payable Copies of invoices, checks issued and A-3-10 requests for payment. FI-13 2008 Accounts Payable Copies of invoices, checks issued and B-5-06 requests for payment. FI-13 2007 Accounts Payable Copies of invoices, checks issued and B-3-01 requests for payment. FI-13 2008 Accounts Payable Copies of invoices, checks issued and B-6-04 requests for payment. FI-13 2005 Accounts Payable Copies of invoices, checks issued and A-2-08 requests for payment. FI-13 1989- Accounts Payable Copies of invoices, checks issued and 1-5-03 1990 requests for payment. HELD DURING EVOS-RELEASED FOR DISPOSAL FI-37 1989- Grant Files Official documents for receipt of grant 1-4-03 1990 funds from either State or Federal agencies. HELD DURING EVOS-RELEASED FOR DISPOSAL FI-37 1989- Grant Files Official documents for receipt of grant 1-4-04 1990 funds from either State or Federal agencies. HELD DURING EVOS-RELEASED FOR DISPOSAL FI-38 1989- Mental Health Center A/R Accounts receivable reconciliation and 1-7-03 1993 collections CONFIDENTIAL. HELD DURING EVOS-RELEASED FOR DISPOSAL FI-39 1989- Severance Taxes Severance tax forms filed with the 1-7-03 1993 Borough. Copies only. HELD DURING EVOS-RELEASED FOR DISPOSAL FI-42 2012 JE Edits Check copies, register copies, working Records Room papers for annual audit Bookshelf Cj FI-42 2008 JE Edits Check copies, register copies, working B-3-04 papers for annual audit FI-42 2013 JE Edits Check copies, register copies, working Records Room papers for annual audit Bookshelf FI-42 2011 JE Edits Check copies, register copies, working Records Room papers for annual audit Bookshelf FI-42 2011 JE Edits Check copies, register copies, working Records Room papers for annual audit Bookshelf MG-18 2008 Non -Profit Organization Files related to the administration of Borough 1-2-01 appropriations to local non-profit organizations.