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FY2009-34 Authorizing The Records Manager To Dispose Of Certain Kodiak Island Borough Records1 Introduced by: Borough Clerk 2 Requested by: Borough Clerk Drafted by: Records Manager 3 Introduced on: 07/02/2009 4 Adopted on: 07/02/2009 5 6 KODIAK ISLAND BOROUGH 7 RESOLUTION NO. FY 2009 -34 8 9 A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 10 AUTHORIZING THE RECORDS MANAGER TO DISPOSE 11 OF CERTAIN KODIAK ISLAND BOROUGH RECORDS 12 13 WHEREAS, Resolution No. 95 -01 and amendments provides the minimum retention 14 requirements for specific records; and 15 16 WHEREAS, the department directors have reviewed and authorized the destruction of the 17 specific records attached to this resolution; and 18 19 WHEREAS, Kodiak Island Borough Code 2.25.200(B) provides for the destruction of records 20 which were certified by the clerk and attorney as having no legal or administrative value or 21 historical interest; and 22 23 WHEREAS, under the Exxon Valdez retention order, documents between January 1, 1987 and 24 December 31, 1993, should be retained; and 25 26 WHEREAS, based on court proceedings involving the mental health center, all computerized 27 mental health records shall be maintained from 1985 forward; and 28 29 WHEREAS, the attorney found no other documents on the list which have unusual legal, 30 administrative, or historical interest; and 31 32 NOW, THEREFORE BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND 33 BOROUGH THAT: 34 35 Section 1: The attached lists of records are not of a historical, legal, nor administrative value 36 and have met the minimum retention requirements. 37 38 Section 2: These records may be destroyed as provided by Kodiak Island Borough Code 39 2.25.200 (B). 40 41 42 43 44 45 46 47 48 49 50 51 ATTEST: 52 53 , ■ < 54 55 56 No a . Javier, M ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THIS SECOND DAY OF JULY, 2009 Kodiak Island Borough ugh Clerk KODIAK ISLAND BOROUGH Resolution No. FY2009 -34 Page 1 of 5 57 58 59 BC-46 BC -56 BC -63 BC-63 BC -63 BC -63 Plat Log Petitions General Correspondence General Correspondence General Correspondence General Correspondence Back -up documentation - FY2007 Referendum Petition Filed June 25, 1985 — FY1985 Routine Nature — FY2006 Narrow Cape Access Restriction — FY2005 Routine Correspondence — FY2005 Routine Correspondence — FY2005 Clerk's Office Clerk's Office Clerk's Office Clerk's Office Clerk's Office Clerk's Office EL -01 EL -01 EL -01 EL -04 EL -07 EL -07 EL -08 EL -13 EL -13 EL -13 Voted Ballots Voted Ballots Voted Ballots Election Registers and Tally Books Declarations of Candidacy Declarations of Candidacy Financial Disclosure Statements Election Official's Records Election Official's Records Election Official's Records Municipal Election — October 2008 Municipal Election — October 2008 Completed, Rejected, Absentee Ballots — FY2005 Precinct Tally Books — FY2005 Candidate Records — Municipal Election — FY2005 Candidate Records — Municipal Election — FY2001 Conflict of Interest Statements — FY2003 Recruitment Materials, Interest Letters, Training Notes - FY2005 Certificates of Posting — February 2001 Special Election Recruitment Materials, Interest Letters, Training Notes - April 20, 2004 Special Election Hallway Hallway Hallway Hallway Hallway Hallway Clerk's Office Hallway Hallway Hallway DC -03 DC -04 DC -04 DC -05 DC -05 Financial Reporting Grant Administration Files Grant Administration Files Child Care Provider Authorizations Child Care Provider Authorizations Attendance & Billing Reports - FY2002 Grant Receipt, Applications, Budgets, Project Narrative — FY2002 Special Needs — FY2002 Written Agreement Signed by the Grantee, Provider, and Local Administrator — FY2002 Written Agreement Signed by the Grantee, Provider, and Local Administrator — FY2002 H -1 -14C H -1 -15C J -6 -02 H -1 -13 H -1 -15C Kodiak Island Borough Resolution No. FY2009 -34 Page2of5 DC -07 Statistical Childcare Provider Reports Financial Support Records for Grants - FY2002 H -1 -15C DC 07 Repelts • - - - • • •• J'102C - - - __ _ _ - _ _ DC -08 Provider Files Provider Information — FY2002 H -1 -14C udio Cassette Tapes of Committee Meetings CD -04 CD -06 CD -06 CD -06 CD -10 CD -10 ri■ Coastal Zone Management Coastal Zone Management Coastal Zone Management Planning & Zoning Commission Planning & Zoning Commission Planning & Zoning Meetings — 7/2005 — 6/2006 udio Correspondence Related to Coastal Management - FY1994, 1995, 1996, 1997, 1998, 1999, 2000 ee .. e et 1 1 . Correspondence Related to Coastal Management - FY1975 -1984 Correspondence Related to Coastal Management - FY 2002 Meeting Packets — FY1994 Meeting Packets — FY1994 Hall Hall Hall NMI H-4 -04 E -6 -13 E -7 -09 Kodiak Island Borough Resolution No. FY2009 -34 Page 3of5 FI -06 = =- E313 CD 11 -- = -- -= - - - - - - - - -- CD -11 Junk Removal Files Correspondence, reports, photos, ownership files related to removal. FY2002 E -2 -07 CD -11 Junk Removal Files Correspondence, reports, photos, ownership files related to removal. FY2002 E -3 -15 FI -06 Journal Vouchers FY2002 B -1 -03 FI -06 Journal Vouchers FY2002 B -2 -03 FI-07 Property Tax Accounting Tax Billing, Payments, Adjustments - FY2000 B -6 -03 FI -09 Property Tax Accounting CPO Reports — FY1999 B -3 -01 FI -13 ' ccounts Payable Copies of Invoices — FY2002 B -4 -06 FI -13 ' ccounts Payable Copies of Invoices — FY2002 B -3 -06 FI -13 ' ccounts Payable Copies of Invoices — FY2002 B -4 -01 FI -13 ' ccounts Payable Copies of Invoices — FY2002 B -5 -03 FI -13 ' ccounts Payable Copies of Invoices — FY2002 B -5 -01 FI -14 ' ccounts Receivable Second Copy of Cash Receipts — FY2002 B -7 -04 FI -15 Accounts Receivable Daily Record of Cash Receipts — FY2002 B -3 -02 FI -15 ' ccounts Receivable Daily Record of Cash Receipts — FY2002 B -6 -04 FI -15 ' ccounts Receivable Daily Record of Cash Receipts — FY2002 B -7 -03 FI -15 ' ccounts Receivable Daily Record of Cash Receipts — FY2002 B -1 -02 FI -15 ' ccounts Receivable Daily Record of Cash Receipts — FY2002 B -2 -02 FI -15 ' ccounts Receivable Daily Record of Cash Receipts — FY2002 B -3 -03 FI -15 ccounts Receivable Federal and State Revenue Documentation — FY2001 A -4 -11 FI -19 Bank Reconciliation Statement Statements of Account Activity, Reconciliation — FY2002 B -5 -02 FI -22 Employee Case Files Completed Health and Life Insurance Forms — FY1996 B -5 -12 FI -22 Employee Case Files Completed Health and Life Insurance Forms — FY2002 B -1 -01 FI -23 Federal Deposit Tax Stubs 941 Employer Payroll Tax Quarterly Report — FY1995 — FY2000 A -3 -12 FI -29 Federal and State Employee axes W -2 Wage Reporting to IRS — FY1995 — FY2000 A -3 -12 FI -33 Baler Monthly Accounting Reports Invoice Reports, Invoice Copies, Aging Report — FY2002 B -2 -04 FI -33 Baler Monthly Accounting Reports Invoice Reports, Invoice Copies, Aging Report — FY2002 B -4 -04 FI -33 Baler Monthly Accounting Reports Invoice Reports, Invoice Copies, Aging Report — FY2002 B -5 -04 FI -34 Sanitation Monthly Accounting Report Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B -2 -01 Collection & Disposal Reports — FY2002 Kodiak Island Borough Resolution No. FY2009 -34 Page 4 of 5 FI -34 Sanitation Monthly Accounting Report Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B -1 -04 FI -34 Sanitation Monthly Accounting Report Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B -3 -04 FI -34 Sanitation Monthly Accounting Report Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B-4 -03 FI -39 Severance Taxes CONFIDENTIAL Severance Taxes Filed w /Borough, Quarterly Schedules of Revenues Collected - FY2002 A -3 -16 SERIES# RECORD SERIES COMMENTS LOCATION FI-42 JE Edits Check Register by Details, by Check, Manual Void Checks — FY2007 A -6 -08 FI-43 School District Accounting Records Central Treasury and In -Kind Reconciliation with KIBSD — FY2000 Hallway 63 64 65 66 67 68 69 70 MG-01 MG -18 Manager's Admin Files Nonprofit Organization Files Correspondence - FY1999 — Possible Historical Files Related to the Administration of Borough Appropriations — FY2002 1-4 -09 Hallway 2 .. . _ _ r- Tm-zri. OM -01 OM -04 Mayor's Admin Files Litigation Mayor's Administrative Files — FY1999 Litigation Correspondence Regarding Petition — FY1995 Clerk's Office Clerk's Office Short Term Permits Allowing Cutting of Wood on Borough Property — FY2000 — FY2007 Kodiak Island Borough Resolution No. FY2009 -34 Page 5of5