FY2012-05 Disposal of Borough Records Introduced by: Borough Clerk
Requested by: Borough Clerk
Drafted by: Records Manager
Introduced: 08/04/2011
Adopted: 08/04/2011
1 KODIAK ISLAND BOROUGH
2 RESOLUTION NO. FY2012 -05
3
4 A RESOLUTION OF THE KODIAK ISLAND BOROUGH ASSEMBLY
5 AUTHORIZING THE RECORDS MANAGER TO DISPOSE
6 OF 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 authorized the destruction of the
12 specific records attached to this resolution; and
13
14 WHEREAS, Kodiak Island Borough Code 2.40.160(B) provides for the destruction of
15 records which were certified by the clerk and attorney as having no legal or administrative
16 value or historical interest; and
17
18 WHEREAS, Series FI -42 are not going to be included in the destruction because of
19 pending litigation; and
20
21 WHEREAS, the attorney found no other documents on the list which have unusual legal,
22 administrative, or historical interest.
23
24 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
25 BOROUGH THAT:
26
27 Section 1: The attached lists of records are not of a historical, legal, nor administrative
28 value and have met the minimum retention requirements.
29
30 Section 2: These records may be destroyed as provided by Kodiak Island Borough
31 Code 2.40.160(D).
32
33 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
34 THIS FOURTH DAY OF AUGUST, 2011
35
36 - KODIAK ISLAND BOROUGH
37
38
39 (R( / 7
40 7
41 ATTEST: Jerome M. Selby, Bsrwpgt9 -Mai or
42
43
44
45
46 ova M. Javier, MC, Borough Clerk
47
Kodiak Island Borough Resolution No. FY2012 - 05
Panes 1 of 4
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SERIES C RECORD : SERIE E SW 'U y i OMMENTTS S» J OCATION FY:W
, . `� z r ' 4 -1 ..m aa 1 +Ej '4
DC-01 Parent Files Childcare family eligibility files J -6 -02 2004
DC -03 Financial Reporting Attendance and billing reports H -5 -14 2004
DC -04 Grant Administration Files Special needs and Child Care J -6 -02 2004
Connection
DC -05 Child Care Provider Written agreement between grantee, H -2 -13 2004
Authorizations provider, and parent, S — T
DC -05 Child Care Provider Written agreement between grantee, H -2 -14 2004
Authorizations provider, and parent, A — R
DC -08 Provider Files Provider information J -6 -02 2004
DC -08 Provider Files Provider Information H -2 -13 2004
DC -09 Wait List Prioritized list of eligible families H -2 -13 2004
48
tlier2Hitearalrffea ,IBOROUGHtCLERK i : . a ra w ra t'=
(SERIES# tc REC COM e tat „° ' LOCATION x tFY x
(4s-11::w , r �.t ' wa ' ..�._ r ... tf t,�. YEAR
BC -06 Assembly Meeting Tapes Video tapes E-3-06 2006
BC -06 Assembly Meeting Tapes Audio tapes E -6 -02 2006
BC -09 Boards, Committees, and General information and applications Clerk's office 2008
Commissions
BC -43 Liquor Licenses Applications for liquor licenses Clerk's office 2007
BC -46 Plat Log Plat log details, property owner, and plat Clerk's office 2008
location. Backup documentation.
BC -51 Licenses, Games Games of chance and skill permit Clerk's office 2007
applications
BC -61 Travel Accounting Documentation of travel for mayor, Clerk's office 2007
assembly, and clerk's office
49
rilgn . _, "E� BOROU,GH CLERKd ELECTIONS t.« n .k:'
i,SERIES #4' RECORDhSERIES '' . " 3;; COMMENTS, r 4, E CATION < FY ?
..r _ �a,r A. it : z . i ... f:.. a,a`, , "k` r*.k.:k g°- �s�* :.: ",f_<,` { r;YEAR?
EL -01 Voted Ballots Municipal election — October 2010 Clerk's office 2011
EL -02 Certificates of Election Copies of election certificates presented Clerk's office 2007
to candidates upon verification - October
2006
EL -04 Election Registers and Precinct registers and tally books Clerk's office 2007
Tally Books October 2006
EL -07 Declaration of Candidacy Declarations executed under oath Clerk's office 2007
October 2006
EL -08 Financial Disclosure Conflict of Interest — APOC statements Clerk's office 2004
Statements
EL -11 Candidates List List of candidates — October 2006 Clerk's office 2007
EL -13 Election Officials Records Recruitment materials, interest letters, Clerk's office 2007
training notes — October 2006
50
51
Kodiak Island Borough Resolution No. FY2012 -05
Paae 2 of 4
.
CD-06 Coastal Zone Coastal Zone Managenent shelf ffles H-3-04 2004
Management correspondence
CD-11 Junk Removal Fites Oorrespondence, reports, photos, and E-7-07 2004
ownership, files
52
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EF-08 Solid Waste Managenient Oollecflon and disposal reports C-5-03 2004
53
P
,
F|'00 Journal Vouchers Accounting reports x,7'02 2004
FI-07 Property Tax Accounting Tax billing, payments, and adjustrrents A-4'04 2004
FI-09 Property Tax — Monthly reports A-5-01 2000
Tax Foreclosure
F|'09 Property Tax — Monthly reports A'6'08 2001
Tax Foreclosure
F|'09 P/opertyTax — Monthly reports B-7-07 2001
Tax Foreclosure
F|41 UtiUty Monthly Reports Residential accounting reports (utility) A,1'05 2004
FI-13 Accounts Payable Copies of invoices - A A-1-07 2004
F|'13 Accounts Payable Copiosofiovnicoo — B'D A-1-08 2004
FI-13 Accounts Payable Copies of invoices E'J A'1'09 2004
F|'13 Accounts Payable Copies vf invoices KL 8'1'11 2004
F|'13 Accounts Payable Copies of invoices MS A-1-12 2004
F|'13 Accounts Payable Copies of invoices A-2-03 2004
F|'13 Accounts Payable Copies of invoices - S - Z A-2-05 2004
Fi'14 Accounts Receivable DaUy cash receipts A-1-01 2004
FI-15 Accounts Receivable Daily record of cash receipts A-1-03 2004
FI-15 Accounts Receivable Daily record of cash receipts A-1-04 2004
FI-15 Accounts Receivable DaiFy record of cash receipts A'1'06 2004
FI-15 Accounts Receivable DaHy record of cash receipts A-2-01 2004
FI-15 Accounts Receivable Daity record of cash receipts A-2-02 2004
F|'15 Accounts Receivable Daily record of cash receipts |A-3'01 2004
FI-15 Accounts Receivable Daily record of casb receipts A-3-02 2004
F|'15 Accounts Receivable Daily record of cash receipts A-3-03 2004
Kodiak Island Borough Resolution No. FY2012-05
Pane 3nf4
FI -19 Bank Reconciliation Statements of account activity A -6 -03 2004
Statements
FI -19 Bank Reconciliation Statements of account activity A -6 -08 2001
Statements
FI -33 Baler. Monthly Acct. Invoice report and invoice copies, and A -1 -02 2004
Reports aging report
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and A -2 -04 2004
Reports aging report
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and A -4 -01 2004
Reports aging report
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and A -4 -02 2004
Reports aging report
FI -34 Sanitation Monthly Acct. Consumption reports, aging, payments, A -3 -04 2004
Reports adjustments, billing register, and copy of
bills
FI -36 Fund Investment Records Buy /sell orders, confirmations, and A -6 -01 2004
ledgers
FI -37 Grant Files Official documents for receipt of grant A -6 -04 2004
funds
FI -39 Severance Taxes Official documents for receipt of grant A -6 -02 2004
funds
FI -40 Request For Proposals Response to request for proposals — Clerk's office 2006
not selected
FI -40 Request For Proposals Response to request for proposals — not Clerk's office 2007
selected
•CIAO dE Edits Cash rocoipts and chock rogictor by B -2-07 2909
detait
54
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; , t t MANAGE R7 F E "`- rAzt -71" x 3
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'SERIES #P VARECORD SERIES .� g ' ,COMMENTS - - * a <LOCATIONI ; FY
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pilre°
.�.. -t ?�a �� `�`"i. `, ''� a s
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MG - Litigation Case Files Documents civil actions by or against the Hall 01 2001
borough — CONFIDENTIAL
Doe /Roe vs KB, Simeonoff, McNair
MG -04 Litigation Case Files Documents civil actions by or against the Hall 03 2001
borough — CONFIDENTIAL
Doe /Roe vs KIB, Simeonoff, McNair
55
...' . . _ ,AMAYOR'S OF,FIGEf(Effectivel0 /19/1998) ;,- 1; - bye;° 3
5.SERIES # RECO
F' RD/SERIES t ti "°' #` COMMENTS e LOCATION
124 ' 44;f Y � i + `` .,# " .H.�.�; .._�s;.5,�.. .:'d"">.u' r zG s�` 4 ' ',
YEAR'„
MA -01 Mayor's Reading Files Copies of outgoing letters and E -1 -08 2001
memoranda arranged by date
56
Kodiak Island Borough Resolution No. FY2012 -05
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