HomeMy WebLinkAbout252-24 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 252-24
File Number: 2024-518
SHRED -IT SHREDDING (SERVICE CONTRACT):
A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN DOCUMENTS LISTED ON THE
ATTACHED AFFIDAVIT PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS CODE RELATED TO
MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER CITY RECORDS
WHEREAS, the Arkansas Code establishes the amount of time that the City is required to maintain accounting, court
and other records and also provides a procedure for the destruction of records not required to be
maintained permanently if the records to be destroyed have been microfilmed or scanned into the City's server or have
been maintained for the amount of time required by state law.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Fayetteville City Clerk -
Treasurer's Office to destroy the paper copies of certain accounting and other City records identified in the affidavit
attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a
contract with Shred -It.
PASSED and APPROVED on October 15, 2024
Page 1
Attest: ��« ��►��
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FAYETT V!Li.- • =
ara Paxton, City C c reasure
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CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF OCTOBER 15, 2024
TO: Mayor Jordan and City Council
THRU: Kara Paxton, City Clerk/Treasurer
FROM: Christine Rea, Document Management Manager
SUBJECT: Destruction of Records
RECOMMENDATION:
CITY COUNCIL MEMO
2024-518
Staff recommends the physical destruction of the documents listed in the attachment titled Accounting
Document List. All documents recommended for destruction have been maintained for the required length of
time. For transparency, this item also includes a list of non -accounting documents that will be destroyed as
well.
BACKGROUND:
The City's code states that the City Clerk -Treasurer is empowered and authorized to oversee the destruction of
city records pursuant to state law, particularly A.C.A. § 14-59-114, when authorized by City Council Resolution.
Per A.C.A § 14-2-203, at least one City Council Member is required to witness the destruction of accounting
documents.
DISCUSSION:
Periodically, the Office of the City Clerk Treasurer's Document Manager completes an audit of all archived
records that the office is responsible for maintaining. The audit of the archived records provides a list of
records that are past their retention time period. By following the City's Document Retention Schedule Policy, it
ensures we have space for new records that must be archived per federal, state, and local laws. If approved,
this resolution will allow the City to destroy records that have been stored for the required length of time.
Our goal is to be able to destroy all documents at the same time. However, due to the number of documents,
we may need to set up two or more separate dates and times to complete this process. We are asking that the
City Council approve the resolution which will allow us to start coordinating the destruction dates.
BUDGET/STAFF IMPACT:
This annual project's cost was approved within the 2024 budget. The attached quote submitted by Shred -It
estimates cost to be around $2209 plus applicable taxes. Due to the limited funds available, we have planned
a partial purge in 2024 up to the cost of $2000.00. If our 2025 budget for this line item is approved, we will plan
to complete this purge in 2025.
ATTACHMENTS: SRF (#3), Shred -It Quote (#4), Shred -It Contract (#5), Acct List 1 (#6), Non Acct List (#7),
2024 Affidavit of Destruction CC Required (#8)
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
Y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2024-518
Destruction of Records
A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN DOCUMENTS LISTED
ON THE ATTACHED AFFIDAVIT PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS
CODE RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER
CITY RECORDS
WHEREAS, the Arkansas Code establishes the amount of time that the City is required to maintain
accounting, court and other records and also provides a procedure for the destruction of records not
required to be maintained permanently if the records to be destroyed have been microfilmed or scanned
into the City's server or have been maintained for the amount of time required by state law.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Fayetteville
City Clerk -Treasurer's Office to destroy the paper copies of certain accounting and other City records
identified in the affidavit attached to this Resolution pursuant to the Arkansas Code relating to the
maintenance and destruction of records.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a contract with Shred -It.
Page 1
City of Fayetteville Staff Review Form
2024-518
Item ID
10/15/2024
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Christine Rea 9/24/2024 CITY CLERK (051)
Submitted By Submitted Date Division / Department
Action Recommendation:
A Resolution to authorize the destruction of archived City documents pursuant to relevant sections of the Arkansas I
Code.
Budget Impact:
1010.051.1510-5315.00
Account Number
Contract Services
Fund
Project Number Project Title
Budgeted Item? Yes Total Amended Budget $ 2,044.00
Expenses (Actual+Encum) $ -
Available Budget 2,044.00
Does item have a direct cost? Yes Item Cost $ 2,000.00
Is a Budget Adjustment attached? No Budget Adjustment $ -
Remaining Budget 44.00
V20221130
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number: Approval Date:
Original Contract Number:
Comments:
Rea, Christine
Subject: FW: Shred -it Purge Pricing & Procedures
Attachments: Shred -it—NAID-Certified- Info rmation.pdf, Standard Containers.pdf
We have estimated the cost according to number of boxes:
Accounting List — 35 large boxes @ $10.20 = $357
233 standard boxes @ $5.10 = 1188.30
$1545.30
Non Accounting List— 15 large boxes @ 10.20 $153
100 standard boxes @ 5.10 510
$663
Christine Rea, CIVIC, CAMC
Document Management Manager
Office of the City Clerk Treasurer
Fayetteville, Arkansas
T 479-575-8326
Website I Facebook I Twitter I Youtube
CITY OF
FAYETTEVILLE
ARKANSAS
From: Savage, John <John.Savage @STERICYCLE.com>
Sent: Tuesday, August 27, 2024 5:24 PM
To: Fondren, Chanci <cfondren@fayetteville-ar.gov>
Subject: Shred -it Purge Pricing & Procedures
CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize
the sender and know the content is safe.
Chanci,
It was a pleasure speaking with you today. Please see below requested quote. I've sent over a one-
time service agreement via DocuSign for 400 small boxes Et 100 large boxes with our onsite
destruction method. We will only charge for the actual amount of boxes we shred. If everything
looks good and you'd like to place the order, you can sign, title, and click "finish" in the DocuSign
to confirm the order for scheduling. After I receive the service agreement back completed, I'll
submit a work order to operations and our dispatcher will call you for scheduling. Thank you for
your business!
*Premium / Witness Required* - On Site Destruction ($206.00 minimum) includes 41 small
boxes
(We shred the material on your premise)
➢ (Small Box) Copy Paper/Letter Box (16" x 12.5" x 10") _ $5.10 per box
➢ (Large Box) File/Legal Box: (15" x 10" x 24") _ $10.20 per box
I respect you are getting bids for your shredding project but please keep in mind there is no other shredding
company that can meet our compliance and service. Companies that don't have the same standards we do are
able to have a lower cost due to their lack of NAID AAA certification etc. When this certification is not in place
you are at risk for a breach which destroys name brands and can bankrupt companies. We've never had a
breach but in the situation of one, we are insured. Basically saving a little money now can cost a lot more in
the long run. With that being said what is the driving factor on deciding what company to go with. Cost or
compliance?
"What's the difference with NAID and AAA NAID Certified?"
NAID AAA Certification is a globally recognized qualification that demonstrates compliance with data protection laws. It
verifies the qualifications of certified information destruction providers through comprehensive scheduled and
unannounced audits. To achieve NAID AAA certification, service providers must undergo an extensive application
process and an in-depth onsite audit to ensure compliance with NAID's standards. Not all NAID members hold this
certification. In summary, NAID AAA certification signifies a commitment to ethical standards and secure information
destruction processes.
Our secure Process is Certified by NAID
*Premium / Witness Required* - On Site Destruction ($206.00 minimum) includes 41 small
boxes
(We shred the material on your premise)
➢ (Small Box) Copy Paper/Letter Box (16" x 12.5" x 10") _ $5.10 per box
➢ (Large Box) File/Legal Box: (15" x 10" x 24") _ $10.20 per box
I respect you are getting bids for your shredding project but please keep in mind there is no other shredding
company that can meet our compliance and service. Companies that don't have the same standards we do are
able to have a lower cost due to their lack of NAID AAA certification etc. When this certification is not in place
you are at risk for a breach which destroys name brands and can bankrupt companies. We've never had a
breach but in the situation of one, we are insured. Basically saving a little money now can cost a lot more in
the long run. With that being said what is the driving factor on deciding what company to go with. Cost or
compliance?
"What's the difference with NAID and AAA NAID Certified?"
NAID AAA Certification is a globally recognized qualification that demonstrates compliance with data protection laws. It
verifies the qualifications of certified information destruction providers through comprehensive scheduled and
unannounced audits. To achieve NAID AAA certification, service providers must undergo an extensive application
process and an in-depth onsite audit to ensure compliance with NAID's standards. Not all NAID members hold this
certification. In summary, NAID AAA certification signifies a commitment to ethical standards and secure information
destruction processes.
Our secure Proce's-) is Certified by MAID
Points of Interest:
Rea, Christine
From: Fondren, Chanci
Sent: Wednesday, August 28, 2024 8:01 AM
To: Rea, Christine; Spohn, Courtney
Subject: FW: Shred -it Purge Pricing & Procedures
Attachments: Shred -it_NAID-Certified-Information. pdf; Standard Containers.pdf
Chanci Fondren
Office of the City Clerk Treasurer
Document System Specialist
City of Fayetteville, Arkansas
113 West Mountain St
Fayetteville, AR 72701
c•li�ndren(fi-:%metteville-ar. eov
T 479.444.3420
Inreloolm
C,TY of
JWM FAYETTEVILLE
ARKANSAS
From: Savage, John <John.Savage@STERICYCLE.com>
Sent: Tuesday, August 27, 2024 5:24 PM
To: Fondren, Chanci <cfondren@fayetteville-ar.gov>
Subject: Shred -it Purge Pricing & Procedures
CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize
the sender and know the content is safe.
Chanci,
It was a pleasure speaking with you today. Please see below requested quote. I've sent over a one-
time service agreement via DocuSign for 400 small boxes &t 100 large boxes with our onsite
destruction method. We will only charge for the actual amount of boxes we shred. If everything
looks good and you'd like to place the order, you can sign, title, and click "finish" in the DocuSign
to confirm the order for scheduling. After I receive the service agreement back completed, I'll
submit a work order to operations and our dispatcher will call you for scheduling. Thank you for
your business!
• Shred -it is 100% NAID certified... meaning that we are 100% secure from start to finish - We have to pass strict
yearly audits and have to follow certain guidelines and procedures to meet NAID standards.
• Even if your material is shredded On -Site, if the other company is not 100% NAID Certified, that is when most
Security Breaches occur
All CSR's are background checked on a local, state, and federal basis. They are periodically drug screened and
bonded
• All Employees are background checked, badged, and understand the various laws governing certain
markets ... i.e. HIPPA, FACTA, Sarbanes Oxley, etc.
• We do not use lift trucks (which in our opinion is less secure) since the inclement weather conditions can blow
the paper out of the totes and across the parking lot.
We recycle 100% of what we destroy with NO pre-sorting done on or off site.
Shred -it specs out the cross -cut technology used to destroy all information, impossible to piece any client
information together.
• We pioneered the industry and have over 30 years' experience with a fleet of 16 vehicles to ensure your service
on the day you are scheduled.
Certificate of Destruction provided once the service is completed
• Shred -it utilizes an environmental friendly (EPA compliant) hydraulic fluid (fluid to run our cross cut shredders)
which is 100% biodegradable. Automatic truck shut down after 10 minutes of idling -again to protect the environment.
Here are the benefits of our Secure Branch Service in case you were curious:
Equal levels of security — your documents will be destroyed using a secure chain of custody
• All trucks and CSRs are equipped with monitoring devices
• Our local branches are monitored 24/7 via security cameras — we retain records of surveillance for 90 days
• Our Secure Branch Service trucks are equipped with BABACO locking alarm systems that prevent the truck from
being started prior to the overhead door being locked and secure
Environmentally Friendly
• Our Secure Branch Service vehicles do not run during the course of the collection process — this reduces vehicle
emissions
We reduce the amount of noise outside your building as the truck does not run during the collection process
Flexibility with Extra Services and/or Purges
• With a larger Secure Branch Service fleet, you will receive quicker turn -a -round times for your service.
Certificate of Destruction
You will receive a certificate of destruction just like you would if your material was destroyed with our premium
Witness Shred.
All The Best,
John Savage
Project Coordinator- US
O: 847-943-6681 i stericycle.com I shredit.com
• Stericycle' �'A& Shred -it'
CONFIDENTIALITY NOTICE: The information in this Email is confidential and may be privileged. This
Email is intended solely for the named recipient or recipients. If you are not the intended recipient, any
use, disclosure, copying or distribution of this Email is prohibited. If you are not the intended recipient,
please inform us by replying with the subject line marked "Wrong Address" and then deleting this Email
and any attachments. Stericycle, Inc. uses regularly updated anti -virus software in an attempt to reduce
the possibility of transmitting computer viruses. We do not guarantee, however, that any attachments to
this Email are virus -free. Nota de confidencialidad: La informacion que presents este correo es
confidencial, y puede ser de use privilegiado. Este correo intenta ser enviado solo at destinatario, o a Los
destinatarios. Si usted no es el destinatario, no podra usar, desglosar, copiar, o distribuir la informacion
de este correo ya que esta prohibido. Si usted no es el correcto destinatario, por favor informenos
reenviandonos el mismo con el asunto "Direccion Incorrecta-, y luego borre el correo y los adjuntos.
Stericycle, Inc. usa regularmente actualizaciones de software anti -virus para as[ reducir posibles virus.
De todas maneras, no garantizamos que los adjuntos esten libres de virus.
INFORMATION SHEET
Standard Containers (Purge)
This document is a visual reference of the common items we quote for destruction.
1.
Ir7.
Small Box =_
» Standard file/copy/binder box
or smaller
» Approx. Dimensions/Volume:
12"x10"05"or 1.7 cu.ft. or less _
30 Ibs or 48 L or less
3.
Medium Tote
» Approx. Volume:
64 gal. / 240 L
200 Ibs Lkk
Other Items:
2,
Large Box %40
» Standard file drawer or legal box ,R..
•
» Approx. Dimensions/Volume:
11 "x15"x24" or >1.7 cu.ft. <3.0 cu.ft.
50 1 bs os >48-85 L
F�
La rg e Tote
» Approx. Volume:
95 gal. / 360 L
300 Ibs
5. Pallet with Boxes 6. Gaylord Box 7. Media 8. X-ray Media
(Up to 40 small boxes) (48" x 40" x 36")
9. Hard Drives
Shred -it is 100% NAID Certified.
North American Shred -it locations are NAID Certified for mobile document destruction,
adheringto the stringent security practices and procedures established by the National
Association for Information Destruction.
But... What Does'NAID AAA Certified' Really Mean?
National Association for Information Destruction (NAID) is a third -party auditor of governments
and service providers for a standard of best practices in the information destruction industry. NAID
awards the NAID AAA Certification to those who follow the most stringent security practices.
Businesses should ensure vendors are NAID-certified to guarantee they're following the most secure
information destruction processes.
What Sort of Security Practices are Audited?
Providers evaluated by NAID are subject to regularly scheduled and random audits to verify security
practices are beingfollowed in order to awarded the NAID AAA Certification. Evaluation criteria includes:
• Employee background and screening checks
• Paper cut to the NAID certified standard
0
r0�� On -site Destruction Requirements:
• Security of vehicles; including locked cabs that must not be left unattended unless securely
locked
• Trucks being inspected daily for cleanliness, damage, or defects that may compromise the
secure destruction of materials
• Drivers having two-way communication devices
• All containers are securely locked
h@ Off -site Destruction Requirements:
• Destruction must be performed in a secured area of the facility
• There must be a security camera system at access points in the facility
• All visitors must be supervised and issued a visitor's badge
• There must be a third party alarm system in the facility
For a complete list of NAID requirements view the Certification Manual
Shred -it has been NAID certified for more than 20 years. We are committed to keeping information secure
every step of the way.
We protect what matters. ' Shred -It
`2021Stericycle Inc All rights reserved SID SIDOPNAID_0831 A Stericyc e° Solution
Docusign Envelope ID: 84BBA01 1-29FF-43A9-BC9D-9F0A1 9F41917
- .p Stericycle Shred -it Shred-it"isa Stericycle solution.
Standard Agreement
Effective Date 08.27.2024 between Stericycle, INC and Fayetteville City Clerk located at 113 W Mountain St,
Fayetteville, Arkansas,72701-6069
Contract Entities: (Sold to) -
Billing Information
Customer/Company
Fayetteville City Clerk
Billing
Fayetteville City Clerk
Name:
Contact/Company
Name:
Address:
113 W Mountain St
Address:
113 W Mountain St
Floor/Suite Number:
City / State / Zip:
Fayetteville, Arkansas, 72701-6069
City / State / Zip:
Fayetteville, Arkansas, 72701-6069
Phone:
4795758323
Phone:
4795758323
Email:
cfondren@fayetteville-ar.gov
Email:
cfondren@fayetteville-ar.gov
Contact:
Chanci Fondren
Contact:
Chanci Fondren
Title:
Title:
Account
Information-
Pick up
Frequency
Planned
Units for
Pick Up
Contracted
Price
Le
Surcharges
SELECT PURGE
One Time
1 Each
$ 206.00
N/A
N/A
N/A
Metro Surcharge: $ 0 Per Stop
Account Name:
SERVICE I ON -SITE
minimum per
Fayetteville City
(PAPER)
pickup
Environmental Surcharge: Per
Clerk
Index Table
Fuel Surcharge: Per Index Table
Recycling Recovery Surcharge:
Address:
Per Index Table
113 W Mountain St,
Recycling Recovery Cap: %
Fayetteville,
Arkansas, United
States, 72701-6069
BOX -SMALL
One Time
400 Each
$ 5.10 per
N/A
N/A
N/A
Metro Surcharge: $ 0 Per Stop
Account Name:
container
Fayetteville City
Minimum include
Environmental Surcharge: Per
Clerk
41 each
Index Table
Fuel Surcharge: Per Index Table
Recycling Recovery Surcharge:
Address:
Per Index Table
113 W Mountain St,
Recycling Recovery Cap: %
Fayetteville,
Arkansas, United
States, 72701-6069
Docusign Envelope ID: 63B2D2C2-1279-44E9-B8E6-B5BA2D69E9C4
BOX -LARGE
One Time
100 Each
$ 10.20 per
N/A
N/A
N/A
Metro Surcharge: $ 0 Per Stop
Account Name:
container
Fayetteville City
Minimum include
Environmental Surcharge: Per
Clerk
0 each
Index Table
Fuel Surcharge: Per Index Table
Recycling Recovery Surcharge:
Address:
Per Index Table
113 W Mountain St,
Recycling Recovery Cap:
Fayetteville,
Arkansas, United
States, 72701-6069
Contract Effective Date: 08.27.2024
GPO:NONE
Service Guarantee: Stericycle guarantees to deliver the highest quality service at all times. Any complaints about the quality of service which have not been resolved in the normal course of business should be communicated to
Stericycle by written notice to the Account Care department at the address listed below. If Stericycle fails to resolve any material service complaint within thirty (30) days, the customer may terminate this Agreement provided all
equipment is paid for at the then current replacement values or returned to Stericycle in good and usable condition
IN WITNESS WHEREOF, this Agreement has been duly executed on the day, month and year written below.* The offer will expire 08.26.2025
Stericycle: Customer:
Contracting Entity: Stericycle INC. Customer/Company: Ci ty of Fayettevi 11 e , AR
Name: 7ohn Savage Name: Lionel 7ordaq_ioneld 7ordan
Title: ISE Title: Mayor
Date: \d3ct 21, 2024 1 10:36 AM CDT Date:OCt 21, 2024 \T1\10:36 AM CDT
DocuSigned by:
Signature:
EY-D682686171914BD
� �Signature: �Signed by:
... G6 Wd �6rh""v1^
D91 356CF51361493.._
By signing above, I acknowledge that I am the Customer's authorized officer or agent and that I have the authority to bind Customer to this Agreement. Customer agrees
to be bound by these terms and conditions. Stericycle, INC. 2355 Waukegan Road, Bannockburn, IL 60015 P (866) 783-7422. F (866) 783-7432
Docusign Envelope ID: 84BBA011-29FF-43A9-BC9D-9F0A191`41917
BOXLARGEOne
Time
100 Each
$ 10.20 per
N/A
N/A
N/A
Metro Surcharge. $ 0 Per Stop
Account Name.
container
Fayetteville City
Minimum include
Environmental Surcharge'. Per
Clerk
0 each
Index Table
Fuel Surcharge: Per Index Table
Recycling Recovery Surcharge:
Address:
Per Index Table
113 W Mountain St,
Recycling Recovery Cap: %
Fayetteville,
Arkansas, United
States, 72701-6069
Contract Effective Date: 08 27 2024
GPO: NONE
Service Guarantee: Stericycle guarantees to deliver the highest quality service at all times. Any complaints about dw quality of service which have not been resolved in the normal course of business should be communicated to
Sbricycle by written notice to the Account Care department at the address listed below. If Stericycle fails to resolve any material service complaint within thirty (30) days, the customer may terminate this Agreement provided all
equipment is paid for at the than current replacement values or returned to Stericycle in goad and usable condition
IN WITNESS WHEREOF, this Ag--t has been duly executed on the day, month and year wntten below • The o(/rr wdl rxpire 08.16.1025
Stericycle: Customer:
Contracting Entity: Stericycle INC. Customer/Company: City of Fayetteville
Name: John Savage Name:Lioneld Jordan
Title: Title: Mayor
Date: \d2\ Date: 10/15/202
Signature: Signature:
By signing above, I acknowledge that I am the Customer's authorized officer or agent and that I have the authority to bind Customer to i greement. Customer agrees
to be bound by these terms and conditions. Stericycle, INC. 2355 Waukegan Road, Bannockburn, IL 60015 P (866) 783-7422. F (866) 78 432
Docusign Envelope ID: 84BBA01 1-29FF-43A9-BC9D-9F0A1 9F41917
TERMS AND CONDITIONS
1.Introduction
Stericycle, Inc., a Delaware corporation, on behalf of itself and its subsidiaries, with offices
at 2355 Waukegan Road, Bannockburn, IL 60015 (collectively, Stericycle), and
Fayetteville City Clerk with offices at 113 W Mountain St,Fayetteville, Arkansas,United
States,72701-6069(Customer), hereby enter into and agree as provided in this Services
Agreement (the Agreement) dated 08 27,2024(the Effective Date).
2. Services
Stericycle will provide containers and related equipment ("Equipment') for the collection
and storage of Customer's paper and other agreed upon materials ("CCM"). The number
of containers will be determined by Stericycle. Stericycle will: (1) collect the CCM on a
regularly scheduled and mutually agreed basis, (ii) destroy the CCM using a mechanical
device (the "Destruct on Process"), (iii) provide Customer with a Certificate of Destruction
if requested by Customer, and (iv) recycle or otherwise dispose of the CCM. Customer
shall not place in any Equipment any hazardous waste, any material that is highly
flammable, explosive, toxic, a biohazard, medical waste, or radioactive, or any material
that is illegal or unsafe ("Prohibited Materials'). Customer shall be liable for damages
resulting from the placement of any Prohibited Materials in any Equipment.
3. Terms of this Agreement; Renewal
The term of this Agreement will begin on the Effective Date and continue for sixty days.
4. Pricing
Customer shall pay to Stericycle the service fees and surcharges as set forth on page 1
(collectively "Service Fees'). Stericycle reserves the right, in its sole discretion, to increase
the amount of each Service Fee or adjust or add a surcharge from time to
time. Stericycle will provide notice of any new surcharges to Customer, which notice may
be included on an invoice. Notwithstanding any provision to the contrary, Customer shall
pay the Minimum Charge if Customer declines or cancels a scheduled service or
Customer's location is dosed during a scheduled service. For services rendered beyond
the stated quantities, the total charge will increase based on the amount of units serviced
at the applicable additional container rate, extra material unit rate or the current Stericycle
standard list price. Customer agrees to pay ancillary charges according to the then -
current Schedule of Ancillary Charges at www.shredf.com ("Schedule"), which is
incorporated by reference as iFfully set forth herein and is subject to change from time to
time in Stericyde's discretion.
5. Payment Terms; Billing
Stericycle shall submit invoices to Customer in accordance with Stericyde's standard
billing process. Customer shall pay in full each Stericycle invoice within Net 10 days of the
date of such invoice. Any invoiced amounts not received by Stericycle within that
timeframe will be subject to a late fee of 1.5% per month on the past due balance (or the
maximum amount allowed by law). Customer shall reimburse Stericycle for all costs that
it incurs in collecting overdue amounts from Customer. All payments must be in
immediately available U.S, funds. Customer shall be responsible for any and all
applicable taxes. Notwithstanding anything to the contrary, Customer shall pay the
Minimum Charge if Customer declines or cancels the Services after Stericycle has
arrived at Customer's location on the scheduled shredding date.
6.Early Termination
In the event that Customer terminates this Agreement prior to the expiration of the Tern
other than as set forth in Section 7 Customer shall promptly pay Stericycle all unpaid
invoices and any late charges thereon.
7. Default & Termination for Cause
Either party may immediately terminate this Agreement, in whole or in part, upon written
notice to the other party K the other party breaches any material provision of this
Agreement and fails to cure such breach within thirty (30) days following receipt of written
notice of such breach. Documented service or performance deficiencies by Stericycle or
nonpayment by Customer of amounts rightfully owed to Stericycle or Customer's failure
to comply with Stedcyde polices related to the Services shall constitute a material breach.
8.1-imitation of Liability; Disclaimer of Warranties
In no event shall either party be liable for any indirect, exemplary, punitive, special,
incidental or consequential damages, or lost profits, lost revenue, lost business
opportunities or the cost of substitute items or services under or in connection with this
Agreement. Stericyde's aggregate liability, if any, arising under this Agreement or the
provision of Services to Customer is limited to the amount of the Service Fees received
by Stericycle from Customer under the Agreement.
9. Indemnification
Stericycle shall indemnify and hold Customer harmless from any liabilities arising from
the gross negligence or willful misconduct of Stericycle in the performance of its
obligations under this Agreement. Customer shall indemnify and hold harmless
Stericycle from any liabilities arising from the gross negligence or willful misconduct of
Customer, which shall include, but not be limited to, the placement of Prohibited Materials
in the Equipment.
10. Compliance Materials
To the extent that Stericycle provides Customer with electronic or printed materials
(Compliance Materials), it provides these subject to a limited license to Customer to use
Compliance Materials for its oven, non-commercial use. Stericycle may revoke this
license at any time. Customer may not copy or distribute Compliance Materials or use or
republish Compliance Materials for or to any third party or audience. Customer agrees to
return all Compliance Materials to Stericycle at Customer's expense at the expiration or
termination of this Agreement Stericycle may charge Customer a fee for failure to return
Compliance Materials.
11. Confidentiality
Customer agrees to not disclose to any third parties Stericycle pricing, policies and
procedures. Stericycle will keep confidential all Customer confidential information
provided to Stericycle in connection with this Agreement and will use the same solely for
the purposes provided in this Agreement As used herein, confidential information means
any information provided to Stericycle in confidence that relates to Customer's property,
business and/or affairs, other than (i) information that is or has become publicly available
due to disclosure by Customer or by a third party having a legal right to make such
disclosure and (ii) information previously known to Stericycle free of any obligation to
keep it confidential prior to receipt of the same from Customer.
12. Compliance with Laws and Policies
Each party shall comply with all laws, rules and regulations, including anticomaption and
economic and trade sanctions laws, applicable to its performance hereunder.
13.Excuse of Performance
In the event either party is prevented, hindered or delayed from the performance of any
act required hereunder (other than the payment of any amounts due) by reason of acts
of God, acts of war or terrorism, labor difficulties or civil unrest, legal process, failure of
power or any other similar reason not directly the fault of such party, or by reason of the
other party or its agents, then performance of such act shall be excused for the period of
delay and the period for the performance of any such act shall be extended for a period
equivalent to the period of such delay.
14. Equipment
Customer shall have the care, custody and control of any containers and other
equipment owned by Stericycle and placed at Customer's premises (Equipment) and
Docusign Envelope ID: 84BBA01 1-29FF-43A9-BC9D-9F0A1 9F41917
accepts responsibility and liability for the Equipment and its contents. Any damage or loss
to such Equipment, other than normal wear and tear, will be charged to Customer at full
replacement value. However, in no event shall Customer be liable or responsible for
damage to the Equipment to the extent caused by the acts or omissions, negligent or
otherwise, of Stericycle, its employees and/or agents.
15. Exclusivity
INTENTIONALLY OMITTED
16. Brokers
Stericycle reserves the right to deal solely with the Customer and not with any third party
agents of the Customer for all purposes relating to this Agreement. Customer represents
and warrants to Stericycle that it is acting for its own account and not through a broker or
agent. Stericycle shall be entitled to terminate this agreement and seek all available legal
remedies, including but not limited to liquidated damages, in the amount set forth herein
for Customer's breach of this representation and warranty.
17. Entire Agreement; Purchase Orders
This Agreement constitutes the entire agreement between the parties relating to the
subject matter of this Agreement and supersedes any prior agreements and
arrangements between the parties. No terra or condition contained in a Customer
purchase order or any other invoice acknowledgment shall be binding upon Stericycle
unless agreed to by Stericycle in writing.
18. Amendment and Waiver; Saving Clause; Survival
Changes in the types, size and amount of equipment and the frequency of service may
be mutually agreed to in writing by the parties, without affecting the validity of this
Agreement. All other amendments to this Agreement shall be effected only by a written
instrument executed by the parties. No waiver shall be effective unless submitted in
writing by the party granting such waiver. No waiver of any provision of this Agreement
shall be deemed a waiver of any other provision of this Agreement and no waiver of any
breach or duty under this Agreement shall be deemed a waiver of any other breach or
later instances of the same duty.
19. Assignment
This Agreement shall be binding upon and inure to the benefit of the parties hereto and
their respective successors and permitted assigns, legal representatives and heirs;
provided, however, that Customer may not assign its rights or delegate its obligations
under this Agreement without the prior written consent of Stericycle.
20. Independent Contractor
Stericycle's relationship with Customer is that of an independent contractor, and nothing
in this Agreement shall be construed to designate Stericycle as an employee, agent or
partner of or ajoint venture with Customer.
21. Notices; Counterparts
(a) All required notices, or those which the parties may desire to give under this
Agreement shall be in writing and sent to the Customer's address set forth on the first
page of this Agreement, and in the case of Stericycle, to the Stericycle legal Department
at: 2355 Waukegan Road, Bannockburn, IL 60015, Attn: Legal Department. Notices
shall be effective when received. (b) This Agreement may be executed in one or more
counterparts, each of which shall be deemed an original but all of which when taken
together shall constitute one and the same instrument. A copy, facsimile or electronic
document of this Agreement shall be as effective as an original.
22. Governing Laws & Dispute Resolution
Except as otherwise set forth herein, this Agreement shall be governed by and construed
in accordance with the laws of the State of Illinois, without regard to the conflict of law
provisions. Any dispute arising in connection with or relating to this Agreement or
between the parties (Disputes) that the parties are unable to resolve informally, such as
via discussion and negotiation between the parties, shall solely and exclusively be
resolved by binding and final arbitration before the American Arbitration Association
(AAA), conducted pursuant to the Federal Arbitration Act (as the parties acknowledge
that the services provided involve interstate commerce). All Disputes will be determined
on an individual basis (and not as a class member or in any purported class or
representative capacity, considered unique as to its facts, and shall not be consolidated in
any arbitration or other proceeding with any claim or controversy of any other party, and
the arbitrator or trier of fact shall not preside over any form of representative or class
proceeding. The exclusive jurisdiction and forum for resolution of any Dispute shall be by
arbitration, which shall take place in the state where Customer is located at the closest
AAA office.
Docusign Envelope ID: 84BBA011-29FF-43A9-BC9D-9F0A19F41917
Attachments
Attachment: Service Compliance
SELECT PURGE SERVICE I ON -SITE (PAPER)
BOX -SMALL
BOX -LARGE
DocuSign
Certificate Of Completion
Envelope Id: 84BBAO1129FF43A9BC9D9F0A19F41917
Subject: Documents for your DocuSign Signature
Source Envelope:
Document Pages: 5 Signatures: 0
Certificate Pages: 1 Initials: 0
AutoNav: Enabled
Envelopeld Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
Record Tracking
Status: Original
8/27/2024 5:20:04 PM
Signer Events
Chanci Fondren
cfondren@fayetteville-ar.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
John Savage
john.savage@stericycle.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events
Editor Delivery Events
Agent Delivery Events
Intermediary Delivery Events
Certified Delivery Events
Carbon Copy Events
Witness Events
Notary Events
Envelope Summary Events
Envelope Sent
Payment Events
Holder: John Savage
john.savage@stericycle.com
Signature
Signature
Status
Status
Status
Status
Status
Signature
Signature
Status
Hashed/Encrypted
Status
Status: Sent
Envelope Originator:
John Savage
2355 Waukegan Road
Bannockburn, IL 60062
john.savage@stericycle.com
IP Address: 52.37.187.105
Location: DocuSign
Timestamp
Sent: 8/27/2024 5:20:06 PM
Resent: 8/28/2024 9:55:15 AM
Resent: 8/30/2024 10:16:41 AM
Resent: 9/3/2024 8:39:01 AM
Resent: 9/9/2024 11:05:24 AM
Viewed: 9/10/2024 8:34:42 AM
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Timestamps
8/27/2024 5:20:06 PM
Timestamps
2024 Document Destruction List (Accounting Documents)
Destruction Year Documents Received Document Years
1
2024
1099 Records
2003
2
2024
1951- 1992 Budget Books
1958
3
2024
1959 - 1962 Ledger Cards
1959
4
2024
1962 - 1975 Water And Sewer Ledger Cards
1962
5
2024
1963 - 1967 Ledger Cards
1963
6
2024
1964 Cancelled Fire Pension Checks
1964
7
2024
1965 - 1978 Accts Receivables Journal Entries
1965
8
2024
1968 - 1971 Ledger Cards
1968
9
2024
1968 Water Sewer Ledgers
1968
10
2024
1970 - 1985 Utility Billing System Files / Water And Sewer Grant Bond Files
1970
11
2024
1972 - 1975 Ledger Cards
1972
12
2024
1974 C&C Revenue Bond Services
1974
13
2024
1975 - 1982 Water And Sewer Ledger
1975
14
2024
1976 - 1978 Ledger Cards
1976
15
2024
1977-1978 B - 12701 to B - 13420 Gen Ledger
1977
16
2024
1978 - 1979 Growth Area Contract Bids
1978
17
2024
1979-1980 Ledger Cards
1979
18
2024
1979 - 1984 A/R General Ledgers
1979
19
2024
1979 C&C Revenue Refunding Bond
1979
20
2024
1980 - 1990 Airport Files C-D Invoices, Project Information and Support Documents
1980
21
2024
1980 - 1990 Airport Files D-E Invoices, Project Information and Support Documents
1980
22
2024
1980 - 1990 Airport Files Invoices, Project Information and Support Documents
1980
23
2024
1980 - 1990 Airport Files Invoices, Project Information and Support Documents
1980
24
2024
1980's - 1990's Airport Files Invoices, Project Information and Support Documents
1980
25
2024
1981 - 1982 Ledger Cards
1981
26
2024
1981 - 1987 A/R General Ledgers
1981
27
2024
1982 - 1983 Water And Sewer General Ledger
1982
28
2024
1982 - 1983 Water And Sewer Journal Entires
1982
29
2024
1982 A/R Journal Entries
1982
30
2024
1983 - 1984 Cash Sheets
1983
31
2024
1983 - 1984 Cash Sheets
1983
32
2024
1983 - 1984 Ledger Cards
1983
33
2024
1983 - 1984 Ledger Cards
1983
34
2024
1983 Water And Sewer Journal Entries
1983
9/24/2024 12:31 PM
Destruction Year Documents Received Document Years
35
2024
1983 General Ledger All Funds
1983
36
2024
1983 Misc Accounts Payable
1983
37
2024
1983 Police And Fire Ledgers
1983
38
2024
1984 - 1985 Acct Receivable Cash Sheet
1984
39
2024
1984 - 1989 City Clerk Files - Police And Fire Pension Info
1984
40
2024
1984 Gen Ledger Dept of Revenue Balance Sheet Revenue Recap
1984
41
2024
1984 Water And Sewer Journal Entries
1984
42
2024
1985 - 1987 Annual Budget & Work Program Binders
1985
43
2024
1985- 1992 Annual Financial Statements And Budget Workshop
1985
44
2024
1985 Accts Receivable Journal Entries
1985
45
2024
1985 Gen Ledger All Funds Dept of Revenue & Balance Sheet
1985
46
2024
1986 Application For Surplus Tax Revenue
1986
47
2024
1986 Arkansas Sales Tax / Capital Improvement Bond Series
1986
48
2024
1987 CD Escrow Bank Statements
1987
49
2024
1987 CD Grant Bank Statements
1987
50
2024
1988 - 1996 State Turnback Street Fund Records
1988
51
2024
1988 - 1997 Property Taxes / Paid Property Tax Records
1988
52
2024
1989 - 1997 W-2's
1989
53
2024
1989 Pay Plan Proposal for Council
1989
54
2024
1989 Year End General ledgers
1989
55
2024
1990 - 1991 Budget Report
1990
56
2024
1990 - 1998 Five Year Capital Improvement Program
1990
57
2024
1990 - 2000 Bank Deposit Transfer Log Sheets
1990
58
2024
1990 Fleet Shop Fund Reports
1990
59
2024
1990 Pay Roll # 1-17
1990
60
2024
1990 Real Estate Exemptions / 1981' - 1989' Cost Allocations
1990
61
2024
1991- 1992 ICMA Statements - Contribution Work Sheets / Support Files
1991
62
2024
1992 - 1994 COF Pay Plan Files
1992
63
2024
1993 NW AR Resouce Recovery Auth/ Sales Tax / Water And Sewer Statements
1993
64
2024
1994 - 1999 Annual Budget And Work Program
1994
65
2024
1996 Accum Transaction Listing - General Ledger/ Water And Sewer
1996
66
2024
1996 Car Rental Invoices
1996
67
2024
1996 City Sales Tax Receipts / 1992' - 1999' Prepaid Exemptions
1996
68
2024
1996 Paid Airport Invoices
1996
69
2024
1996 Year End MGJ-3 General Ledger
1996
9/24/2024 12:31 PM
Destruction Year Documents Received Document Years
70
2024
1997 - 1999 EFT Tax Reports
1997
71
2024
1997 Fixed Asset Files
1997
72
2024
1997 Payroll Bank Statements
1997
73
2024
1997 Year End MGJ-3 General Ledger
1997
74
2024
1997-2001 Comm Resources Accounting Files
1997
75
2024
1998 Accum Trans Listing General Ledger
1998
76
2024
1998 Accum Transaction Listing End Of Year General Ledger
1998
77
2024
1998 Accum Transaction Listing General Ledger
1998
78
2024
1998 Accum Transaction Listing General Ledger
1998
79
2024
1998 End Of Year Accum Transaction Listing General Ledger
1998
80
2024
1999 Accum Transaction Listing General Ledger - Box# 2
1999
81
2024
1999 Accum Transaction Listing General Ledger Box# 1
1999
82
2024
1999 Accum Transaction Listing General Ledger Box# 2
1999
83
2024
1999 Accum Transaction Listing General Ledger Box# 3
1999
84
2024
1999 Accum Transaction Listing General Ledger Box# 4
1999
85
2024
1999 Accum Transaction ListingGeneral Ledger - Box# 1
1999
86
2024
1999 Bank Statements
1999
87
2024
1999 Bank Statements
1999
88
2024
1999 Community Development And Water And Sewer Revenue Bank Statements
1999
89
2024
1999 Fixed Assets Written Off
1999
90
2024
1999 Payroll Bank Statements
1999
91
2024
1999 Water And Sewer Bank Statements
1999
92
2024
2000 - 2004 Annual Budget And Work Program Books
2000
93
2024
2000 - 2011 Cancelled Airport Leases
2000
94
2024
2000 Bank Statement Water And Sewer Revenue
2000
95
2024
2000 Bank Statements
2000
96
2024
2000 Bank Statements
2000
97
2024
2000 General Bank Statement Box 2
2000
98
2024
2000 General Bank Statements Box 1
2000
99
2024
2000 General Ledger - Box 1
2000
100
2024
2000 General Ledger - Box 2
2000
101
2024
2000 General Ledger - Box 3
2000
102
2024
2000 General Ledger - Box 4
2000
103
2024
2000 General Ledger - Box 5
2000
104
2024
2000 Hardcopy Bank Statements
2000
9/24/2024 12:31 PM
Destruction Year Documents Received Document Years
105
2024
2000 Microfilm Bank Statements
2000
106
2024
2000 Payroll Bank Statements
2000
107
2024
2000 Payroll Bank Statements
2000
108
2024
2000 Water And Sewer Bank Statements
2000
109
2024
2000 Water And Sewer Bank Statements
2000
110
2024
2001- 2002 Bank Statements
2001
111
2024
2001 - 2002 Interest Allocation Worksheets
2001
112
2024
2001- 2002 Payroll Clerk Terms
2001
113
2024
2001 A/R April - November
2001
114
2024
2001 Accum Trans Listing Balance Sheet
2001
115
2024
2001 Accum Trans Listing General Ledger
2001
116
2024
2001 Accum Trans Listing General Ledger - Box# 1
2001
117
2024
2001 Accum Trans Listing General Ledger - Box# 2
2001
118
2024
2001 Bank Statements
2001
119
2024
2001 Bank Statements - Returned Check Fund
2001
120
2024
2001 General Fund Bank Statement
2001
121
2024
2001 General Fund Bank Statement
2001
122
2024
2001 General Fund Bank Statements
2001
123
2024
2001 General Fund Bank Statements
2001
124
2024
2001 Park Concession Bank Statements
2001
125
2024
2001 Payroll Bank Statement
2001
126
2024
2001 Payroll Bank Statements
2001
127
2024
2001 Payroll Bank Statements
2001
128
2024
2001 Payroll Bank Statements
2001
129
2024
2001 Payroll Bank Statements
2001
130
2024
2001 Water And Sewer O+M Bank Statements
2001
131
2024
2002 Accum Trans Listing Balance Sheet
2002
132
2024
2002 Accum Trans Listing Balance Sheet
2002
133
2024
2002 Accum Trans Listing General Ledger
2002
134
2024
2002 Accum Trans Listing General Ledger
2002
135
2024
2002 Bank Statements
2002
136
2024
2002 Fire Department Uniform Invoices
2002
137
2024
2003 Bank Statements
2003
138
2024
2003 Bank Statements
2003
139
2024
2003 Community Development Files - Box # 1 Log Sheets, Expenditure Sheets
2003
9/24/2024 12:31 PM
Destruction Year Documents Received Document Years
140
2024
2003 Community Development Files - Box # 2 Financial Reports
2003
141
2024
2003 HMR Taxes Files
2003
142
2024
2004 Bank Deposit Files
2004
143
2024
2004 Payroll Files
2004
144
2024
2005 Airport Journal Entries
2005
145
2024
2005 Deposit Slips
2005
146
2024
2007 Bank Statements/ General Fund/ Internet IVR - Box 1
2007
147
2024
2007 Bank Statements/ General Fund/ Internet IVR - Box 2
2007
148
2024
2007 Fourth Quarter Journal Entries
2007
149
2024
2007 Vendor Files
2007
150
2024
2008 - 2009 Airport Cancelled Leases
2008
151
2024
2008 A/R January -April
2008
152
2024
2008 Annual Budget Workbooks
2008
153
2024
2011 Flood PPWK
2011
154
2024
2012 Airport Grant Paperwork
2012
155
2024
2012 Aviation Airport Invoices
2012
156
2024
2013 Purchasing Auction Files
2013
157
2024
2015 Payroll Files
2015
158
2024
2017 - 2018 PR-21- PR 14 Payroll
2017
159
2024
2017- 2018 Journal Entries
2017
160
2024
2017 A/R April -August
2017
161
2024
2017 PR Backup PR-01- PR-20
2017
162
2024
2018 A/R Second Quarter
2018
163
2024
2018 A/R Third Quarter
2018
164
2024
2018 AP Batch List/ December - January
2018
165
2024
2018 AP Check Backups - ACH Backups October - December
2018
166
2024
2018 Journal Entries
2018
167
2024
2019 - 2020 Bank Statements
2019
168
2024
2019 AP Batch List October - March
2019
169
2024
2019 AP Batch List/ March - August
2019
170
2024
2019 AP Check Backup -ACH Backup July -August
2019
171
2024
2019 AP Check Backup/ ACH Backup February -March
2019
172
2024
2019 APP-Card Backup -July
2019
173
2024
2019 APP-Card Backups - June
2019
174
2024
2019 APP-Card Backups -August
2019
9/24/2024 12:31 PM
Destruction Year Documents Received Document Years
175
2024
2019 Employee CAT Leave Backup And ACH Backup - October
2019
177
2024
2019 Monthly Payment Records/ Support Documents January- December
2019
178
2024
2019 PR-20 - PR-10 Payroll
2019
179
2024
2020 - 2021 A/R August - September
2020
180
2024
2020 - 2021 June - July Bank Reconciliations
2020
181
2024
2020 AP Batch List/ June - November
2020
182
2024
2020 Batch List - January- June
2020
183
2024
2020 HMR And SB -August- October
2020
184
2024
2020 HMR And SB October - December
2020
185
2024
2020 Payroll PR-11- PR-22
2020
186
2024
2020 PR-23 - 2021 PR-18
2020
206
2024
A/R Journal Entry
1988
207
2024
A/R Journal Entry
1989
208
2024
Accts Payables for Transportation
1998
209
2024
Administration Timesheets
2000
210
2024
AP Check Stubs - Jan 1981-Dec 1983
1981
212
2024
April 1,1975 - December 31,1975 -Accounts
1975
213
2024
Bank of America Disbursement
2004
214
2024
Bid And Asset Records/ Various Dates
Various
215
2024
Book Of Account Numbers
1977
216
2024
Charles Veneble Public Works Files (Correspondence / Damage Claim Payment Info)
1994
217
2024
Chart of Accounts
1994
218
2024
Chart of Accounts
1998
219
2024
Check Register
2006
220
2024
Closed Businesses
2006
221
2024
Customer Billing and Related Data
1977
222
2024
Daily Cash Postings October 2019 - October 2020
2020
223
2024
Daily Cash PostingsMarch 2020 - Sept 2020
2020
224
2024
DAR- Balance Sheet -Revenue Recap
1989
225
2024
DAR Dept of Revenue, Balance Sheet Revenue Recap
1990
226
2024
Department Earning History
2001
227
2024
Election Files-1990-1998: Statement of Financial Interest
1990
228
2024
Expired bonds for CEC 1991
1991
229
2024
Finance Department Files/ Support Documents
Various
230
2024
Financial Statements / Extra Copies
1982
9/24/2024 12:31 PM
Destruction Year
231
Documents Received
2024
Fixed Assests
Document Years
233
2024
Incinerator Refund Books
2002
234
235
2024
IRMA Courses And Info Material (Income Related Monthly Adjustment)
1996
2024
January 1,1973 - May 10,1973-Accounts
1987
236
237
2024
Linebaugh, Crosson, Parsons, Meyers Files - Box #1 (Finance Files)
1973
238
2024
Linebaugh, Crosson, Parsons, Meyers Files - Box #2 (Finance Files)
1992
239
2024
Linebaugh, Crosson, Parsons, Meyers Files - Box #3 (Finance Files)
1992
240
2024
Linebaugh, Crosson, Parsons, Meyers Files - Box #4 (Finance Files)
1992
241
2024
Linebaugh, Crosson, Parsons, Meyers Files - Box #5 (Finance Files)
1992
2024
May 16,1974 - March 31, 1975 General Ledger
1992
242
243
2024
Mayor's Office- TIF Tax Increment Reports- Financing Dist Report- TREE CITY USA Info
1974
2024
Monthly Financial Statements 2004-2009
2010
244
2024
Multiple years of phone statements, 1995-1999
2004
245
2024
Old telephone statements
1995
246
2024
P/R Accrual Hours
1999
247
2024
Payment Edit Listing
2004
248
2024
Payroll records 9-3126 to 9-5180
2007
249
2024
Payroll Timesheets (P19-P26)
2000
250
2024
Payroll Timesheets (P19-P26) Backup
2000
251
2024
Public Works, General Ledger, Funds
2001
252
253
2024
School Construction Files - Box #1 (Annual Statistical Plans)
1959
254
2024
School Construction Files - Box #2 (Annual Statistical Plans)
1995
255
2024
School Construction Files - Box #3 (Annual Statistical Plans)
1995
2024
Service Address Billing
1995
256
2024
Service Awards Payments
2005
257
2024
Specifications And Construction Contracts
2000
258
2024
Transaction Journal 9-2-08 thru 12-31-08
2003
259
2024
Utility Refund Checks
2008
260
2024
Utility Refund Checks
2008
261
2024
Validated Invoices
2008
262
2024
Vendor List
2002
263
2024
W-9 Purchasing A-F Files
1998
264
2024
W-9 Purchasing P-Z Files
2001
265
266
2024
Wastewater Improvement Project- Brasfield & Gorrie Pay Requests 2006-2007
2001
2024
Wastewater Improvement Project- Brasfield & Gorrie Pay Requests 2006-2007
2007
2006
9/24/2024
12:31 PM
267
268
9/24/2024
Destruction Year
2024
2024
Documents Received
Water Refund Checks
Water Sewer Fixed Assests
Document Years
2006
1988
12:31 PM
2024 Document Destruction List (Non -Accounting Documents)
Destruction Year Documents Received
Document Years
1 2024
1962 - 1972 W/S Work Orders and Inventory Records
1962
2 2024
1981 - 1985 FFD Run Reports
1981
3 2024
1984 Fire Daily Run Log Reports
1984
4 2024
1984 Schuler Town Historic Survey
1984
5 2024
1986 - 2004 Boards & Committees Documents and Records - Applications, Correspondence
1986
6 2024
1987 - 1992 Kevin Crosson (Public Works Director) Incinerator Files (Project Reports)
1987
7 2024
1990 - 1995 Public Works Department Files- Various Project Status & Correspondence
1990
8 2024
1991 - 1992 Fire Department Reports Daily Run Logs
1991
9 2024
1991- 1999 Urban Development Files, Various Community Projects, Animal Shelter
1991
10 2024
1991 Kevin Crosson (Public Works Director) Desk Files -Projects, Reports, Correspondence
1991
11 2024
1992 - 2000 Mayors Office Files, Correspondence, Project Updates
1992
12 2024
1992 - 2004 CDBG Rehab Project Files
1992
13 2024
1993 FFD Daily Run Reports & Shift Reports
1993
14 2024
1993 Workshop Registrations (2 Boxes)
1993
15 2024
1994 - 1995 Mayors Administrative Files / Phone Message Books
1994
16 2024
1994 - 2000 Rental Rehab Files
1994
17 2024
1994 - 2000 Rental Rehab Files
1994
18 2024
1994 Mayors Office Files-OMI, W/S, Traffic & Support Documents
1994
19 2024
1995 - 2000 Inspection Plans -Building Safety
1995
20 2024
1995 City Manager Linebaugh / Crosson Files -Incinerator Correspondence
1995
21 2024
1996 - 1998 Community Resources Support Docs for destruction only. Not required to scan per Y. Fields
1996
22 2024
1996 Shift Reports And Training Record Inventory FFD
1996
23 2024
1998 - 1999 Fire Department Monthly Reports
1998
24 2024
1998 - 1999 Solid Waste Information Files
1998
25 2024
1998 - 2000 Community Service Code Files
1998
26 2024
1998 - 2000 Community Service Code Files
1998
27 2024
1998 FFD Daily Run Summary
1998
28 2024
1999 Fire Daily Log/Run Reports
1999
29 2024
1999 Fire Prevention Code Books
1998
30 2024
1999 W/S Shift Records
1999
31 2024
2000 FFD Run Log Reports July - December
2000
32 2024
2000 Mayors Calendars and phone logs
2000
9/24/2024 12:31 PM
2024 Document Destruction List (Non -Accounting Documents)
Destruction Year Documents Received
Document Years
33 2024
2000 Phone Message Books (Administration/Mayor's Office)
2000
34 2024
2000 Weekly Calendar And Phone Message Log Books (Administration/Mayor's Office)
2000
35 2024
2001 - 2001 Community Service Code Files
2000
36 2024
2001 - 2002 CGSCI Development / S. Executive Ramp Hangar
2001
37 2024
2001 - 2002 Code Complaints / Files
2001
38 2024
2001 - 2012 Taxi\Limo Permits, 2005: Bldg Safety Files, Eng, Fleet & Transportation Files
2001
39 2024
2001 Clabber Creek Correspondence
2001
40 2024
2001 Comm Resources Lead Tesst
2001
41 2024
2001 Community Access Television / Cable Admin Records
2001
42 2024
2001 Community Resources Subrecipients
2001
43 2024
2001 FED Daily Run Reports January - April
2001
44 2024
2001 Fire Department Run Reports
2001
45 2024
2001 Fire Dept Daily Run Log Reports May -June
2001
46 2024
2001 Fire Dept Daily Run Logs - November - Burn Permits
2001
47 2024
2001 Fire Dept Daily Run Logs July - October
2001
48 2024
2001 Old Traffic File Records
2001
49 2024
2001 Shift Officer Daily Reports FPD
2001
50 2024
2001 Truck Maintenance Checks FFD
2001
51 2024
2002 W/S Work Order Requisitions
2002
52 2024
2003 - 2004 CAT Manager Files
2003
53 2024
2003 - 2005 Community Access Television / Cable Admin Records
2003
54 2024
2003 Community Resource Subrecipients
2003
55 2024
2003 Kevin Crosson City Manager Files -Projects Reports, Correspondence
2003
56 2024
2003 W/S Apparatus Inspection Forms
2003
57 2024
2004 Mayors Administration Files - Box # 1 (correspondence, reports, memos)
2004
58 2024
2004 Mayors Administration Files - Box # 2 (correspondence, reports, memos)
2004
59 2024
2004 W/S Apparatus Inspections
2004
60 2024
2005 Fire Apparatus Inspections
2005
61 2024
2005 Water/Sewer Workorders
2005
62 2024
2005 Water/Sewer Workorders A-P
2005
63 2024
2005 Water/Sewer Workorders R-Z
2005
64 2024
2006 Truck Maintenance Checklist FFD Apparatus Inspections & Equip Inventory
2006
9/24/2024 12:31 PM
2024 Document Destruction List (Non -Accounting Documents)
Destruction Year
Documents Received
Document Years
65 2024
2006 Waste Water System Improvements Project
2006
66 2024
2008 Wastewater System Improvement Project
2008
67 2024
2009 Mayors Office / ADEQ and Ozark Electric Files
2009
68 2024
2009 Wastewater System Improvement
2009
69 2024
2009 Water and Sewer Improvement Project
2009
70 2024
2010 Mayors Office Files -Phone Message Books, Calendars
2010
71 2024
2011 AIP 36,37,38 Runway Safety Area Improvements
2011
72 2024
2013 - 2014 Fuel Usage Reports
2013
73 2024
2014 AV Fuel Report
2014
74 2024
2015 Aviation Fuel Reports
2015
75 2024
2015 Aviation Fuel Reports July - August
2015
76 2024
Airport Notes To Be Recycled -Hazard Assesments
2001
77 2024
Archer Western Specs for Wasterwater Improvement 2005-2007
2005
78 2024
Burnst & McDonnell Prgm Mgmt Wastewater Summary Status Report
2017
79 2024
City Attorney Files For Incinerator Project (Transcriptions, Reports)
1994
80 2024
City Clerk Smoking Petitions
2003
81 2024
City Manager Solid Waste Files
1987
82 2024
Endangered Species Study Reports
1981
83 2024
Extra Code Supplements
1980
84 2024
Farmington Service Connections
1992
85 2024
Fire Department (Daily Run Logs) 1979-1980
1979
86 2024
Fire Department Daily Run Reports
1994
87 2024
Fire Department Monthly Run Reports
1992
88 2024
Fire Department Training Documents 1979-1980
1980
89 2024
Fire Run History Reports
1998
90 2024
Fire Station Branch Number 3 Paperwork - Box #1 (Building Specification Info.)
2004
91 2024
Fire Station Branch Number 3 Paperwork - Box #2 (Building Specification Info.)
2004
92 2024
Former City Clerk - Susanne Kennedy Desk Files Code Inserts
1995
93 2024
Greg Boettcher Files / Mayors Office Files Water Sewer Projects Correspondence
2001
94 2024
Mayors Office - WAC Expansion & YRCC
1999
95 2024
NWA Regional Airport Environmental Study
2013
96 2024
Petition for Lowest Law Enforcment Priority Policy
2008
9/24/2024
12:31 PM
2024 Document Destruction List (Non -Accounting
Destruction Year Documents)
97 2024
RefDocuments Received
Referendum Petition - Ordinance 5703
Document Years
98 2024
Report On Sewage Box 1
2014
99 2024
Report On Sewage Box 2
1951
100 2024
Service Connection Orders Box 3
1951
101 2024
Service Connection Orders Box 1
1988
102 2024
Service Connection Orders Box 2
1979
103 2024
Service Connection Orders Box 4
1979
104 2024
Sewer Improvement District No. 1
1998
105 2024
Smoking Petition Box 1
2000
106 2024
Smoking Petition Box 2
2003
107 2024
108 2024
Staff Administration Files / Vegetation Management (Solid Waste Reports)
Staff
2003
109 2024
Administrative Files / Vegetation Management (Solid Waste Reports)
Various
1983
110 2024
Fire A ppratus Inspection Forms
1983
111 2024
Various Fire Department Files, Run Logs, Truck Inspections
2005
112 2024
WAC Construction / School Construction (Project Status of Construction for both Projects)
Water And Sewer Department
2005
1990
1990
113 2024
Don Bun Files (W/S Committee Files)
Water And Sewer W/O Reports
1981
114 2024
Water Sewer Service Work Orders
1981
115 2024
White River Water Line Connections
1987
1997
9/24/2024
12:31 PM
Affidavit of Destruction of City of Fayetteville Records
STATE OFARKANSAS )
SS:
COUNTY OF WASHINGTON )
I, , Document Manager for the City of Fayetteville, do hereby certify that the
records listed as Exhibit "A" have been retained for the required number of years. I further certify the
following:
1. That the documents listed in Exhibit "A" attached hereto and made a part hereof are being
destroyed by the City of Fayetteville as authorized by Fayetteville City Council Resolution
No. adopted on the day of ,
(dd) (mm) (yyyy)
2. There records have been maintained according to state statute and the retention schedule
for the City of Fayetteville.
3. The method of destroying said documents:
OATH
Before me,
State of Arkansas, personally appeared
(ex. Shredding)
Document Manager
Council Member
a Notary Public in and for Washington County,
and
and he/she being first duly sworn (or affirmed) by me upon
his/her oath, says that the facts alleged in the forgoing instrument are true.
(Notary Public)
My Commission Expires:
(mm/dd/yyyy)
(Seal)
