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Home My WebLink About37-79 RESOLUTION• • RESOLUTION NO. 37- 79 A RESOLUTION AUTHORIZING THE CITY CLERK TO DESTROY OLD RECORDS. • BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETTEVILLE, ARKANSAS: That the City Clerk is hereby authorized and directed to destroy those records listed on Exhibit "A" attached hereto and made a part hereof. // PASSED AND APPROVED this /fit day of ATTEST: +z "ea,W A ITY LERK APPROVED: 1979. MICROFILMED DATE JUN 1 1979 REEL_Sa — • • • A'SrETTEVILLE, ARKANSAS OFFICE OF CITY CLERK P. 0. DRAWER F MEMO 72701 TO: City Manager Don Grimes and City Board of Directors FROM: Angie Medlock, City Clerk Ll/'A) DATE: April 18, 1979 SUBJECT: Disposal of Records Attached are copies of State laws pertaining to the retention of municipal records. As you can see, supporting documents are required to be retained for a maximum of three years and disposed of only with approval of the City Board. For several years, supporting documents and some permanent records have been microfilmed and placed in storage boxes in the City Hall basement. It would seem that continued retention of these documents in this manner is no longer necessary since they have been micro- filmed and retained for the required periods. The microfilmed record would, of course, be retained indefinitely. If the Board determines that destruction )of these records would be proper, I would appreciate their approval of the attached certificate of disposal which is required by law to be executed by the employee performing the destruction and one member of the Board. The certificate lists specifically which records will be discarded. Most are supporting documents, and have been filmed, unless other- wise noted. A few are permanent records. The City Attorney has issued an opinion that the microfilmed copy is, for all purposes, deemed to be the original. Also, all microfilmed permanent records, with the exception of the 1950's capital outlay and fixed assets records, have been duplicated and one copy of the film stored off- site. Any questions or comments you might have are invited. 15011 521.7700 • PAYETTEVILLE, ARKANSAS OFFICE OF CITY CLERK P. 0. DRAWER F 72701 1501] 521-7700 AFFIDAVIT OF DESTRUCTION The undersigned City Clerk in and for the City of Fayetteville, Arkansas, has supervised the disposal of the following listed documents: BANK STATEMENTS AND CANCELLED CHECKS Bank Statements for years, 1959-64; 1973-77 Check Copies for years 1972-1974; 1976 BOND ISSUE RECORDS Fire & hospital bond issue 1947 GO Bond Bank Statements 1959; 1970 (not filmed) Water/Sewer Bond Issues: 1935, 1946, 1948, 1952, 1953, 1954 (not filmed) ACCOUNTS PAYABLE RECORDS (Paid Invoices, Statements) Water/Sewer Fund Accounts 1965-66; 1972-1975 General Fund Accounts 1966,_1963; 1973-1975 Public Works Fund Accounts 1964-1965; 1966-1968; 1973-1975 Sanitation 0 & M Fund Accounts, 1966-70; 1973-1974 Water/Sewer 0 & M Fund Accounts 1964-1966; 1972-73 Monthly Accounts Paid 1975 Miscellaneous Fund Accounts 1964-1971; 1974-1975 DepositRefund Accounts 1974-76 PAYROLL INFORMATION Miscellaneous Payroll Information 1967-1976 Time Sheets and Payroll Computer Sheets 1977 MISCELLANEOUS Library Financial Reports 1960-1972 Cashier Receipts 1965-1975 Purchase Orders 1973-74 Workmen's. Compensation Records 1967-1968 (not filmed) Rights-of-way 1959-1962 (not filmed, but filed in Court House) Street Job Orders 1969-1973; 1975-77 Water Work Orders 1975-1976 Quarterly Reports 1962-1970 (not filmed) Capital Outlay, Fixed Assets; Airport Bond Fund 1950's Water/Sewer Engineering Construction Specifications 1965 Cash Sheets 1976 • gro • These documents were discarded for disposal by the City Sanitation Department. Date of Disposal S— - 19 Mayor Finance Department Concurrence: City Clerk (.(//7GpQGie. )/C(p ro .4,ie. r -P C *i t. _ C 'ty Cods" ntroller • Minimum Accounting Procedure CHECK NO. PAYEE AMOUNT $ .00 .00 .00 233 .00 RECONCILED BALANCE $ .00 This reconciled balance shall agree to either the cash balance as shown on the city's check stubs running bank balance, or the city's General Ledger cash balance, whichever system the city employs. (AS 19-5312; Sec. 12, Act 159 of 1973) 7-2.13. Submission of reports and affidavits.—Effective with the month ending July 31, 1973, each municipal Treasurer of this State shall submit monthly copies of their Bank Reconciliations and a signed state- ment stating that as a minimum the records of accounts as prescribed by this Act have been maintained carefully, and diligently posted. Such reports shall be submitted to the city council, or board of directors. (AS 19-5313; Sec. 13, Act 159 of 1973) 7-2.14. Accounting systems above minimum.—In the event any municipality feels its system of bookkeeping is such that it equals or exceeds the basic system prescribed by this Act, the city may request a review by the Legislative Joint Auditing Committee, and upon the Committee's concurrence with such facts, the Committee may issue a certificate to such city stating that the city's accounting system is of a degree of sophistication such that the basic requirements of this Act are being met, and exempting said city from the requirements of the particulars of the system prescribed by this Act. (AS 19-5314; Sec. 14, Act 159 of 1973) 7-2.15. Maintenance of accounting records.—Accounting records can basically be divided into two groups. A. SUPPORT DOCUMENTS. Support documents consist primar- ily of the following items: 1. Canceled Checks 2. Invoices 3. Bank Statements These records shall be maintained_for_a_ period of at ]east three years, and in no event shall be_di.sposed_of_prior_to_being audited .for _the: period . in_.question. B. PERMANENT RECORDS. Permanent records consist of Journals, Ledgers, Subsidiary Ledgers, Minutes, Fixed Assets and Equip- ment Detail Records, and shall be maintained permanently by the mu- nicipality. When Support Documents are destroyed, the municipality shall document such destruction by the following procedure: An affidavit is to be prepared stating which _documents are being destroyed andWhich_period.o£#ime-they_apply to, indicating the method of destruction. This affidavit is to be signed by the city employee per- forming such destruction, and one council member. In addition, the ap- proval of the council for destruction of such documents shall be obtained, and an appropriate note of such approyal.indicatedln.the-councll.minutes along_with.the_destruction_affidavit. Such council approval shall be obtained prior to the destruction. (AS 19-5315; Sec. 15, Act 159 of 1973) page 5.63 Bonds of Officials page 5. 04 '' political subdivision, school district or improvement district has de- i faulted on any bonds or other obligations within the next preceding riod of ten (10) years, bonds or other obligations of the defaulting litical subdivision, school district or improvement district shall not be eligible as security for the deposit of public funds, or as security required to be deposited in connection with public funds. (Sec. 3, Act 373 of 1975) 25-1.12. Municipal governments to send copies of publications to university -.—Each department or division of government of municipali- ties and counties under whose jurisdiction any printed or processed book, pamphlet or report or other publication is issued at the expense of a municipal corporation or of a county, or of a county and city, is hereby directed to send two (2) copies of each such publication to the General Library of the University of Arkansas for inclusion in said depository. (AS 14-431) o records photograph, microfilmctornphotostat—Certif photostat—Certificate as toof business records andblic original.—The \l head of any business or head of any state, county or municipal depart- ment, commission, bureau or board may cause any or all records kept by f such official, department, commission, board or business to be photo- graphed, microfilmed, photostated or reproduced on film, and at the time of said reproduction shall attach his certificate to same certifying that it is the original of said record, and said certificate shall be repro- duced with the original. Such film or reproducing material shall be of durable material and the device used to reproduce such records on such film or material shall be such as to accurately reproduce and perpetuate the original records in all details. (AS 16-501) 25-1.14. Photographic copy deemed original record—Admissible in evidence—Effect of facsimile or copy.—Such photostatic copy, photo- I graph, microfilm or photographic film of the original records shall be deemed to be an original record for all purposes, and shall be admissible in evidence in all courts or administrative agencies. A facsimile, ex- e p]ification or certified copy thereof, shall, for all purposes recited d in, be deemed to be a transcript, exemplification or certified copy of ' original. (AS 16-502) 25-1.15. Notice of reproduction of public records to governor, coun- ty court or mayor—Destruction of old records.—Whenever such photo- static copies, photographs, microfilms, or reproductions on films shall be placed in conveniently accessible files and provision made for preserving, examining and using same, the said head of a State Department, Com- mission, Bureau or Board, County Office or Department, City Office or Department may certify those facts to the Governor, or to the County Court or to the Mayor of a municipality respectively, according to their status as subdivisions of government, who shall have the power to authorize the disposal, archival storage or destruction of such records or papers. (AS 16-504) CHAPTER 2. BONDS OF PUBLIC OFFICIALS AND EMPLOYEES Section Section 25-2.1. Bonds of officers or employees 25-2.5. Bond filed with municipal clerk. handling city or town funds. 25-2.6. Official liable on his bond for 25-2.2. Amount of bond established. acts of suborinates. 25-2.3. Violation of bonding provisions 25-2.7. Notice to and actio against —Misdemeanor. sureties. 25-2.4. Amount of surety bond required. 25-2.1. Bonds of officers or employees handling city or town funds. —All elected and appointed officers and employees of municipalities and