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Home My WebLink About10-00 RESOLUTIONRESOLUTION NO. 10-00 • • MICROVT!.MED A RESOLUTION AUTHORIZING THE CITY CLERK AND MICROFILM CLERK TO DESTROY RECORDS AND ORIGINAL DOCUMENTS WHICH HAVE BEEN MICROFILMED FOR PERMANENT RECORD BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS• Section 1. The City Council hereby authorizes the City Clerk and Microfilm Clerk to destroy records which have been microfilmed for permanent record. A list of items for destruction is attached hereto marked Exhibit "A" and made a part hereof. • orD AND APPROVED this 1" day of February , 2000. • ATTE, By: Heather Woodruff, City Cler APPROVED: By: Fred Hanna, Mayor • • NAME OF FILE: R8 -S. /D -Do /IPTCROPTr/7r)/ &COAA.S (7)e;CTRtie Tro4 CROSS REFERENCE: Date Contents of File Initials 2-o1-oo n REs. /D -Go AXN=8rT A„ Orsr o Irems tok besrpUCnt,,,? ,-001-01) STAWC' ILOrsu 1`oRm 1 -14 -Do 'Ma mo To kAyETTE-Vrkkie CITy COd/Jar I, • • • DESTRUCTION RECORDS FOR 1999 ACCOUNTING/AUDIT: Page #1 Accounts Receivable for 1994 Audit Schedules 1991 & 1992 Audit Workpapers 1988, 1989 & 1990 Bank Reconciliation 1994 Bond Stms-Sales & Use Tax Series 1985 & Airport Rev Series 1979 CEC Revenue Bonds Series and Trustee Bond Statements 1988-1993 Cash Receipts Detail Cameo History 1994 (5 Registers) Cash Receipts Listed By Received From Cameo History 1994 Finance Directors Scott Linebaugh Files 1980-1987 HMR & Supplemental Beverage Files 1993, 1994, 1995 & 1996 Journal Entries for 1994, 1995, 1996 Municipal Billing/Accounts Receivable 1993 Municipal Courts Bank Statements 9/93 thru 7/95 All Four Funds Old Fixed Asset Records (Vendor Type Doc) 1940's thru 19508s* Payroll Clerks Terminated Employee Files 1994, 1995 & 1996 Payroll Time Sheets and File Maintenance 1995 & 1996 Payroll Register 1996 PR#1 thru PR#26 Pension Register for Police and Fire 1996 Receipts by Number -Summary Cameo History 1994 Sales & Use Tax Capital Imp Bond -1990 Trustee Stm, 1990-1993 Sales Tax Capital Impr. Bonds 1986 (Art Center Bond) 1986-1993 Vendor Files Accounts Payable 1995 (27 Boxes) Walton Arts Center Trustee Statements 1989 thru 1993 $UDGET/RESEARCH: A/S Director Files from Budget/Research 1985-1994 Miscellaneous Files from 1989 thru 1994 Performance Audit 1985 Quarterly Management Report Data 1992-1993 Sale Tax Refund Claim Forms (Yellow Duplicate Copy) 1993 Sales Tax Refund (W/S Refund Printout) 1993 BUSINESS OFFICE: Bad Debt Drops First thru Fourth Qtr, 1996 Bank Draft Registers 1998 Billing Registers May 1998 thru Dec 1998 cycles 1 thru 9 Cash Receipts Registers May 1998 thru Dec 1998 Deposit Collections 1998 Final Billing Registers 1998 First Bad Debt Drops on NWS System November 1992 Payment & Adj Register (S/36 2 Yr History) Sept 1990 -Aug 31,1992 Refund Check Registers 1994 thru 1996 Selected Transaction Reports 1992 thru 1993 UB A/R Aging Report (Conversion) August 1992 UB A/R Bad Debt Detail End of Year 1995 EXI BEST Jazz m X z- 03 • • • DESTRUCTION RECORDS FOR 1999 BUSINESS OFFICE: Page #2 UB A/R Reports End of Year 1995 UB Adjustment Register 1998 UB Customer Deposit Report End of Year 1995 UB End of Month Report Sept 1992 thru Dec 1993 UB End of Month Reports 1994 & 1995 UB End of Year A/R Detail 1995 cycles 1-8 UB Miscellaneous Statistical Reports 1993 UB Month End Report Register 1996 & 1997 UB Payment Register April 1998 thru Dec 1998 UB Refund Checks Sept 1992 thru Dec 1993 UB Solid Waste Detail End of Year 1995 UB Yearend Registers 1996, 1998 Updated Meter Reads from PC Listing (PEL'S) 1-19-98 thru 12-7-98 CITY ATTORNEY: Closed 1988 thru 5-1989 Files CITY CLERKS FILES: City Council Agenda's 1-4-94 thru 12-20-94 Old City Clerks Files 1924 thru 1985 from Bond Issue thru W/S COMMUNITY DEVELOPMENT: Accounts Payable Vendor File 1990-1991 Administration Applications thru Urban Renewal 1970 thru 1981 Administration Files 1985 Admin. Budget 1985 thru Street Improve. Administration Files and Project Files 1985 thru 1994 Administration Program and Project Files 1986 Administration Program and Project Files 1987 Elderly Taxi Program 1989-1995 & You Can Program 1989-1990 Rehabilitation Project Files 1-93 thru 12-94 Taxi Coupons 1993, 1995 & 1996 Storage Only Urgent Needs Files 1975 thru 1977 FIRE DEPARTMENT: Uniform Receipts 1991 thru 1996 INSPECTIONS: Misc. Property Sign Information/Richard Wilson's Files 1989-1994 INTERNAL AUDITOR: Contract Files #115-#413 1990 thru 1995 • • • pESTRUCTION RECORDS FOR 1999 MAYORS OFFICE: Page #3 City Managers Files from 1975 thru 1981 City Manager Scott Linebaugh Corres. In House 1987-1991 City Manager Jim Pennington 1992 Miscellaneous Incinerator Files 1982-1992 NWARRA Facility Qualif & Proposal Louis Watts Files 1982-1983 Performance Audit Reference Files 1985 Public Service Directors Marty Coats -Files 1989-1993 Public Works Director Deryl Burch 1982-1987 Volunteer Files 1986 thru 1993 Weekly Management Reports Vol 1 thru 4 1989-1992 MUNICIPAL COURT: Accounts Paid In Full Report 1988 thru 1992 Accounts Receivable Assessments for Yearend 1991 & 1992 Aged Accounts Receivable 1988 thru 1991 Aged Accounts Receivable Assessment Jan thru July 1992 Archived Court Cases as of August 1989 Arrest Reports 1988 thru 1992 Bad Debt Accounts November 1990 City Daily Adjustment Journal and Old History 1988 thru 1992 City Daily Receipts Journal Entries 1988 thru 1992 Civil Docket Dump 1990 & 1992 Collection List 1988, 1990 & 1992 County Daily Adjustments and Old History 1988 thru 1992 County Daily Receipts Journal 1988 thru 1992 County Docket Dumps 1989 & 1990 Deposit and Disbursements 1989 Docket Dumps for 1988 thru 1991 Expenditure Report (Detailed) 1991 & 1992 List of All Tickets Issued 1/88 thru 12/88 Monthly Updates 1988 thru 1992 Small Claims Docket Dump 1990 & 1991 Ticket Book Run 1989 & 1990 Yearend Status Report County 1991 & 1992 (Docket Dumps) PARKING MANAGEMENT: Accounts with Balance Greater than or equal to $50 6/91 to 2/92 Closed Workorder Edit List 1992 Daily Journal Parking Issue and Receipts JE's 1989 Daily Workorder Report 1989 Inventory (Issues Edit List) 1991 Inventory (Receipts Edit List) 1991 Issued Tickets and Warrant Increases 1989 Listing of Current and Not Posted Payments 1989-1991 Listing of Current and Not Posted Payments 1/16/92 thru 8/31/92 1 • • Page #4 DESTRUCTION RECORDS FOR 1999 PARKING MANAGEMENT: Listing of Current and Not Posted Payments 9-2-92 thru 1-11-93 Listing of Issued and Not Posted Tickets 1990 & 1991 Listing of Purged Zero Balance Tickets 1989-1990 Municipal Parking Lots (2,5,7) Alpha & Pmts. List 3/92 thru 3/96 New Ticket Edit Listing 1-6-92 thru 12-22-93 Open and Paid Tickets 1992 which have been Purged Open Tickets Posted 1995, 1996 Paid and/or Voided Parking Tickets Prior to 8/94 Paid and/or Voided Parking Tickets 1994, 1995 & 1996 Parking Card Payments 1989 Parking Card Payments Rec & Return Rec on Summons 1987-1991 Parking Card Payments and File Maintenance 1991 Parking File Maintenance 1989 Parking Issue & Receipts JE's (Cash Payment) 1991 Parking Issue & Receipts JE's (Tickets Issue) 1991 Parking Tickets that were Paid, Voided or Written Off 1/91-12/92 Tickets 1993 & 1994 Ticket Paid or Written Off 1/1899 to 12/90 (1985) "Notices" 01/01/1899 thru 12/31/96 as of 1998 "Open" 01/01/1899 thru 12/31/96 as of 1998 "Paid" 01/01/1899 thru 12/31/96 as of 1998 "Voids" 01/01/1899 thru 12/31/96 as of 1998 "Notice Status"1/1/1899 thru 12/31/96 as of 1999 "Summons Status"1/1/1899 thru 12/31/96 as of 1999 Purged Purged Purged Purged Purged Purged Purged Purged Selected Ticket Report 1/1899 thru 12/31/93 Selected Tickets Report (Write Offs) 12-91 thru 11-92 Stock Status Report (Warehouse 500) 1991 Ticket Payments -Purged, open, paid or void 1996 Ticket Written Off 1985 thru 1991 Updated Payments 1/30-95 thru 12/29/95 Voids -Parking Adjustment (Not Posted) JE's 1/91 thru 12/92 Workorders Edit List Closed 1991 Parking Parking Tickets Tickets Tickets Tickets Tickets Tickets PERSONNEL Comp Time Sheets for 1990,1991 & 1992 General Applications 1997 & 1998 (Stored Only) Police and Fire Applications Not Hired 1991-1993 PURCHASING: Accident Reports 1991 thru 1994 Bid's, RFP's & RFQ's for 1994 Pink Copy of Purchase Order 1995 Proposal & Qualification for Special Projects Purchase Orders Edit List & Changed PO's 1994 Purchase Orders Edit and Updates 1994, 1995 & 1993-1994 & 1995 1996 • • • DESTRUCTION RECORDS FOR 1999 SHOP/FLEET OPER: Page #5 Edit Inventory & Vehicle Maint, Report 1995 & 1996 Fuel Log Records 1997 Fuel Records & Purchase Orders 1995 Purchase Orders Jan thru Dec 1996 Miscellaneous Shop Files 1988 thru 1997 Motorpool Charges Summary 9/96 thru 11/96 Shop Corres & Purchase Orders 1988 thru 1996 Shop Workorder Jan 1995 thru Aug 1996 Shop Workorders 1989 thru 1995 Vehicle Master File Inquiry by Vehicle number 1991 Vehicle Maintenance Fuel Logs 1/94 thru 4/95 Vehicle Maintenance Fuel Usage 7/88 thru 2/91 Vehicle Maintenance Register 1997 Vehicle Maint Posted Fuel/Fluid Usage Report 1993 thru 1995 Vehicle Maint Posted Trans Edit for Fuel Usage 1993-1996 Vehicle Maint Posted Trans Edit Report for Shop Warehouse 1993-96 Vehicle Maint Warehouse Posted Edit Reports 1994 Vehicle Maint Workorders-Vehicle Labor Info 1/89 thru 12/94 Vehicle Workorders for Vehicles the City No Longer Owns 1989-98 WATER/SEWER: W/S City Engineering Correspondence Files 1940 thru 1975 W/S Misc. Records -Daily Reports, Locates & Operations 1998 W/S Sewer Workorders 1996 W/S Water Workorders 1996 W/S Warehouse Material Issue Slips & Edit List 1993 thru 1995 • DESTRUCTION LIST FOR 1999 CITY ATTORNEY'S FILES DESCRIPTION 1986 FILES City of Fayetteville vs Broccard, C.J. 1988 FILES City of Fayetteville vs Pearson, First National Bank & Deckert City of Fayetteville vs Greenwood, Hoyet & Jean City of Fayetteville vs C.T. Pearson & Rees, Ruby City of Fayetteville vs Hinkle, Wayne City of Fayetteville vs Pearson, Adamson & Deckert Rose, James Kenneth vs City of Fayetteville Reagan, Peter T. et al vs City of Fayetteville City of Fayetteville, Atha, Gary & Phillips, Lucian Recodification Project Arkansas River Compact Commission Charter Medical Corporation Refunding Bond Harrison, Michael vs City of Fayetteville City of Fayetteville vs McBroom, Homer & Beulah City of Fayetteville vs McBroom, Homer J. and Beulah M. (87-332) City of Fayetteville vs Porter, Robert & Pinkerton, Mary F. (87-331) PAGE #1 • DATE RETIRED 10-21-86 1-8-88 1-8-88 1-8-88 1-8-88 1-8-88 2-11-88 2-26-88 4-1-88 12-6-88 6-6-88 6-23-88 6-23-88 8-19-88 8-19-88 10-17-88 DESCRIPTION • • DESTRUCTION LIST FOR 1999 CITY ATTORNEY'S FILES 1989 FILES City of Fayetteville vs Signal Delivery Service Inc. City National Bank of Ft. Smith Property Clean Up 615 College City of Fayetteville vs Alcoholic Beverage Control City of Fayetteville vs Louis Apple City of Fayetteville vs Cash and Smith City of Fayetteville vs Brenda Gail Dunn City of Fayetteville vs Randy Dodd dba Chicken Country City of Fayetteville vs Estate of Curtis R. Emery (Maxwell St. House Removal) City of Fayetteville City of Fayetteville vs Ibsen, Michael Dane vs Parish A. Jr. (87-333) City of Fayetteville vs Parish, James and Frances (87-334) City of Fayetteville vs Parish, James A. and Frances M. (87-335) Richey Stegall vs City of Fayetteville City of Fayetteville vs Williams (Washington Ave. Property Clean -Up) City of Fayetteville vs Goldie Wilson Locust St. Property Grimes, Donald L. vs City of Fayetteville Klinger, Timothy C. vs City of Fayetteville Oldham, Paul vs City of Fayetteville Shaddox, Rosemary vs City of Fayetteville PAGE #2 DATE RETIRED 2-10-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 5-1-89 • • DESTRUCTION LIST FOR 1999 CITY ATTORNEY'S FILES DESCRIPTION DATE RETIRED Washington County vs. Jimmie Lou Fisher 5-1-89 House, Gregory T. vs City of Fayetteville 5-2-89 Hudson, Sharon Lee vs City of Fayetteville 5-2-89 PAGE #3 • X Agenda Request _ Contract Review Grant Review STAFF REVIEW FORM • • For the Fayetteville City Council meeting of - February 1, 2000 FROM: Gina Roberts Name City Clerks City Clerks Division Department ACTION REQUESTED: To Adopt a Resolution authorizing Destruction of Records COST TO CITY: $o Cost of this request Account Number Project Number Category/Project Budget Category/Project Name Funds used to date Program Name Remaining balance Fund BUDGET REVIEW: Budgeted Item Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Accounting Manager Date ADA Coordinator Date City Attorney Date Internal Auditor Date Purchasing Officer Date STAFF RECOMMENDATION: Division Head Date L .i2 € - /n jrX h? 4 rtment Director �// Administrative Services Director Mayor Date Cross Reference New Item: Yes No Date Prev Ord/Res#: Date Orig Contract Date: s Rd FAI'ETTEALLE THE CITY OF FAYETTEVILLE, ARKANSAS • "Me TO: Fayetteville City Council FROM: Gina Roberts, Microfilm Clerk DATE: January 14, 2000 SUBJECT: Destruction of Records Attached is a listing of records that are ready for destruction. All of the records have been microfilmed, and the original document has been maintained for the required length of time. The microfilm will be maintained as a permanent record. COUNCIL ACTION REQUESTED: Adopt a resolution authorizing destruction of the records as listed on the attached pages. Attachment 113 WEST MOUNTAIN 72701 501 521-7700 1 RESOLUTION NO. 10-00 • • 1 A RESOLUTION AUTHORIZING THE CITY CLERK AND MICROFILM CLERIC TO DESTROY RECORDS AND ORIGINAL DOCUMENTS WHICH HAVE BEEN MICROFILMED FOR PERMANENT RECORD BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS* Section 1. The City Council hereby authorizes the City Clerk and Microfilm Clerk to destroy records which have been microfilmed for permanent record. A list of items for destruction is attached hereto marked Exhibit "A" and made a part hereof. 'nFD AND APPROVED this 1" day of February , 2000. s1 By: a7,1„t, a/,7 -A- lf. • Heather Woodruff, City Cler APPROVED: By: Anon, Fred Hanna, Mayor