HomeMy WebLinkAbout102-01 RESOLUTION• 1
RESOLUTION NO. 102-01
A RESOLUTION AUTHORIZING THE OFFICE OF CITY CLERK
TO DESTROY CERTAIN RECORDS PURSUANT TO §13-4-204 OF
THE ARKANSAS CODE.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council hereby Authorizes the Office Of
City Clerk to destroy certain records pursuant to §13-4-204 of the
Arkansas Code. A list of the records to be destroyed marked Exhibit "A"
is attached hereto and made a part hereof.
.a;FAYEr.
`4I'ASSED AND APPROVED this 17 ch day of July, 2001.
'1
ATTEST:
By:
APPROVED:
By:
DAN COODY, M.3 or
thag,ti�v0-e
EATHER WOODRUFF, Cify Clerk
E
• •
Ri
DESTRUCTION RECORDS FOR 2000
ACCOUNTING/AUDIT:
EXHIBIT A
Accounts Payable 1996 Vendor Files (29 boxes)
Accounts Receivable for 1995
Bank Reconciliations 1995
Bank Statements 1995 thru 1996 All Funds
Bank Statements for Deposit Refund 1981 thru 1984
Finance Directors Files Parks thru Revenue Sharing 1970-1985
Finance Directors Files W/S Inventory thru Youth Center
Payroll Clerks Terminated Employee Files 1997
Payroll Registers 1997
Payroll Time Sheets and File Maintenance 1997
BUSINESS OFFICE:
Adjustment Register 1999
Bank Draft Register 1999
Billing Registers January thru December 1999
Cash Receipts Registers January thru December 1999
Final Bills and Deposit Applications Register 1999
Payment Registers January thru December 1999
Pel's 1999 (Updated Meter Reads from PC Listing)
Water Rate Increase Court Files & Mt. Olive Lawsuit 1981-1991
CITY CLERKS FILES:
City Council Meeting Agenda's 1995
Old City Clerk Election and HMR Files 1939 thru 1975
COMMUNITY DEVELOPMENT:
Administration Files 1990 thru 1995
Old CD Files -Bid Files & Proposal for HUD Grant Files and Project Files 1-
12-77 thru 4-1-82
FIRE DEPARTMENT:
Uniform Receipts 1997
INSPECTIONS:
Inspection Files Street Catch-up 1995, 1996 and 1997 11,
Misc. Property Sign Information/Richard Wilson's Files 1995-1997 T
• •
DESTRUCTION RECORDS FOR 2000
INTERNAL AUDITOR:
AIP #11, #17, #18 & #19 Grant Information 1997
Arkansas Outdoor Rec Grant: Lake Fayetteville Information 1994
Contracts #188 thru 467 1989 thru 1994
PFC Collection 1997
MAYORS OFFICE:
City Managers Correspondence 1990 thru 1992
Correspondence Files: Fred Hanna, Phyllis Rice, Alderman, Contracts and
Press Releases 1993
Intern Jerry Coopers Files 1988 thru 1992
School Construction Bond Fund Files 1990
PARKING MANAGEMENT:
Closed Workorder Edit List 1993
Listing of Current and Not Posted Payments 9-2-92 thru 1-11-93
New Ticket Edit Listing (Not Posted Ticket Issues 1-1992 thru 12-1993
New Tickets Posted Journal Entries 1-92 thru 12-93
Parking Payments Edit Listing 1993
Payment Updated 1997
Posted Tickets 1997
Purge of Voided Parking Violations 1995
Purged Parking Tickets -Paid or Written Off 1899 thru 1990
Purged Tickets 1889-1993
Purged Tickets Paid 1995
Selected Ticket Report 1889-1993
Voided Ticket Report 1992-1995
PERSONNEL
BCBS Files Life, ADD & LTD 1993 thru 1994
BCBS Files Life, ADD & LTD 12-1991 thru 12-1992
Comp Time Sheets 1993
PLANNING:
Planning Files 1969 thru 1990
PURCHASING:
Accident Reports 1995
Bid Files, RFP'S & RFQ'S for 1995
• •
DESTRUCTION RECORDS FOR 2000
SHOP/FLEET OPER:
Gas Printout and Fax 1994 thru 1996
Misc Shop Files 1990-1997 Adult Education Classes thru Vehicle Utilization
Misc Shop Files 1996-1997 Fuel Inventory thru Service Repair Summary
Misc Shop Files 1992-1997 Inventory Receipts & Phone Bill 1992-1997
Misc. Shop File 1989-1997 Inventory Parts Used List thru Shop Telephone
Expense Records
Motor Pool Forms 9-13-94 thru 5-15-95
Quarterly Reports, Workorders 1997
Shop Purchase Orders 1997
Transaction Edit Report -Posted Journal Input Edit Listing Aug -Dec 1997
Vehicle Workorders 1985 thru 1996
Vehicle Workorders August 1995 thru December 1996
Vehicle Workorders Jan thru Sept 1997
Warehouse Edit List 1997
WATER/SEWER:
Misc. Administration Files 1977 thru 1990
Various Misc. Records 1990-1997 (Dispatch thru Telephone Records)
Sewer Workorders 1997
Water Workorders 1997
•
NAME OF FILE: Resolution No. 102-01
•
CROSS REFERENCE:
07/17/01
Resolution No. 102-01
2000
Exhibit "A" (Destruction Records for 2000)
07/17/01
Staff Review Form
NOTES:
FAYETTEVI#LE •
THE CITY OF FAYETTEVILLE, ARKANSAS
TO: Fayetteville City Council
FROM: Gina Roberts, Microfilm Clerk
DATE: June 27, 2001
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
FAX 501 575-8257
Agenda Request
Contract Review
Grant Review
STAFF REVIEW FORM •
For the Fayetteville City Council meeting of July 17, 2001
RECEIVED
JUL 0 5 2001
CRYOFF,, ---
FROM:
Heather Woodruff City Clerk City Clerk
Name Division Department
ACTION REQUIRED:
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 RE E
B dget Manager
Budgeted Item _Budget Adjustment Attached
Administrative Services Director
CONTRACT/G NT/LEASE REVIEW: GRANTING AGENCY:
ccounting Manager
City Aaomey
Purchasing Officer
Date
ADA Coordinator
ate
-SIN',
City 1�KSL.
co -gairol
Date
ntemal uditor
Date
62(4)'810(
Date
STAFF COMMENDATION:
Aite = G
i vision , ead
' / U1, r
Department Director
Administrative Services Director
7/
Date Cross Reference
ate New Item: Yes No7
Date
Prev Ord/Res #•
Orig Contract Date:
St
Fc