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Home My WebLink About128-03 RESOLUTION• • RESOLUTION NO.128-03 A RESOLUTION AUTHORIZING THE OFFICE OF CITY CLERK "10 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 of the City of Fayetteville, Arkansas hereby authorizes the Office of City Clerk to destroy certain records pursuant to authority granted under §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. PASSED and APPROVED this 2nd day of September, 2003. By: RA SMITH, City Clerk APPROVED: By DAN COODY, Ma • NAME OF FILE: CROSS REFERENCE: Date Resolution No. 128-03 Document • 1 08/11/03 Staff Review Form w/attachments memo to City Council 2003 Destruction List draft resolution 2 09/04/03 memo to Gina Roberts NOTES: baa.. • • C9/a/03 STAFF REVIEW FORM - NON-FINANCYAL OBLIGATION /2 -?-6-3 AGENDA REQUEST For the Fayetteville City Council Meeting of: September 2, 2003 FROM: Gina Roberts Name City Clerk City Clerk/Microfilm Division Department ACTION REQUIRED: To Adopt a Resolutiocci authorizing the destruction of records. SUMMARY EXPLANATION: Attached is a listing of records that are ready for destruction. All of the records have been microfilmed, and the original documents have been maintained for the required length of time. The microfilm will be maintained as a permanent record. STAFF RECOMMENDATION• City Attiirney Department Di recto Finance a Internal Services Dir. /1 / , .or Chief�..��. ,. 4 ve Officer Mayo - 20//03 Received in Mayor's Office Date os Date Date Date Date (0/2)0 33 y� Date p �/ Cross References Previous Ord/Resp: Orig. Contract Date: Orig. Contract Number: New Item: Yes No FAYETTEV1%LE THE cm OF FAYETTEVILLE. ARKANSAS • TO: Fayetteville City Council FROM: Gina Roberts, Microfilm Clerk DATE August 8, 2003 SUBJECT: Destruction of Records Attached is a fisting of records that are ready for destruction. All of the records have been microfilmed, and the onginal 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 479641-7700 FAX 4796758157 • • DESTRUCTION RECORDS FOR 2001 & 2002 ACCOUNTING/AUDIT: Accounts Payable 1997 Vendor Files (27 boxes) Accounts Receivable for 1996, 1997 & 1998 Bank Reconciliations 1996 & 1997 Bank Statements 1997 All Funds Check Register -Sales Tax Refund 6-93 thru 9-93 Franchise Tax Records 1988 thru 1997 HMR & Supplemental Beverage Tax Reports 1997 Investment History Register 1994 thru 1996 Journal Entries 1997 Payroll Christmas Bonus Register 1998 Payroll Clerks Terminated Employee Files 1998 Payroll Registers 1998 (27 Registers) Payroll Safety Award List Register 8-1-97 thru 7-31-98 Payroll Time Sheets and File Maintenance 1998 (3 -Boxes) Payroll Yearend Information- Deduction, Comp Time & W -2's Register 1997 Privilege Licenses, Car, Limousine, Pawn Brokers & Taxi Cab's 1988-1997 AIRPORT: Draft Working Papers -NW Regional Airport & Feasibility Study Site 1992-1995 BUSINESS OFFICE: Adjustment Register 2000 & 2001 Bank Draft Register 1-3-00 thru 7-18-01 Billing Registers January thru December 2000 & 2001 (216 Registers) Post Deposit Collection Register 1-1-00 thru 12-31-01 Refund Check Registers January 2000 thru December 2001 Updated Meter Reads from PC Listing 12-6-99 thru 9-11-01 CITY CLERKS FILES: City Council Meeting Agenda's 1996 & 1997 Page 01 DESTRUCTION RECORDS FOR 2001 & 2002 COMMUNITY DEVELOPMENT: CD Administration Files Quarterly Reports thru Yvonne Center 1991 thru 1996 CD Rehabilitation Project Files 1-1993 thru 12-1994 CD Taxi Program 1997 Coupons FIRE DEPARTMENT: Uniform Receipts 1998 INSPECTIONS: Inspection Files Street Catch-up 1998 INTERNAL AUDITOR: AIP Grants 1996 thru 1997 Bond Compliance Grant Files 1990 thru 1997 Contract Files 1995 thru 1997 Contract #139 thru #558 Internal Auditors files for 1997 Municipal Courts Distribution Reports Internal Auditors Reviews 1984 thru 1994 MAYORS OFFICE: PW Director Kevin Crosson's Files: Ark Water thru U of A 1985 thru 1997 PARKING MANAGEMENT Daily Cash Recap Reports (Payments) 1994 New Posted Tickets 1994 New Posted Tickets January thru May 1996 Ncw Posted Tickets May thru July 1998 New Posted Tickets November thru December 1998 Page #2 DESTRUCTION RECORDS FOR 2001 & 2002 PARKING MANAGEMENT CONTINUED: Notices for overdue parking tickets violations 11-1996 thru 12-31-1996 Paid and/or voided parking tickets Jan thru Mar 1999 Paid and/or voided parking tickets April thru June 1999 Parking Card Maintenance Update 7-31-90 Parking Payments 1990 Parking Violations Posted to New World 10-96 thru 12-96 Payment Edit Listing 1993 & 1994 Payments Posted & Updated to New World 1996 Payments Updated 1998 Posted Ticket Payments 1-2-92 thru 12-329-94 Purge Tickets 1-1899 thru 12-31-93 Purge Tickets in Notice Status 1-1899 thru 12-31-1996 Purge Tickets in Summons Status 1-1899 thru 6-30-96 Purge Tickets in Voided Status 1-1899 thru 5-31-98 PERSONNEL, General Employment Applications 1999 General Employment Applications 2000 Quarterly Eval Schedules 1990 thru 1994 PURCHASING: Accident Reports 1996 Bid Files 1996 Edits 1999 Purchase Orders in Numerical Order 45831 thru 50051 for 1996 Purchase Orders in Numerical Order 49803 thru 60599 for 1997 Page k3 DESTRUCTION RECORDS FOR 2001 & 2002 SHOP/FLEET OPER: Fuel Edit Polling Log Register 1999 Deleted units from Vehicle Inventory and Work orders by Dept. 1987-1997Fue1 Fluid Location Edit Reports 1-1-99 thru 6-30-99 Fuel Fluid Usage Edit Register for Razorback Rd. 1998 Fuel Fluid Usage Edit Register for Shop and Church St. Location 1998 Invoices from Mitchell Oil Co. 1998 Mitchell Oil Polling Log Printout Edit Register 1998 Miscellaneous Files from 1995-1997 1. Fuel Inventory Verification 2. Gas Boy Transaction Listing Aug -Dec 1996 3. Jail Gas Log 4. Labor Records 1995 thru 1996 5. Master Vehicle Charge List 6. Motor Pool Charges Summary 1995 thru 1996 7. Receiver Logs 8. Service Repair Summary 1995 thru 1996 9. Vehicle Equipment Listing 10. Vehicle Mileage Report 1995 Miscellaneous Files from 1997-1998 1. Fax's from Mitchell Oil Co. 1998 2. Fuel Site Summary 12/97 thru 12/98 3. Payroll 12/97 thru 12/98 4. Purchase Orders 5/97 thru 12/98 5. Safety Meeting Attendance 12/97 thru 12/98 6. Updated Vehicle Inventory 6/97 thru 12/98 Vehicle Work orders, Receiver Logs and Mileage Reports 1/92 thru 12/94 Vehicle Work orders, Receiver Logs from August 1993 thru August 1994 Work orders for vehicles that were sold #206 thru #428 from 1989 thru 1999 WATER/SEWER: Sewer W/0 for Flow Monitoring, Manholes Sewer Washing & Time Sheet 1998 Water W/0 for Leaks, Fire Hydrants, Water Samples & Time Sheets 1998 Page #4 • • RESOLUTION NO. 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 of the City of Fayetteville, Arkansas hereby authorizes the Office of City Clerk to destroy certain records pursueto authority granted under §13-4-204 of the Arkansas Code. A list of t e i r to be destroyed marked Exhibit "A" is attached hereto and made- le of. PASSED and APPROVED this 2nd day of September, 2 3. APPROVtD: r i / City Clerk ODY, Mayor FAYETTEVtLLE THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE • TO: Gina Roberts City Clerk's Office FROM: Sondra Smith City Clerk DATE: 09/04/03 SUBJECT: Destruction of Records Attached is a signed copy of Resolution No. 128-03. The original resolution will be microfilmed and filed with the City Clerk. Thanks! Sondra Smith City Clerk cc: Nancy Smith, Internal Auditor