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Home My WebLink About198-15 RESOLUTION113 west Mountain Street Fayetteville, AR 72701 {479} 575-8323 Resolution: 198-15 File Number: 2015-0459 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS PURSUANT TO RELEVANT CODE SECTIONS OF THE ARKANSAS CODE ANNOTATED RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING, COURT AND OTHER 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, court and other records identified in the affidavits attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. PASSED and APPROVED on 11/3/2015 Pago 1 Attest: �RKt/iT,��i Sondra E. Smith, City Clerk Treas�.� CJ Y p.�`�`tG'� S � • y - , FA YF77EV1LLE:�; �,y'•` ANS •• ��• City of Fayetteville, Arkansas 1 F West Mountain Street • �, � Fayetteville, AR 72701 (479) 575-8323 Text Fite File Number: 2015-0459 Agenda Date: 11/3/2015 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 5 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS PURSUANT TO RELEVANT CODE SECTIONS OF THE ARKANSAS CODE ANNOTATED RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING, COURT AND OTHER 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, court and other records identified in the affidavits attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. City offayetteville, Arkansas Page 1 Printed on 111412015 City of Fayetteville Staff Review Form 2015-0459 Legistar File ID 11/03/15 City Council Meeting Date -Agenda Item Only N/A for Non -Agenda Item Gina Roberts 9/29/2415 City Clerk/Treasurer General Government Department Submitted By Submitted Date Division / Department Action Recommendation: A resolution authorizing Shred -It to destroy city records. The records have been microfilmed, scanned or have been maintained for the required length of time. Budget Impact: 1010.1510.5315.00 Account Number Fund Project Number Project Title Budgeted Item? Yes Current Budget $ 2,690.27 Funds Obligated $ - Current Balance _ 2,69x7 Does item have a cost? Yes Item Cost $ 2,000.00 Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 69:0 27 V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: , �7/01i�_. Comments: CITY OF Tay4Vq AS MEETING OF November 03, 2015 TO: Mayor and City Council THRU: Sondra E. Smith FROM: Gina Roberts DATE: September 29, 2015 SUBJECT: Shred — It, Destruction of Records CITY COUNCIL AGENDA MEMO RECOMMENDATION: Staff recommends the destruction of records. All of the records have been microfilmed, scanned or have been maintained for the required length of time. Attached is a listing of records that are ready for destruction. Attachments: List of documents to be destroyed Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Shred it. corn 413A Albano Drive Springdale, AR 72762 O479.7703588 ® F 888.647.5642 Service & Pricing Proposal Our business is to ensure that no one knows yours: Shredit.com 7705 Northshore Place North Little Rock, AR 72118 O 501.614.9500 0 F 888.647.5642 What would happen if your customer's confidential records were to fall into the wrong hands? Lawsuits? Perhaps. Embarrassment? Absolutely. That's why you need the security of having your documents destroyed completely, right at your doorstep. Shred -it provides locked security consoles for your confidential material. Then, according to a schedule based on your needs, our uniformed and bonded Customer Security Representatives will transfer your material to our secure on -site document destruction truck, parked at your door. There, our high volume destruction unit immediately shreds your confidential material into unrecognizable pieces. You have the security of knowing that you were the very last to handle your sensitive documents. As proof, before we leave, you are presented with a Certificate of Destruction. This document guarantees that all of your material was destroyed, making sure it's secure. Confidentiality: Shred -it is first and foremost a security company. All material is taken to our truck for shredding. Paper is not transported or stored before destruction as it is with most off - site destruction companies, making a breech of security virtually impossible. All employees of Shred -it are bonded and insured under the following types of insurance: 1. Workman's Compensation $1,000,000 2. Commercial General Liability $2,000,000 3. Professional Liability -Errors and Omissions $2,000,000 4. Bodily Injury and Property Damage $1,000,000 5. Crime Coverage -Dishonest Acts $.1,000,000 Insurance can be verified through Mark V. Williamson Insurance Company by calling 501.664.7728. The material contained herein is proprietary and confidential and is not intended for distribution and dissemination to third parties. Pricing for Automatic Service Shred -it Arkansas provides locked security consoles for your confidential material. A standard Customer Service Agreement (CSA) is provided to lock in pricing with flexibility to adjust service frequency and/or console totals as needed by staff and business fluctuations. We will bill for the onsite collection and destruction of your material at the following rates One Security Console $55.00 per service — Every 1, 2 or 4 weeks OR $65.00 per service — Every 8 weeks Additional Consoles $10 each per service Additional consoles currently unavailable for every 8 weeks service. We have no hidden costs such as labor fees, fuel surcharges, or pick-up fees. Additional Material / Purge Rates: Material not stored in consoles will be destroyed at a rate of $5 per copy paper (letter) box, $5 per file box, and $15.00 per Shred -it blue bag, $20 per "bag and shred" blue bags. The minimum for purge service is $90. Purge: For those end of the year office cleanings, Shred -it Arkansas offers Purge Service. Purge services are charged at the "additional material" rates listed above. Recycling: Shred -it is your partner in promoting environmental consciousness. Every time paper is shredded and recycled, trees are saved. As an Automatic Service Customer, we can issue you an environmental certificate each year showing the number of trees you have saved per your request. We are confident Shred -it Arkansas will provide your office with security, value, and peace of mind. We appreciate your consideration and hope to serve you in the near future. Kindest Regards, Jordan Street Office Coordinator 479-770-5588 jordan.street@shredit.com The material contained herein is proprietary and confidential and is not intended for disirihr+tion and dissemination to third parties. • AFFIDAVIT OF DESTRUCTION OF CITY OF FAYETTEVILLE RECORDS STATE OF ARKANSAS ) SS: COUNTY OF WASHINGTON I, Gina Roberts, 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: I. 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./9S"adopted on the 3 day of'71 ___ 2. These records have been maintained according to State statute and the Retention Schedule for the City of Fayetteville. 3. The method of destroying said documents was shredding & recycling. �7 d .Cf-n &A., , i Destruction Witnessed this day of Gin Koberts, Document anager Subscribed and Sworn to me, a N My Commission Expires: o / ,LOiti Council Member, Witness of o2D l Notary Public • • AFFIDAVIT OF DESTRUCTION OF CITY OF FAYETTEVILLE RECORDS STATE OF ARKANSAS ) ) SS: COUNTY OF WASHINGTON ) 1, Gina Roberts, 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 Exhi bit "A" attached hereto and made a part hereof are being destroyed by the City of Fayetteville as authorized by Fayetteville City Council Resolution No.! g-L5adopted on the'/ day of ��p►lemk� , 2-O1 — - 2. These records have been maintained according to State statute and the Retention Schedule for the City of Fayetteville. 3. The method of destroying said documents was shredding & recycling. Destruction Witnessed this day of m ei , G' a_Roberts, ocument ager A. Subscribed and Sworn to me, a Notary My Commission Expires: it Member, Witness Ais day of D S �tJ ""51 #1139!"S No y p blic S- Q S. PUBLtG,�."�: SEAL Exhibit "A" Documents to be Shred With City Council Approval Box #1 2010 Bank Draft Registers June -July Box #2 2010 Bank Draft Registers March -May Box #3 2010 Bank Draft Registers January -February Box #4 2011 A/R Airport Files Box #5 2012 Travel & Training Files Box 1 Box #6 2012 Travel & Training Files Box #2 Box #7 2004 & 2005 Parks & Recreation Time Cards Box #8 2011 Transportation Equipment, Vehicle & Facility Inspection Box #9 1990 -Taxes Box #10 2006 - 2007 Transportation Time Cards Box #11 2007- 2009 Transportation Time Cards Box #12 2001 A/R Paid Invoices A - Mc .Box #13 2001 A/R Paid Invoices Mc -Z Z Box #14 2005 A/R Paid Invoices R' -z Box #15 2011 A/R Paid Invoices Q. - Z Box #16 2011 Travel & Training A -Mc Box #17 2011 Travel & Training M -Z Box #18 2010 Journal Entries Dec 12271-12404 Box #19 2010 Payroll Time Sheets PR# 22 to PR#26(with ss# etc.) Box #20 2010 Journal Entries October 10088 thru Dec 12270 Box #21 2011 A/R Invoices Paid D -L Box #22 2011 A/R Invoices Paid M -P Box #23 2011 A/R Invoices Paid A -C Box #24 2011 A/R Paid Invoices & Restitution I of 6 Documents to be Shred With City Council Approval Box #25 20O5 Bank Reconciliations Box #26 2011 Journal Entries January -March Box #27 2011 Journal Entries April -June Box #28 2011 Journal Entries April -July Box #29 Payroll Time Sheets 2009 PR #22 thru 2011 PR #11 Box #30 2O05 Bank Reconciliation box 2 of 2 & Fayetteville A&P Check request & JE's 6880. To 6890.01 Box #31 District Court JE's & supporting documents 1/09 thru 6/10 Box #32 2011 Journal Entries July -October Box #33 2011 Journal Entries January -March Box #34 2011 Journal Entries July - September Box #35 2011 Journal Entries October- December Box#36 2009 Airport A/R A -K Box #37 2O00 A/R Paid Invoices Box #38 2006 Airport A/R Box #39 2006 Bank Reconciliations Box #40 A/R Bad Debt August 2005 thru March 2011 Box #41 2005 A/R & Pd Invoices and A -C Restitutions Box #42 2009 Airport A/R L -Z Box #43 2O04 A/R Paid Invoices G -P Box #44 2005 A/R Paid Invoices D -L Box #45 District Court Bank Reconciliations January 2006 thru December 2007 Box #46 2006 Airport A/R N -Z Box #47 2003 Bank Reconciliations Box #48 2005 A/R Paid Invoices M -Q Box #49 2O04 A/R Paid Invoices A -F 2 of 6 Documents to be Shred With City Council Approval Box #50 2012 A/R Paid Invoices G. Thompson- Restitution Box #51 2003 &20 2006 Parks Pool Time Cards Box #52 2011 Journal Entries December 12271-12404 Box #53 2012 Journal Entries June -August Box #54 2012 Journal Entries April -May Box # 55 2013 Travel & Training M -Z Box # 56 2013 Travel & Training A -Mc Box #57 2012 A/R Paid Invoices A -C Box #58 2012 AIR Paid Invoices D -I Box #59 2012 A/R Paid Invoices J -O Box #60 2012 A/R Paid Invoices P -S Box #61 2012 A/R Paid Invoices T -Z Box #62 2012 Journal Entries Dec Box #63 2012 Journal Entries Jan -Mar Box #64 2012 Journal Entries Sept- Nov Box #65 2010 E -Mailed document for FOIA Request Box I Box #66 2010 E -Mailed document for FOIA Request Box 2 Box #67 1995-2006 Correspondence Files Mayor Fianna & Mayor Coody Box #68 2004 Payroll Register #17-18 Box #69 2004 Payroll Register #11-12 Box #70 2004 Payroll Register #19-20 Box #712004 PR Register #21-22 Box #72 2004 PR Register #13-14 Box #73 2004 PR Register #23-24 Box #74 2004 PR Register #15-16 3 of 6 Documents to be Shred With City Council Approval Box #75 2004 PR Register #9-10 Box #76 2004 PR Register #25-26 Box #77 1999-2006 Admin Correspondence Files for Fire Department thru Archeological survey Box #78 2011 Airport A/R Files Box #79 Prior to 2010 Public Access Program Requests Box 1 of 3 Box #80 Prior to 2010 Public Access Program Requests Box 2 of 3 Box #81 Prior to 2010 Public Access Program Requests Box 3 of 3 Box #82 1999 Bank Reconciliations Box #83 2001 Payroll Registers PR#1 thru PR# 3 Box #84 2001 Payroll Registers PR#4 thru PR# 6 Box #85 2001 Payroll Registers PR# 7 thru PR# 9 Box # 86 2001 Payroll Registers PR# 10 thru PR# 12 Box# 87 2001 Payroll Registers PR#13 thru PR# 15 Box # 88 2001 Payroll Registers PR#16 thru PR# 18 Box # 89 2001 Payroll Registers PR#19 thru PR# 21 Box # 90 2001 Payroll Registers PR#22 thru PR# 24 Box # 91 2001 Payroll Registers PR#25 thru PR# 26 & yearend accruals, service awards & safety bonus Box # 92 2002 Payroll Registers PR#1 thru PR#3 Box # 93 2002 Payroll Registers PR#4 thru PR#6 Box # 94 2002 Payroll Registers PR#7 thru_ PR#9 Box # 96 2002 Payroll Registers PR#10 thru PR#12 Box # 97 2002 Payroll Registers PR#13 thru PR#15 Box # 98 2002 Payroll Registers PR#16 thru PR#18 Box # 99 2002 Payroll Registers PR#19 thru PR#21 4 of 6 Documents to be Shred With City Council Approval Box # 100 2002 Payroll Registers PR#22 thru PR24 Box # 101 2002 Payroll Registers PR#25 thru PR#26 Box # 102 1-1999 thru 4-2000 Kevin Crosson's Telephone Messages, FOIA request, Check Request Am. Express File Box # 103 1991-1993 Police & Fire Applications not hired (not microfilmed) Box # 104 1990-1992 Civil'Service Application (not microfilmed) Box # 1051950- 1960 Terminated Employee Files Box # 1061960-1970 Terminated Employee Files Box # 107 1982 Terminated Employee Files Box # 108 1983 Terminated Employee Files A -Z Box # 109 1984 A to W/1995 Terminated Employee Files A to H Box # 1101985 Terminated Employee File l -Z Box # 111 1988 Terminated Employee Files A -M Box # 112 1988 Terminated Employee Files N -Z Box # 113 1989 Terminated Employee Files A -Q Box # 1141989 Terminated Employee Files R -Z Box # 115 1990 Terminated Employee Files Box # 116 1991 Terminated Employee Files A -K Box # 117 1991 Terminated Employee Files L -Z Box # 118 1992 Terminated Employee Files A -L Box # 119 1992 Terminated Employee Files M -Z Box # 120 1994 Terminated Employee Files A-Mo Box # 121 1994 Terminated Employee Files Mug -Z Box # 122 1995 Terminated Employee Files A -H Box # 123 1995 Terminated Employee Files I -Z Box # 124 1996 Terminated Employee Files A -F 5 of 6 Documents to be Shred With City Council Approval Box # 125 1996 Terminated Employee Files G -O Box # 126 1996 Terminated Employee Files P -Y Box # 127 1998 Terminated Employee Files A -K Box # 128 1998 Terminated Employee Files L -Y Box # 129 1999 HR BCBS Insurance Billing Box # 1301976-1990 Grant Work Papers for Airport Box # 131 Airport Grant #15 1991-1994 Box # 132 Airport ADAP Project 3.8.9.10 &11 Box #133Airport AlPGrant 5,6,7,8,&9 Box # 134 Airport Grant #15 phase 4 & 5 from 4/1993 to 12/1993 Box # 135 Airport Grant #15 phase 110/1991 to 2/1992 Box#136 136 1993 AIP Grant #15 Box # 137 Grant #11 Phase 3 &4 Box # 138 1971 to 1975 Airport Misc, Correspondence Box # 139 1978 thru 1987 Community Development Checks and Letters or Credit Box# 1401984-1986 CDBG Escrow Bank Statements, Check Invoices and Journal Voucher Box # 141 1979-1980 Rehab Program Files Box # 142 1980-1981 Rehab Program Files Box # 143 1982 Rehab Program Files Box #144 1983 Rehab Program Files box # 145 1984 Rehab Program Files Box # 146 1988 Rehab Program Files Box # 147 1986 Rehab Program Files Box # 148 1987 Rehab Program Files Box # 149 Corres. Files from Lindsley (Old Completed FOIA request & (-Mails) 6 of 6 - 1; Records to be Recycled With Council Approval ACCOUNTING: 1994-1996 Municipal Billing Register (which includes payment edit listing, payment posted, invoice entry posted, invoices payment summary report and journal fund summary) 1992-1994A/R Purged Transaction Receipt Register 1/2002 thru 4/2002 A/R Register 1999-2002 Depreciation Calculation Reports {not microfilmed) 1996-1999 Monthly Financial Statement 2000-2004 Monthly Financial Statements 2001-2004 Cash Deposit Registers 2000-2004 JE Post Registers 2002 Payroll Time Sheets 2003 Payroll Time Sheets 2004 Payroll Time Sheets AIRPORT 1997 Copies of Invoices and Receipts for Airport 2011 Airport Hanger Leases BUDGET 1995-2000 Budget & Research Budget work papers Box 01-006 BUSINESS OFFICE 2002 Adjustment Registers 2004 Adjustment Registers 2004 Billing Registers 2002-2004 Cash Receipt Registers 2005 June Cash Receipt Register 2002 Final Billing Register 2003 HiLo Registers 1 of 2 Records to be Recycled With Council Approval BUSINESS OFFICE CON'T 2004 Payment Register CITY CLERK 2009 City Council Agendas Jan -Mar 2009 City Council Agendas Apr -Jun 2009 City Council Agendas July -pct 2009 City Council Agendas Nov -Dec 2 of 2 S Exhibit "B" AFFIDAVIT OF DESTRUCTION OF DISTRICT COURT RECORDS 1, , do hereby certify that the following records of the FayetlevilleDistrict Coui hav'J been retained for at.ieast ten (10) years as specified under Ark Code Ann. §16-10-21 1, and have been audited as required by law. The records listed below, covering the time period stated, are to be destroyed on Dr 4, l5 by shredding said records, TYPE OF RECQ W Small Claims Civil Complaints --M 'City Council Member c- Subscribed and Sworn to me this L day of October, 2015. Not Public TIME PERIOD 1/1/97— 12/31 /04 1/1/97 — 12/31/04 CRYSTAL D. REMINGTON NOTARY PUBLIC WASHINGTON COUNTY, ARKANSAS COMMISSION N 12364770 MY COMMISSION EXPIRES 2.8.2028 r . 0 -__ Exhibit "C" AFFIDAVIT OF DESTRUCTION OF DISTRICT COURT RECORDS I, 1:ulto Sf oc. <[_L ( I, , do hereby certify that the following records of the Fayetteville District Court have been retained for at least three (3) years as specified under Ark. Code Ann. §16-10-211, and have been audited as required by law. The records listed below, covering the time period stated, are to be destroyed on / 20L6 by shredding said records. TYPE OF RECORD •TIME PERIOD Officer copy ticket books 2006 Hot Check affidavits 2005 Public Service & Commitment Complete 2006 District Court Clerk j Subscribed and Sworn to me this day ot• Public CRYSTAL 0. REMINGTON NOTARY PUBLIC WASHINGTON COUNTY. ARI4ANSAS COMMISSION H 12364770 MY COMMISSION EXPIRES 2.8.2018