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Home My WebLink About226-18 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 226-18 File Number: 2018-0599 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVIT PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS CODE RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER CITY 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 and other City records identified in the affidavit attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. PASSED and APPROVED on 11/8/2018 Approved; Page 1 Attest: Sondra E. Smith, City ClerkTreasurer r� PrAb..'`i,s'" .' _ . t AYiTTEVILL"c ' err+ 11V C o N C,,.' 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 226-18 File Number: 2018-0599 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVIT PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS CODE RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER CITY 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 and other City records identified in the affidavit attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. PASSED and APPROVED on 11/8/2018 Attest: SondraE. Smith, City ClerkTreasurer Page 1 Printed on 1119118 _ City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2018-0599 Agenda Date: 11/8/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 10 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVIT PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS CODE RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER CITY 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 and other City records identified in the affidavit attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. City of Fayetteville, Arkansas Page 1 Printed on 111912018 Gina Roberts City of Fayetteville Staff Review Form 2018-0599 Legistar File ID 11/8/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/17/2018 Submitted By Submitted Date Action Recommendation: CITY CLERK (051) Division / Department A RESOLUTION AUTHORIZING ADVANCED INFORMATION MANAGEMENT (AIM) TO DESTROY CITY RECORDS. THE RECORDS HAVE BEEN MOCROFILMED, SCANNED OR HAVE BEEN MAINTANINED FOR THE REQUIRED LENGTH OF TIME. Budget Impact: 1010.051.1510-5315.00 Account Number Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Purchase Order Number: Change Order Number: Original Contract Number: Comments: General Fund Project Title $ 1,000.00 1,000.00 $ 988.50 Previous Ordinance or Resolution # Approval Date: V20180321 CITY OF FAYETTEVILLE ARKANSAS MEETING OF NOVEMBER 8, 2018 TO: Mayor and City Council THRU: Sondra E. Smith FROM: Gina Roberts, Document Manager DATE: October 17, 2018 CITY COUNCIL MEMO SUBJECT: Advanced Information Management (AIM), Destruction of Records RECOMMENDATION: Staff recommends the destruction of records. All records recommended for destruction have been microfilmed or scanned and 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.fayettevllle-ar.gov Fayetteville, AR 72701 Page 1 of 2 2018 DOCUMENTS TO BE SHRED WITH CITY COUNCIL APPROVAL Documents Department Scanned Held for # of Years Boxes 1 2003 Vendor Files Box 23 Accounting S 6 2 Transportation Fleet Vehicle Transportation 3 Maintenance Files Prior to 2005 S 3 1999 HMR Files Accounting S 2 4 2001 HMR Files Accounting S 3 5 2002 HMR Files Accounting S 2 6 2003 HMR Files Accounting S 3 7 1999 PR Time Sheets # 1-26 Accounting S 3 8 Inspect Plans & Street Files Development Serv. S 1 from 1995-1997 7 Old Airport Corps Files 2000-2008 Transportation S 3 8 2016 Airport Copies of JE Transportation S 1 9 2004 Bids 04-01 thru 04-91 Purchasing S 2 10 2007 Bids 07-01 thru 07-79 Purchasing S 4 11 2006 Bids 06-42 thru 06-67 Purchasing S 4 12 2008 Bids 08-01 thru 08-08 Purchasing S 1 13 HMR Closed Business Dec 2009 Accounting S 2 thru Nov 2010 14 1997 Purchasing Accidents Report Purchasing S 1 15 2005 Purchasing Accidents Report Purchasing S 1 16 1991-1995 Budget Working Files Budget Held 8 17 2016 A/P P -Cards Jan -Dec Accounting S 12 18 City Investments Sheets Accounting S 1 Jan 2004 thru Dec 2005 Page 1 of 2 & Fuel -Airport 25 2002 Bank Reconciliations 26 City Daily Receipt Journal, Civil Docket, Sm Claims Aged Acct Rec Registers 27 2006, 2007 A/P Edits Register, JE Postings & Daily Cash Posting Registers Accounting S District Court Microfilmed Accounting Page 2 of 2 Boxes 2 2 1 2 1 1 1 36 Held of length of time 20 Total boxes 129 DOCUMENTS TO BE SHRED WITH CITY COUNCIL APPROVAL Documents Department Scanned Held for # of Years 19 2002 A/R Paid Invoices Accounting S 20 2003 A/R Paid Invoices Accounting S 21 2000 Bank Reconciliations Accounting S 22 2007 RFP & RFQ Purchasing S 23 2006 RFP & RFQ Purchasing S 24 2016 Daily Transaction Sheet Transportation S & Fuel -Airport 25 2002 Bank Reconciliations 26 City Daily Receipt Journal, Civil Docket, Sm Claims Aged Acct Rec Registers 27 2006, 2007 A/P Edits Register, JE Postings & Daily Cash Posting Registers Accounting S District Court Microfilmed Accounting Page 2 of 2 Boxes 2 2 1 2 1 1 1 36 Held of length of time 20 Total boxes 129 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: 1. That the documents listed in Exhibit "A" attached hereto and made apart hereof are being destroyed J by the City of Fayetteville as authorized by Fayetteville City Council Resolution No adapted on the L � day of I�XRMLW--, �. 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. Roberts, Document Manger ty Council Member, Witness Subscribed and Sworn to me, a Notary Public, this ol&of 9 My Commission Expires: D 9, D /— 'Za SEAL