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Home My WebLink About242-21 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 242-21 File Number: 2021-0725 BIG BEAR SHREDDING: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS 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 affidavits attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. PASSED and APPROVED on 10/5/2021 Page 1 Printed on 1016121 Resolution: 242-21 File Number: 2021-0725 ``,�Ilitllllll/I// Approve Attest: G\TY pXI.1p, , • 'r^ S F TTEVILLE Lioneld Joayor Kara Paxton. City Clerk Treasure,y�•:9 pS •;� .1141 Page 2 Printed on 10/6/21 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0725 Agenda Date: 10/5/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.10 BIG BEAR SHREDDING: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS 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 affidavits 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 101612021 Christina Rea Submitted By City of Fayetteville Staff Review Form 2021-0725 Legistar File ID 10/5/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 9/14/2021 CITY CLERK (051) Submitted Date Division / Department Action Recommendation: A RESOLUTION AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS CODE RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER CITY RECORDS Budget Impact: 1010.051.1510-5315.00 Account Number Project Number General Fund Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? No Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Purchase Order Number: Change Order Number: Original Contract Number: Comments: Fund Project Title $ 2,000.00 $ 132.31 $ 1867.69 $ 0.00 1,867.69 Previous Ordinance or Resolution # Approval Date: V20210527 CITY OF FAYETTEVILLE ARKANSAS w MEETING OF OCTOBER 5, 2021 TO: Mayor and City Council THRU: Kara Paxton FROM: Christine Rea, Document Manager DATE: September 14, 2021 SUBJECT: Big Bear Shredding, Destruction of Records CITY COUNCIL MEMO 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.fayetteville-ar.gov Fayetteville, AR 72701 MEARIPA SHREDDING September 7, 2021 City of Fayetteville Christine Rea 101 N Rock St� Fayetteville AR, 72701 Estimate 1: Description of Service Fee to COF Expected qty Extended Onsite Trip Fee $100.00 Per Trip 1 Trip $100.00 NAID AAA Certified Onsite Shredding $150.00 Per Hour 3 Hours $450.00 (Including rolled and boxed documents) Total $550.00 • ESTIMATE ONLY — INVOICE WILL REFLECT ACTUAL HRS, FEES, ETC. Computer Recycling Center will make every effort to communicate any/all changes to this estimate as more information becomes available. Additional Notes Due to the nature of the business Computer Recycling Center from time to time may receive various items that are hazardous or not listed in this Proposal where proper disposition and recycling will incur additional costs to Computer Recycling Center and potentially in turn the customer. If this should occur Computer Recycling Center will note these items and inform customer primary contact prior to processing and/or billing. / �----_. Approved by (Print Name & Title) Approve by (Si ature) Approved Date 528 N. Prince Lane, Springfield, MO 65802 Phone (417) 657-4733 www.BigBearShredding.com AFFIDAVIT OF DESTRUCTION OF CITY OF FAVETTEVILLE RECORDS STATE OF ARKANSAS ) ) SS: COUNTY OF WASHINGTON ) 1, Christine Rea, 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 by the City of Fayetteville as authorized by Fayetteville City Council Resolution No WYZ_ adopted on the �6- day of A4- Abg r- . 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. Christi Rea, Document Manger J��r City Council Member, Witness Subscribed and Sworn tome, a Notary Public, thisday of V,ann2 / My Commission Expires: �1' SEAL AFFIDAVIT OF DESTRUCTION OF CITY OF FAYETTEVILLE RECORDS STATE OF ARKANSAS ) ) SS: COUNTY OF WASHINGTON ) 1, Christine Rea, 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 by the City of Fayetteville as authorized by Fayetteville City Council Resolution No.o� VA adopted on the_,5 day of 0 1 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. Christine Rea, Document Manger City Council Member fitness Subscribed and Sworn tome, a Notary Public. this,�Wday of oaf . My Commission Expires SEAL E N wa- , "W"M GA #12�9 v °c, r10TAq y�fo• ® °<= "'UBLIG i •F/ R, a 2021 DOCUMENTS TO BE SHREDDED WITH COUNCIL APPROVAL DOCUMENTS DEPARTMENT SCANNED/MICROFILMED HELD #BOXES 1 1984-2000 PUBLIC WORKS DIRECTOR PUBLIC WORKS YES 2 2001 BANK RECORDS ACCOUNTING YES 3 2018 PURCHASING RFQ ACCOUNTING YES 4 2017 JE DEC 2016 & JAN-MAR 2017 ACCOUNTING YES 5 2017 JE APR-AUG ACCOUNTING YES 6 2017 JE FEB-JUN ACCOUNTING YES 7 2006-2007 FIXED ASSESTS ACCOUNTING YES 9 11/27/13-7/25/14 A/P PAYMENT BALANCING REPORT ACCOUNTING YES 9 2013 VENDOR EDIT REPORT ACCOUNTING YES 10 2011 JAN-DEC CASH SHEETS ACCOUNTING NO HELD 11 1993 ACCOUNTING RECIEVEABLE / INV ACCOUNTING YES 12 2000 AIRPORT PFC'S AIRPORT YES 16 2016 CITY CLERK CONTRACTS CITY CLERK YES 17 1999-2002 MEETING CALENDARS CITY CLERK YES 1a 1996 COURT FILE LISTINGS OUTSTANDING BONDS DISTRICT COURT NO HELD 19 2006 COUNTY ADJUSTMENT JOURNAL DISTRICT COURT YES 20 1999 COURT FILES -PAID IN FULL DISTRICT COURT YES 21 2002 COUNTY ADJUSTMENTS DISTRICT COURT YES 22 2009 DUPLICATE VENDOR FILES A-Z FIRE YES 23 2010 DUPLICATE VENDOR FILES A-Z FIRE YES 24 2001 TERMINATED EMPLOYEE FILES S-Z HR YES 25 2001 TERMINATED EMPLOYEE FILES A -MAUL HR YES 26 2000 TERMINATED EMPLOYEE FILES J-R HR YES 27 1999 TERMINATED EMPLOYEE FILES H-RH HR YES 28 1999 TERMINATED EMPLOYEE FILES R-Z HR YES 29 2001 TERMINATED EMPLOYEE FILES A-1 HR YES 3o 2018 RFQ BIDS 18-01 THRU 18-43 PURCHASING YES 31 RFP 17-03 THRU 17-10 PURCHASING YES 32 2018 RFD 18-01 PURCHASING YES 1 1 1 1 1 1 1 1 1 4 1 1 1 1 1 1 1 1 2 2 1 1 1 1 1 1 1 1 1 2021 DOCUMENTS TO BE SHREDDED WITH COUNCIL APPROVAL DOCUMENTS DEPARTMENT SCANNED/MICROFILMED HELD #BOXES 33 2005 RFP 05-17 PURCHASING YES 1 34 2005 RFD 05-19 PURCHASING YES 1 35 2019 VEHICLE INSPECTION REPORTS TRANSPORTATION YES 1 36 2000 W/S WORK ORDERS (WATER) A-Z WATER & SEWER YES 1 37 2004 W/S WORK ORDERS (WATER) M-Z WATER & SEWER YES 1 3a 2006 W/S WORK ORDERS (WATER) A-M WATER & SEWER YES 1 39 1999 W/S WORK ORDERS (WATER)A-Z WATER & SEWER YES 1 4o 2006 W/S WORK ORDERS (WATER) N-Z WATER & SEWER YES 1 41 2002 W/S WORK ORDERS (WATER) WATER & SEWER YES 1 42 1998 W/S DAILY REPORTS WATER & SEWER YES 1 43 2002 W/S WORK ORDERS (WATER) WATER & SEWER YES 1 44 2001 W/S WORK ORDERS (WATER) T-Z WATER & SEWER YES 1 45 2000 W/S WORK ORDERS (WATER) A-Z WATER & SEWER YES 1 46 2002 W/S WORK ORDERS (WATER) A-Z WATER & SEWER YES 2 47 1999 W/S WORK ORDERS (WATER) S-Z WATER & SEWER YES 1 4a 2001 W/S WORK ORDERS (WATER) A-Z WATER & SEWER YES 1 49 1993-1997 CLOSED CONTRACT FILES INTERNAL AUDITOR YES 1 51 2003 INSURANCE BILLING HR YES 1 52 2006 W/S WORK ORDERS A-Z WATER & SEWER YES 1 53 2003 W/S WORK ORDERS A-Z WATER & SEWER YES 1 55 BOXES APPROX 17 BOXES @ 100 ROLLED DRAWINGS 13 2017, 2015 & PRIOR TO 2007 BUILDING SAFTEY DRAWINGS BUILDING SAFTEY YES PER BOX 'y"F14INGTON COUNTY COURT 2011 SEP 14 PH 12: 52 AFFIDAVIT OF DESTRUCTION OF FAYETTEVILLE DISTRICT COURT RECORDS I, Dena Stockalper, do hereby certify that the following records of the Fayetteville District Court, have been retained for at least ten (7) 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 by shredding said records. TYPE OF RECORD TIME PERIOD Settled Small Claims and Civil Files 1/1/2008 - 12/31/2013 Show cause orders l/1/2008 - 12/31/2013 Arrest reports and affidavits l/l/2008 - 12/31/2013 Dena Stockalper, Chie Jerk City Council Members Subscribed and S m to me this t*- day of Jj�—' , 2021. Notary Public fATEg6•., BETH LEDBETTER :: �*• = MY COMMISSION # 1235070® i nwuc �' EXPIRES: October 10. 2026 Washington County AFFIDAVIT OF DESTRUCTION OF FAYETTEVILLE DISTRICT COURT RECORDS f,:,5;i1UTJ'! COUNTY uiS -T COURT w'FF'ARTMENT 1011 SEP 14 PM 12: 52 I, Dena Stockalper, 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 by shredding said records. TYPE OF RECORD Receipts and Deposit Records Deposits Records Payroll records Police Tickets books Purged warrants Misc. Clerk files Distribution reports Alternative service/Community Service sheets Receipts and disbursement journals Misc. reports Time payment records Citations books Miscellaneous fee and fine report TIME PERIOD 1/1/2010 - 12/31/2017 1/1/2010 — 12/31/2017 1/l/2010 - 12/31/2017 1 /l /2010 - 12/31/2017 1/1/2010 - 12/31/2017 1/1/2010- 12/31/2017 1/1/2010- 12/31/2017 1/1/2010- 12/31/2017 1/1/2010 - 12/31/2017 1 /1 /2010 - 12/31/2017 1/1/2010 - 12/31/2017 /2010 - 12/31/2017 1/1 010 - 12/31 ��17 /` --- %]ra StpekatM Chief C (Casey) Jones City Council Members Subscribed and Sworn to me this 1� day of , 2021. A,o* Notary Public ?;¢-.; BETH LEDBETTER J r.arNn': s MY COMMISSION # 12350709 EXPIRES: October 10, 2025 Washington County INVOICE Invoice Date 10/29/2021 Invoice # 14288 Account # 3826 TO: City of Fayetteville Arkansas Attn: Christine Rea 101 W Rock St Fayetteville, AR 72701 EARIG� SHREDDING 528 N Prince Ln Springfield, MO 65802 www. BigBearShredding.com (417) 65-SHRED For Shredding Services Performed 1012912021 per our Work Order Number SGF9405 at 176 S Church Ave Fayetteville, AR 72701 for City of Fayetteville Arkansas Office qty Item Unit Price Price 6 Bins 96 Gallon Shredded 1 Service Discount - City of Fayetteville @ $70.00 $420.00 @-$252.50-$252.50 Subtotal $167.50 Fuel Surcharge $0.00 Tax $0.00 Total Due $167.50 All invoices from Big Bear Shredding LLC are due NET 30 DAYS from date of invoice and are subject to complete Terms and Conditions published at www.BigBearShredding.com I� CERTIFICATE OF DESTRUCTION BIG BEAR SHREDDING LLC DESTRUCTION OF THE RECORDS, FILES, OR SECURE DESTRUCTION COLLECTION CONTAINER CONTENTS LISTED BELOW WAS ACCOMPLISHED BY MEANS OF SHREDDING TO PARTICLES INCAPABLE OF RECONSTRUCTION BY NORMAL MEANS IN FULL COMPLIANCE WITH ALL KNOWN FEDERAL, STATE, OR LOCAL LEGAL REQUIREMENTS. IT IS FURTHER CERTIFIED THAT CONFIDENTIALITY OF ALL RECORDS, DATA, OR DATA -BEARING DEVICES WAS MAINTAINED FROM TIME OF RECEIVING CUSTODY UNTIL PHYSICAL DESTRUCTION. BIG BEAR SHREDDING LLC IS AAA CERTIFIED BY NAID; THE NATIONAL ASSOCIATION FOR INFORMATION DESTRUCTION AND IS IN COMPLIANCE WITH ALL APPLICABLE NAID STANDARDS. DESTRUCTION COMPLETED FOR: CITY OF FAYETTEVILLE ARKANSAS CITY OF FAYETTEVILLE ARKANSAS OFFICE 176 S CHURCH AVE FAYETTEVILLE, AR 72701 WORK ORDER #: SGF9405 /aA SIG UMMAWILUP MEAR PA SHREDDING www.BigBearShredding.co THE FOLLOWING WERE EMPTIED WITH CONTENTS SECURELY DESTROYED ON THURSDAY, OCTOBER 28, 2021 SHREDDED MATERIAL(S) TIME STD EXEC MINI STD CONSOLE CONSOLE CONSOLE BOX CLIENT APPROVAL WAS SIGNED FOR BY: A( Christine DBL 64 G 96 G BOX BIN BIN TECHNICIAN 6 CL001 LE CERTIFIED BY BIG BEAR SHREDDING LLC WE PROUDLY RECYCLE! / EVERY TON OF SHREDDED PAPER RECYCLED / 117 SAVES 17 TREES. Clayton Leroy INVOICE Invoice Date 10/28/2021 Invoice # 14268 Account # 3826 �EAR� SHREDDING 528 N Prince Ln Springfield, MO 65802 www.BigBearShredding.com (417) 65-SHRED TO: City of Fayetteville Arkansas Attn: Christine Rea 101 W Rock St Fayetteville, AR 72701 For Shredding Services Performed 1012812021 per our Work Order Number SGF9283 at 101 W Rock St Fayetteville, AR 72701 for City of Fayetteville Arkansas Office z Item Unit Price Price 19 Double Boxes Shredded 5 Bins 96 Gallon Shredded 1 Service Discount - City of Fayetteville @ $15.00 $285.00 @ $70.00 $350.00 @-$252.50-$252.50 Subtotal $382.50 Fuel Surcharge $0.00 Tax $0.00 Total Due $382.50 All invoices from Big Bear Shredding LLC are due NET DAYS from date of invoice and are subject to complete Terms and Conditions published at www,BigBearShredding.com CERTIFICATE OF DESTRUCTION BIG BEAR SHREDDING LLC DESTRUCTION OF THE RECORDS, FILES, OR SECURE DESTRUCTION COLLECTION CONTAINER CONTENTS LISTED BELOW WAS ACCOMPLISHED BY MEANS OF SHREDDING TO PARTICLES INCAPABLE OF RECONSTRUCTION BY NORMAL MEANS IN FULL COMPLIANCE WITH ALL KNOWN FEDERAL, STATE, OR LOCAL LEGAL REQUIREMENTS. IT IS FURTHER CERTIFIED THAT CONFIDENTIALITY OF ALL RECORDS, DATA, OR DATA -BEARING DEVICES WAS MAINTAINED FROM TIME OF RECEIVING CUSTODY UNTIL PHYSICAL DESTRUCTION. BIG BEAR SHREDDING LLC IS AAA CERTIFIED BY NAID; THE NATIONAL ASSOCIATION FOR INFORMATION DESTRUCTION AND IS IN COMPLIANCE WITH ALL APPLICABLE NAID STANDARDS. DESTRUCTION COMPLETED FOR: CITY OF FAYETTEVILLE ARKANSAS CITY OF FAYETTEVILLE ARKANSAS OFFICE aA 101 W ROCK ST 7 ww-, FAYETTEVILLE, AR 72701 rM WORK ORDER #: SGF9283 MEARPA SHREDDING www.BigBearShredding.co THE FOLLOWING WERE EMPTIED WITH CONTENTS SECURELY DESTROYED ON THURSDAY, OCTOBER 28, 2021 SHREDDED MATERIAL(S) TECHNICIAN TIME STD EXEC MINI STo DEL 64 G 96 G CONSOLE CONSOLE CONSOLE BOX BOX BIN BIN CLIENT APPROVAL WAS SIGNED FOR BY: Rea 19 5 AD001 CO CERTIFIED BY BIG BEAR SHREDDING LLC WE PROUDLY RECYCLE! EVERY TON OF SHREDDED PAPER RECYCLED SAVES 17 TREES. 1`7 Clayton Leroy