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Home My WebLink AboutOrdinance 6599-s' f►Ytrrfi r 54RA�1 nS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6599 File Number: 2022-0723 AMEND §31.30 OFFICE OF CITY CLERK - TREASURER: AN ORDINANCE TO AMEND §31.30 OFFICE OF CITY CLERK - TREASURER (C) DUTIES TO EXPAND AND CLARIFY THE CITY CLERK'S CUSTODIAL AND DESTRUCTION OF CITY RECORDS DUTIES WHEREAS, A.C.A. §14-43-506 Duties of City Clerk (a) provides that the City Clerk "shall have the custody of all the laws and ordinances of the city..."; and WHEREAS, the Fayetteville City Clerk Treasurer is the proper elected official to also have official custody of all ordinances, resolutions, contracts approved by ordinances, resolutions or through the Agenda and Non -Agenda process, minutes and agendas of City Council meetings, all documents within the City Council Agenda packets, Statements of Financial Interest of City Officials, Records of the Police and Fire Pension Boards, and internal documents or records of the City Clerk Treasurer's Office; and WHEREAS, the City Clerk has historically conducted destructions of documents pursuant to the Retention Schedule for the City of Fayetteville and state laws when approved by City Council Resolution for destruction. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby amends §31.30 (C) Duties of the Fayetteville Code by enacting new subsections (C)(3) and (C)(4) as follows: "(C)(3) The City Clerk Treasurer shall be and is the official custodian of all of the following city Page 1 Printed on 917122 Ordinance: 6599 File Number: 2022-0723 documents: (a) Laws and ordinances of the City, including the City of Fayetteville Code of Ordinances; (b) Resolutions of the City Council; (c) Contracts approved by City Council Resolution, Ordinance or through the agenda and non -agenda approval process; (d) Documents within the City Council Agenda Packets; (e) Minutes and Agendas of the City Council meetings; (f) Statements of Financial Interest for City Officials; (g) Records of the Police and Fire Pension Boards; (h) All internal documents or records of the City Clerk - Treasurer's Office. (4) The City Clerk - Treasurer is empowered and authorized to oversee the destruction of city records pursuant to state law, particularly A.C.A. § 14-59-114, and any amendments thereto, when authorized by City Council Resolution." PASSED and APPROVED on 9/6/2022 Attest: s��rRK T ••h�. • .•�S U: F-AYETTEVILU::�'= Kara Paxton, City Clerk Treasurer .� Page 2 Printed on 917122 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2022-0723 Agenda Date: 9/6/2022 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Ordinance Agenda Number: C.5 AMEND §31.30 OFFICE OF CITY CLERK - TREASURER: AN ORDINANCE TO AMEND §31.30 OFFICE OF CITY CLERK - TREASURER (C) DUTIES TO EXPAND AND CLARIFY THE CITY CLERK'S CUSTODIAL AND DESTRUCTION OF CITY RECORDS DUTIES WHEREAS, A.C.A. § 14-43-506 Duties of City Clerk (a) provides that the City Clerk "shall have the custody of all the laws and ordinances of the city..."; and WHEREAS, the Fayetteville City Clerk Treasurer is the proper elected official to also have official custody of all ordinances, resolutions, contracts approved by ordinances, resolutions or through the Agenda and Non -Agenda process, minutes and agendas of City Council meetings, all documents within the City Council Agenda packets, Statements of Financial Interest of City Officials, Records of the Police and Fire Pension Boards, and internal documents or records of the City Clerk Treasurer's Office; and WHEREAS, the City Clerk has historically conducted destructions of documents pursuant to the Retention Schedule for the City of Fayetteville and state laws when approved by City Council Resolution for destruction. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby amends §31.30 (C) Duties of the Fayetteville Code by enacting new subsections (C)(3) and (C)(4) as follows: "(C)(3) The City Clerk Treasurer shall be and is the official custodian of all of the following city documents: (a) Laws and ordinances of the City, including the City of Fayetteville Code of Ordinances•, (b) Resolutions of the City Council; (c) Contracts approved by City Council Resolution, Ordinance or through the agenda and non -agenda approval process; (d) Documents within the City Council Agenda Packets; (e) Minutes and Agendas of the City Council meetings; (f) Statements of Financial Interest for City Officials; (g) Records of the Police and Fire Pension Boards; (h) All internal documents or records of the City Clerk - Treasurer's Office. City of Fayetteville, Arkansas Page 1 Printed on 91712022 File Number: 2022-0723 (4) The City Clerk - Treasurer is empowered and authorized to oversee the destruction of city records pursuant to state law, particularly A.C.A. § 14-59-114, and any amendments thereto, when authorized by City Council Resolution." City of Fayetteville, Arkansas Page 2 Printed on 91712022 Kara Paxton Submitted By City of Fayetteville Staff Review Form 2022-0723 Legistar File ID 9/6/2022 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 8/9/2022 CITY CLERK (051) Submitted Date Division / Department Action Recommendation: Amend §31.30 Office of City Clerk -Treasurer to expand and clarify the City Clerk Treasurer's Custodial and Destruction of City Records Duties. Budget Impact: Account Number Fund Project Number Project Title Budgeted Item? No 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: V20210527 Previous Ordinance or Resolution # Approval Date: —� CITY OF FAYETTEVILLE ARKANSAS MEETING OF September 6, 2022 TO: Mayor and City Council THRU: Kara Paxton, City Clerk Treasurer FROM: Christine Rea, Document Manager DATE: 08/09/2022 SUBJECT: Amend §31.30 Office of City Clerk - Treasurer CITY COUNCIL MEMO RECOMMENDATION: Amend §31.30 Office of City Clerk -Treasurer to expand and clarify the City Clerk Treasurer's Custodial and Destruction of City Records Duties. BACKGROUND: The City Clerk -Treasurer's office has been tasked with completing the process of destroying City records once approval is received from City Council. By amending this section of code will provide clarity to the duties that have been placed on our office. DISCUSSION: The City Clerk -Treasurer's office is requesting to amend the code to ensure that the duties that have been placed on our office by the City of Fayetteville and the State of Arkansas are reflected in the city code. BUDGET/STAFF IMPACT: None Attachments: City Council Memo Staff Review Form Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 ORDINANCE NO. AN ORDINANCE TO AMEND §31.30 OFFICE OF CITY CLERK — TREASURER (C) DUTIES TO EXPAND AND CLARIFY THE CITY CLERK'S CUSTODIAL AND DESTRUCTION OF CITY RECORDS DUTIES WHEREAS, A.C.A. § 14-43-506 Duties of City Clerk (a) provides that the City Clerk "shall have the custody of all the laws and ordinances of the city..."; and WHEREAS, the Fayetteville City Clerk Treasurer is the proper elected official to also have official custody of all ordinances, resolutions, contracts approved by ordinances, resolutions or through the Agenda and Non -Agenda process, minutes and agendas of City Council meetings, all documents within the City Council Agenda packets, Statements of Financial Interest of City Officials, Records of the Police and Fire Pension Boards, and internal documents or records of the City Clerk Treasurer's Office; and WHEREAS, the City Clerk has historically conducted destructions of documents pursuant to the Retention Schedule for the City of Fayetteville and state laws when approved by City Council Resolution for destruction. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby amends §31.30 (C) Duties of the Fayetteville Code by enacting new subsections (C)(3) and (C)(4) as follows: "(C)(3) The City Clerk Treasurer shall be and is the official custodian of all of the following city documents: (a) Laws and ordinances of the City, including the City of Fayetteville Code of Ordinances; (b) Resolutions of the City Council; (c) Contracts approved by City Council Resolution, Ordinance or through the agenda and non -agenda approval process; (d) Documents within the City Council Agenda Packets; (e) Minutes and Agendas of the City Council meetings; (f) Statements of Financial Interest for City Officials; (g) Records of the Police and Fire Pension Boards; (h) All internal documents or records of the City Clerk — Treasurer's Office. (4) The City Clerk — Treasurer is empowered and authorized to oversee the destruction of city records pursuant to state law, particularly A.C.A. §14-59-114, and any amendments thereto, when authorized by City Council Resolution." PASSED and APPROVED this APPROVED: LIONELD JORDAN, Mayor day of , 2022. ATTEST: KARA PAXTON, City Clerk/Treasurer