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Home My WebLink About252-22 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 252-22 File Number: 2022-0965 BIG BEAR SHREDDING: 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 l l/l/2022 Page 1 Printed on 11/2/22 Resolution: 252-22 File Number: 2022-0965 Approved: Attest: ti++�:1.�i�K'�+JR FA Yr- 7TtV,� [. Kara Paxton, City C l erk Treasurer = r .,mayf� N r�� rfiNii C) Page 2 Printed on 111'2122 Christine Rea Submitted By City of Fayetteville Staff Review Form 2022-0965 Legistar File ID 11/1/2022 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/5/2022 City Clerk (051) Submitted Date Division / Department Action Recommendation: 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 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? No Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Purchase Order Number: Change Order Number: Original Contract Number: Comments: General Fund Fund Project Title $ 2,950.00 $ 117.90 2,832.10 2,832.10 V20210527 Previous Ordinance or Resolution # Approval Date: —� CITY OF FAYETTEVILLE ARKANSAS MEETING OF NOVEMBER 1, 2022 TO: Mayor and City Council THRU: Kara Paxton, City Clerk Treasurer FROM: Christine Rea, Document Manager DATE: October 5, 2022 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 VAPF MEAR SHREDDING Estimate for Shredding Services Estimate Date: 9/28/2022 Estimate Number: 1182 Customer: City of Fayetteville Arkansas attn: Jeana Marie Mathis 101 W Rock St Fayetteville, AR 72701 Shredding Location: 101 W Rock St Fayetteville, AR 72701 Estimated Materials 70 standard size boxes of paper -based records to Shred: Process: Our technicians will empty your papers into containers for immediate shredding in our mobile shredding truck. Any empty cardboard boxes will be left for your recycling. Rates: Your shredding project will be billed at a rate of $12 per standard size box and $18 per each double size box. There will be a minimum charge of $199 for the project. For Hard Drive, Tape or other destruction please request a quote. We are NAID AAA Certified for all destruction services! Terms: A Credit Card is required in advance of the project, and the card on file will be ■\� uauCol L-�(: charged when the shredding is completed. Please call our office at (417) W. Covered, so You're Coveed 65-SHRED to make payment arrangements. Scheduling: To schedule a date for this shredding project, please sign below and reply to this email. Big Bear Shredding LLC All Secure Destruction Services are performed subject to the Terms and Conditions published at www.BigBearShredding.com/Terms. Approv Please Sign and w Date Here (417) 65-SHRED BigBearShredding.com 2022 Document Destruction Big Bear Shredding -MO $12/standard box $18/large box COF has 77 small boxes = $924 Dist. Court has 15 small boxes = $180.00 3 large boxes of rolled documents = $54 Total = $1,158.00 Fuel and Recycle Surcharges along with labor charges are included in the quote. District Court boxes will be invoiced separately Big Bear is available Nov,17, 2022 or Dec 1, 2022 (they are located in Missouri but they service our area twice a month so we would like to arrange for our destruction to be held one of these days. City Clerk Document Inventory 10/4/2022 12:51:25 PM Date Division Doc Years Docs Received Storage Imaged By Retention Destr Received Received From Years Year 09/14/2022 ACCOUNTING 1997 Internal Audit Files: 1995-1997 Rock Street Document 7 2022 1 Accouning Accounting Management 09/14/2022 ACCOUNTING 2015 Fire Grants Rock Street City Clerk 3 2022 2 Accounting Accounting 09/14/2022 ACCOUNTING 2007 Closed Grants: 2003-2007 Rock Street City Clerk 3 2022 3 Accounting Accounting 09/14/2022 ACCOUNTING 1993 Fire and Police Pension Rock Street City Clerk 1 2022 4 Accounting Accounting Reconciliation: 1988-1993 09/14/2022 ACCOUNTING 2012 Closed Grants: 2008-2012 Rock Street City Clerk 3 2022 5 Accounting Accounting 09/14/2022 ACCOUNTING 2010 Closed Grants: 2007-2010 Rock Street Document 3 2022 6 Accounting Accounting Management 09/14/2022 ACCOUNTING 1988 General Pension: 1986-1988 Rock Street Document 1 2022 7 Accounting Accounting Management 09/14/2022 ACCOUNTING 2010 Closed Grants: 2006-2010 Rock Street Document 3 2022 8 Accounting Accounting Management 09/14/2022 ACCOUNTING 2011 Cash Sheets Oct -Dec Rock Street Document 1 2022 9 Accounting Accounting Management 09/14/2022 ACCOUNTING 2011 Cash Sheets July -Sept Rock Street Document 1 2022 10 Accounting Accounting Management 09/14/2022 ACCOUNTING 2011 Cash Sheets Jan -March Rock Street Document 1 2022 11 Accounting Accounting Management 09/14/2022 ACCOUNTING 2015 Cash Deposits: July -Aug Rock Street Document 4 2022 12 Accounting Accounting Management 10/03/2022 ACCOUNTING 2019 AP P-Cards Backups December 2019 Rock Street Storage Document 5 2022 13 Accounting Accounting & AP Edit Listing Management 09/15/2022 ACCOUNTING 2018 P-Card Backups - Sept 2018 Rock St Accounting 4 2022 14 Accounting Dept 09/15/2022 ACCOUNTING 2018 AP P-Card Backups - Dec 2018 Rock St Accounting 4 2022 15 Accounting Dept 09/15/2022 ACCOUNTING 2018 AP P-Card Backups - Oct 2018 Rock St Accounting 4 2022 16 Accounting Dept 09/15/2022 ACCOUNTING 1985 Misc Files Rock St Document 4 2022 17 Accounting Dept Management 09/15/2022 ACCOUNTING 2018 AP Check Backups & ACH Register Rock St Accounting 3 2022 18 Accounting Dept 4/2/2018-5/4/2018 09/15/2022 ACCOUNTING 2019 Travel & Training M-Z 2018 (Box 1) Rock St Accounting 1 2022 19 Accounting Dept Date Division Received Received From 09/15/2022 ACCOUNTING 20 Accounting Dept 09/15/2022 ACCOUNTING 21 Accounting Dept 09/15/2022 ACCOUNTING 22 Accounting Dept 09/15/2022 ACCOUNTING 23 Accounting Dept 10/04/2022 ACCOUNTING 24 Accounting Dept 10/04/2022 ACCOUNTING 25 Accounting Dept 10/04/2022 ACCOUNTING 26 Accounting Dept 09/14/2022 ADMINISTRATION 27 Administration administration 09/14/2022 ADMINISTRATION 28 Administration Dept 09/15/2022 AIRPORT 29 Airport Dept 09/14/2022 BUILDING SAFETY 30 building safety 09/14/2022 BUILDING SAFETY 31 building safety 09/14/2022 BUILDING SAFETY 32 building safety 09/14/2022 CITY CLERK 33 City Clerk City Clerk 09/14/2022 CITY CLERK 34 City Clerk City Clerk 09/14/2022 CITY CLERK 35 City Clerk City Clerk 09/14/2022 CITY CLERK 36 City Clerk City Clerk 09/27/2022 CITY CLERK 37 city clerk office 09/28/2022 CITY CLERK 38 Document Managment Document 10/03/2022 CITY CLERK 39 Library Library 09/15/2022 HUMAN RESOURCES 40 HR Dept Doc Years Docs Received Storage Imaged By Retention Destr Years Year 2019 Travel & Training M-Z 2019 (Box 2) Rock St Accounting 1 2022 2019 Travel & Training A-L 2019 Rock St Accounting 1 2022 2011 Cash Register 2011 Rock St Document 1 2022 Management 2009 Fixed Assets 2003-2009 Rock St Document 7 2022 Management 2013 2009-2013 Fixed Assets Rock St Document 7 2022 Management 2007 2006-2007 Fixed Assets & 2007 Rock St Document 7 2022 Transportation Depreciation Management 2010 2003-2010 Fixed Assets Rock St Document 7 2022 Management 1988 Kevin Crosson Misc: 1987-1988 Rock Street Kristin Rogers 3 2022 2006 Hugh Earnest 2003-2006 Misc Files Rock St Document 1 2022 Management 2007 Bid Copies Rock St Document 3 2022 Management 1980 building plans Rock St Document 1 2022 Management 1980 Building plans Rock St Document 1 2022 Management 1980 Building Plans Rock St Document 1 2022 Management 1975 Filing Board of Directors/Petitions: Rock Street City Clerk 5 2022 1965-1975 NA Old Books Rock Street NA 1 2022 NA Old Books Rock Street NA i 2022 NA Old Books Rock Street NA 2022 2020 2020 W/S EASEMENTS, MISC FILES ROCK ST DOCUMENT 2022 FROM GINA'S DESK MANAGEMENT 2017 City Clerk Contracts Rock Street Document 5 2022 Management 2007 1989-1990 COF Misc. Policy Rock Street Storage Document 5 2022 Procedures Management 1995 Medical Benefits 1988-1995 Rock St Document 2 2022 Management Date Division Received Received From 09/15/2022 HUMAN RESOURCES 41 HR Dept 09/26/2022 HUMAN RESOURCES 42 HR Dept 09/26/2022 HUMAN RESOURCES 43 HR Dept 09/27/2022 HUMAN RESOURCES 44 HR Dept 09/14/2022 HUMAN RESOURCES 45 Human Resources Human Resources 09/14/2022 HUMAN RESOURCES 46 Human Resources Human Resources 09/14/2022 PARKING ENFORCEMENT 47 Purchasing Purchasing 09/14/2022 PARKS & RECREATION 48 Alison Jumper 09/14/2022 PARKS & RECREATION 49 Alison Jumper 09/14/2022 PARKS & RECREATION 50 Alison Jumper 09/14/2022 PARKS & RECREATION 51 Alison Jumper 09/14/2022 PARKS & RECREATION 52 Alison Jumper 09/14/2022 PARKS & RECREATION 53 Alison Jumper 10/04/2022 PUCHASING 54 Purchasing Dept 09/14/2022 PUCHASING 55 Purchasing Purchasing 09/14/2022 PUCHASING 56 Purchasing Purchasing 09/14/2022 PUCHASING 57 Purchasing Purchasing 09/14/2022 PUCHASING 58 Purchasing Purchasing 09/14/2022 PUCHASING 59 Purchasing Purchasing 09/14/2022 PUCHASING 60 Purchasing Purchasing 09/14/2022 PUCHASING 61 Purchasing Purchasing Doc Years Docs Received Storage Imaged By Retention Destr Years Year 1990 Civil Service Records Rock St Document 3 2022 Management 1989 Miscellaneous police and fire civil Rock St Document 3 2022 service 1986-1989 Management 1988 Miscellaneous police and fire records Rock St Document 3 2022 1988 Management 2003 Civil Service Police Applications Rock St Document 3 2022 Management 1987 ICMA Contribution Records & Rock Street Document 20 2022 Terminated Employees: 1978-1987 Management 1991 Police and Fire Entry Level Rock Street Document 3 2022 Promotional Exams: 1989-1991 Management 2019 Purchasing Department RFQ's & Rock Street Document 3 2022 RFP's Management 1980 Maintenance Standards Rock Street City Clerk 7 2022 2002 Parks Misc/Urban Renewal Misc Rock Street Parks 3 2022 2003 Wilson Pool Project 1970-2003 Files Rock St not required 1 2022 from Connie Edmonston 2000 PRAB Minutes, Newspaper Articles Rock St not required 1 2022 1993 1993 Ordinance Copies, 1970's park Rock St not required 1 2022 land info, 2000 PRAB minutes, these 2008 Various files from Connie Edmonston Rock St not required 1 2022 office. 1998 Wilson Pool Project, 2000 2001 1999-2001 Purchasing RFQ's Rock St Document 3 2022 Management 2019 Purchasing Department RFQ's & Rock Street Document 3 2022 RFP's Management 2019 Bids 19-32 thru 19-63 Purchasing Rock Street Document 3 2022 Department Management 2018 P-Card Backups February Rock Street Document 2022 Management 2018 P-Card Backups April Rock Street Document t 2022 Management 2018 P-Card Backups May Rock Street Document 2022 Managment 2018 P-Card Backups January Rock Street Document 1 2022 Management 2018 P-Card Backups March Rock Street Document 1 2022 Management Date Division Received Received From 09/14/2022 PUCHASING 62 Purchasing Purchasing 09/14/2022 PUCHASING 63 Purchasing Purchasing 09/14/2022 PUCHASING 64 Purchasing Purchasing 09/14/2022 PUCHASING 65 Purchasing Purchasing 09/14/2022 PUCHASING 66 Purchasing Purchasing 09/14/2022 SOLID WASTE 67 Solid Waste Solid Waste 09/15/2022 TRANSPORTATION 68 Transportation Dept 09/14/2022 UTILITIES SERVICES 69 Purchasing Purchasing 09/14/2022 UTILITIES SERVICES 70 Utilities Utilities 09/14/2022 WATER & SEWER 71 water sewer Dept 09/14/2022 WATER & SEWER 72 water sewer dept 09/15/2022 WATER & SEWER 73 water sewer dept 09/15/2022 WATER & SEWER 74 water sewer dept 09/15/2022 WATER & SEWER 75 water sewer dept 09/14/2022 WATER & SEWER 76 Water Sewer Water Sewer 10/03/2022 WATER & SEWER 77 Water/Sewer Water/Sewer Doc Years Docs Received Storage Imaged By Retention Destr Years Year 2018 P-Card Backups June Rock Street Document 1 2022 Management 2018 P-Card Backups August Rock Street Document 1 2022 Management 2018 P-Card Backups & ACH Backups: Aug- Rock Street Document 1 2022 Oct Management 2018 P-Card Backups & ACH Backups: July- Rock Street Document 1 2022 Aug Management 2018 P-Card Backups & ACH Backups: July Rock Street Document 1 2022 Management 2001 Solid Waste Misc: 1988-2001 Rock Street City Clerk 10 2022 2020 Vehicle Inspections Rock ST Document 1 2022 Management 2018 P-Card Backups : May -June Rock Street Document 1 2022 Management 2000 Public Works/Charles Venable: 1992- Rock Street City Clerk 3 2022 2000 2003 Work orders Rock St Document 1 2022 Management 2006 Work Orders A-M Rock St Document 1 2022 Management 2005 Various Sewer Projects 1990-2005 Rock St Document 10 2022 Management 2005 Various Sewer Projects (Box 2) 1990- Rock St Document 10 2022 2005 Management 2006 Various Projects 1997-2006 Rock St Document 10 2022 Management 2003 W/S Work Order Pay Sheet Rock Street Document 10 2022 Management 2004 2002-2004 W/S Health Department Rock Street Storage Document 5 2022 Letters Management 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. Cods 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 1/1/20I0 - 12/31/2010 ,_ iiefClerk Judge (Cline Casey Jones District [ min Judge Li and sworn l rmv this day of ► _ , 2022 � � J Nol ry Public U�5• Mx.�h Zi. W. KWI City Council Members 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 seven (7) years as specified under Ark. Cods 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 Records and reports of court costs Fines and Fess Assessed and collected Case Files Month End Settlements Monthly distribution reports Show cause orders Case information, including arrest reports and affidavits Alternative serve and community service time sheets TIME PERIOD 1/1/2015 l/l/2015 1/1/2015 1/1/2014 l/l/2014 1/1/2012 1/1/2015 - 12/31/2015 - 12/31/2015 - 12/31/2015 - 12/31/2015 - 12/31/2012 - 12131/2015 - 12/31/2015 1/1/2008 - 12/31/2012 Dena 5 oCk linL�) Jones (C;sry District Cou Judge i -iscribed and sworn to me this _ day of .2022 No arY Public RRMOKA VMID8RWM MY COMMISSION t 12763942 EXPIRES: March v ily City Council Members Washinglan Giwny AFFIDAVIT OF DESTRUCTION OF DISTRICT COURT RECORDS I, Dena Stockalner, do hereby certify that the following records of the Washington County District Court, Fayetteville Department, have; been retained for at least three (3) years as specified under Ark. Code Ann. §16-10-211 and leave been audited as required by law. The records listed below, covering the time period stated, are to be destroyed by shredding. TYPE OF RECORD Bank reconciliations Check book registers Cancelled checks Bank statements Receipts Deposit collection records Budget packets or books Accounts payable Payroll time sheets Information concerning vacation and sick leave Month -end payroll Ticket books from each police department and sheriff's office n �scribed and swom to nc this lQ day of Not - Public RAMONAVANDEMNAAL �I MY COMMISSION # 12703902 i EXPIRES: March 22, 2020 a Washh 9w cooly 2019 and Prior District Court Clerk Judge it Isnir�i ;i cy Jones ,2022 City Council Members AFFIDAVIT OF DESTRUCTION OF CITY OF FAYETTEVILLE RECORDS STATE OF ARKANSAS ) ) SS: COUNTY OF WASHINGTON ) I, 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.�� adopted on the / day of7j/ Z,;! 0 lat . 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 S day of ��(/�pJyr►�'� BCD c}. Christine Rea, Document Manager City Council Member, Witness—' Subscribed and Sworn to me, a Notary Public, this O day of ,It Public My Commission Expires: `5 '�, 2LZ 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 101 W ROCK ST FAYETTEVILLE, AR 72701 WORK ORDER #: SGF34444 � ARIAP SIG SHREDDING www.BigBearShredding.co THE FOLLOWING WERE EMPTIED WITH CONTENTS SECURELY DESTROYED ON FRIDAY, NOVEMBER 18, 2022 SHREDDED MATERIAL(S) TIME STD EXEC MINI STD CONSOLE CONSOLE CONSOLE BOX CLIENT APPROVAL WAS SIGNED FOR BY: AT - Mathis 17 DBL 64 G 96 G BOX BIN BIN mu TECHNICIAN AD001 CO CERTIFIED BY BIG BEAR SHREDDING LLC WE PROUDLY RECYCLE! I r EVERY TON OF SHREDDED PAPER RECYCLED I , SAVES 17 TREES. Clayton Leroy 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 - 101 W RoCK ST FAYETTEVILLE, AR 72701 WORK ORDER #: SGF34965 A SHREDDING www.BigBearShredding.co THE FOLLOWING WERE EMPTIED WITH CONTENTS SECURELY DESTROYED ON FRIDAY, NOVEMBER 18, 2022 SHREDDED MATERIAL(S) TIME STD EXEC MINI STD CONSOLE CONSOLE CONSOLE BOX CLIENT APPROVAL WAS SIGNED FOR BY: Rea 62 DBL 64 G 96 G BOX BIN BIN &d TECHNICIAN AD001 CO CERTIFIED BY BIG BEAR SHREDDING LLC WE PROUDLY RECYCLE! EVERY TON OF SHREDDED PAPER RECYCLED SAVES 17 TREES. Clayton Leroy