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0531 • 000067 RESOLUTION NO, 531 ( #7 - 2000) A RESOLUTION AUTHORIZING THE CITY CLERK TO DESTORY SPECIFIC FINANCE AND PURCHASING DEPARTMENTS RECORDS; AND, FOR OTHER PURPOSES. WHEREAS, the City of Jacksonville Finance and Purchasing Departments have requested that specific older records as identified below be destroyed. Said records range from ten (10) to twenty (20) years old, and ACA §14 -59 -114 allows destruction of records after three (3) or seven (7) years. Maintenance of said records no longer serves the public good. WHEREAS, Susan Davitt, City Clerk, is the keeper of records for all City Departments and has executed the appropriate Affidavit for destruction of said records NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF JACKSONVILLE, ARKANSAS, THAT: SECTION ONE: The City Clerk of the City of Jacksonville, Arkansas, as keeper of the records, is hereby authorized to destroy by incineration the following specific Finance and Purchasing Departments records: BOX CODE DESCRIPTION YEAR WAREHOUSE LOCATION (GOODSELL) 15C FIN 36 GENERAL MISC. E -Z 1981 FIN 38 STREETS AND PARKS A -Z 1981 FIN 40 BANK STATEMENTS 1982 FIN 41 STREETS & PARKS BILLS 1982 FIN 42 MISC. GENERAL 1982 FIN 43 GENERAL MISC. A -I 1982 FIN 44 SANITATION BILLS & RECEIPTS 1982 FIN 45 AMBULANCE, FINANCE STATEMENTS 1982 FIN 46 MISC. FINANCE (Early 1980's) FIN 48 BANK STATEMENTS 1983 FIN 49 PARK M -Z AND JAN. —DEC. RECEIPTS 1983 FIN 50 ST., PARK, SANITATION, SALES, TAX, MISC. 1983 FIN 51 GENERAL FUNDS K -Z & DAILY RECEIPTS 1983 FIN 52 GENERAL FUND MISC. & A -J 1983 FIN 53 FINANCIAL PRINTOUTS 1983 FIN 57 FINANCIAL STATEMENTS & AMBULANCE MISC. 1983 FIN 59 GENERAL FUND — MISC. & A -J 1984 FIN 60 SANITATION FUND A -Z 1984 FIN 61 GENERAL FUND K -Z & DAILY RECEIPTS 1984 FIN 62 STREET, PARK, & SALES TAX MISC. 1984 FIN 63 BANK STATEMENTS 1984 FIN 64 AMBULANCE & FINANCIAL STATEMENT COPIES 1984 FIN 65 AMUBLANCE MISC. 1984 -1985 FIN 66 AMBULANCE MISC. 1984 -1985 FIN 67 CHECK COPIES & MISC. 1979 -1984 FIN 68 CHECK STUBS, COPIES & MISC. 1984 -1985 FIN 69 BANK STATEMENTS 1985 FIN 71 AMBULANCE AND FINANCIAL STATEMENTS 1985 FIN 72 FINANCIAL PRINTOUTS 1985 FIN 73 GENERAL J -Z 1985 FIN 74 PARK M -Z & JAN. -DEC. RECEIPTS 1985 FIN 75 SANITATION & SALES TAX 1985 000008 RESOLUTION NO. 531 ( #7 -2000) October 5 11 - , 2000 Page Two FIN 76 GENERAL A -I 1985 FIN 78 SALES TAX I -Z, STREET A -Z, SANITATION A -Z & GAS REPORTS 1986 FIN 79 BANK STATEMENTS 1986 FIN 81 FINANCE A -C, AMBULANCE 1983 -1986 FIN 82 FINANCE D -Z 1986 FIN 83 AMBULANCE 1978 -1981 FIN 84 LEDGERS 1986 FIN 85 PARK A -Z 1986 FIN 86 AMBULANCE 1986 -1987 PURCH 8 P.O.'S BID MISC. 1979 PURCH 9 P.O.'S BID MISC. 1980 PURCH 10 P.O.'S BID MISC. 1981 PURCH 11 P.O.'S BID MISC. 1982 PURCH 12 P.O.'S BID MISC. 1983 -1984 PURCH 13 PURCHASE ORDERS, BID ENVELOPES, ACCIDENT REPORTS 1985 -1986 OLD CITY HALL —109 SOUTH SECOND STREET FIN 87 GENERAL A -Z 1988 FIN 88 GENERAL H -Z, STREET A -N 1988 FIN 89 BANK STATEMENTS 1988 FIN 91 BANK STATEMENTS 1989 FIN 93 GENERAL N -Z, SANITATION A =Z, GENERAL FD REC. 1987 FIN 94 BANK STATEMENTS 1987 FIN 96 GENERAL LEDGERS 1987 FIN 98 GENERAL FD REC; STREET, SALES TAX, SAN. PARK A -Z 1987 -1988 FIN 99 GENERAL FUND A -M 1987 FIN 101 STREET, PARK A -Z, CHECKS 1987 FIN 102 GENERAL LEDGER & RECEIPTS 1988 FIN 104 AMBULANCE RECORDS 1988 MISCELLANEOUS 1986-1987 FIN 108 STREET, PARK, SANITATION, INSURANCE FUND, SALES TAX 1989 FIN 109 GENERAL G -Z, PARK RECEIPTS 1989 FIN 110 GENERAL A -F, GAS SUMMARIES & MISC. (Mid 1980's) FIN 113 AMBULANCE COLLECTIONS 1989 FIN 115 GENERAL LEDGERS 1987 -1989 FIN 116 AMBULANCE MEMBERSHIP INSURANCE 1987 -1989 FIN 118 GENERAL FUND VENDOR FILES O -Z, MISC. FILES, STREET A -Z VENDOR FILES, SANITATION A -Z VENDOR FILES, RESIDENTIAL HOUSING PROCEEDS FUNDS (RMPE) 1986 -1989 FIN 119 PAYABLES, MISC. ACCTS, G/F TIME SHEET, BANK RECONCILIATIONS, DEPT. EXPENSES, GENERAL RECEIPTS (JAN -DEC). 1989 FIN 120 FINANCIAL RECORDS /SENATE BILL 89(S89) 1982 FIN 121 PARK FUND A -Z VENDOR FILES (Mid 1980's) FIN 133 RECEIPTS 1989 TAXES 1982 -1989 PURCH 14 P.O.'S BID MISC. 1988 -1989 SECTION TWO: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of said conflict. 000009 RESOLUTION NO. 531 ( #7 -2000) October 54h , 2000 Page Two APPROVED AND ADOPTED THIS r7 DAY OF OCTOBER, 2000. •••• l k its..• MAYOR TOMMY SW • M ATTEST: �.ch114�ks�_ti AIL al SUSA DAVITT, CITY 1 p APP IV: D A TO Fri : 19 As • ROGER E. BAMBU3 ORNEY AFFIDAVIT STATE OF ARKANSAS) 000010 COUNTY OF PULASKI ) KNOW ALL BY THESE PRESENT: My name is Susan Davitt, and I serve as the Jacksonville City Clerk. As such, I am the keeper of all records for the City of Jacksonville, Arkansas. I have been requested by the City's Finance and Purchasing Departments to destroy the files described on the attached document. Said records have been held far beyond the required period as authorized by ACA §14-59-114 and shall be destroyed by means of incineration. These statements are true and correct to the best of my knowledge and are hereby stated under oath. Stated this ..nw day of October, 2000. a SUSAN ill AVITT, Ci Clerk '(, , state that I currently serve as an elected member of the City Council of the City of Jacksonville, Arkansas. I concur with the above information as stated by the City Clerk and approve of destruction of the records identified on the attached document. Stated this 03' day of October, 2000. `! Council Member ACKNOWL 1G INT STATE OF ARKANSAS ) COUNTY OF PULASKI ) Before me, a Notary Public in and for said State and County, personally came Susan Davitt, City Clerk and 1.11pd,1{ -( . ■ 0;1/4,6rm , Council Member, to me well known to be the individuals named in the foregoing Affidavit, and acknowledged and verified that they had executed the attached statement for the purposes and truths stated therein. IN WITNESS WHEREOF, I hereunto set my hand and affix my official seal this j _ day of October, 2000. NOTARY PUBLIC Cn c a.-- My Commission Expires: "OFFICIAL SEAL" Melanie Green Notary Public. State of Arkansas County of Lonoke My Commission Exp. 09/27/2009 • FINANCE AND PURCHASING DEPARTMENTS 000011 REQUEST FOR DESTRUCTION RECORDS BOX CODE DESCRIPTION YEAR WAREHOUSE LOCATION (GOODSELL) 15C FIN 36 GENERAL MISC. E -Z 1981 FIN 38 STREETS AND PARKS A -Z 1981 FIN 40 BANK STATEMENTS 1982 FIN 41 STREETS & PARKS BILLS 1982 FIN 42 MISC. GENERAL 1982 FIN 43 GENERAL MISC. A -I 1982 FIN 44 SANITATION BILLS & RECEIPTS 1982 FIN 45 AMBULANCE, FINANCE STATEMENTS 1982 FIN 46 MISC. FINANCE (Early 1980's) FIN 48 BANK STATEMENTS 1983 FIN 49 PARK M -Z AND JAN. —DEC. RECEIPTS 1983 FIN 50 ST., PARK, SANITATION, SALES, TAX, MISC. 1983 FIN 51 GENERAL FUNDS K -Z & DAILY RECEIPTS 1983 FIN 52 GENERAL FUND MISC. & A -J 1983 FIN 53 FINANCIAL PRINTOUTS 1983 FIN 57 FINANCIAL STATEMENTS & AMBULANCE MISC. 1983 FIN 59 GENERAL FUND — MISC. & A -J 1984 FIN 60 SANITATION FUND A -Z 1984 FIN 61 GENERAL FUND K -Z & DAILY RECEIPTS 1984 FIN 62 STREET, PARK, & SALES TAX MISC. 1984 FIN 63 BANK STATEMENTS 1984 FIN 64 AMBULANCE & FINANCIAL STATEMENT COPIES 1984 FIN 65 AMUBLANCE MISC. 1984 -1985 FIN 66 AMBULANCE MISC. 1984 -1985 FIN 67 CHECK COPIES & MISC. 1979 -1984 FIN 68 CHECK STUBS, COPIES & MISC. 1984 -1985 FIN 69 BANK STATEMENTS 1985 FIN 71 AMBULANCE AND FINANCIAL STATEMENTS 1985 FIN 72 FINANCIAL PRINTOUTS 1985 FIN 73 GENERAL 3-Z 1985 FIN 74 PARK M -Z & JAN. -DEC. RECEIPTS 1985 FIN 75 SANITATION & SALES TAX 1985 FIN 76 GENERAL A -I 1985 FIN 78 SALES TAX I -Z, STREET A -Z, SANITATION A -Z & GAS REPORTS 1986 FIN 79 BANK STATEMENTS 1986 FIN 81 FINANCE A -C, AMBULANCE 1983 -1986 FIN 82 FINANCE D -Z 1986 FIN 83 AMBULANCE 1978 -1981 FIN 84 LEDGERS 1986 • 000012 FIN 85 PARK A -Z 1986 FIN 86 AMBULANCE 1986 -1987 PURCH 8 P.O.'S BID MISC. 1979 PURCH 9 P.O.'S BID MISC. 1980 PURCH 10 P.O.'S BID MISC. 1981 PURCH 11 P.O.'S BID MISC. 1982 PURCH 12 P.O.'S BID MISC. 1983 -1984 PURCH 13 PURCHASE ORDERS, BID ENVELOPES, ACCIDENT REPORTS 1985 -1986 OLD CITY HALL —109 SOUTH SECOND STREET FIN 87 GENERAL A -Z 1988 FIN 88 GENERAL H -Z, STREET A -N 1988 FIN 89 BANK STATEMENTS 1988 FIN 91 BANK STATEMENTS 1989 FIN 93 GENERAL N -Z, SANITATION A =Z, GENERAL FD REC. 1987 FIN 94 BANK STATEMENTS 1987 FIN 96 GENERAL LEDGERS 1987 FIN 98 GENERAL FD REC; STREET, SALES TAX, SAN. PARK A -Z 1987 -1988 FIN 99 GENERAL. FUND A -M 1987 FIN 101 STREET, PARK A -Z, CHECKS 1987 FIN 102 GENERAL LEDGER & RECEIPTS 1988 FIN 104 AMBULANCE RECORDS 1988 MISCELLANEOUS 1986 -1987 FIN 108 STREET, PARK, SANITATION, INSURANCE FUND, SALES TAX 1989 FIN 109 GENERAL G -Z, PARK RECEIPTS 1989 FIN 110 GENERAL A -F, GAS SUMMARIES & MISC. (Mid 1980's) FIN 113 AMBULANCE COLLECTIONS 1989 FIN 115 GENERAL LEDGERS 1987 -1989 FIN 116 AMBULANCE MEMBERSHIP INSURANCE 1987 -1989 FIN 118 GENERAL FUND VENDOR FILES O -Z, MISC. FILES, STREET A-Z VENDOR FILES, SANITATION A -Z VENDOR FILES, RESIDENTIAL HOUSING PROCEEDS FUNDS (RMPE) 1986 -1989 FIN 119 PAYABLES, MISC. ACCTS, G/F TIME SHEET, BANK RECONCILIATIONS, DEPT. EXPENSES, GENERAL RECEIPTS (JAN -DEC). 1989 FIN 120 FINANCIAL RECORDS /SENATE BILL 89(S89) 1982 FIN 121 PARK FUND A -Z VENDOR FILES (Mid 1980's) FIN 133 RECEIPTS 1989 TAXES 1982 -1989 PURCH 14 P.O.'S BID MISC. 1988 -1989 2