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1418 ORDINANCE Na 1418 ( #06 - 2011) A RESOLUTION AUTHORIZING THE CITY CLERK TO DESTROY SPECIFIED CITY DEPARTMENTS RECORDS; AND, FOR OTHER PURPOSES, WHEREAS, various Departments of the City of Jacksonville have requested that old paperwork and records as specifically identified on the attached list are no longer in need and should be destroyed. Said paperwork and records are as old as Twenty-nine (29) years old, and State statute (ACA §14 -59 -114) allows destruction of records after much shorter timeframes. Continued maintenance of said records no longer serves the public good and is cost prohibitive; and, 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 ORDAINED 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 appropriate method insuring no release of confidential information on the attached list of Department files, records, and duplicates. SECTION TWO: All Ordinances or parts thereof in conflict herewith are hereby repealed to the extent of said conflict. SECTION THREE: This Ordinance shall take effect immediately upon passage and publication, as provided by and subject to the requirements of applicable law. APPROVED AND ADOPTED THIS a l u DAYOFAPRIL, 2011. le " 4 Y• R A L ' CHE ORDINANCE NO. 1418 Page Two ATTEST.' ' . SUSAN DA ' , CITY CLE' K APP'0 'E AS TO FO' a., ROBE' E. BAMBU� ORN: FILES TO BE DESTROYED - 2011 City Clerk CC 74 DAILY SUMMARY REPORTS 2000 CC 75 PURGED FILES BDS. & COMM 1999 OUTSIDE CITY FIRE PROTECTION 1993 -1999 PAID INVOICES 1999 REQUISITIONS 1995 -1998 PLANNING COMMISSION AGENDAS 1999 CITY COUNCIL AGENDAS 2000 CC 78 RECEIPT BOOKS 1999 -2000 CITY COUNCIL AGENDAS 1999 CC92 DAILY RECEIPT BOOKS 1999 Finance Department FIN 213 BOX HAS BEEN SENT TO THE HR DEPT. FIN 237 PAID PURCHASE ORDERS JAN -APRIL 2000 FIN 239 PAID PURCHASE ORDERS AUG -OCT 2000 FIN 240 PAID PURCHASE ORDERS NOV -DEC 2000 PAID A/P VOUCHERS, AT &T, SOUTHWESTERN BELL, ALLTEL 2000 MISC. PURCHASE ORDERS 1999 FIN 241 DAILY RECEIPTS JAN -JULY 2000 BANK RECONCILIATIONS, COURT FINES & FORFEITURES, ACT 1256 2000 FIN 243 ALL BANK STATEMENTS 2000 FIN 244 NP DEBIT MEMOS, CITY MECHANIC REPORTS, MISC. FUND VOUCHERS, 2000 CDBG PAID VOUCHERS AMBULANCE SERVICE: 2000 EOBS, ELECTRONIC FILING (MEDICARE & MEDICAID), HCFA 1500 & PT INVOICES, RECONCILIATION REPORTS AMBULANCE MEMBERSHIP 2000 -2001 MISC. AMBULANCE RUNS 1993 -1994 PAID & RETURN CHECKS (NR DESK) 1991 -1995 AMBULANCE MEMBERSHIP CORRESPONDENCE 1990 FIN 245 AMBULANCE PAID BILLS 2000 AMBULANCE MEMBERSHIP 1999 -2000 FIN 247 NP PAYROLL VOUCHERS: 2000 CHILD SUPPORT, LOPFI, DELTA DENTAL, MUNICIPAL HEALTH, DEBIT MEMOS, SECTION 125, MISC GENERAL, UNITED WAY, SECTION 457, PENSIONS, UNIONS, ROTH IRAS, CAMP SUCCESS, MUNICIPAL COURT FINES FIN 248 PRIVILEGE TAX RECEIPT BOOKS & ACCOUNT RECORDS 2000 AMBULANCE SERVICE ACCOUNTS 2000 AMBULANCE MEMBERSHIP ACCOUNTS 2000 AMBULANCE AUTHORIZATION FORMS 1998 -2000 AMBULANCE TRACES 1998 -2000 PR CHECK REGISTERS & DEDUCTION CHECK LISTS 1999 -2000 PR LEAVE FORMS 2000 Mayor Reid's files MOR 26 DEPARTMENT FILES 1982 MOR 27 DEPARTMENT FILES 1983 MOR 29 DEPARTMENT FILES 1984 MOR 30 CORRESPONDENCE FILES 1983 Page 1 of 4 Parks Department PR 5 REQUISTIONS 1992 PR 6 EQUIPMENT SHEETS 1998 PR 34 CASH REGISTER RECORDS 2000 PR 35 DAILY BALANCE SHEETS 1993 -1996 PR 37 DAILY BALANCE SHEETS 1999 PR 38 PATRON APPLICATIONS PR 40 CASH RECEIPTS & SUMMARIES (DUPLICATE) 2004 PR 45 DAILY RECEIPTS (DUPLICATE) 2001 LAND & WATER APPLICATIONS FOR ASSISTANCE 1991 -1993 PR 52 DAILY CASH RECEIPTS (DUPLICATE) 2002 PR 54 DAILY BALANCE SHEETS, GATE LOGS, & POOL SHEETS 2000 PR 55 TIME SHEETS (DUPLICATE) 2002 BANK DRAFTS 1999 PR 59 DAILY BALANCE SHEETS (DUPLICATE) 2002 PR 61 DAILY BALANCE SHEETS 2003 PR 64 AUGUST- JANUARY DAILY CASH RECEIPTS (DUPLICATE) 2003 -2004 PR 65 DAILY CASH RECEIPTS (DUPLICATE) 2004 PR 72 DAILY BALANCE SHEETS JAN -DEG (DUPLICATE) 2007 PR 74 CASH RECEIPTS (DUPLICATE) 2007 ' PR 78 DAILY CASH RECEIPTS (DUPLICATE) 2008 PR 80 JAN -JUN DAILY DEPOSIT BALANCE SHEETS (DUPLICATE) 2009 PR 81 JULY -DEC. DEPOSIT BALANCE SHEETS (DUPLICATE) 2009 MAY -AUG SPLASH ZONE DAILY DEPOSIT SHEETS (DUPLICATE) 2009 1 BX JAN -JUN DAILY DEPOSIT RECEIPTS (DUPLICATE) 2008 1 BX TIME SHEETS (DUPLICATE) 2006 2 BXS REQUISITIONS (DUPLICATE) 2005 1 BX DAILY RECORDS (DUPLICATE) 2006 1 1 BX DAILY BALANCE SHEETS 1998 -1999 1 BX REQUISITIONS JULY -DEC. (DUPLICATE) 2007 1 BX REQUISITIONS JAN. -MAY (DUPLICATE) 2007 1 1 BX REQUISTIONS (DUPLICATE) 2006 1 BX YEAR -TO -DATE ATTENDANCE REPORTS (DUPLICATE) 2010 1 BX MEMBERSHIP APPLICATIONS 1998 1 BX REQUISTIONS: JANUARY- MARCH (DUPLICATE) 2008 1 BX REQUISTIONS: APRIL - AUGUST (DUPLICATE) 2008 1 BX REQUISITIONS: SEPT.- DEC. (DUPLICATE) 2008 1 BX REQUISITIONS: JAN. -JUNE (DUPLICATE) 2009 1 BX REQUISITIONS: JULY -AUG. (DUPLICATE) 2009 1 BX REQUISTIONS: SEPT. -DEC. (DUPLICATE) 2009 1 BX DAILY RECEIPTS 1992 -1993 1 BX DAILY DEPOSITS SHEETS: JULY -DEC. (DUPLICATE) 2008 1 BX REQUISITIONS & RECEIVING LOGS (DUPLICATE) 2007 1 BX REQUISITIONS 2008 1 BX TIME SHEETS (DUPLICATE) 2008 PAYROLL DEDUCTIONS REPORTS UNION PACIFIC & REG. EMPLOYEE 2004 -2005 1 BX DAILY BALANCE SHEET (DUPLICATE) 2005 1 BX EMPLOYEE DEDUCTION REPORTS (DUPLICATE) 2005 TIME SHEETS (DUPLICATE) 2008 Page 2 of 4 Human Resources Department 1 BX JOB APPLICATIONS 2008 - 0812009 1 BX TERMINATED PERSONNEL FILES 1998 - 09/2000 1 BX SCHOLARSHIP REQUISITIONS (DUPLICATE) 1 BX TERMINATED MISC. PERSONNEL FILES 1998 & PRIOR SCANNED PERSONNEL FILES (DUPLICATE) 1 BX POLICE & FIRE EXAMS 2009 2 BXS SCANNED PERSONNEL FILES (DUPLICATE) 1 BX TERMINATED PERSONNEL FILES 1998 -2000 1 BX POLICE & FIRE EXAMS 2009 SCANNED PERSONNEL FILES (DUPLICATE) 1 BX POLICE & FIRE TESTING EXAM BOOKS Fire Department FD 4 August- December EMS patient care reports 1994 FD 20 January-June EMS patient care reports & Health Dept. monthly reports 1996 FD 9 EMS patient care reports 1991 FD 30 EMS patient care reports 1990 FD 18 January-June EMS patient care reports 1995 1 Bx January-June EMS patient care reports & Health Dept. monthly reports 1 99 7 FD 46 September- December EMS patient care reports 2000 January-March EMS patient care reports & Health Dept. monthly reports 2001 1 Bx EMS patient care reports 1992 1 Bx April- October EMS patient care reports & Health Dept. monthly reports 2001 FD 21 January-July EMS patient care reports & Health Dept. monthly reports 1999 1 Bx January- August EMS patient care reports & Health Dept. monthly reports 2000 FD 53 EMS dispatch cards 2001 1 Bx EMS dispatch cards 1999 FD 54 EMS dispatch cards 2000 FD 14 EMS dispatch cards & employee time cards 1987 FD 24 July- December EMS patient care reports & Health Dept. monthly reports 1997 FD 27 January-June EMS patient care reports 1998 FD 25 July- December EMS patient care reports & Health Dept monthly reports 1998 August- December EMS patient care reports, EMS dispatch cards, Health Dept 1 BX Monthly reports 1999 FD 15 Overtime personnel time cards 1996 -2000 FD 48 Leave forms & copies of requisitions 2000 FD 58 Fire Marshall reports 1988 -1996 1 BX Engine check sheets 1999 -2000 FD 35 Copies of requisitions, leave forms, time sheets 2001 FD 22 Time sheets, leave forms, copies of requisitions 2002 FD 39 Fire /arson investigation reports 2004 -2005 FD 29 Fire Marshall investigation reports 1997 -1999 FD 42 Fire dispatch cards & duty rosters 2002 FD 38 Fire Marshall investigation reports 2000 -2001 FD 41 Leave forms, copies of requisitions 2001 FD 40 Fire runs, duty rosters, Camden reports 2000 FD 43 Fire dispatch cards 2001 1 BX Fire runs, duty rosters, Camden reports 1996 FD 11 Fire runs 19981999 FD 47 Fire dispatch cards & duty rosters 2003 1 BX Fire runs 1991 Page 3 of 4 1 BX EMS dispatch cards 1998 FD 19 July- December EMS patient care reports 1996 1 BX EMS dispatch cards 1996 1 BX EMS dispatch cards 1997 FD 37 EMS dispatch cards 2002 1 BX EMS dispatch cards 1995 FD 36 EMS dispatch cards 2003 FD 7 EMS patient care reports 1995 FD 3 January-July EMS patient care reports 1994 FD 19 July- December EMS patient care reports 1996 FD 10 EMS patient care reports 1993 FD 32 Daily Maintenance Sheets 2001 -2002 FD 101 NFIRS handbooks FD 51 Time sheets & EMS patient care reports 2004 FD 49 Vendor requisitions & purchase orders 2005 FD 52 Duty rosters & vacation slips 2006 FD 102 Fire runs 2006 -2007 FD 103 Fire test forms FD 104 Vendor requisitions 2006 FD 33 Payroll rosters & vacation forms 2007 -2008 FD 50 Registrations & purchase orders 2004 FD 34 Check sheets 2005 FD 8 Time slips FD 16 Duty rosters 1990 FD 26 Fire runs & duty rosters FD 6 Duty rosters 1995 FD 12 Fire runs 1999 -2000 FD 23 Leave forms & requisitions 1999 FD 5 EMS patient care reports 1993 FD 14 Fire runs 1994 FD 13 Fire runs 1997 FD 2 Fire runs 1997 City Attorney: 1 BX Palmer v. Bains, et.al. 1993 1 BX City Attorney 1992 1 BX City Attorney 1993 Page 4 of 4