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repealed to the extent of said conflict.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
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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
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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
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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
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