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0714RESOLUTION NO, 714 (#09 - 2014) A RESOLUTION AUTHORIZING THE CITY CLERK TO DESTROY SPECIFIED CITY DEPARTMENTAL 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 spreadsheet are no longer in need and should be destroyed. Said paperwork and records range from Thirty- two (32) to Ten (10) years old, and ACA §14-59-114 allows destruction of records after Three (3) or Seven (7) years. Continued maintenance of said older records and others where electronic copies are now maintained and preserved no longer serves a public purpose and is cost prohibitive; and, WHEREAS, Susan Davitt, City Clerk, as the official keeper of records for all City Departments, executed the appropriate and required Affidavit verifying the need for destruction of said records. NOW, THEREFORE, BE LT RESOL VED B Y THE CITYCOMM OF THE CITY OFJACKSONVILLE, ARKANSAS, THAT: SECTION ONE: The City Clerk of the City of Jacksonville, Arkansas, as keeper of the records, is hereby authorized to destroy the specified various Departmental records as included and listed on the attached spreadsheet, marked and identified as Exhibit A. SECTION TWO: This Resolution shall take effect from and after passage. AND ADOPTED THIS � DAY OFJULY, 2014- Cm, SUSAN DA V , CITY CLERK MA YVA GAR ROBERAE. SAMBUR(l, CITY City Clerk CC 83 DAILY RECEIPTS 2001 CC 82 EXPIRED BONDS 2000-2002 REQUISTIONS 2001 COMPLETED BLDG PERMITS 2001-2002 PAID INVOICES 2000-2001 CC 84 DAILY RECEIPTS 2003 PLANNING COMMISION AGENDAS 2003 CC 85 CITY AGENDAS 2003 REQUISTIONS 2002 SEWER DEPT GENERAL CORRESPONDENCE & REPORTS 1982-1986 PLANNING COMMISSION AGENDAS 2002 CITY COUNCIL AGENDAS 2002 CC 86 PLANNING COMMISSION AGENDAS 2004 EXPIRED COMMISSION STATEMENT OF FINANCIAL INTEREST 2002 CITY COUNCIL AGENDAS 2004 CC 87 DAILY RECEIPT BOOKS 2002 CC 88 DAILY RECEIPT BOOKS 2003 CC 89 DAILY RECEIPT BOOKS 2004 BLDG PERMITS W/NO CERTIFICATE OF OCCUPANCY 2001-2002 CC 90 DAILY RECEIPT BOOKS 2004 Engineering ENG 13 CODE ENFORCEMENT - CAR TAGS 1999-2002 ENG 14 CODE ENFORCEMENT- LAWN INVOICES 2001-2002 ENG 15 CODE ENFORCEMENT- RETURNED MAIL 2001 ENG 16 CODE ENFORCEMENT - RETURNED MAIL, ETC. 2002-2003 ENG 12 CODE ENFORCEMENT -CORRESPONDENCE 2002-2004 ENG 25 CODE ENFORCEMENT -CORRESPONDENCE 2003-2004 ENG 29 CODE ENFORCEMENT - MIKE BURKE 2004 Finance FIN 262 ACCOUNTS PAYABLE PAID VOUCHERS & PURCHASE ORDERS INCLUDES: 2002 A -B PAID PURCHASE ORDERS SKAGGS, BROWN JANITORIAL, DATA MAX, ARK. BAG 2000-2001 BACK-UP DOCUMENTATION 2000-2001 GTE PAID BILLS 2000 SALES & USE TAX REPORTS 1999 CITY MECHANICS REPORT & SIGNATURE MACHINE METER LOG 1992 PAID VOUCHERS: 2002 TELETOUCH, AT&T, EARTHLINK, SWB E911 WIRELESS, FIRST ELECTRIC, ENTERGY, ARKLA FIN 263 ACCOUNTS PAYABLE PAID VOUCHERS INCLUDES: 2002 911 FUND, AMBULANCE FUND, CDBG FUND, AFLAC, DELTA DENTAL, LOPFI, MUNICPAL HEALTH, CHILD SUPPORT, DEBIT MEMOS, FIRE/POLICE UNION, GANISHMENTS, MISC. GENERAL FUND VOUCHERS, SECTION 125/457-USCM CLEARING ACCOUNT, ROTH IRA, & UNITED WAY CENTURYTEL & CINGULAR 10995 1996-2001 FIN 264 ACCOUNTS PAYABLE PAID PURCHASE ORDERS C -F 2002 FIN 265 ACCOUNTS PAYABLE PAID PURCHASE ORDERS G -P 2002 FIN 266 DAILY RECEIPTS JAN -AUG 2002 FIN 267 DAILY RECEIPTS SEPT -DEC. 2002 BANK RECONCILIATION ALL FUNDS 2002 BANK STATEMENTS ALL FUNDS 2002 DEPOSIT BOOKS AS FOLLOWS: 2002 GENERAL FUND: 02/03/2001 TO 12/17/2001 AND 12/27/2001 TO 11/06/2002 2001-2002 CDBG FUND: 10/03/2001 TO 06/14/2002 2002 STREET FUND: 05/01/2001 TO 05/21/2002 2002 CAPITAL PROJECTS FUND: 01/22/2001 TO 02/13/2002 2002 SPECIAL REVENUES FUND: 09/10/2001 TO 11/15/2002 2002 AMBULANCE MEMBERSHIP FUND: 11/26/2001 TO 08/12/2002 2002 SANITATION FUND: 11/05/2001 TO 11/12/2002 2001-2002 FIN 268 PAID AMBULANCE BILLS 2002 FIN 269 AMBULANCE EOBS 2002 AMBULANCE AUTHORIZATION FORMS A -L 2002 AMBULANCE NON -TRANSPORTS 2003 AMBULANCE AUTHORIZATION FORMS 2003 10995 (ASSORTED) 1996-2002 TRANS UNION FILES 2003 FIN 270 PRIVILEGE TAX RECEIPT BOOKS 2002 PRIVILEGE TAX ACCT. 2002 PRIVILEGE TAX RENEWALS 2002 PRIVILEGE TAX CLOSED BUSINESSES & MISC. CORRESPONDENCE 2002 AMBULANCE MEMBERSHIP RECEIPT BOOKS 2001-2002 AMBULANCE ACCT. 2002 HCFA 1500 2002 MEDICARE/MEDICAID EOBS 2002 AMBULANCE AUTHORIZATION FORMS 2002 MEDICARE/MEDICAID ELECTRONIC FILINGS 2002 FIN 271 PRUDENTIAL & NATIONWIDE 2001-2002 PENSION PAYROLL REPORTS 2000 COJ QUARTERLY PAYROLL REPORTS 2001 PAID PURCHASE ORDERS Q -Z 2002 FIN 272 PAID VOUCHERS 2003 CITY MECHANICS REPOTS, UTILITIES (CINGULAR WIRELESS, TELETOUCH, ENTERGY, DAILY RECEIPTS JAN -JULY ARKLA GAS, CENTURYTEL, & JACKSONVILLE WATER) PAYROLL VOUCHERS: 2003 CDBG FUND, AFLAC, MEMBERSHIP FUNDS, 911 FUND, CHILD SUPPORT, FIRE PENSION/UNION, GARNISHMENTS, MISC. FUNDS, MISC. GENERAL FUND VOUCHERS, MUNICIPAL HEALTH, ROTH IRA, SECTION 125, SECTION 457, UNITED WAY FIN 273 2002 PURCHASE ORDES PAID IN 2003 2002 PAID PURCHASE ORDERS PE01-WZ 2003 FIN 274 PAID PURCHASE ORDERS F0002-WZ 2003 FIN 275 PAID PURCHASE ORDERS ARK01-PE010 2003 FIN 276 DAILY RECEIPTS AUG -DEC 2003 W91S 1998-2003 SALES & USE TAX REPORTS 1998-2001 FIN 277 DAILY RECEIPTS JAN -JULY 2003 FIN 278 PAID AMBULANCE BILLS 2003 FIN 279 AMBULANCE NON -TRANSPORTS 2004 PRIVILEGE TAX STATEMENTS 2004 U.S. SEARCH 2003-2004 MEDICARE & MEDICAID TRANSMITTALS 2004 109915 2003 PRIVILEGE TAX MISCELLANEOUS 2004 CLOSED BUSINESSES 2004 PRIVILEGE TAX RETURN MAIL 2004 FIN 280 AMBULANCE ACCOUNT INFORMATION 2003 PRIVILEGE TAX ACCOUNT INFORMATION 2003 AMBULANCE MEMBERSHIP ACCOUNT INFORMATION 2003 MEDICAID, MEDICARE, & INSURANCE EOB'S 2003 MEDICARE & MEDICAID ELECTRONIC SUBMISSIONS 2003 PRIVILEGE TAX MISCELLANEOUS PAPERWORK 2003 FIN 281 AMBULANCE SERVICE ACCOUNTS 2004 PRIVILEGE TAX RECEIPT BOOK 2004 AMBULANCE MEMBERSHIP RECEIPT BOOKS 2003-2004 AMBULANCE SERVICE EOB'S 2004 MEDICARE AND MEDICAID EOB'S 2004 PRIVILEGE TAX ACCOUNTS 2004 AMBULANCE MEMBERSHIP ACCOUNTS 2004 FIN 282 PAID AMBULANCE A -K 2004 FIN 283 PAID AMBULANCE L -Z 2004 FIN 284 DAILY RECEIPTS JANUARY- OCTOBER 2004 FIN 287 PURCHASE ORDERS PAID IN 2004 2003 PAID PURCHASE ORDERS A -B 2004 FIN 288 PAID PURCHASE ORDERS C -F 2004 PAID CENTURY TEL BILLS JAN -JUN 2004 PAID WATER BILLS 2004 FIN 289 PAID PURCHASE ORDERS G-0 2004 PAID CENTURY TEL BILLS JUN -DEC 2004 FIN 290 PAID PURCHASE ORDERS P -V 2004 FIXED ASSET PURCHASE ORDERS 2004 PAID ENTERGY BILLS 2004 FIN 291 A & P PURCHASE ORDERS 2004 ADFA CHECK COPIES 2004 PAID PURCHASE ORDERS W -Z 2004 CITY MECHANIC REPORTS 2004 PAYROLL VOUCHERS: AFLAC, CHILD SUPPORT & UNITED WAY 2004 DEBIT MEMOS 2004 CINGULAR WIRELESS BILLS 2004 TELETOUCH BILLS 2004 FIN 298 DUPLICATE CHECK COPIES (ALL FUNDS) 2003 BANK STATEMENTS 2003 1099'5 MISC 2002-2003 SALES & USE TAX REPORTS 2001-2003