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Home My WebLink About2023-04-02-R RESOLUTION NO. 2023-0 A RESOLUTION APPROVING THE DESTRUCTION OF CERTAIN OUTDATED DOCUMENTS OF THE CLERK-TREASURER'S OFFICE AND THE BATESVILLE WATER UTILITY OFFICE WHEREAS,the Clerk-Treasurers Office of the City of Batesville and the Batesville Water Utility Office, have accumulated a large amount of outdated records and materials; and WHEREAS, due to the lack of storage space, it has become necessary to destroy certain outdated documents to allow current data adequate space to be stored; and WHEREAS, Ark. Code Annotated Section 14-59-114 allows for the destruction of said records if supported by an affidavit signed by the municipal employee performing the destruction and one council member. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Batesville, Arkansas that Section 1: Pursuant to the above-cited Code provision, the supporting affidavits signed by Denise Johnston, City Clerk, Nike Baxter, Water Utility Office Manager and Thomas Bryant, Alderman, the City Council does hereby give its approval for the destruction of the documents as set forth in the affidavits and attachments, which are attached hereto and made a part hereof as though set out word for word. Section 2: This resolution shall be in full force and effect from and after the date of its passage. PASSED AND ADOPTED this day of APRIL , 2023. Rick bau h ATTEST: 4- g M. Johnston, ty Clerk AFFIDAVIT I hereby submit this request to the Batesville City Council for permission to destroy outdated records and materials in the office of the Clerk-Treasurer. Due to lack of storage space, it has become necessary to destroy these documents and allow current data adequate space to be stored. Arkansas Code Annotated 14-59-114, allows for the destruction of said records. Thus, I request that the attached support documents on the water and sewer funds be destroyed: • 2012 -2019 Accounts Payables • 1983 —2014 Proof of Publications • 2008—2017 Payroll Time Sheets • 2008—2016 Financial Interest Statements • 1986— 1998 Receipt Journals • 1972— 1984 Payroll Journals • 1986— 1998 Proposals/Bids I do not intend to destroy any documents relating to the History of Batesville, including but not limited to Ordinances, Resolutions, real estate deeds, and/or any supporting documents relating to historical documents. All documents previously mentioned for destruction are included in the audit process, and have been audited in prior years' audits by the Legislative Audit Division of the Arkansas Department of Finance & Administration. I propose to have these documents shredded by Shred-It, on site under the supervision of Councilmember Thomas Bryant, as required by statute. Da March 22, 2023.d this Denise M.-Johnston,CitAlerk 4homas Bryant Subscribed and sworn to before me this 22°d day of March, 2 3 Notary Public My commission expire Destruction completed on _a . D3, 014a03;� DONNA SMITH NOTARY PUBLIC-STATE OF ARKANSAS nature of red-It Eniployee INDEPENDENCE COUNTY My Commission Expires 03/01/2032 Commission#12718834 AFFIDAVIT I hereby submit this request to the Batesville City Council for permission to destroy outdated records and materials in the office of the Batesville Water Utility. Due to lack of storage space, it has become necessary to destroy these documents and allow current data adequate space to be stored. Arkansas Code Annotated 14-59-114, allows for the destruction of said records. Thus, I request that the attached support documents on the water and sewer funds be destroyed: • See Attached I do not intend to destroy any documents relating to the History of Batesville, including but not limited to Ordinances, Resolutions, real estate deeds, and/or any supporting documents relating to historical documents. All documents previously mentioned for destruction are included in the audit process, and have been audited in prior years' audits by the Legislative Audit Division of the Arkansas Department of Finance& Administration. I propose to have these documents shredded by Shred-It, on site under the supervision of Councilmember Thomas Bryant,as required by statute. nDathis Ma ch 2 2 2 . l Nic , at Utility O fice Manger Councilmember Subscribed and sworn to before me this 22°d March, 2023. Notary Public My commission expires: Destruc ion completed on — 0 31011a03 vZ /., .I/,.I- �� DONNA SMITH Si ature of Shred-It Employee NOTARY PUBLIC-STATE OF ARKANSAS INDEPENDENCE COUNTY My Commission Expires 03/01/2032 Commission#12718834 Batesville Water Utility Pfeiffer Public Water Authority Batesville, AR 72501 MARCH 22, 2023 SHREDDING 9:00 AM Batesville Files: 1974-1986 GARBAGE RECEIPT 1992-1993 DEBIT MEMOS 1991-2008 CREDIT MEMOS 1998-2018 PURCHASE ORDERS 2005-06 PURCHASE ORDERS 2007 LEAD& COPPER 2006 END OF YEAR REPORT 2012-2014 MISC CUSTOMER CORRESPONDENCE & REPORTS 2013 WRITE OFF'S 2001-2018 UTILITY RELEASE FORMS- BATESVILLE & PFEIFFER 2017 DAILY CASH, DAILY DEPOSIT& EFT PYMTS 2018 MISC SERVICE ORDERS 2018 DAILY CASH- DAILY DEPOSITS 2015 DAILY BAL SLIPS 2001-06 TIME SHEETS 2017-2018 ADJUSTMENTS 2018-2019 CALL OUT NOTIFICAITON 2005-06 CINTAS 1992 CITY SUBMITTALS HARRISON ST WIDENING WTP EXPANSION DENNY HILL PUMP STATION WTP ENGINEER REPORT EXPANSION EAGLE MOUNTAIN WATER STORAGE TANK Pfeiffer Files: 2013 PFEIFFER ROAD WIDENING PROJECT(ST LOUIS ST) 2017 BILLING REPORTS, DAILY CASH, SERVICE ORDERS, READ SHEETS &CUTOFF 2018 BILLING REPORTS, DAILY CASH, SERVICE ORDERS, READ SHEETS&CUTOFF 2019 BILLING REPORTS, DAILY CASH,SERVICE ORDERS, READ SHEETS&CUTOFF BOARD MEETING INFORMATION TO SUSIE NICK BAXTER, OFFICE MANAGER DATE