HomeMy WebLinkAbout2011-10-03-R RESOLUTION NO. 2011-/Q:03-K
A RESOLUTION APPROVING THE DESTRUCTION OF
CERTAIN OUTDATED DOCUMENTS OF THE BATESVILLE
CITY CLERK-TREASURER'S OFFICE
WHEREAS,the City Clerk-Treasurer's Office of the City of Batesville has
accumulated a large amount of outdated records and materials; and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certain outdated documents to allow current data adequate space to be stored; and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 affidavit
signed by Denise M. Johnston, Clerk-Treasurer, and Thomas Bryant, Alderman,the City
Council does hereby give its approval for the destruction of the documents as set forth in
• the affidavit 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 6040 (� , 2011.
Mayor
ATTEST:
46-mLi M
City Clerk-Treasurer
•
AFFIDAVIT
(W
I hereby submit this request to the Batesville City Council for permission to destroy outdated records and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:
• 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Ordinances, Resolutions, real estate deeds, and/or any supporting documents relating to historical
documents.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 Cintas Shredding Company, on site
under the supervision of Alderman Thomas Bryant, as required by statute. ------.
Dated this October 11, 2011.
Denise M.Johnston, CitIlerk er'ma n
(W
Subscribed and sworn to before me this 11`h day of October, 2011.-�
\ \,
Notary Public
My commission expires:
Destruction c pleted on �� � gRENDARLEY NSAS
NOTARY DEEPENDENCE CJuly N pis
Sign re of�C ����
intas Shredding Co. Employee �y Commission Ex fires
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Item Years
Bank Statements 2004-2006
Accounts Payable 2003-2006
Mo. APERS Reconciliation Reports 2007-2009
Employee Insurance Enrolemnt Forms 2009
Payroll Timesheets & Time Cards 2005-2006
Journal Entries 2004-2010
Building Permit Logs 2004-2010