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HomeMy WebLinkAbout2011-10-04-R • RESOLUTION NO. 2011-IDLY—J? A RESOLUTION APPROVING THE DESTRUCTION OF CERTAIN OUTDATED DOCUMENTS OF THE BATESVILLE BATESVILLE WATER UTILITY OFFICE WHEREAS,the Batesville Water Utility Office of the City of Batesville has accumulated a large amount of outdated records and materials; and WHEREAS, due to the lack of storage space, it has become necessary to destroy certain outdated documents to allow current data adequate space to be stored; and WHEREAS, Ark.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 Nick Baxter, Water Utility Office Manage, 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 �CQ , 2011. Mayor ATTE Nic ater Utility Office Manager AFFIDAVIT I hereby submit this request to the Batesville City Council for permission to destroy outdated records and materials in the office of the Batesville Water Utility.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including but not limited to Ordinances, Resolutions, real estate deeds, and/or any supporting documents relating to historical documents.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 Cintas Shredding Company, on site under the supervision of Alderman Thomas Bryant, as required by statute. Dated4h3s October , 201 . Nic Baxt r, Wate Utility Office Manger Al rman Subscribed and sworn to before me this I I 1 day of October, 2011. Notary Public t G � `� My commission expires: ° I Destructio mpleted on d �� �� BRENDA RILEY NOTARY PDgi.IC-STATE OF ARKANSAS INDEPENDENC es�ulN9 018 Si 'ure o Cintas Shredding Co. Employee My CO�c�rriWsion Ext pt 1�1 81 kJTf # 3�J 13 �335"� 3 / © 5 .305 (V /G& q Items to be Shredded for 2011 Bates Aged Accts Receivable 10/06 -9/07 2003 2004 2007 Jan - Feb 2008 Bates Statements 2007 Bates Payment Stubs 11/24/08-1/15/09 1/16/09-3/11/09 3/12/09-4/29/09 5/1/09-6/15/09 6/16/09'-7/31/09 8/3/09-9/16/09 9/17/09-11/2/09 11/3/09-12/11/09 12/090-01/2010 1/2010 -2/2010 5/2010 -6/2010 Apr-10 8/2010 - 9/2010 9/2010 - 10/2010 Mar-10 Jun-10 7/2010 - 8/2010 9/2010 - 10/2010 10/2010 - 11/2010 Batesville Billing Register Jan - Feb 2007 March - May 2007 June - July 2007 August- Sept 2007 Oct- Nov 2007 02/29/2008 Batesville Penalty Register Jan 02 - Sept 2007 Jan - Dec 2009 Jan - Dec 2008 Oct- Dec 2007 Batesville Service Orders - Meter Change Outs Jan 2009 - Nov 2009 Jan - Dec 2008 Batesville Meter Register Sheets October- Dec 2009 2010 Batesville Billing Summary Report 2003 -2007 Final Bill Register Oct 2004 - Sept 2005 Waiver Agreement Jan 2010 - Sept 2011 Jan - Dec 2009 Batesville S/O 2010 2009 2008 Batesville Daily Deposits Jan - Dec 2008 Batesville Year End Reports 2007 Batesville Payment Applications 6/1/2007 - 8/31/2007 4/2007 - 5/2007 12/2007 - 12/2007 1/2007 - 3/2007 8/2006 - 7/31/2007 Pfeiffer Payment Applications 5/2008 - 9/2008 7/2008 - 12/2008 11/2008 - 12/2008 9/2008 - 10/2008 3/2008 -4/2008 Pfeiffer Payment Applications 10/2008 - 11/2008 8/2007 -3/2008 1/2009 - 12/2009 Pfeiffer Service Orders & Finals 2008 Pfeiffer Daily Cash 2009 Pfeiffer Year End Report 2008 2009 Pfeiffer Billing Register Jan -June 2009 Jul - Dec 2009 Pfeiffer Payment Stubs 11/2008 - 3/2009 3/2009 -6/2009 6/2009 - 8/2009 9/2009 - 11/2009 11/2009 - 1/2010 Pfeiffer Daily Reports 2009 Pfeiffer Meter Reads 2009 Pfeiffer Billing Register Jan 01 -June 2007 Jul - Dec 2007 Jan -June 2008 Faxes Sent 2006 2007