RES NO 12-02-2023 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.r"--)- 69-'2023
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION OF THE CITY OF VAN BUREN, ARKANSAS,
ALLOWING FOR THE DESTRUCTION OF RECORDS
FOLLOWING STATE, FEDERAL AND ARKANSAS MUNICIPAL
LEAGUE GUIDELINES
WHEREAS, The Van Buren City Clerk's office has outdated,
unnecessary and redundant records that need to be disposed
of and destroyed; and
WHEREAS, The Van Buren City Clerk's office intends to follow proper
guidelines regarding destruction of records and will seek
City Council approval prior to any destruction of records of
a financial nature moving forward such as closed bank
accounts.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VAN BUREN,ARKANSAS,THAT:
SECTION 1: The City Clerk's office is seeking approval to destroy support documents prior to
year 2016, which include items such as: cancelled checks, invoices, bank
statements, receipts, deposit slips, bank reconciliations, check registers, monthly
financial reports,payroll records,bids, quotes and budget documentation.
SECTION 2: The City Clerk's office is seeking approval to destroy semi-permanent documents
prior to year 2016, which include items such as: Fixed Asset and Equipment
records,Annual financial reports, Investment and Certificate of Deposit records.
SECTION 3: The City Clerk's office is not seeking approval to destroy permanent records and
as such will continue to house these documents: City Council Minutes,Ordinances,
Resolutions, Employee Retirements Records (contribution records), Annual
Financial Audits and Year End Financial Statements. The City Clerk's office will
forward Fire Department termed employee records less than thirty(30)years old to
the Fire Department to retain per their state or federal guidelines.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council, did
pass,approve, and adopt,by a vote of G for and 0 against,the foregoing Resolution at its
regular meeting held on the 18'day of December 2023.
G\erk Tfe0&
G,
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City of Van Buren
my e .h Hurst
°raCounty,P' ayor
ATTESTED: APPROV TO FORM:
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Shawnna M.R ynolds amlLU
City Clerk/Treasurer City Attorney
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City of Van Buren Retention of Records Schedule
Supported byACA 14-59-114
Support Documents KEEP 7 YEARS
• Cancelled Checks
• Invoices
• Bank Statements
• Receipts
• Deposit Slips
• Bank Reconciliation
• Check Book Registers
• Receipt Listing
• Monthly Financial Reports
• Payroll Records
• Budget Documents
• Bids
• Quotes
• All related materials for any of the above
Semi-Permanent Records KEEP 7 YEARS
• Fixed Assets and Equipment Detail Records
• Invest and Certificate of Deposit Records(time begins AFTER maturity)
• Journals
• Ledgers
• Subsidiary Ledgers
• Annual Financial Reports
Permanent Records — KEEP FOREVER (never destroyed)
• City Council Minutes
• Ordinances
• Resolutions
• Employee Retirement Documents
• Annual Financial Audits
• Year End Financial Statements
A list of items to be destroyed will be provided to the Van Buren City Council annually for approval
and will be recorded with a resolution.