City Council

Cabot City Council Agenda Meeting Cabot City Annex – Council Chambers March 5, 2018, 2017 @ 6:30 p.m. Call to Order Public Works – Ed Long 1. Parks and Recreation Commission Report Ken Kincade 2. Animal Services Report Mike Wheeler 3. Public Works Input Budget & Personnel – Ann Gilliam 1. Destroy Outdated Police Records Chief Davis 2. Budget & Personnel Community Input Police & Fire – Rick Prentice 1. Monthly Reports – Fire Department Chief Robinson (See Last Months Council Packet) 2. Monthly Reports – Police Department Chief Davis (See Last Months Council Packet) 3. Police & Fire Community Input Community Development – Kevin Davis 1. Community Development Input General Community Input Adjournment This Page left Blank  Budget & Personnel This Page left Blank  RESOLUTION NO. __ OF 2018 A RESOLUTION APPROVING THE DESTRUCTION OF CERTAIN OUTDATED DOCUMENTS OF THE CABOT POLICE DEPARTMENT; AND FOR OTHER PURPOSES WHEREAS, the Police Department for the City of Cabot, has accumulated a large amount of outdated records and materials; and WHEREAS, due to the lack of storage space, it has become necessary to destroy these documents to allow current data adequate space to be stored; and WHEREAS, Arkansas Code Annotated §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 (1) council member. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF CABOT, ARKANSAS, THAT: SECTION 1: Pursuant to Arkansas Code Annotated §14-59-114, the supporting affidavit signed by Jackie Davis Chief of Police and Ann Gilliam, City Council Member, the City Council does hereby authorize the destruction of various documents as set forth in the affidavit attached hereto as Exhibit “A” and incorporated herein by this reference. SECTION 2: This resolution shall be in full force and effect from and after the date of its passage. SPONSOR: PASSED: William “Bill” A. Cypert, Mayor DATE: APPROVED: ___________________________ William “Bill” A. Cypert, Mayor APPROVED AS TO FORM: ATTEST: _______________________________ ______________________________ Jim Taylor, City Attorney Tammy Yocom, City Clerk-Treasurer  AFFIDAVIT A request is hereby made to the City Council for permission to destroy (recycle via compactor and/or shredder) outdated records and materials of the Cabot Police Department. Due to lack of storage space, it has become necessary to destroy these documents and allow current data adequate space to be stored. Per statute Arkansas Code Annotated § 14-2-204, case files and support documents are to be maintained for a period of at least seven (7) years; therefore the Chief of Police requests that the following support documents dated prior to January 1, 2010 be destroyed:  Arrest Records  Incident Reports  Accident Reports  Jail Logs  Radio Logs The Chief of Police will not destroy any documents required by the State of Arkansas to be permanently maintained and will comply with Arkansas Code Annotated §§ 12-12-104 and 14-2- 203(b)(1) and that the records related to crimes of violence as defined by Arkansas Code Annotated § 5-42-203 will be kept permanently. All documents previously mentioned for destruction are included in the auditing process. Since the City of Cabot is audited annually, the documentation has already been part of prior audits. Request is hereby made this ______ day of ________________, 2018. ____________________________________ Jackie Davis, Chief of Police Sworn to and subscribed to me this _____ day of _____________________, 2018. ____________________________________ Notary Public My Commission Expires: ____________________ ____________________________________ Ann Gilliam, City Council Member Sworn to and subscribed to me this _____ day of _____________________, 2018. ____________________________________ Notary Public My Commission Expires: ____________________