Item M7County of Monroe
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BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
The Florida. Key
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Mayor Pro Tem David Rice, District 4
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Danny L. Kolhage, District 1
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
March 15, 2017
Agenda Item Number: M.7
Agenda Item Summary #2744
BULK ITEM: No DEPARTMENT: County Clerk of Court
TIME APPROXIMATE: STAFF CONTACT: Pamela Hancock (305) 292 -3314
N/A
AGENDA ITEM WORDING: Approval to dispose of BOCC accounts payable records, Fiscal
Years 2008 -2010.
ITEM BACKGROUND: The Finance Department is requesting BOCC approval to destroy BOCC
related accounts payable records from FY 2008 through FY 2010. These records may be destroyed
in compliance with the State of Florida's record retention requirements (General Records Schedule
GS 1 -L).
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Destruction Request
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing:
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount:
N/A
REVIEWED BY:
Bob Shillinger Completed 02/28/2017 2:20 PM
Kathy Peters Completed 02/28/2017 2:28 PM
Board of County Commissioners Pending 03/15/2017 9:00 AM
RECORDS OF DISPOSITION DOCUMENT
NO. 2017-02
PAGE 1
OF 1 PAGES
1. AGENCY NAME and ADDRESS
2. AGENCY CONTACT (Name and Telephone Number)
Clerk of the Circuit Court & Comptroller
Pam Radloff,
Finance
Director
500 Whitehead Street
Key West, FL 33040
( 305 ) 292 - 3560
EXT.
3. NOTICE OF INTENTION: The schedule records listed in Item 5 are to be disposed
of in the manner checked below (specify only one).
( X) a. Destruction ( ) b. Microfilming and Destruction
( ) c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented
not required for any ' ' ation ndi or imminent.
Finance Director
^^ 1
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Name and Title
Date
'iLISTOFRECORDSERIES
a. b. C.
d.
e.
f. g.
Schedule Item Title
Retention
Inclusive
Volume Disposition
No. No.
Dates
in Action and
Monroe County BOCC
cubic Date
Feet Completed
or After
Boxes Authorization
GS1 -51-
159
1009's
5 yrs
2008 -2010
3
GS1 -51-
121
Accounts Payable Vouchers
5 yrs
2008 -2010
120
521607 - 556150
GS1 -SL
121
Accounts Payable Voucher Reports
5 yrs
2008 -2010
6
GS1 -SL
123
Board Minutes (copies)
2 yrs
2008 -2010
6
GS1 -SL
121
Budget transfers (copies)
5 yrs
2008 -2010
6
GS1 -SL
340
Contracts (expired)
5 yrs
2008 -2010
10
GS1 -SL
20
Encumbrance forward records
3 yrs
2008 -2010
3
GS1 -SL
121
Intenal Gas & Diesel Reports
5 yrs
2008 -2010
3
GS1 -SL
300
Signature Authorization Records
1 yr
2008 -2010
2
GS1 -SL
28
Suncom Reports
1 yr
2008 -2010
36
GS1 -SL
340
Voided PO's
5 yrs
2008 -2010
6
6. DISPOSAL AUTHORIZATION: Disposal for the above records is
7. DISPOSAL CERTIFICATE: The above listed records
authorized. Any deletions or modifications are indicated.
have been disposed of in the manner and
on the date
shown in column
g.
Signature
Date
Custodian /Records Management Liaison Officer Date
Name and Title
created 2/24/17
Witness
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