Item M5RECORDS DISPOSITION DOCUMENT NO.
PAGE OF PAGES
1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk's Office
500.Whitehead Street, Suite 101
Key -West FL 33040 Pamela G. Hancock, D.C.
(305 ) 295 - 3130 Ext .
3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only
one).
In a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for
the records have been fully justified, and that further retention is not required for any litigation pending or imminent.
Pamela G. Hancock, D.C. 02/15/2013
Signature Name and Title Date
5. LIST OF RECORD SERIES
f. g.
a. b. C. d e. Volume Disposition
Schedule Item Title Retention Inclusive In Acti n an
No. No. Dates Cubic Data
Feet Completed
After
Authorization
GS1—SL 123 Minutes: Offical Meetings
(Supporting Documents) 2YR January — December 10 1
G. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DISPOSAL CERTIFICATE: The above listed records have been
records is authorized. Any deletions or modifications are indicated. disposed of in the manner and on the date shown in column g.
Signature Date
Custodian/Records Management Liaison Officer Date Name and Title
Witness
General Records Schedule GS1-SL for State and Local Government Agencies
used in the evaluation of the application. See also "AFFIRMATIVE ACTION RECORDS" and "EQUAL EMPLOYMENT
OPPORTUNITY COMPLIANCE RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
MINUTES: OFFICIAL MEETINGS Item #32
This record series consists of the official record of official meetings, defined in s. 286.011 (1), F.S. as "All meetings of any
board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation, or
political subdivision, except as otherwise provided in the Constitution, at which official acts are to be taken..." The series
may include verbatim transcripts or minutes summarizing issues addressed, actions taken, and decisions made. The
series may also include agendas and background materials used as reference documentation for agenda items. This
series does not include documentation of the logistics/planning of the meetings such as venue information or directions,
travel itineraries, reservations and confirmations, etc., which are covered by Administrative Support Records. See also
"CABINET AFFAIRS FILES," "MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGSNIDEO
RECORDINGS)," "MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)," and "MINUTES: OTHER
MEETINGS." These records may have archival value.
RETENTION:
a) Record copy. Permanent State agencies should contact the State Archives of Florida for archival review after
5 years. other agencies should ensure appropriate preservation of records.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4
This record series consists of handwritten or typed notes and/or audio and/or video recordings of official meetings as
defined in s. 286.011(1), F.S. See also "MINUTES: OFFICIAL MEETINGS" and "MINUTES: OFFICIAL MEETINGS
(SUPPORTING DOCUMENTS)."
RETENTION:
a) Record copy. 2 anniversary years after adoption of the official minutes or certification of transcript.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123
This record series consists of supportingdocuments for minutes and agendas generated b official g g y o �c�al meetings. These
records provide information necessary for completing the minutes but do not document actual meeting proceedings.
Records may include, but are not limited to, roil call sheets and sign -in sheets for speakers. See also "CABINET
AFFAIRS FILES," "MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGSNIDEO RECORDINGS),"
"MINUTES: OFFICIAL MEETINGS," and "MINUTES: OTHER MEETINGS."
RETENTION:
a) Record copy. 2 anniversary years after adoption of the official minutes or certification of transcript.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
MINUTES: OTHER MEETINGS Item #33
This record series consists of minutes and all supporting documentation from meetings which are not official meetings as
defined ins. 286.011 ( 1), F.S. These records may have archival value.
RETENTION:
a) Record copy. 1 anniversary year after date of meeting. State agencies must contact the State Archives of Florida
for archival review before disposition of records. other agencies should ensure appropriate preservation of
records determined to have long-term historical value.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
MUNICIPAL COURT DOCKET RECORDS Item #323
This record series consists of records docketing municipal court cases at any time until the elimination of municipal courts
in 1975. Information typically includes individual's name, case number, charge, date, plea, verdict, and fine. There is no
additional accumulation of these records; no audit requirements; no felony cases; and no legal, fiscal, administrative, or
historical value.
RETENTION:
a) Record copy. Retain until obsolete, superseded, or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355
This series consists of records relating to the Federal Emergency Management Administration's Community Rating
System (CRS) program which allows for discounted flood insurance rates for communities that exceed minimum national
flood protection standards. Records may include, but are not limited to, CRS certification forms, recertification and
modification forms, flood insurance rate map determination forms, correspondence, and other related and supporting
28
2010 Agendas
Page 1 of 2
Name
Pages Indexed Creation Bate
g
Last Modified
Volume Template
Plantiff
e Nam
e
01 /20/2010 Regular
g
N °
2/ 10/2010
3/5/2010
2010
3:32:51 PM
1:33:43 PM
02/ 17/2010 Regular
g
No
3/5/2010
3/5/2010
2010
1:296-29 PM
3058:18 PM
02/22/2010 Special
p
No
3/ 15/2010
3/ 15/2010
2010
10:49:33 AM
11-03:59 AM
03/17/2010 Regular
g
N °
4/5/2010
4/6/2010
2010
5:40:36 PM
11:28:20 AM
04/21 /2010 Regular
g
N °
5/6/2010
5/7/2010
2010
10:16:01 AM
1:43:44 PM
05/ 11 /2010 Special
P
N °
6/2/2010
6/2/2010
2010
2:25:37 PM
2:53:41 PM
05/19/2010 Regular
g
N °
6/2/2010
6/28/2010
2010
3: 3 8: 5 6 PM
10 :44 : 5 5 AM
06/16/2010 Regular
g
No
6/23/2010
7/1/2010
2010
10.24.5 8 AM
4:19:15 PM
06/29/2010 Special
p
No
7/1/2010
7/1/2010
2010
4.19:54 PM
5:15.36 PM
07/06/2010 Special
p
No
7/19/2010
7/19/2010
2010
12:50.47 PM
12:57:54 PM
07/13/2010 Special
P
N °
7/19/2010
7/19/2010
2010
1:04:18 PM
1:09:05 PM
07/21 /2010 Regular
g
No
8/31 /2010
9/1/2010
2010
2:35:54 PM
12:10:01 PM
07/22/2010 Special
p
No
9/1/2010
9/1/2010
2010
1:21:35 PM
1:34909 PM
08/18/2010 Regular
g
N °
9/1/2010
9/2/2010
2010
4:58:52 PM
10:4 8.31 • AM
09/08/2010 Special
�
No
9/30/2010
9/30/2010
2010
1:56.53 PM
3.09:06 PM
09/13/2010 Special
p
No
10/1/2010
10/5/2010
2010
12:21:04 PM
1:47007 PM
09/ 15/2010 Regular
g
No
9/30/2010
10/5/2010
2010
11:25:09 AM
1:24023 PM
09/ 17/2010 Special
No
10/1/2010
10/7/2010
2010
12:21:13 PM
11946018 AM
10/20/2010 Regular
g
No
12/6/2010
1 /18/2011
2010
2: 3 0: 02 PM
9: 5 5: 5 9 AM
11 / 12/2010
N°
121712010
121712010
2010
SSpecial/Direction
p
11:10:14 AM
110-51:15 AM
11/12/2010
12/7/2010
12/7/2010
Special/Workshop
11:49No .34 AM
110-52:20 AM2010
11/17/2010 Regular
g
No
12/7/2010
12/7/2010
2010
12:51:39 PM
2008:46 PM
7/ 10/2012
A, 162010 Agendas
Page 2 of 2
12/15/2010 Regular 1/4/2011 31512012
g No 2010
11949:13 AM 11045:26 AM
7/10/2012