Item L12M
C ounty of f Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor George Neugent, District 2
The Florida. Ke Se
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Mayor Pro Tern David Rice, District 4
Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
October 18, 2017
Agenda Item Number: L.12
Agenda Item Summary #3467
BULK ITEM: Yes DEPARTMENT: County Clerk of Court
TIME APPROXIMATE: STAFF CONTACT: Veronica Herrera (305) 292 -3411
N/A
AGENDA ITEM WORDING: Approval to dispose of BOCC accounts payable records, Fiscal
Years 2002, 2007, and 2011.
ITEM BACKGROUND: The Finance Department is requesting BOCC approval to destroy BOCC
related accounts payable records from Fiscal Years 2002, 2007 and 2011. These records may be
destroyed in compliance with the State of Florida's record retention requirements (General Records
Schedule GS1 -L).
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Accts Payable Documents be Deleted 10. 18.17
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:
Kevin Madok
Cynthia Hall
Kathy Peters
Board of County Commissioners
Skipped
Completed
Completed
Pending
10/03/2017 3:10 PM
10/03/2017 3:28 PM
10/03/2017 6:06 PM
10/18/2017 9:00 AM
NO,
RECORDS OF DISPOSITION DOCUMENT
AGENCY NAME and ADDRESS
Clerk of the Circuit Court & Comptroller
500 Whitehead Street
Key West, Fl. 33040
PAGE I OF
L AGENCY CONTACT (Name and Telephone Number)
Pam Radloff, Finance Director
III
1 305 1 292 - 3560 EXT.
1, NOTICE OF INTENTION; The schedule records listed in Item 5 are to be disposed of in the manner checked below (specify only one),
I A I a, Destruction Is, Microfilming and Destruction c, other
4. SUBMITTED Edo " I hereby certify that the records to be disposed of are correctly represented
not required for ;;y1�iGatkrn pending or imminent.
Custodian/Records Management Liaison Officer
Clark of the Circuit Court A Comptroller
created ICI3117 Salome McIntosh, Ac cis payable Supea
Em
M0
Finance Director
V Y,
onature
Name and Title
Date
5. LIST OF RECORD SERIES
a.
b,
d,
e.
f,
91
Schedule
Item
Title
Retention
Inclusive
Volume
Disposition
No.
Fla.
Dates
in
Action and
Monroe County BOCC
Cubic
Date
Feet
Completed
or
After
Boins
Authoeiaatign
6
1
Intenal Gas & Diesel Reports
5 yrs
2002
1
(3S1-SL
159
1099's
5 yrs
2007
3
GS1-SL
121
Accounts Payable Vouchers
5 yrs
2007
65
509987-521606
GSI-SL
121
Accounts Payable Voucher Reports
5 yrs
2007
4
GSI-SL
123
Board Minutes (copies)
2 yrs
2007
2
GS1-SL
121
Budget transfers (copies)
5 yrs
2007
2
G51-SL
340
Contracts (expired)
5 firs
2007
4
G51-SL
20
Encumbrance forward records
3 firs
2007
3
G51-SL
121
Internal Gas & Diesel Reports
5 yrs
2007
3
GS1-SL
28
Suncorn Reports
1 yr
2007
2
GSI-SL
340
Voided PO's
5 yrs
2007
1
GS1-SL
159
1099's
5 yrs
2011
3
GS1-SL
121
Accounts Payable Vouchers
5 yrs
2011
63
556151-567975
G51-51-
121
Accounts Payable Voucher Reports
5 yrs
2011
2
G51-SL
123
Board Minutes (copies)
2 yrs
2011
2
GS1 -SL
121
Budget transfers (copies)
5 yrs
2011
2
GS1 -SL
340
Contracts (expired)
5 yrs
2011
2
GS1-SL
20
Encumbrance forward records
3 firs
2011
3
GS1 -SL
121
Internal Gas & Diesel Reports
5 yrs
2011
3
G31-51-
28
Suncom Reports
I yr
2011
2
GS1 -SL
340
Voided PO's
5 yrs
2011
6
T DISP5TW
AL! : FH5iii tlozj- 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 B.
Custodian/Records Management Liaison Officer
Clark of the Circuit Court A Comptroller
created ICI3117 Salome McIntosh, Ac cis payable Supea
Em
M0