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Item P1County of Monroe <r BOARD OF COUNTY COMMISSIONERS � Mayor David Rice, District 4 IleOI1da Keys ��x t t 0. Mayor Pro Tem Sylvia J. Murphy, District 5 Danny L. Kolhage, District I P f,< George Neugent, District 2 a Heather Carruthers, District 3 County Commission Meeting March 21, 2018 Agenda Item Number: P.1 Agenda Item Summary #3983 BULK ITEM: Yes DEPARTMENT: County Clerk of Court TIME APPROXIMATE: STAFF CONTACT: Aneta Jodkowska (305) 292 -3411 N/A AGENDA ITEM WORDING: Approval to dispose of BOCC grants, accounts payable, payroll records, cash receipts and TDC accounts payable records per attached itemized list. Fiscal years include 2001 -2013. ITEM BACKGROUND: PREVIOUS RELEVANT BOCC ACTION: CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval. DOCUMENTATION: Approval to dispose BOCC records 2001 -2013 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: REVIEWED BY: Kevin Madok Skipped Cynthia Hall Completed Kathy Peters Completed Board of County Commissioners Pending 03/06/2018 9:17 AM 03/06/2018 10:20 AM 03/06/2018 12:31 PM 03/21/2018 9:00 AM . NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one a. Destruction 0 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 the recqrds have been fully justified, and that further retention is not required for any litigation pending or imminent. k axltt�� 1111 � Director o f Finance 1 13 Si gnature N ame # Titl ■ - 6. DISPOSAL AUTHORIZATION: Disposal for the above listed records is authorized. Any deletions or modifications are indicated. :. i + i I l Wit ness r ......:... Or gan i z ati on f. 9. a. b. C. d e. volume Disposition Schedule Item Title Retention Inclusive In Action and N o. No. Dates cubic 1 . 1 .. ISL 1195 Payroll Journals Feet Completed ISL . I: 11 + After ISL 1129 1:# / Authorization 6. DISPOSAL AUTHORIZATION: Disposal for the above listed records is authorized. Any deletions or modifications are indicated. :. i + i I l Wit ness r ......:... Or gan i z ati on 1r, ISL .. r 1 . 1 .. ISL 1195 Payroll Journals 5 Years ISL . I: 11 + ISL 1129 1:# / • 1 1. 11 ISL 1195 lkayToll Organization charge summaries 5 Years 1' ' 4 � . � i� �I ' . T ISL : 195 Payroll Journals 5 Years Il , ISL 35 BOCC R et i rement ;1 997 - 2008 FY 1 and pri ISL k BOCC T cards 1 ISL 116 11: 1 . 1r'•I9, r 1 1 r ISL 1 .. f: i It - Timecar 3 Years I r , I I 1 ISL " P deduction = � , . i PPE 12/2 1, ISL 195 'Payroll Organization char III 11 � I 1 �� M w~�� 1 ��. E 1 1 � ISL 129 B Ded journa Y ears . r . il �) � I11 fir' A11 ISL } P a y ro ll j ourna l s I MI 11 II I ■ r G �I /� 114... FI ■ �'1 I ISL 116 P OCC Time cards 3 Years I M III^ �0 ISL 16 BOCC Time cards !; 1 i►�•1 �� 11 � Y ea rs ISL 95 Payroll Organization charge summaries 5 Years 6. DISPOSAL AUTHORIZATION: Disposal for the above listed records is authorized. Any deletions or modifications are indicated. :. i + i I l Wit ness r ......:... I a I I - F. 9. & b. C. d. e. Volume Disposition Schedule Item Title Retention Inclusive Dates In Cubic Action and No. No. Feet Completed After Authorization GSISL 195 Payroll journals 5 Years PPE 06/19/2010-12/18/2010 1 GSISL 195 Payroll organization charge summaries 5 Years PPE 3/27/2010-12/18/2010 1 GSISL 129 Payroll deduction journals 5 Years PPE 6/19/2010-12/18/2010 GSISL 129 Payroll journals 5 Years PPE 3/27/2010-06/05/2010 GSISL 116 Leave requests 3 Years 2010 GSISL 195 Payroll journals 5 Years PPE 01/01/2011-06/18/2011 GSISL 195 Payroll journals 5 Years PPE 07/02/'2011-12/17/2011 GSISL 129 Payroll deduction journals 5 Years PPE 01/01/2011-09/10/2011 GSISL 340 Cancelled checks & deposit books 5 Years 2006-2009 GSISL 349 TDC construction contracts 5 Years 2008-2009 GSISL 3 Accounting memos Obsolete 2005 GSISL 3 Accounting memos Obsolete 2012 GSISL 349 TDC, CDBG, SHIP AP 5 Years 2012 and prior I GSISL 349 Grants AP 5 Years 2006 1 GSISL 349 Grants AP 205261-205483 5 Years 5/2003-6/2003 1 GSISL 349 Grants AP 049110-054955 5 Years 5/2001-8/2001 1 GSISL 349 Grants AP 209079-209267 5 Years 11/2005-12/2005 1 GSISL 349 Grants AP 100157-100331 5 Years 1/2006-3/2006 1 GSISL 349 Grant schedules FY 2007 5 Years FY 2007 1 GSISL 116 BOCC Time cards 3 Years PPE 8/11/2013-09/21/2013 1 GSISL 35 BOCC Retirement 5 Years 2012 1 GSISL 129 BOCC payroll payments & deductions 5 Years 01/03/2013-01/27/2013 1 GSISL 129 BOCC payroll payments & deductions 5 Years 2013 1 GSISL 35 BOCC Retirement/941's[Unemployment 5 Years 2008 1 GSISL 349 Grants AP 10 1143-10123 9 5 Years 8/2006 GSISL 349 Grants AP 100825-101021 5 Years 5/2006-7/2006 GSISL 349 Grants AP 043051-049109 5 Years 5/2006-7/2006 GSISL 349 Grants AP 206027-206085 5 Years 10/2003 GSISL 349 Grants AP 055142-057944 5 Years 8/2001-10/2001 GSISL 349 Grants AP 205019-205260 5 Years 4/2003-5-2003 GSISL 349 Grants AP 204834-205018 5 Years 3/20034/2003 GSISL 349 Grants AP 100709-100824 5 Years 5/2006 GSISL 349 Grants AP 101381- 101412 5 Years 9/2006 GSISL 349 Grants AP 505643-506669 5 Years 5/2006-6/2006 GSISL 349 Grants AP 506822 5 Years 7/2006 GSISL 349 Grants AP 101022-121142 5 Years 7/2006-8/2006 GSISL 349 Grants AP 208295-208460 5 Years 12/2005-1/2006 GSISL 349 Grants AP 500008-503583 5 Years 1/2006-4/2006 GSISL 349 Grants AP 503584-505584 5 Years 4/2006-512006 fl GSISL 349 Grants AP 101240- 101380 5 Years 8/2006-9/2,006 GSISL 349 Grants AP 209278-1001156 5 Years 12/2005-1/2006 GSISL 349 Grants AP 002332-002436 5 Years 8/2003-9/2003 GSISL 349 Grants AP 100508-100708 5 Years 4/2006-5/2006 GSISL 349 Grants AP 205878-206026 5 Years 9/2003 GSISL 349 TDC AP contracts 5 Years 2011 and prior I GSISL 365 Cash receipts 615301-615650 5 Years 2012 1 GSISL 349 TDC AP contracts 5 Years FY 2012 1 GSISL 349 TDC AP contracts 5 Years FY 2010 & prior I GSISL 349 TDC AP contracts 5 Years FY 2008 & prior I GSISL 340 BOCC Suncom billing 5 Years 2006-2011 1 GSISL 340 BOCC P-card billing 5 Years FY 2013 1 GSISL 213 Fuel Tax 3 Years 1/2013-9/2014