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Item N7County �� Mo G �' ' BOARD OF COUNTY COMMISSIONERS � s Mayor David Rice, District 4 T he Fl orida Keys M,'� ° M ayor Pro Tern Syl v i a J. M u rphy, D i stri ct 5 Danny L. Kolhage, District 1 Gorge Neugent, District 2 Heather Carruthers, District 3 County Commission Meeting May 16, 2018 Agenda Item Number: N.7 Agenda Item Summary #4220 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, fuel tax and TDC accounts payable and other various financial records per the attached itemized list. ITEM BACKGROUND: PREVIOUS RELEVANT BOCC ACTION: CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval. DOCUMENTATION: Approval to dispose records. 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 05/01/2018 5:06 PM 05/02/2018 11:50 AM 05/02/2018 11:53 AM 05/16/2018 9:00 AM 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one). El . Destruction C1 b. Microfilming and Destruction El 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 recor ha e been fully justified, and that further retention is not required for any litigation pending or imminent, Maureen O'Brien Assistant Director of Finance Signature Name and Title Dafe ® r 6 9. C. k Volume Disposition e. _ .. _ • Title Dates Cubic I Q& Feet Completed Aftr GSISL 340 Contracts GSISL 195 FY 0 -6 Payroll poll workers GSISL 340 Years Expired Contracts GSISL 1,08,00,02,91,94 Years GSISL 107 1 Trial Balance GSISL 340 Cancelled time deposits GSISL 85 FY 75 Warrant Register GSISL 85 Years Vendor Ledger GSISL 42 Purchase Order Rees GSISL 195 1 Payroll Purge GSISL 107 eneral Ledger Airport Review GSISL 121 FY 76 -90 AP Vouchers GSISL 121 0 Years Sugarloaf School, TDC GSISL 40 Mel Fisher T C Contract GSISL 107 1 EMS Acct Rec GSISL 340 Deposit Rec GSISL 121 AP Vouchers Telephone GSISL 107 Monroe County Bookkeeping GSISL 123 BOCC Minutes GSISL 340 Returned Checks GSISL 107 Budget Worksheets GSISL 121 Abandoned Property GSISL 107 Misc File NN - M Years 1971 -1972 1 Years FY 9 -96 FY 0 -6 1 Years FY 93,97,05,06,88° Years 13 1,08,00,02,91,94 Years 0 Years FY 80,90,86- 87,91,88 1 8 Years FY 75 -76 1 Years FY 03, 93 -97 FY 75 Years FY 70-73, 77, 96 -97 Years 5 )bselete Y 95 -97 1 • • ! +„ « Years FY 79 1 Years FY 0 -6 Years FY08 1 Years FY 05 1 Years FY -9 1 YearsS FY 75 1 Years FY 92 -5 1 0 Years FY 80 1 Years FY 92 1 Years FY 76 -90 1 0 Years FY 87 -89 1 Years FY 90 1 0 Years FY 61, 81 Signature Date CustodianiRecords Management Liaison r , r , i s Afqlnlff�i �- 19 FY 93 FRS 340 0 Years f. 9- FY 95 b. C. d. a. volume Disposition a. Schedule Item Title Retention Inclusive In Action and No. No. Sales Tax 108 Dates Cubic a& Years Journal Entries 340 FY 12 Cash Receipts Feet Completed Payroll Check Register 340 Deposit Books 108 After 116 BOCC Timecards 340 Deposit Books Authorization 19 FY 93 FRS 340 0 Years Cash Receipts Z78 FY 95 Investment Records 121 Years FAA Grants 129 FY 0 1 -02 BOCC Payroll Deduction Register 183 Years W-2's 340 FY 11 Expired Contracts 213 Years Sales Tax 108 FY 1 Fixed Assets 108 Years Journal Entries 340 FY 12 Cash Receipts 195 Years Payroll Check Register 340 Deposit Books 108 BOCC Assessment 116 BOCC Timecards 340 Deposit Books 121 as Billings, Postage billings 108 �ssets, Liabilities, VP 5 Years FY 93 Years FY 10 0 Years FY 90-91 Years FY 95 Years FY 06 Years 1990-1992, 2003-2007 Years FY 0 1 -02 Years FY 12-14 Years 04,08,06,02,03,00,01,09,12,99 Years FY 11 Years FY 11 Years FY95-12 Years FY 1 Years FY 06-07 Years FY 97 Years FY 12 Years FY 1 Years FY 10 �uthorizecl. Any deletions or modifications are Indicated. Management Liaison Officer NM 7. DISPOSAL CERTIFICATE: The above listed records have been disposed of In the manner and on the date shown In column g. ME II Clerk of the circuit Court & Comptroller created 4/11618 Salome McIntosh. Accts Si nature Name and Title Date AWN a. b. C. & e. f. . Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates In Action and Monroe County BOCC Cubic Date Feet Completed or After Boxes Authorization GSI-SL 121 Accounts Payable Vouchers 5 yrs 2012 63 567976 - 580793 GSI-SL 123 Board Minutes (copies) 2 yrs 1997-2011 4 GSI-SL 121 Budget transfers (copies) 5 yrs 1999-2012 8 GS -SL 340 Contracts (expired) 5 yrs 2001-2011 2 GSI-SL 20 llEncumbrance forward records 3 yrs 2008 1 GSI-SL 28 Suncom Reports I yr 2006-2012 13 GS -SL 340 Voided PO's 5 yrs 2002-2012 5 GS1 -SL 121 Class C meals 5 yrs; 2012 1 �uthorizecl. Any deletions or modifications are Indicated. Management Liaison Officer NM 7. DISPOSAL CERTIFICATE: The above listed records have been disposed of In the manner and on the date shown In column g. ME II Clerk of the circuit Court & Comptroller created 4/11618 Salome McIntosh. Accts