Item M7C ounty of M onroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
The FlOnda Key
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Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
July 18, 2018
Agenda Item Number: M.7
Agenda Item Summary #4461
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 Financial Records ranging from
1997 -2012 (see attached Records of Disposition Document for details).
ITEM BACKGROUND: Approval to dispose of BOCC receipt, fixed asset, audit workpapers,
check registers, journal vouchers, sales tax remittances, internal billings and other various financial
and banking records as itemized on the attached list.
PREVIOUS RELEVANT BOCC ACTION:N /A
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval as submitted
DOCUMENTATION:
Approval to dispose of BOCC Financial 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:
REVIEWED BY:
Kevin Madok
Cynthia Hall
Kathy Peters
Board of County Commissioners
Skipped
Completed
Completed
Pending
07/03/2018 3:39 PM
07/03/2018 4:24 PM
07/03/2018 4:48 PM
07/18/2018 9:00 AM
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NO.
2018-12
RECORDS OF DISPOSITION DOCUMENT
PAGE 1
OF
I 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
EXr.
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 litigation penclin r Imminent.
Pam Radloff, Finance Director
Signature
Name and Title
Date
777711
y
a.
b.
C.
cl.
e.
f.
&
Schedule
Item
Title
Retention
Inclusive
Volume
Disposition
No.
No.
Dates
in
Action and
Monroe County BOCC
Cubic
Date
Feet
Completed
or
After
Fiscal Years
Boxes
Authorization
GS1 -SL
121
Abandoned Property
5 yrs
2008-2012
2
GS1-SL
121
Audit Workpapers
5 yrs
2008-2011
15
GS1-SL
340
Cash Receipts
5 yrs
2008-2012
13
GS1-SL
85
Check Registers
5 yrs
1997
1
GS1-SL
340
Deposit Slips
5 yrs
2007-2011
4
GS -SL
108
Fixed Assets
5 yrs
2007-2008
2
GS1-SL
121
Internal Billings:
5 yrs
2009
4
Group Ins, Risk Mang, Workers Comp
GS1-SL
108
Journal Vouchers
5 yrs
2009
5
GS1-SL
340
NSF Documents
5 yrs
2010-2012
6
GS1-SL
213
Sales Tax
5 yrs
2009-2011
1
GS1-SL
340
Vendor Check Log
5 yrs
2004-2011
1
GS1-SL
340
Voided Checks
5 yrs
2012
1
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
Clerk of the Circuit Court & Comptroller
cr 7/03/18 Salome McIntosh, Accts Pa able Supervisor (Maureen's lis
Witness
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