Item N8lrl
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BOARD OF COUNTY COMMISSIONERS
Mayor David Rice, District 4
Mayor Pro Tern Sylvia J. Murphy, District 5
Fl
IleOI1da Keys
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Danny L. Kolhage, District 1
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George Neugenf District 2
Heather Carruthers, District 3
County Commission Meeting
October 17, 2018
Agenda Item Number: N.8
Agenda Item Summary #4823
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 various records including fixed asset lists,
Comprehensive Annual Financial Report (CAFR) preparation workpapers and other various
financial records per the attached itemized list.
ITEM BACKGROUND: F.S. 257.36(6), F.S., states that a public record may be destroyed or
otherwise disposed of in accordance with the retention schedule established by the Florida Division
of Library and Information Services. Each of the documents on the attached list has been kept in
excess of the Florida Records Retention Schedule.
PREVIOUS RELEVANT BOCC ACTION:N /A
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval as submitted.
DOCUMENTATION:
Records of disposition
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
10/02/2018 1:13 PM
10/02/2018 3:36 PM
10/03/2018 10:51 AM
10/17/2018 9:00 AM
RECORDS OF DISPOSITION DOCUMENT
NO.
PAGE 1
OF 1 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
EXT.
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 litig lion pending or imminent.
•
Pam Radloff, Finance Director
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Name and Title
Da
S: LIST OF RECORD SERIES' -
a
b.
C.
d.
e.
Schedule
Item
Title
Retention
Inclusive
Volume
Disposition
No.
No.
Dates
in
Action and
Monroe County BOCC
Cubic
Date
Feet
Completed
or
After
Boxes
Authorization
GS1 -SL
40
Fixed Asset Additions FY 12
3 yrs
2012
1
GS1 -SL
107
Financial Statements FY 1982 to FY 1991
10 yrs
1982 -1991
1
GS1 -SL
108
CAFR Workpapers FY 1987 to FY 1991
5 yrs
1987 -1991
1
GS1 -SL
375
FY 2000 Impact Fees
5 yrs
2000
1
GS1 -SL
146
Finance Director Misc Admin Files
Transitory
1985 -2001
1
GS1 -SL
340
FY 2010 Voided Purchase Orders
5 yrs
2010
1
GS1 -SL
40
FY 1992 -93 Fixed Assets
3 yrs
1992 -1993
1
GS1 -SL
108
Workpapers FY 1976 -FY 1983
5 yrs
1976 -1938
1
GS1 -SL
108
CAFR Workpapers FY 1987 to FY 1991
5 yrs
1987 -1991
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
Witness
created 4/11/18 Salome McIntosh, Accts Payable Supervisor
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