Item L6BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 16, 2011 Division: Monroe County Clerk
Bulk Item: Yes X No _ Department: Finance
Staff Contact Person/Phone: Mitch Hedman/292 -3457
AGENDA ITEM WORDING: Approval is required, by the Board of County Commissioners in
accordance with Florida Statute 28.3 1, for the Clerk of the Circuit Court to destroy the official financial
records of the Board of County Commissioners. These records are identified on the attached form and
the retention period is in accordance with the State of Florida's Library and Archives for local
government agencies.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT /AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: INDIRECT COST:
BUDGETED: Yes
COST TO COUNTY:
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION:
DISPOSITION:
Included Not Required
AGENDA ITEM #
No
Revised 1/09
RECORDS OF DISPOSITION DOCUMENT
NO.
PAGE OF PAGES
1. AGENCY NAME and ADDRESS
2. AGENCY CONTACT (Name and Telephone Number)
Clerk of Court
Mitch Hedman
500 Whitehead Street
Key West, FL 33040
( 305 ) 292 - 3457 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 that the records to be disposed of are correctly represented below, that any audit requirements for
the records h Zad
fiedthalfher retention is not required for any litigation pe ing imminent.
2een
``
Q , t 'V 2
Si iature Name and Title Date
S. LI$T OF RECORD SERIES
a.
b.
C.
d.
e.
f.
g.
Schedule
Item
Title
Retention
Inclusive
Volume
Disposition
No.
No.
Dates
in
Action and
Cubic
Date
Feet
Completed
After
Authorization
G511
4
Tax Certificate Redemption Records
1 year
2000 -2009
7 boxes
GS11
74
Tax Deed Sale Records
4 years
2000 -2006
5 boxes
GS1 -SL
40
Inventory Control Records
3 years
1999 -2006
7 boxes
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
Witness