Item P5P.5
t, BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy, District 5
The Florida Keys l'U � Mayor Pro Tern Danny Kolhage, District 1
�pw° Michelle Coldiron, District 2
Heather Carruthers, District 3
David Rice, District 4
County Commission Meeting
November 20, 2019
Agenda Item Number: P.5
Agenda Item Summary #6258
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 FY 16 timesheets, FY 14 journal
entries, cash receipts, bank recs , EFT records & financial reports, FY 97-14 grant files. Please refer
to the attached Clerk disposition numbers- 2019-02, 2020-03, 2020-04 & 2020-05.
ITEM BACKGROUND: N/A
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval as submitted.
DOCUMENTATION:
Rec 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:
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P.5
Revenue Producing:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Kevin Madok
Cynthia Hall
Kathy Peters
Board of County Commissioners
If yes, amount:
Skipped
Completed
Completed
Pending
11/01/2019 4:25 PM
11/04/2019 10:00 AM
11/04/2019 2:25 PM
11/20/2019 9:00 AM
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P.5.a
NO.2QIj— b
RECORDS DISPOSITION DOCUMENT r
1. AGENCY NAME and ADDRESS
Monroe County Clerk of the Circuit Court i Comptroller
100 Whitehead Strest
Key West FL 33040
PAGE OF PAGES
2 AGENCY CONTACT (Name and Telephone Number)
Pamela Hanoock
(305)295-3130 Est.
& NOTICE OF INTENTION: The scheduled records listed In Item B are to be disposed of In the manner checked below (specify only
one).
❑ a. Destruction ❑ b. Mic roAlming and Destruction R�c. Other Rc c Y 4 f G
4. SueMiTTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for
the records been fully Justlfted, and that further retention is not required for any litigation pending or imminent._
IF Y` Maureen t7Brfen Assistant Director of Finance
Signature Name and Title Date
a. b
Schedule ";;n
No. No.
S1SL 1116
Timesheets
!L LIST OF RECORD SERIES
e. volume DlsposMon
in Action and
TIW i Retention InclusiveDates Cubic
Feet Completed
Amer
Authorizebon
3 Years ! FY 16
E
s. DISPOSAL AUTHORIZATION: Disposal for the above listed 1 7. DISPOSAL CERTIFICATE: The above listed records have been
records Is authorized. Any deletions or modifcations are Indicated. I disposed or in the manner end on the date shown In column g.
ustodian/Records Management Liaison Officer Date
Signature Date
Name and Title
Witness ��--
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P.5.a
RECORDS DISPOSITION DOCUMENT
NO.2020-03
PAGE OF PAGES
1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephons Number)
Monroe County Clark of the Circuit Court i Comptroller Pamela Hancock
400 Whitehead Street
Key West FL 33040
(305)295-3130 Eat.
3. NOTICE OF INTENTION: The scheduled records listed in Item 6 are to be disposed of In the manner checked below (specify only
;e,. a a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other
4. Summmo Illy: I hereby �certlfy that the rewords to be disposed of are correctly represented below, that any audit requirements for
the recordsthave bow fully Justified, and that further retention is not required for any litigation pending or imminent
4�� Maureen O'Brien Assistant Dlredor of Finance
Signstur& Name and Title Dats
5. LIST OF RECORD SERIES
L y,
a. b. a d e. Volume Disposition
schedule Ilan Tide Retention waive in
Actim and
Dabs Cubic noNo. No. Fed
c4mPleled
Aftr Authorliallcm
JS1SL
SISL
;S1SL
ournal Entries 15 Years I FY 14
ash Receipts 5 Years ll-Y 14
tank Reconciliations lk Years I; Y 14
6. DISPOSAL AUTHORIZATION: Disposal for the above listed
records Is authorized. Any deletions or modilleations are Indicated.
a Management Liaison Officer Date
2
t DISPOSAL CERTIFICATE: The above listed records have been
j disposed of In the manner and on the date shown In column
j Signature Date
Name and Title
Witness
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P.5.a
02
NO.2020-04
RECORDS DISPOSITION DOCUMENT
PAGE OF1 PAGES
1. AGENCY NAME and ADDRESS
2. AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk of the Circuit Court & Comptroller
Finance
500 Whitehead Street
500 Whitehead Street
Key West FL 33040
Key West FL 33040
Ext.
3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only
o e).
a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other Recycle
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for
the records have been fully justified, and that further retention is not required for any litigation pending or imminent.
Signature Name and Title Date
5. LIST OF RECORD SERIES
f.
g.
a.
b.
C.
d.
e.
Volume
Disposition
Schedule
Item
Title
Retention
Inclusive
Dates
In
Cubic
Action and
Date
No.
No.
Feet
Completed
After
Authorization
S 1 SL
108
Financial Reports: Annual: This record series
5 FY
2014
1
consists of documentation supporting the information
reported in the annual financial reports required by
statute or Wile, including those required by Section
218.32, Florida Statutes, Annual Financial Reports; Local
Governmental Entities; Section 218.39, Florida Statutes,
and Chapters 10.558(3), 10.807(3), and 10.857(4) of the
Rules of the Auditor General of the State of Florida,
Annual Financial Audit Reports; and Section 216.102,
Florida Statutes, Filing of financial information; handling
by Chief Financial Officer. This documentation may
include information utilized in compiling the reports or
may indicate how the reporting entity arrived at the
reported information.
64
Electronic Funds Transfer Records: 'Phis record
5 FY
2014
1
series consists of the documentation necessary to
establish and maintain the electronic transfer of funds.
The series may include, but is not limited to: an
agreement between the two parties; a form which lists
both institutions' names, their routing numbers, the
name(s) and authorizing signature(s) of the account
holder(s); direct deposit authorizations; canceled
deposit slips or checks; and documentation of the
termination of service or transfer of service to a new
institution. This series does not include records of
specific individual deposits or payments. Retention is
pursuant to Statute of Limitations for fraud, Section
95.11(3)0), Florida Statutes.
6. DISPOSAL AUTHORIZATION: Disposal for the above listed
7. DISPOSAL CERTIFICATE: The above listed records have been
records is authorized. Any deletions or modifications are indicated.
disposed of in the manner and on the date shown in column g.
Signature Date
stodian/Records Management Liaison Officer Date
Name and Title
Witness
E
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P.5.a
RECORDS DISPOSITION DOCUMENT N0.20iA_ Of
_ PAGE OF PAGES
1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk of the Circuit Court a Comptroller Maureen O'Brien
600 Whitehead Street
Key West FL 33040
(305)292-3528 Ext. i
3. NOMCE OF INTENTION: The scheduled records listed in Item 6 are to be disposed of in the manner checked below(specify only
o ).
a. Destruction ❑ 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 for
the recor s have
ebeeen�fully Justified,and that further retention Is not required for any litigation pending or Imminent.
Ptz • � Maureen O'Brien Assistant Director of Finance _
Signature Name and Title Date
R LIST OF RECORD SERIES
t g.
R. b. a d. e. Volume Disposition
Schedule Item Title petention Indushm In
No. No. Detes Cubic Action
Feet Completed 91
Alter oa
Autitoraatlon
U
S1SL 348 GRANT FILES: RECIPIENT Item 5 Years FY97-14
' 348 This record series documents
activities relating to grant-funded
rojects conducted by the grant
recipient,including the application
process and the receipt and expenditure
f grant funds. These files may include,
but are not limited to,grant
pplications; contracts; agreements;
grant status,narrative,and financial
reports; and supporting documentation.
roject completion has not occurred
ntil all reporting requirements are
satisfied and final payments have been
F
received. Check with applicable
granting agency for any additional °
requirements.
I
I
s. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DISPOSAL CERTIFICATE:The above hated records have been
records Is authorized. Any deletions or modifications are Indicated. disposed of In the manner and on the date shown In column g.
Signature Date
D stodlen/R000rds Management Liaison Officer Date Name and TitleY4
Witness
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