Item O2 �s 0.2
r`,
County of Monroe
�y,4 ' �, "tr, BOARD OF COUNTY COMMISSIONERS
County �a� Mayor Michelle Coldiron,District 2
�1 `ll Mayor Pro Tem David Rice,District 4
-re Florida.Keys ��� � � Craig Cates,District 1
Eddie Martinez,District 3
w Mike Forster,District 5
County Commission Meeting
February 17, 2021
Agenda Item Number: 0.2
Agenda Item Summary #7827
BULK ITEM: Yes DEPARTMENT: County Clerk of Court
TIME APPROXIMATE: STAFF CONTACT: Pamela Hancock(305) 292-3550
N/A
AGENDA ITEM WORDING: Approval to dispose of Fiscal Year 2015 financial records.
ITEM BACKGROUND: These records can be disposed of pursuant to State of Florida, General
Records Schedule GS1-SL, Item Nos. 340, 365, 108, 348, 85, and 129 after 5 fiscal years.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
2021-3
2021-4
2021-6
2021-7
FINANCIAL IMPACT:
Effective Date: N/A
Expiration Date:
Total Dollar Value of Contract: N/A
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
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0.2
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant: No
County Match:
Insurance Required: No
Additional Details:
N/A
REVIEWED BY:
Kevin Madok Skipped 01/29/2021 4:24 PM
Cynthia Hall Completed 02/02/2021 11:40 AM
Liz Yongue Completed 02/02/2021 11:43 AM
Board of County Commissioners Pending 02/17/2021 9:00 AM
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NO.2021-3
IRECORDS DISPOSITION DOCUMENT
PAGE OF PAGES
tm AGENCY NAME and ADDRESS 1 AGENCY CONTACT IName and Telephone Number
Monroe County Clark of the Circuit Court S Comptroller Parnels Hancock
Fdd Whitehead Street
Rey West FL 33040
(305)295-3130 Ext.
3. one c OF IN NTION:�The led records lis I Item are..t be di_......_.c___.ed of in the� ..e. _. ......._
manner checked l (specify only
. Destruction 0 b, Microfilming and Destruefion Cc. Other
® .:. . ....._ ....Y._... .......
ce SUBMITTED S R I here y rtd taut.the re , rds t e die cf are ectly represented below,that any audit requirements oi-
the records h v, been fully justified,and that further retention is not requIred for any 11figation pending or imminent.
Maureen O'Brien Assistant rear of Finance
Iltr Name and Title Date
b. LIST OF RECORD SERIES
a. b= lucre Die siban
Schelde This Retention Ines I I
No, No. CbI 20
Feet rstod
Ane
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o........ ...... _----. C tion �=
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:6SISL 110 1 Entries 5 Years FY15
i
I SL65 Cash Receipts 15 Years 9,Y 15 1
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is. 013POSALAUTHORIZATION. Disposal lbrt above listed 7. DISPOSAL CERTIFICATE: The above listed ids have been
records Is authorized. Any deletions or modifications are Indicated. disposed In the manner and on the date shown In column
signature Dais
i
Name and Title .... ®... _._
"ustedian/Records Management Liaison Officer Date
Witness
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IRECORDS DISPOSITION DOCUMENT 3 .
I
AOENC
Y (Nameand Telephone
Monroe County Clerk of the Circuit Court&ComptrollerFinance
500 Whitehead Street 500 Whitehead Street
est West 3
__........... _ __.........__ ___ -----. ......__....
3. NOTICE F I scheduled listedIn Item 5 are to be disposedof in the manner checked below(spechV only
one).
Destructiona. I I I and c, Other
: I hereby certify that t ibelow,that any audit requirementsr
the records have been fully Justified, r retention Is not requiredr any litigation pendingr Imminent.
Signature`— _...._-
_.....
L16T OF RECORD SERIES
a. 1 b. 1 C. d, s. Volume Dispoordan
Schedule rem Title Retention j inclusive In nd
N
No. No. aetes Cubic
w Feet conview
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1 1 � _ 3'3
r 1 la .Ammuh TIxis recordes FY gals
I consists of documentation suppo
information reported ui the annual Snaiicial o
reports required by statute or rule,including
those required by Section 218.32,Khrida 0
Statutes,Annud Financial ® ,LocalN
Entities;Governmental Section 218.89,
Chapters10. ( ),
10.807(3),and 10.857(4)of the Rules of the
Auditocv
r of a of j N
Annual Fnmncml 'Audit Reports;
216.102,Hoeida Statutes, Filing of finsucialn
fi 'o ;handling by Chief Ffimcialj
Officer.This docLunexitation may include
informationutilized in compilizW the reports
or may indicate how the reportingentity
arrived at die reported information.
1
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DISPOSAL AUTHORIZATION: Disposal flor the above listed 1 7. DIBPORAL CERTIFICATE: The above listed records have been
records Is eutiorizad. Any deWdons or modifictions are Indicated. ! In the manner and on the date shown In column g.
_..... __
nDate
jd dionlike o-r—daMin—apernent Llelson Ofter Name and Title !
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DISPOSITIONRECORDS
Judicial Branch Records Retention PAGE 7 OF 7 PAGES
7 AGENCY NAME and ADDRESS AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk's Office Margo Thompson
500 Whitehead Street (305)292-3336
Key West FL 33040
.._..... _m
NOTICE OF INTENTION: The scheduledlisted in Item 5 are to be disposed of in the manner chedwd below(specify only
one).
es 'on 0 b. Microffirning and Destruction a Other
.m- ......... ..................
4. SUBMITTED BY: I hereby that the records to be disposed of are correctly represented below,that any audit requirementsr
the recot,1s have been fully]ustlfted,and that further retention is not required for any Irtigadon pending or Imminent.
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�n t 13J,t°r, `',,,. !dis Fire n,:c Wmi� E)I 'ems,,"cM �i` � ate 1
Si ntu Name and Title Date
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GS 1 SL ,'"G48 4tIiA1V'!'F'II��Scord series cumen�P��rl :This 5 FY 2015 12 CS r_
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is activities � 0
'clating to grant-fundedprojects
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1 Le receipt mid expenditure:of grant
I ends.These files may include,but are
yot limitedt applications; CD
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contracts;agreements;grant status,
aarrative,and fici ; mid
supporting documentation. Project
v,-impletion has not occurred until all
yRvporting requirements are satisfied and
linal paymentsbeen received.
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S. I P AL AUTHORIZATION, Disposal for the above listed 7. DISPOSAL CERTIFICATE: The above listed s have been
records Is authorized. Any delaillone or modifications are Indicated. disposed in the manner and on the dats shown In column g.
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Custodlan/Records Management Liaison Officer Date Name and Title
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