Item P3 } P.3
`,
County of Monroe
�y,4 ' �, "tr, BOARD OF COUNTY COMMISSIONERS
Mayor David Rice,District 4
�1 `ll Mayor Pro Tem CraigCates,District 1
The Florida Keys ��� `� � Michelle Coldiron,District 2
Eddie Martinez,District 3
w � Holly Merrill Raschein,District 5
County Commission Meeting
December 3, 2021
Agenda Item Number: P.3
Agenda Item Summary #10011
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 records, related to grants, that have met the
appropriate retention period.
ITEM BACKGROUND: This item seeks approval to destroy records related to grants, time period
1999-2014.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
2021-16 Grants
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.3
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
N/A
REVIEWED BY:
Kevin Madok Skipped 11/22/2021 3:14 PM
Cynthia Hall Completed 11/22/2021 3:30 PM
Liz Yongue Completed 11/22/2021 4:05 PM
Board of County Commissioners Pending 12/08/2021 9:00 AM
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P.3.ai
NO.2021-16
RECORDS DISPOSITION DOCUMENT
PAGE of PAGES
Board of County Commissioners
w _ . ........... c.
1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk of the Circuit Court&Comptroller Pamela Hancock
500 Whitehead Street
Key West FL 33040
(305)292-3550
i -
3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below(specify only
one).
❑ a Destruction ❑ b Microfilming and Destruction c. Other
....�.. e� .® �
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represents " elow,that any audit requirements for
the records have been fully justified,and that further retention is not required for any litigation pending or imminent.
t t .", 5.. ".. <.,. :: M ri.r,Th !r!Iu: n Via... ..... 1112212021
Signatuf.,. Name and Title Date
5. LIST OF RECORD SERIES
f. g.
e. Volume Disposition O
a. b. F C. d. Inclusive In Action and
Schedule Item 1 Title Retention i Dates Cubic Date y
No. No. Feet Completed O
After
c�
i_...... ._.... _ _..... ........__ .... ........ ____..... ........ Authorization a—
GS 1-SL 348 ('.rant Files:Recipient This record series documents, 5 FY 1999-2014 14 total
i,ctivities relating to grant-funded projects conducted
1hy the grant recipient,including the application
process and the receipt and expenditure of grant
I;ands.These files may include,but are not limited to,
2.1.ant applications;contracts;agreements;grant
Matus,narrative,and financial reports;and
supporting documentation.Project completion has
!rot occurred until all reporting requirements are
satisfied and final payments have been received.
Check with applicable granting agency for any I N
additional requirements.AND tCD
y
'Receipt/Revenue Records:Detail This series
rGSl-SL 365 5 FY 1999-2014
consists of records documenting specific
receipts/revenues collected by an agency through
cash,checks,electronic fund transfers(EFT),credit
a wd debit cards,or other methods.The series may
include,but is not limited to,records such as cash
collection records and reports,cash receipt books,
:ash register tapes,deposit/transfer slips,EFT
notices,credit and debit card records,receipt ledgers,
receipt journal transactions and vouchers,refund
records,bad check records,and other accounts
p eceivable and related documentation. j a
I I I
r
I
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
i
CustodianlRecords Management Liaison Officer Date Name and Title
Witness
1
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