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Item O2 0.2 County f � .�� ��� BOARD OF COUNTY COMMISSIONERS Mayor David Rice,District 4 Mayor Pro Tem Craig Cates,District 1 The Florida Keys ' Y � �F' Michelle Coldiron,District 2 Vacant,District 3 --' Holly Merrill Raschein,District 5 County Commission Meeting February 16, 2022 Agenda Item Number: 0.2 Agenda Item Summary #10244 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 that have the appropriate retention period. ITEM BACKGROUND: PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval. DOCUMENTATION: February 2022 Destruction 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: Packet Pg. 2557 0.2 Revenue Producing: If yes, amount: Grant: County Match: Insurance Required: Additional Details: N/A REVIEWED BY: Kevin Madok Skipped 01/31/2022 5:05 PM Cynthia Hall Completed 01/31/2022 5:20 PM Liz Yongue Completed 02/01/2022 9:07 AM Board of County Commissioners Pending 02/16/2022 9:00 AM Packet Pg. 2558 NO.2022-02 RECORDS DISPOSITION DOCUMENT Board of Countv Commissioners PACE OF PAGES 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 FIL 33040 (305)292-3550 3. NOTICE OF INTENTION: The scheduled records listed in Item are to be disposed of in the manner checked below(specify Only One). El a. Destruction b. Microfilming and Destruction El c, Other 4. SUBMITTED Y: I hereby certify that the records to be disposed of are correctly represented below,that any audit requirements for the records have b n fully Justified,and that further retention is not required for any litigation pending or imminent. � .® .. M�t�reen C�'Erlen.Assistant Firtanc+a Director 12f174,��01 Signature Name and Title Date 5. LIST OF RECORD SERIES f, 9. N e. Volume Dsppsitvraa� O0. �. b. d° Inclusive In Action and to Schedule (terra Tide Retention Inclusive Cubic DO B No. No. Feet Completed After Authorization GSI-SL 365 Receipt/RevenueRecords: Detail 5 FY 2015 21 _ This series consists of records documenting specific receipts/revenues collected by an agency through.cash,checks,electronic fund transfers ),credit and debit cards, r other inethods.The series may include, u:t is not limited to,records such as cash ollection records and reports,cash receipt books,cash register tapes,deposit/transfer lips,EFT notices,credit and debit card 2 records,receipt ledgers, receipt j ourrial 0 transactions and vouchers,refund records, u_ ad check records,and other accounts receivable and related documentation. 6. DISPOSAL AUTHORIZATION: Disposal for the above listed T. 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 gate .__........................m................. Custodian/Records Management Liaison Officer Date Name and'title Witness Packet Pg. 2559 RECORDS DISPOSITION DOCUMENT N0.2022-03 PACE 1 OF 1 PAGES AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number) Alonro . County Clerk of the Circuit Court&Comptroller Finance 500 1' hitebead Street 500M7hitelre.adf Street Key West FL 33040 Key West FL 33040 t. 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 El b. Microfilming and Destruction . Other ,°c°k-. 4. SUBMITTED Y: I hereby 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. 0. e. S. volume Disposition b. c. d° 0. Sch sale Item Title Retention Inclusive In Action and Cubic Da N No. No. Feet Completed After Authorization S 1 SL 108 :'11ris record series 5FY 2016 � consists of r1cwrxarre nta.tion supporting the �-- infonnation reported in die annual finarrcial reports required by statute or rule,irrctudin .2 tbose required by Section 218.32,Florida Sl.alufes,Annual Iivancial Reports;Local y Governmental I°Aititic,sf Section 213. 9, � Floridla,Skarrates,and Chapters 10.558(3), N IU07(3),mid 10.857(4) of the Rules of the CD Auditor Ck,r e dd.of die State of Ia orida, N Annual Firrwicial Audit Re.poits and Section 216.102,Borida.Sl atarte.s, Filing of finalac°ial information;Dandling by Cluef Financial � Officer.'nris documentation may include inf x-trration utilized iri compiling re reportsai or may indicate liow die reporting entity E arrived at the reported information, � 6. DISPOSAL AUTHORIZATION: Disposal for the above listed . 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 Custodian/Records Management Liaison Officer Date Name and Title { Witness Packet Pg. 2560 NO.2022-05 RECORDS DISPOSITION DOCUMENT PAGE 1 OF 1 PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number) Monroe County Clerk®s Office Ma ggo Thompson 500 WhiteheadStreet Key West FL 33040 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 El b. Microfilmingand Destruction 0 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 re cor s have bee fully justitned, and that further retention is not required for any litigation pending or imminent. _ Maur on O'Brien.Assistant Finance Director November 12 2019 Sinn Are Name and Title Date 5r.' LIST OF REC©RD f. g. O e. Volume Disposition a. b. C. d. N Schedule Rem Title Retention inclusive In Action and No. No. Dates Cubic Feet Completed After 0 Authorization GS 1 SL 348 GRANT CIE' :This 5 FY 20163 c.f record series documents activities relating to grant-funded projects conducted by the grant recipient, 2 including the application process and the receipt and expenditure of grant Funds. These files may include, but are io,tt limited , alit applications; `V contracts; a ee ents;grant status, (B narrative, and financial reports; an supporting documentation. Project d' om letionn has not occurred until all eporting requirements are satisfied mid � anal payments have been received. o 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. Sign re Date Custodian/Re nt Custodian/Records anageme Liaison Ocer Date Name and Title Witness Packet Pg. 2561 02.a .2022-07 RECORDS DISPOSITION DOCUMENT Board of Coun Commlsslone PAGE OF PAGES 1. AGENCY A E 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 3300 ( 5) - 55t7 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 0 b. Microfilming and Destruction El c. Other 4. SUBMITTED Y: I hereby certify that the records to be disposed of are correctly represented elo t any audit requirements for the records have een fully Justified,and that further retention is not required for any litigation pending or imminent. Mar o Thompson,D.0 08/05/2020 SignaturP Name and Title Date 5. LIST OF RECORD SERIES a. b. c. d. e. VolumeDisposition 0. Schedule T° Retention I Dates Cubic A! n nd y No. No. . Feet Completed a After Authortrallon 0 GS1-SL 348 Grant Files:Recipient This record series documents 5 FY 2014-2016 activities relating to grant-funded projects conducted y the grant recipient,including the application process and the receipt and expenditure of grant Inds.These files may include,but are not limited to, rant applications;contracts;agreements;grant N status,narrative,and financialreports;and au supporting documentation.Project completion has of occurred until all reporting requirements are C44 satisfied and final payments have been received. CD Check.with applicable granting agency for any additional requirements.AND G � L 35 Receipt/Revenue ors:Detail is series 6 W consists of documenting specific receipts/revenues collected by an agency through cash,checks,electronic fund tratisfors(p it d debit cards,or other methods.The series may nclude,but is not limited to,records such as cash collection records and reports,cash receipt books, cash register tapes,deposit/transfer slips,EFr notices,credit and debit card records,receipt ledgers, receipt journal transactions and vouchers,refund records,bad check records,and other accounts eivable and related documentation. 6. DISPOSAL AUTHORIZATION: Disposal for the above listed T. 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 Custodlan/Records Management Liaison Officer Datemm Name and Title Witness Packet Pg. 2562 NO. ° 02 .-o RECORDS DISPOSITION DOCUMENT Board of CounWCommissioners PAGE OF PAGES . 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 3 NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below(specify only one). Destruction 0 b. Microfilming and Destruction El c. Other . SUBMITTED BY: I hereby certify that the records to be disposed of are correctlyrepresented 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. Mau n O° rien.Asls n Finan I r 01/ 1/2021 ignature Name and Title Date 5. LIST OF RECORD SERIES " f 9• a. b. C. d. e. volume DispositionN Schedule Title Retention I usfve In Action and No No Dates Cubic Date Feet Completed After C Authorization 1-SL1 85 ACCOUNT 5FY 2016 1 W STATEMENTS '17ris record series consists of motidily tateriierits of banVrmancial acco its and airy elated recolic` 'atiori records docurnetitiiig eits,credits and acco it bahuices. CD N 2 k . 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 Custodian/Records Management Liaison Officer Date Name and Tide Witness Packet Pg. 2563 NO 2427--01 RECORDS DISPOSITION DOCUMENT Board of Count Commissioners PAGE OF PAGES 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 3 NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposedof in the manner checked below(specify only one). El . Destruction El b. Microfilming and Destruction El c. Other 4. SUBMITTED Y: I hereby certify that the records to be disposed of are correctly representedbelow,that any audit requirements for the recordq have been fully justified,and that further retention is not required for any litigation pending or imminent. 4 Maureen O'Brien Assistant Finance Director 12/04/2019 Signature a and Title Date E 5. LIST OF RECORD SERIES f. g. a. b. c, d, e. Volume Disposition us Bch Inclusive In Action and Schedule Item Title Retention o. No. DatesCubic D Feet Completed After Authorization D S 1®SL 340 Disbursement Records:Detail 5 FY 2016 This series consists of records documenting specific W expenditures or transfers of agency moneys for the r- procurement of commodities services other purpo sass e saies may include,but is not limited to, procurement records such as requisitions,requisition logs, hase orders,contracts,purchasing c (p-c ) y receipts,vendor invoices,receiving reports,acceptances of contract defiverables,approvals,and related documentation, d expenditure recordsfor disbursements made through becks,warrants,electronic fund transfers(E purchasing cards,or other methods,such as payment vouchers,approvals,check registers,cancelled checks, heck stubs,cancelled warrants,disbursement ledgers, journal 1 do p di detail reports,refimd words,and other accounts payable and related documentation. ecel evenue Records:Detail 1- I 65 is s c sisis of Dads d g ifc 5 Y 216 receipts/revenues collected by an agency through becks,electronic fund transfers(EFT),credit and debit cards,or other e series may include,but is not united to,records such as cash collection records d ports,cash receipt books,cash register to leposit/transfer sips,EFInotices,credit and debit card ecords,receiptled receipt journal ctions and ouchers,refund records, d check records,and other :counts receivable and related documentation. . 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 Custodian/Records Management Liaison Officer Date Name and Title Witness Packet Pg. 2564 NO. ' .-J RECORDS DISPOSITION DOCUMENT Board of Coupt y Commissioners PAGE OF PAGES 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 3300 (305)292-3550 3. NOTICE OF INTENTION: The scheduled records listed in Item are to be disposed of in the manner checked below(specify only one). El a. Destruction El b. Microfilming and Destruction El c. Other 4. SUBMITTED Y: I hereby certify that the records to be disposed of are correctly represented below,that any audit requirements for e records have been Rally justified,and that further retention is not required for any litigation pending or imminent. Maureen(YBdan As istarrt Fin n t�irector Ctit31f2tt2t Signature Name and Title Date . LIST OF RECORD SERIES _ f .N 9. e. Volume Disposition r. a. b. C. d° Inclusive In Action a y Schedule Item Title Retention No. No. Dates Cubic P-912 Feet Completed After 0 Authorization S1-SL, 365 a .N O 5 Y 2016 DLTAH�Ilris series consists ofrecords documenfing specific reccilrts/t aact,u s collected y art agency through.cash,checks,electronic � lard transfers( ,credit acid debit cards,or y )ther nietlrods. he series may include,but is � not limited to,records such as cash collection cy •ecords arrd reports,casli receipt books,casli N CD •egister tapes,deposit/transli,r slips,ElTI'notices, N 'r-cdit and debit card rr cords,receipt led rs, � ceipt journal trmisactions mid vouchers,ref nd records,bad check records,arid other accounts � receivable said related documentation. u- 0. 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 Da—te — Custoftn/Recards Management Liaison{officer Date Dame and Title Witness Packet Pg. 2565