Item P4 P.4
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys � Mayor Pro Tem Craig Cates,District I
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
October 19, 2022
Agenda Item Number: P.4
Agenda Item Summary #11227
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 met the retention period.
ITEM BACKGROUND: The records have met the retention period as required by the State of
Florida General Records Schedule GSl-SL for state and local government agencies.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval as submitted
DOCUMENTATION:
Records 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.4
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Kevin Madok Skipped 10/04/2022 12:25 PM
Cynthia Hall Completed 10/04/2022 3:34 PM
Lindsey Ballard Completed 10/04/2022 3:39 PM
Board of County Commissioners Pending 10/19/2022 9:00 AM
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NO.2023-01
RECORDS DISPOSITION DOCUMENT
Board of Count Commissioners PAGE OF PAGES
a„�9 ------
.. .. .............. ....._.,,... ......... _....__ .._ ....{ � ......,,. ....,,,,,,,,,,,,, }. - --....
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
a.. .,,,, a..... .... ....... ...... .......—.............. ..... ... -_............ ........ .w... ........... ........
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
.. ....... . ___ ...... ..... ..... .i
4. SUBMITTED BY I hereby certify that the records to be disposed of are correctly represented below,that any audit requirements for
the recordsrv,'�, b � re
quired for any litigation pending or imminent.
y justified,and that further retention Is not re ulre been llstl Maureen O nen w r wLw Finance Director 1 I20I2019
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Signature Name and Title Date
5. LIST OF RECORD SERIES
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f. g. 0
a. b. C. d. e. Volume Disposition qp
Schedule Item Title Retention Inclusive In Action and
Dates Cubic Date 4-
No. Na. Feet Completed O
After 9=
Authorization 2
GS1-SL 348 ?rant Files:Recipient This record series documents 5 FY 2006-2012 2 2
activities relating to grant-funded projects conducted
fray the grant recipient,including the application o'
;iIroeess and the receipt and expenditure of grant
�(ands.These files may include,but are not limited to,
VSnant applications;contracts;agreements;grant O
tatus,narrative,and financial reports;and U)
supporting documentation.Project completion has 0
not occurred until all reporting requirements are
satisfied and final payments have been received.
"heck with applicable granting agency for any
��cedditional requirements. O
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GS 1-SL 365
Iteceipt/Revenue Records:Detail This series 1
5 FY 2015 2017
consists of records documenting specific
eceipts/revenues collected by an agency through
„ash,checks,electronic fund transfers(EFT),credit
,Ind debit cards,or other methods.The series may
include,but is not limited to,records such as cash
r'ollection records and reports,cash receipt books,
a 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
receivable and related documentation.
_ .........
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
Custodian/Records Management Liaison Officer Date Name and Title
.,,.,.,»,................ .„�
Witness
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Continuation Pa��e
_.. ........_____........ ....
71
f. g.
a. b, C. d e. Volume Disposition
Schedule Item Title Retention Inclusive In Action and
Dates Cubic tete
No. No Feet Completed
After
Authorization
.,._....._, .
_ .... ,..... 1
GS 1-SL 72 record series consists of
I provement This 5 FY 2017 3
m
f information relative to the
processing and letting of successful,unsuccessful,
and cancelled non-capital improvement bids
including,but not limited to,legal advertisements,
"Requests for Proposals,""Requests for
Qualifications,""Letters of Interest,""Invitations to
Bid,""Invitations to Negotiate,"technical
specifications,correspondence,bid tabulations,and
1°wid responses.
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RECORDS DISPOSITION DOCUMENT NO.2023-2
J PAGE 1 OF ! PA
GES
AGES
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
one).
1 ❑ 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.
__ ................ ... _......._____...... _... __ -----1........................_ ...._.
Signature Name and Title Date
_......
5. LIST OF RECORD SERIES e)
O
a, b. C. d, e. Volume Disposition
Schedule Item Title Retention Inclusive In Action and
No. No. Dates Cubic Date 4—
Feet Completed O
After
Authorization O
........ ............. ............._._._._ __ __...._. _,_, ...... ___ .,._._ .. .2
series consists of le documents,
.
iS 1 SL 64 Contract:Capital improvement This record 10 FY 2012 2 U
gal eats,
correspondence,reports,etc.,relating to
tine negotiation,fulfillnneut,and
termination of capital improvement or
real property contracts,leases,or 2
agreements to which the agency is a
party,including contracts,leases,or 0
agreements with architects,engineers, I
builders,and construction companies.
"Capital Improvements"shall mean U)
improvements to real property(land,
buildings,including appurtenannces, C
cn
fixtures and fixed equipment,structures,
i etc.),that add to the value and extend the
useful life of the property,including
construction of new structures,
E
replacement or rehabilitations of existing �
structures (e.g.,major repairs such as
roof replacement),or removal of closed
structures. "Real Property"means land,
buildings,and fixtures.The terms"laud,"
"real estate,""realty,"and "real property"
may be used interchangeably.
..
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
......... ........ ........__ . ...........
Custodian/Records Management Liaison Officer hate Name and Title
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RECORDS DISPOSITION DOCUMENT NO.2023-03
.. .. ........ . ..................... ....................... PAGE I OF11 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 Writellead 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
one).
El a. Destruction El b. Microfilming and Destruction El c. Other Recycle
. . ................. ",—".................... .. ....................----------—----- ...................--- ............ . ...........
4. SUBMITTED BY: I hereby certify that rand
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.
................................. ................ ...................... ..................... ........................................ 111-111111111111- ............... . ...........
Signature Name and Title Date
...................................... --- ..........................-... ................. . .........................--- ...................... ..... ................................
5. LIST OF RECORD SERIES
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..................
a.
b. 9. 0
G. d. e. Volume Disposillon U
Schedule Item Title Retention Inclusive In Action and
No. No. Dates
Cubic Date 4-
Feet Completed 0
After a
................................... Authorization .2
108 -------- .................................. .......
,'5S I SL Financial Reports:Annual:This record series �5 FY 2017
consists of documentation supporting the
information reported in the armual financial 0 U)
reports required by statute or rule,including
those required by Section 218.32,17oiida
Statutes,Annual Financial Reports;Local .2
Govenimental Flifities;Sectiou 218.39,
U)
Floridaiida Statutes,and Chapters 10.558(3), 0CL
10.807(3),and 10.857(4) of the Rules of the 24
Auditor General otthe State of Florida,
Amival Financial Audit Reports;and Section
216.102,Florida Statutes, Filing of financial 0
I information;handling by Cliief Financial
Officer.'nrisdocumentation may include
information utilized in compiling t1le reports
or may indicate how the reporting entity
arrived at the reported information.
cn
.............................. -------...... ......
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-
................ ..... ..... .....................................
6ustodia'n-JR—e-c—ords Mainag ement Liaison Officer Date Name and Title
Witness....................... .................
.............................. -.. ........ -—------- ............... -—----------- ---- . .............................
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NO.2023-06
RECORDS DISPOSITION DOCUMENT
PAGE OF 1 PAGES
1. AGENCY NAME and ADDRESS 2, AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk's Office Margo Thompson
500 Whitehead Street (305)292-3536
Key West FL 33040
3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked b p below(spec
ify only
one).
❑ 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 records have been fully justified, and that further retention is not required for any litigation pending or imminent.
.. � � ������ m ,r 12 201 r P
Maureen O'Srtem,Assistant„ j ,qp,G„ �arector Nove,„
Signature Name and Title Date en
�duuuvdv
5. LIST OF RECORD SERIES L-
_........... rtm rr, O
f. g.
a. b. c. d. e. Volume Disposition
Schedule Item Tiile Retention Inclusive In Action and -
No. No. Dates Cubic Date
Feet Completed 9=
After
Authorization lS
GS 1 SLi 48 GRANT FILES:RECIPIENT:This 5 FY 2017
record series documents activities U)
!-elating to grant-funded projects
t;oliducted by the grant recipient, 0
including the application process and
the receipt and expenditure of grantCL
Funds. These files may include, but are A
riot limited to, grant applications; U)
contracts; agreements; grant status, 0
liarrative, and financial reports; and
supporting documentation. Project
completion has not occurred until all
eporting requirements are satisfied and
final payments have been received.
I
.......... ....... __.... _..... .................-- ....... ............
6. DISPOSAL AUTHORIZATION: Disposal for the above fisted 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
CustodianlRecords Management Liaison Officer Date Name and Title
Witness
............. ______.____
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..._....................... ............... __ ..,,,
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RECORDS DISPOSITION DOCUMENT 5m
Board of County Commissioners PAGE OF PAGES
..._ W A .,... �.. .
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 disposed of in the manner checked below(specify only
one).
❑ a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly rep
.. _
resented below,that any audit requirements for
the records have een fully justified and that further retention is not required for any litigation pending or imminent
........
........_... ®.......
Martian, Brien ArefPis,,iant„Finance Director 1214I2 I„�
Signature Name and Title Date
5. LIST OF RECORD SERIES
....... ---——------
f. g. O
a. e. Volume Disposition
b. C. d. q�p
Schedule Item Title Retention Inclusive In Action and
No. No. Dates Cubic Date -
Feet Completed
After 9=
Authorization 2
GS1-5L 365 ,eceipt/Revenue Records: Detail 5 FY 2017 20
This series consists of records documenting U)
specific receipts/revenues collected by an
agency through cash, checks, electronic
fund transfers(EFT), credit and debit cards,
or other methods. The series may include,
[.)ut is not limited to,records such as cash CL
2A
collection records and reports, cash receipt
[)ooks, cash register tapes, deposit/transfer U)
slips,EFT notices, credit and debit card 0
records, receipt ledgers,receipt journal
transactions and vouchers,refund records,
1-�ad check records,and other accounts
receivable and related documentation.
c�
6. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DISPOSAL CERTIFICATE: The above fisted 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
CustodianlRecords Management Liaison Officer Date Name and Title
Witness
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