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Item M6 M6 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE �� i Mayor Holly Merrill Raschein,District 5 The Florida Keys Mayor Pro Tern James K.Scholl,District 3 Craig Cates,District 1 Michelle Lincoln,District 2 ' David Rice,District 4 Board of County Commissioners Meeting August 21, 2024 Agenda Item Number: M6 2023-2846 BULK ITEM: Yes DEPARTMENT: Clerk TIME APPROXIMATE: STAFF CONTACT: Liz Yongue NA AGENDA ITEM WORDING: Approval of two records dispositions for records that have met the required retention period(GSl-SL). ITEM BACKGROUND: The records have met the retention period as required by the State of Florida General Records Retention Schedule GSl-SL for state and local government agencies. PREVIOUS RELEVANT BOCC ACTION: INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATION: Approval. DOCUMENTATION: 2025-01 BOCC.pdf 202 -03 BOCC.pdf FINANCIAL IMPACT: NA 2183 NO.2025-01 RECORDS DISPOSITION DOCUMENT PAGE OF PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number) Monroe County Clerk of Court&Comptroller Pamela G.Hancock,D.C. 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 IRc. Other Landfill 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. �,f���� Apr ✓{'l.IIIV"n V JJika Maureen O'Brien,Assistant Finance Director August 6,2024 Signature Name and Title Date 5. LIST OF RECORD SERIES f. g. a. b. C. d. e. Volume Disposition Schedule Item Title Retention Inclusive In Action and No. No. Dates Cubic Date Feet Completed After Authorization GSl-SL 435 FINANCIAL TRANSACTION RECORDS:DETAIL: 5 FY 2020 25 This series consists of records documenting specific financial transactions of the agency including transactions through cash,checks,warrants,vouchers,electronic fund transfers(EFT),credit and debit cards,purchasing cards,or other methods.The series may include,but is not limited to, requisitions,requisition logs,purchase orders,contracts, purchasing card(p-card)receipts,vendor invoices, receiving reports,acceptances of contract deliverables, bank/financial account statements,check registers,canceled or voided checks,check stubs,canceled or voided warrants, disbursement ledgers,journal transactions,expenditure detail reports,refund records,cash collection records and reports,cash receipt books,cash 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 accounts payable related documentation.The series may also include a copy of the agency's sales tax exemption form. 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 08/21/2024 Custodian/Records Management Liaison Officer Date Name and Title May_or Holly_ Rascheni Witness 2184 NO.2024-03 RECORDS DISPOSITION DOCUMENT PAGE OF PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number) Monroe County Clerk of Court&Comptroller Pamela G.Hancock,D.C. 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 [,Xc. Other Landfill 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. ./a.IAJ"/2 C 9,dm Maureen O'Brien,Assistant Finance Director August 6,2024 Signature Name and Title Date 5. LIST OF RECORD SERIES f. g. a. b. C. d. e. Volume Disposition Schedule Item Title Retention Inclusive In Action and No. No. Dates Cubic Date Feet Completed After Authorization GS1-SL 422 GRANT FILES:This record series documents the 5 FY 2013 to 2017 42 activities and administration of grant funded programs, including the application process and expenditure of grant funds.The series may include,but is not limited to,grant applications;notifications to applicants of award or denial of grant funds;contracts;agreements;grant status,narrative and financial reports submitted by recipient agencies;and supporting documentation. GS1-SL 435 FINANCIAL TRANSACTION RECORDS:DETAIL: 5 FY 2018&2019 42 This series consists of records documenting specific financial transactions of the agency including transactions through cash,checks,warrants,vouchers,electronic fund transfers(EFT),credit and debit cards,purchasing cards,or other methods.The series may include,but is not limited to, requisitions,requisition logs,purchase orders,contracts, purchasing card(p-card)receipts,vendor invoices, receiving reports,acceptances of contract deliverables, bank/financial account statements,check registers,canceled or voided checks,check stubs,canceled or voided warrants, disbursement ledgers,journal transactions,expenditure detail reports,refund records,cash collection records and reports,cash receipt books,cash 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 accounts payable related documentation.The series may also include a copy of the agency's sales tax exemption form. 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 08/21/2024 Custodian/Records Management Liaison Officer Date Name and Title May_or Holly_ Rascheni Witness 2185