The URL can be used to link to this page

Home My WebLink AboutDispositions Forms_51-19_10/2/2019_FinanceRevised 09/02/14 RECORDS DISPOSITION DOCUMENT NO. S —) PAGE I OF 1�7 PAGES I.AGENCY Village of Tequesta 2.FINANCE 3. BUREAU N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, CIVIC Tequesta, FL 33469 561-575-6200 ext. 244 6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any The scheduled records listed in Item 8 are to be disposed of in the litigation pending or imminent. manner checked below (specify only one): Da. Destruction 0 b. Microfilming and Destruction Signature ate F7 a.1 Shred 0 a.2 Recycle 0 Imaging Destruction c. and d. Other Name and Title: JOANN FORSYTHE FINANCE DIRECTOR 8. LIST OF RECORD SERIES a. Schedule Item b. Item No. C. Title d. Retention e. Inclusive Dates f. Volume in Cubic Feet g. Disposition Action and Date Completed After Authorization GS1-SL 85 BANK STATEMENTS 5 FISCAL FY2013 1.5 GS1-SL 107 REPORTS 10FISCAL FY2006 1.5 4C J c� 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records authorized. Any deletions or modifications are indicated Signature: Date: 10. DISPOSAL CERTIFICATE The above listed records have been disposed of in the manner and on the date shown in column g. (Witness to the Records Disposition) Signature: /Yl /n , >� Date:`b�IQ Print Name: Lori McWilliams Print Name: Print Title: Village Clerk Print Title: NOTE: Upon disposition retain this form for your records Revised 09/02/14 RECORDS DISPOSITION DOCUMENT NO. �1-14 PAGE OF PAGES 1 1. AGENCY Village of Tequesta 2. FINANCE 3. BUREAU N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, CIVIC Tequesta, FL 33469 561-575-6200 ext. 244 6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any The scheduled records listed in Item 8 are to be disposed of in the litigation pending or imminent. manner checked below (specify only one): Da. Destruction 0 b. Microfilming and Destruction 0 a.1 Shred L] a.2 Recycle Signature - Da a i Gail" 0 c. Imaging and Destruction 0 d. Other Name and Title , 2 Schedule Item Inclusive Dates Volume in Cubic Feet .. Jim I � W. =1 M". mmL.i - �' - Chi .• •' Me, Ra Em M I a ta I I L S a- V- A L -A 0 0 E f �- � filr��i� V'sm _ 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records authorized. Any deletions or modifications are indicated Signature: Date: 10. DISPOSAL CERTIFICATE The above listed records have been disposed of in the manner and on the date shown in column g. (Witness to the Records Disposition) Signature: �y Date'( t Print Name: Lori McWilliams Print Name: Print Title: Village Clerk Print Title: NOTE Upon disposition retain this form for your records Revised 09/02/14 1. AGENCY Village of Tequesta RECORDS DISPOSITION DOCUMENT 2. FINANCE NO. �i PAGE � OF �p PAGES 1 3. BUREAU N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, CMC Tequesta, FL 33469 561-575-6200 ext. 244 6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any The scheduled records listed in Item 8 are to be disposed of in the litigation pending or imminent. manner checked below (specify only one): X---Ia. Destruction 0 b. Microfilming and Destruction Signature Da a.1 Shred 0 a.2 Recycle �., c. Imaging and Destruction Other Name and Title —Ulw' '2 4'44 -; V�— IL,d. 8. LIST OF RECORD SERIES a. Schedule Item b. Item No. C. Title d. Retention e. Inclusive Dates f. Volume in Cubic Feet 9• Disposition Action and Date Completed After Authorization S I.5 L. c J J, � 0 IIJ O� 7 I x 51c1n Re c �'� o 0o b 1 �i ( 1J'l C,�Q(/l�Yil 4 x ' i y U vI ry „� //bu/( fj iV S 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records authorized. Any deletions or modifications are indicated Signature: Date: 10. DISPOSAL CERTIFICATE The above listed records have been disposed of in the manner and on the date shown in column g. (Witness to the Records Disposition) Signature: Date: 'a. I(�j Print Name: Lori McWilliams Print Name: Print Title: Village Clerk Print Title: NOTE: Upon disposition retain this form for your records Revised 09/02/14 RECORDS DISPOSITION DOCUMENT I NO. PAGE U OF PAGES 1 I.AGENCY 2.FINANCE I 3. BUREAU Village of Tequesta N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, CMC Tequesta, FL 33469 561-575-6200 ext. 244 6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any The scheduled records listed in Item 8 are to be disposed of in the litigation pending or imminent. manner checked below (specify only one): Da. Destruction 0 b. Microfilming and Destruction Signature ate a.1 Shred = a.2 Recycle 0 c. Imaging and Destruction d. Other Name and Title: JOANN FORSYTHE FINANCE DIRECTOR 8. LIST OF RECORD SERIES a. Schedule Item b. Item No. C. Title d. Retention e. Inclusive Dates f. Volume in Cubic Feet 9- Disposition Action and Date Completed After Authorization GS1-SL 85 BANK STATEMENTS 5 FISCAL FY2013 1.5 GS1-SL 107 IREPORTS 10FISCAL FY2006 1.5 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records authorized. Any deletions or modifications are indicated Signature: Date: 10. DISPOSAL CERTIFICATE The above listed records have been disposed of in the manner and on the date shown in column g. (Witness to the Records Disposition) Signature: Date: to Q I ILW LfJ 7 jai Print Name: Lori McWilliams Print Name: Print Title: Village Clerk Print Title: NOTE: Upon disposition retain this form for your records Revised : 4/6/12 RECORDS DISPOSITION DOCUMENT NO. : j PAGE OF PAGES 1.AGENCY Village of Tequesta 2.DEPARTMENT Finance 3.BUREAU N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, MMC Tequesta, FL 33469 561-768-0440 6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION correctly represented below, that any audit requirements for the records have been ustified, and that further retention is not required for any The scheduled records listed in Item 8 are to be disposed of in the litigati or immine Vd manner checked below (specify only one): )1b3h(, =a. Destruction a b. Microfilming and Destruction Signatuf Date 0 a.1 Shred F-1a.2 Recycle JoA orsythe, ance Director 0 c. Imaging and Destruction L= d. Other Name and Title 8. LIST OF RECORD SERIES a. Schedule Item b. Item No. C. Title d. Retention e. Inclusive Dates f. Volume in Cubic Feet g. Disposition Action and Date Completed After Authorization GS1-SL 340 Disbursement Records: Detail 5 FYS FY2014 1.5 ed -�v dtS ins b b►� I� TOTAL CUBIC FEET: 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records authorized. Any deletions or modifications are indicated Signature: Date: 10. DISPOSAL CERTIFICATE The above listed records have been disposed of in the manner and on the date shown in column g. (Witness to the Records Disposition) Signature: Date: Print Name: Lori McWilliams Print Name: Print Title: Village Clerk Print Title: NOTE Upon disposition retain this form for your records Amended. 2/8/16 VillageRECORDS DISPOSITION DOCUMENT Tequesta of (obtain from Clerk's Office) Office PAGE OF PAGES 1. AGENCY 12. DEPARTMENT � � a � C � Tequesta J 3. ADDRESS 4. CONTACT 345 Tequesta Drive Lori McWilliams, MMC Tequesta, FL 33469 561-768-0440 5. SUBMITTED BY: I hereby certify that the records to 6. NOTICE OF INTENTION be disposed of are correctly represented below, that any audit requirements for the records have been fully The scheduled records listed in Item 7 are to be justified, and that further retention is not required for ny litigatio_n pending or imminent. disposed of in the manner checked below ecif s (p y only one): Method of Destruction: Depa ent a a. Shred ❑ b. Recycle El Signature Date 7. LIST OF •-D SERIES a. b. C. Schedule Item rdle d. e. f. 9- Retention Inclusive Volume Disposition Item No. Dates in Action and Date Cubic Completed After Feet Authorization SL d�� s �� aL�- tia S ,- LA my 1,1_1\ 0 ao t (11 I-SL L a 23 1Ji 10II�19 8. DISPOSAL AUTHORIZATION: Disposal for the 9. DISPOSAL CERTIFICATE The above listed above listed records authorized. Any deletions or records have been disposed of in the manner modifications are indicated. and on the date shown in column g. (Witness to the Records Disposition) Signature:Date: Signature: Date: Print Name: Lori McWilliams Print Name: Print Title: Village Clerk Print Title: Revised: 7/27/12 NOTE: Upon disposition submit the original fully completed form to the Village Clerk's Office. GS1-SL GS1-S1L Description Retention Item # Record Series Title 392 blic Records Exempt Status Notification [and This record series consists of written requests from individuals to agencies notifying them of Retain until disposition of record(s) to which notification or Redaction Requests personal information in public records that is exempt from public disclosure. The series may request relates or until request is withdrawn or exemption include, but is not limited to, notifications that an individual has exempt status under no longer applies, whichever is sooner. Sections 119.071 (general exemptions), 493.6122 (private investigative, private security, and repossession services), and 741.465 (domestic violence victims), Florida Statutes, and other applicable sections; and redaction requests to Clerks of Court to remove confidential and/or exempt information from the Official Records and/or other public records held by the clerk. 42 Purchasing Records This record series consists of copies of purchase orders which are retained by the 5 fiscal years. originating office while another is sent to the Purchasing/Business Office and the appropriate vendor for action. The series may include, but is not limited to, copies of requisitions sent by the originating office to supply, purchasing, graphics, duplicating, or other sections for action; copies of receiving reports; and a log of outstanding and paid requisitions and purchase orders used for cross-referencing purposes. See also 292 Radio Logs This record series consists of a log recording the time radio calls were received/placed, who 1 fiscal year. the transmitting parties were, the reason for the call, if additional units were dispatched to a location, or if information was retrieved and transmitted back to the caller. These logs may be used in regards to police, fire, EMS, or other radio dispatch operations including road and bridge or development departments. See also "911 RECORDS: LOGS" and 293 Rain Checks This record series documents rain checks issued to persons who have paid a fee or charge 3 fiscal years. for an event, service, activity, or commodity that cannot be provided as scheduled. The records provide date rain check was issued, event or item to be provided, expiration date, any limitations on use of the rain check, and name of the staff member issuing the rain 364 Real Property Records: This record series documents the demolition and clearance of buildings deemed unfit for 5 anniversary years after final action. Condemnation/Demolition occupancy or condemned, including demolition orders, inspection reports, notices to 172 Real Property Records: Property Acquired This record series consists of documents pertaining to real property acquired by a 3 fiscal years after agency's final disposition of property. government agency. The series may include agency property deeds, appraisals, surveys, and other supporting documents. See also "REAL PROPERTY RECORDS: PROPERTY 164 Real Property Records: Property Not This record series consists of documents pertaining to real property considered for 3 fiscal years. Acquired acquisition but not acquired by a government agency. The series may include appraisals, surveys, and other supporting documents. See also "REAL PROPERTY RECORDS: 365 Receipt/Revenue Records: Detail This series consists of records documenting specific receipts/revenues collected by an 5 fiscal years. agency through cash, checks, electronic fund transfers (EFT), credit and 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, 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 related documentation. Retention is based on Section 95.11(2), Florida Statutes, Statute of Limitations on contracts, obligations, or liabilities. See also Page 37 of 45 Effective 10/1 /2013 GS1-SL I GS1-SL Description Retention Item # Record Series Title 56 Audits: Independent This record series consists of a report, including any appropriate financial statements, 10 fiscal years. issued by an independent auditor to establish the position of the agency being audited against its standard of performance. The audits may be instigated by any agency, organization, or internal management. These records are created pursuant to Section 11.45, Florida Statutes, Definitions; duties; authorities; reports; rules (Auditor General), and/or Section 215.97, Florida Statutes, Florida Single Audit Act. See also "AUDITS: AUDITOR GENERAL," "AUDITS: INTERNAL," "AUDITS: STATE/FEDERAL," and 73 Audits: Internal This record series consists of a report issued by an internal auditor to establish the position 5 fiscal years. of the agency being audited against its standard of performance. The audits may be instigated by any agency, organization, or internal management. Records of internal audits for state agencies are created pursuant to Section 11.45, Florida Statutes, Definitions; duties; authorities; reports; rules (Auditor General) and/or Section 20.055, Florida Statutes, Agency inspector generals. See also "AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," "AUDITS: STATE/FEDERAL," and "AUDITS: SUPPORTING 83 Audits: State/Federal This record series consists of a report issued by a federal or state auditor to establish the 10 fiscal years. State agencies must contact the State position of the agency being audited against its standard of performance. The audits may Archives of Florida for archival review before disposition of be instigated by any agency, organization, or internal management. Records of such audits records. Other agencies should ensure appropriate for state agencies are created pursuant to Section 11.45(3), Florida Statutes Definitions; preservation of records determined to have long-term authorities; reports; rules (Auditor General). See also "AUDITS: AUDITOR GENERAL," historical value. "AUDITS: INDEPENDENT," "AUDITS: INTERNAL," and "AUDITS: SUPPORTING 57 Audits: Supporting Documents This record series consists of the documentation and supporting documents used to 3 fiscal years. develop the audit report with all bills, accounts, records, and transactions. The audit may be instigated by any agency, organization, or internal management. See also "AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," "AUDITS: INTERNAL," and "AUDITS: 50 Automated Accounting System Reports This record series consists of reports generated by an agency's automated accounting 3 fiscal years. system, such as SAMAS (State Automated Management Accounting System), FLAIR (Florida Accounting & Information Resource), Aspire, or other automated accounting system. Included are such reports as a log of all updated transactions entered into the system and a financial statement for each month for all divisions and/or bureaus of the agency. See also "DISBURSEMENT RECORDS: DETAIL," "DISBURSEMENT RECORDS: SUMMARY," "RECEIPT/REVENUE RECORDS: DETAIL," "RECEIPT/REVENUE RECORDS: SUMMARY," and "FINANCIAL HISTORY SUMMARY RECORDS." 397 Ballots This record series consists of ballots and related records for elections conducted to 30 days after vote count or cancellation of election. determine issues not governed by Florida election laws. This may include votes on issues addressed by municipal pension board members, advisory councils and committees; election of a chair by board members; election of members of a pension board by employees; and other similar instances. The series may include, but is not limited to: nomination forms, ballots, envelopes, vote tally sheets, and related unused forms. NOTE: For ballots and vote sheets for votes that are required to be taken in public by public officers at public meetings as defined in Section 286.011, Florida Statutes, use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS). NOTE: For ballots and other records relating to elections governed by Florida election laws, 85 Bank Statements: Reconciliation This record series consists of monthly statements of bank accounts and reconciliations to I show clebits. credits, and cash balance In the account, scal years. rf Page 5 of 45 Effective 10/1 /2013