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HomeMy WebLinkAboutDispositions Forms_25-25_12/18/2025_Storage Unit i „iEE D � „ SPOSITION DOCUMENT PAGE >i OF �' PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone VILLAGE OF TEQUESTA Number) 345 Tequesta Drive Lori McWilliams, MPA, MMC, (561) 768-0443 or Tequesta, FL 33469 Mary Ann Grieser, CMC, (561) 768-0445 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner specified below (specify only one). Qa. Shred at Department Level Q c. Send to Storage until e. Recycle Disposition Date Met 0 b. Send to Storage for Shredding 0 d. Remove from Server 0 f. Other 4. SUBMITTED BY (Department Head/Senior Staff Member Only): 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. Lori McWilliams, Village Clerk 10/01/2025 Signature Name and Title (Dept. Head/Senior Staff only) Date 5. LIST OF RECORD SERIES a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Cubic Date Feet (Completed After Authorization GS1-SL 66 PERSONNEL RECORDS: 3 FY yrs 2021 .002 OPSNOLUNTEER/INTERN/TEMPORARY after 1- � �'�J ) \AnI e%\fk A C P A 1T / I..aL.. -I-49=—/ TOTAL CUBIC FEET THIS PAGE: 6. DISPOSAL AUTHORIZATION: Disposal for 7. DISPOSAL CERTIFICATE: The above listed records have been the above listed records is authorized. Any dispose of in the manner and on the date shown in column g. deletions or modifications are indicated. `A//g- 10/01/2025 Lori McWilliams, Clerk 44�/2025 Clerk's Office Signature Date Signature of Person Disposing of Records Name/Title Date Routin riginates with Department Senior Manager, then 1. Originates with Department Senior Wnager, then .illage Clerk's Office authorizes disposition, and returns to 2. Village Clerk's Office authorizes disposition and iginating de p se and document g, at the storage€. w l ntact F' orks en sends O�/� /�//i�, ��///�/:, records omp(eted form to VIII ;Clerk`s Office for permanent 3. Clerk's Office will be responsible for fi archival records at this point2111, �/ */Wwm F'a, a, „�'ion, ..%/ j ii '„, io% %'i NO. RECORDS DISPOSITION DOCUMENT PAGE � OF � PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone VILLAGE OF TEQUESTA Number) 345 Tequesta Drive Lori McWilliams, MMC Te uesta, FL 33469 (561) 768-0443 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner specified below (specify only one). Qa. Shred at Department Level c. Send to Storage until e. Recycle Disposition Date Met Qb. Send to Storage for Shredding Q d. Removed from Server 0 f. 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. Lori McWilliams, Village Clerk 02/01/21 Signature Name and Title (Senior Staff only) Date 5. LIST OF RECORD SERIES .After the Item # lace an "a" for record copy or "b" for duplicate. a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Insert"a" Cubic Date or°b° Feet Completed after item After #(247b) Authorization LITIGATION CASE FILES-Deanna Mayo v VOT GS1-SL 27a Case Goseoin2019 5FY 2015-2019 1 Disp 10/1/25 TOTAL CUBIC FEET THIS PAGE: 6. DISPOSAL AUTHORIZATION: Disposal for 7. DISPOSAL CERTIFICATE: The above listed records have been the above listed records is authorized. Any disposed of in the manner and o the date shown in column g. deletions or modifications are indicated. I 11 V� I a Records Liaison Officer Signature Date Signature Name/Title Date Routin : Originates with Department Senior Manager, then 1. Originates with Department Senior Manager, then Village Clerk's Office authorizes disposition, and returns to Z Village Clerk's Office authorizes disposition and/or storage 3. Originating department to dispose and document column g, at the storage room and will contact Public Works to remove then sends records 4. Completed form to Village Clerk's Office for permanent 3. Clerk's Office will be responsible for final disposition of archival records at this point Form updated: 4111118,1126/21 OR � i RECOt DISPOSITION DOCUMEN v, . r PAGE � OF J,"PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone VILLAGE OF TEQUESTA Number) 345 Tequesta Drive Lori McWilliams, MPA, MMC, (561) 768-0443 or Tequesta, FL 33469 Mary Ann Grieser, CMC, (561) 768-0445 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner specified below (specify only one). 0 a. Shred at Department Level ® c. Send to Storage until ® e. Recycle Disposition Date Met b. Send to Storage for Shredding 0 d. Remove from Server ® f. Other 4. SUBMITTED BY (Department Head/Senior Staff Member Only): I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for the recor s have been fully justified, and that further retention is not required for any litigation pending or imminent. Nwdk�__ Lori McWilliams, Village Clerk 06/25/2025 Signature Name and Title (Dept. Head/Senior Staff only) Date 5 LIST OF RECORD SERIES MINOR a. b. C. d. e. f. 9- Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Cubic Date Feet (Completed After Authorization GS1-SL 154 VEHICLE RECORDS 1 anniv yr 1961-2023 1 after sale GS1-SL 47 MAIL: REGISTERED AND CERTIFIED 1 FY 1974-84 .001 GS1-SL 72 BID RECORDS: NON-CAPITAL 5 FY after 1989 .001 IMPROVEMENT award GS1-SL 3 ADMINISTRATIVE SUPPORT RECORDS ROA 1961-1985 .25 GS1-SL 435 FINANCIAL TRANSACTION RECORDS: 5 FY 1961-1983 .005 DETAIL TOTAL CUBIC FEET THIS PAGE: 1 .257 6. DISPOSAL AUTHORIZATION: Disposal for 7. DISPOSAL CERTIFICATE: The above listed records have been the above listed records is authorized. Any disposed of in the manner and on the date shown in column g. 9;1 ions or modifications are indicated. 25/2025 Clerk's Office Signature Date Signature of Person Disposing of Records Name/Title Date ' Routing: .,Originates with Department Senior Manager, then 1. Originates with Department Senior Manager, then Village Clerk's Office authorizes disposition, and returns to 2, Village Clerk's Office authorizes disposition andlorsoia 3. Originating department to dispose and document column g, at the storage ro will co Work then sends records r ' 41, . A. Completed form to Village Clerk's Office for permanent 3. Clerk's Office will be responsi" r final disposlfiion records at this porn archava� ;ter;,;,, #� AM : 0 ate Continuation Page a. b. C. d. e. f. 9. Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Cubic Date Feet (completed After Authorization GS1-SL 224 EQUIPMENTNEHICLE USAGE RECORDS 1 cal yr 1972-1980 .001 GS1-SL 17 CORRESPONDENCE AND 3 FY 1974-1975 .001 MEMORANDA:ADMINISTRATIVE TOTAL CUBIC FEET THIS PAGE: .002 W NO. RECORDS DISPOSITION DOCUMENT PAGE �— OF f PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone VILLAGE OF TEQUESTA Number) 345 Tequesta Drive Lori McWilliams, MMC Te uesta, FL 33469 561 768-0443 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner specified below (specify only one). Oa. Shred at Department Level O c. Send to Storage until O e. Recycle Disposition Date Met Ob. Send to Storage for Shredding O d. Removed from Server Of. 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. Signature Name and Title (Senior Staff only) Date 6. LIST OF RECORD SERIES a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Cubic Date Feet Completed After Authorization GS1-SL 17 Correspondence & Memoranda 3 FY 2001-22 GS 1-SL 122 Administrator Records/Agency Director-Water Plant 3 FY 2002-3 GS1-SL 436 Financial Transaction Records-Summary FEMA 10 yr 2000 GS1-SL 358 Pension Records - Fire - Inforemation 5 YR 2000 - GS1-SL 128 Public Information Files-Water for Tropic Visa 90 Days 2002-3 TOTAL CUBIT ICFCT THIS PAGE. 6. DISPOSAL AUTHORIZATION: Disposal for 7. DISPOSAL CERTIFICATE: The above listed records have been the above listed records is authorized. Any disposed of in the ma er and on the date shown in column g. deletions or modifications are indicated. d I r Records Liaison Officer Signature Date Signature Name/Title Date Routin : 1. Originates with Department Senior Manager, then 1. Originates with Department Senior Manager, then 2. Village Clerk's Office authorizes disposition, and returns to 2. Village Clerk's Office authorizes disposition and/or storage 3. Originating department to dispose and document column g, at the storage room and will contact Public Works to remove then sends records 4. Completed form to Village Clerk's Office for permanent 3. Clerk's Office will be responsible for final disposition of archival records at this point Form Updated: 4/11/18 OR Continuation Page a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Cubic Date Feet Completed After Authorization GS1-SL 17 3 FY 2000-1 Correspondence&memoranda-Public Works GS1-SL 17 Correspondence & Memoranda - 3 FY 1999 CWA Union GS1-SL 338 Correspondence & Memoranda - 3 FY 2020 Program & Policy Dev FDOT GSL-SL 3 Admin. Support Records - Water Obs 2001 Usage Report GSL-SL 27 Litigation Case File : Encon 5 Years 1997 GSL-SL GSL-SL GSL-SL GSL-SL GSL-SL GSL-SL GSL-SL TOTAL CUBIC FEET THIS PAGE: 0 NO. RECORDS DISPOSITION DOCUMENT l PAGE `t of v; PAGES 1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone VILLAGE OF TEQUESTA Number) 345 Tequesta Drive Lori McWilliams, MMC Te uesta, FL 33469 561 768-0443 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner specified below (specify only one). Oa. Shred at Department Level O c. Send to Storage until O e. Recycle Disposition Date Met Ob. Send to Storage for Shredding O d. Removed from Server Of. 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. Signature Name and Title (Senior Staff only) Date 5. LIST OF RECORD SERIES a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Cubic Date Feet Completed After Authorization GS1-SL 65 Contracts lease agreements : non capital(Bank 10 YR 2004 Bldg.rentals for VOT Office) GS1-SL 346 Financial Disclosure Statements-elected officials 10 FY 1998 GS 1—S L 17 &memoraden wv u charAe Mertyn Gera.ADrary memos notl as 3 YR 1997-8 GS1-SL 3 Administrative Support Records:drug-free workplace Obs 1998 - GS 1-SL 216 Architectural Plans:commercial-Library Fire Alarm System&Landscape 10 Yrs 1995, 2010 6. DISPOSAL AUTHORIZATION: Disposal for 7. DISPOSAL CERTIFICATE: The above listed records have been the above listed records is authorized. Any disposed of in the manner and on the date shown in column g. deletions or modifications are indicated. Records Liaison Officer Signature Date Signature Name/Title J Date Routin : 1. Originates with Department Senior Manager, then 1. Originates with Department Senior Manager, then 2. Village Clerk's Office authorizes disposition, and returns to 2. Village Clerk's Office authorizes disposition and/or storage 3. Originating department to dispose and document column g, at the storage room and will contact Public Works to remove then sends records 4. Completed form to Village Clerk's Office for permanent 3. Clerk's Office will be responsible for final disposition of archival records at this point Form Updated: 4/11/18 OR Continuation Page a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition No. No. Dates in Action and Cubic Date Feet Completed After Authorization GS1-SL 64 Contracts, leases Agreements : 10 FY 1995 Capital Improvement - Library YR GS1-SL 286 Permits Building - Library 10 YR 1993-1995, 1998. , 2001, 2006, 2009, GS1-SL 237 Code Violations Records - No 3 YR 1998 Citation - Library GSL-SL 167 Environmental Regulations - 5 FY 1992, 93, 98 Compliance - Library GSL-SL 216 Architectural Plans - Commercial : library 10 Yr 2001, 2013, 2008 - sewer, inside panel, parking lot sealing GSL-SL GSL-SL GSL-SL GSL-SL GSL-SL GSL-SL GSL-SL