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Home My WebLink AboutDocumentation_Regular_Tab 13_10/12/2017 Village of Tequesta 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 w�uw.tequesta.org � Village Clerk's Office Memorandum TO: Village Manager Couzzo FROM: Lori McWilliams,Village Clerk DATE: 10/3/17 SUBJECT: Res 43-17 — Remote Electronic Records in Compliance with F.S. 119 and FAC Rule 1-B-26.003 This resolution acknowledges that the Village of Tequesta is in compliance with F.S. 119 and Fr1C Rule 1-B-26.003 in regards to remove electronic records and maintains that the electronic records created and archived in BSA Financial Suite, Bamboo HR, and Smartcop are considered the Village's master record. Vice-:�fayor Vince Arena �layor�1bUy Brennan Council�fember Tom Paterno Council�lember Steve Okun Council llember Frank D'rlmbra Village:�fanager l�ichael Couzzo Lori McWilliams From: Brad Gomberg Sent: Tuesday, October 3, 2017 4:43 PM To: Lori McWilliams Subject: RE: Res.43-17 - BSA and Smartcop Software Yes it does. Thank you, Brad Gomberg IT Manager The Village of Tequesta 561-768-0554 561-252-1079 C. www.tepuesta.or� From: Lori McWilliams Sent:Tuesday, October 3, 2017 3:57 PM To: Brad Gomberg<bgomberg@tequesta.org> Subject: RE: Res.43-17- BSA and Smartcop Software Importance: High Brad, Please see below. It's the only thing I am waiting on for the agenda. Thank you, Lori McWilliams From: Lori McWilliams Sent:Tuesday,September 26, 2017 3:33 PM To: Brad Gomberg<b�omber�@tequesta.or�> Subject: RE: Res.43-17- BSA and Smartcop Software Brad, Please confirm that the Bamboo program meets all the legal requirements for electronic documents as per the Florida Administrative Code (https://www.flrules.or�/�atewav/RuleNo.asp?ID=16-26.003). I am adding the program to the Resolution that is on the October agenda adding BSA and Smart Cop. Thanks, Lori From: Brad Gomberg Sent:Wednesday,August 30, 2017 1:12 PM 1 To: Lori McWilliams<Imcwilliams@tequesta.or�>; Keith Davis(keith@davisashtonlaw.com) <keith@davisashtonlaw.com> Subject: RE: Res. 43-17- BSA and Smartcop Software The software complies. Thank you, Brad Gomberg IT Manager The Village of Tequesta 561-768-0554 561-252-1079 C. www.tequesta.or� From: Lori McWilliams Sent:Wednesday,August 30, 2017 12:25 PM To: Keith Davis (keith@davisashtonlaw.com)<keith@davisashtonlaw.com>; Brad Gomberg<b�omber�@tequesta.or�> Subject: Res.43-17- BSA and Smartcop Software Keith and Brad, Please review the attached Resolution (same as we have done in the past and as was approved by Keith in 2008) and reply confirming that the software complies with all the legal requirements for electronic documents as per the Florida Administrative Code (https://www.flrules.or�/�ateway/RuleNo.asp?ID=16-26.003). This will be on the September 14 agenda. Attached: • Draft Resolution • Email from 2008 between Clerk, Legal and IT(to use as a reference if needed) Thank you, Lori McWilliams, MMC Village Clerk/Admin PIO 561-768-0443 2 RESOLUTION 43-17 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, PROVIDING FOR ACCESS TO PUBLIC RECORDS BY REMOTE ELECTRONIC MEANS IN ACCORDANCE WITH THE REQUIREMENTS OF CHAPTER 119, FLORIDA STATUTES; FURTHER APPROVING THE KEEPING AND MAINTAINING OF THE VILLAGE'S RECORD (MASTER) COPY DOCUMENTS ON ELECTRONIC MEDIA, NAMELY THE VILLAGE'S BSA FINANCIAL SUITE SOFTWARE, HUMAN RESOURCES INFORMATION SYSTEM BAMBOO SOFTWARE AND THE POLICE DEPARTMENT'S SMARTCOP SOFTWARE, IN ACCORDANCE WITH THE REQUIREMENTS OF F.A.C. RULE 1 B-26.003; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. WHEREAS, Sec. 119.01(2)(e), Florida Statutes, provides that access to public records by remote electronic means is an additional method of access that agencies, including municipalities, should strive to provide, to the extent feasible; and WHEREAS, the Village Council desires to provide, to the extent feasible, access to public records by remote electronic means via the Village's BSA Financial Suite Softwa�e, Human Resources Information System Bamboo Software and the Police DepartmenYs Smartcop Software; and WHEREAS, Florida Administrative Code Rule 1 B-26.003 provides regulations relative to electronicrecordkeeping which are applicable to the Village; and WHEREAS, said Rule provides that the records custodians for agencies, including municipalities, may designate specific records as the official record, said records being named the "record (master) copy"; and WHEREAS, said Rule further provides that the record (master) copy may be maintained and kept on electronic media so long as the enumerated requirements in said rule are met; and WHEREAS, the Village Council desires to approve the keeping and maintaining of the Village's record (master) copy documents on electronic media, namely the Village's BSA Financial Suite Software, Human Resources Information System Bamboo Software and the Police DepartmenYs Smartcop Software; and WHEREAS, the Village has met all the requirements of the Florida Administrative Code Rule 1 B-26.003 for maintaining and keeping record (master) copy documents on electronic media. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1: The above recitals are true and correct, and are adopted and incorporated herein. Section 2: The Village Council of the Village of Tequesta hereby provides for and approves, to the extent feasible, access to public records by remote electronic means via the Village's BSA Financial Suite Software, Human Resources Information System Bamboo Software and the Police DepartmenYs Smartcop Software, as an additional method of access. Section 3: The Village Council of the Village of Tequesta hereby approves the keeping and maintaining of the Village's record (master) copy documents on electronic media, namely the Village's BSA Financial Suite Software, Human Resources Information System Bamboo Software and the Police DepartmenYs Smartcop Software. In accordance with the requirements of F.A.C. Rule 18-26.003, all records imaged into the BSA Financial Suite Software and the Police Department's Smartcop Software are hereby classified as the official record (master) copy and duplicates of such records may be disposed of by the records custodian in accordance with state law. Section 4: This Resolution shall take effect immediately upon adoption.