HomeMy WebLinkAboutDocumentation_Workshop_Tab 04_12/04/2017 Village of Tequesta
345 Tequesta Drive 561-768-0700
Tequesta, FL 33469 www.tequesta.org
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Village Clerk's Office Memorandum
TO: �Lichael Couzzo, Village Manager
FROM: Lori McWilliams,Village Clerk
DATE: 11/22/17
SUBJECT: Retention of Data on Roadside Cameras
In .�ugust 2013, Council discussed the data storage of intormation captured by the �'illage's roadside
cameras. Mr. Couzzo suggested a 90-day retenuon on retaining the data and this was made part of
the Clerk's Office procedures regarding records management and disposition.
State law only requires the `'illage to retain surveillance recordings for a period of 30-days, except
for those cases where further invesrigation is necessary (see attached). Due to the high number of
cameras installed around the Village and the large amount of storage capaciry required to store the
video, it is my recommendation that we return to storing video for the required 30-days, unless
required for internal management policies or investigative purposes.
Vice-�fayor�'ince.�rena :�layor.�bby Brennan Council�fember Tom Patemo
Council i�lember titeve Okun Council_tilember Frank D'.�cnbra
Village Manager i�fichael Couzzo
Viilage Council Workshop Minutes
August 5, 2013
Page 3
Attomey Davis expiained the importance of either regulating or not regulating temporary
signage and consistency of enforcement. Council Member Patemo suggested temporary
permitted sign be allowed during the interim of your permanent sign.
Consensus of Council was that no sale items be displayed on the sidewalks and sandwich
boards within the specified range be allowed.
Council discussed placing items such as propane gas tanks and benches on one side of
sidewalks along with fire and ADA accessibility. Manager Couzzo noted that fire inspected
areas each year. Mayor Brennan questioned illuminated signage being dimmed. Council
Member D'Ambra referenced Publix lighting. Attomey Davis stated he would look into the
issue.
�ce Mayor Arena suggested lettered vehicles not be permissible in the paricing spots nearest
the road. Council Member Okun voiced his feelings that wrapped vehicles were not a
problem but billboarcl vehicies were. Council Member Patemo responded that Tequesta did
not allow assigned or reserved parking and police should enforce any that were.
4. Discussion on Dah Sb�rage of Information Captured by Tequesla's Roadside
Cameras
Council Member D'ambra voiced his concem with gathering and maintenance on individuals.
Manger Couzzo suggested 90 day be the limit for �etaining the data. Brad Gomberg, IT
Manager agreed and e�tained that irYfamation would be deleted and any that may be
required for investigation purposes would need to be obtained or permanerrtly lost.
5. Discussion of Florida League of Cities 2013 Proposed Resolutions
Attorney Davis explained and noted the proposed resolutions.
6. Discuss Rescheduling September 2 Wo�icshop Due to Labor Day Holiday
Consensus of Council was no workshop in September and to schedule the workshop around
budget hearing schedule.
ANY OTHER MATTERS
Manager Couzzo stated that the Village was looking into a radio and dispatch consultant He
noted that he had not been a proponent of Northcom and that the current and past chie#s
supported the use of Northcom.
Dottie Campbell suggested Council break the pattem of congregating all together at meeting
and functions and challenged them to meet voiced
General Records Schedule GS1-SL for State and Local Government Agencies
convenience of staff. See also"ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER." These
records may have archival value.
RETENTION: Retain until obsolete, superseded, or administrative value is lost. State agencies must contaci the State
Archives of Florida for archival review before disposition of records. Other agencies shou/d ensure appropriate
preservation of records defermined to have/ong-term historical value.
SUBPOENAS Item#374
This record series consists of subpoenas served on an agency or employee to provide specified records and/or testimony.
Do NOT use this item if records fall under a more appropriate retention schedule item requiring a longer
retention, such as LITIGATION CASE FILES for cases in which the agency is a party.
RETENTION: 1 anniversary year after compliance date specified in subpoena.
SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item#386
This record series consists of Sunshine State One-Call of Florida locate ticket records requesting underground facilities to
locate underground utilities prior to excavation. Information in the records includes, but is not limited to,the excavator
contact infoRnation, the specific type of work to be performed, date and location of the proposed excavation, and
notification to the requestor that the utilities are clear or that the utility lines have been physically marked.This record
series pertains to copies of records maintained for use by the agency's locator technicians. Sunshine State One-Call of
Florida, Inc. is required to retain the records, including information about each notification of excavation,for 5 years
pursuant to Section 556.105(2), Florida Statutes. Refer to Chapter 556, Florida Statutes, Underground Facility Damage
Prevention and Safety and 29 CFR 1926.651, Specific excavation requirements.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
SURVEILLANCE RECORDINGS Item#302
This record series consists of surveillance recordings created to monitor activities occurring inside and/or outside of public
buildings and/or on public properry(including in public vehicles such as school buses and municipal buses,and in public
roadways such as mtersections monitored by red light cameras). Since these recordings may play an integral part in
prosecution or discipimary actions, agencies are responsible for ensuring that internal management policies are in place
establishing criteria for which images should be retained for further investigation.
RETENTION: 30 days.
SURVEYS:AERIAL Item#303
This record series consists of aerial survey records including, but not limited to, negatives, prints, and supporting
documentation.
RETENTION: Pertnanent.
TAX EXEMPTION APPLICATION FILES:AD VALOREM(ECONOMIC DEVELOPMENT) Item#304
This record series documents review and approval or denial of applications for economic development ad valorem
property tax exemptions in accordance with Section 196.1995, Florida Statutes, Economic Development Ad Valorem Tax
Exemption.The series includes Department of Revenue Form DR-418(or equivalent DOR form)listing and describing the
property for which the exemption is claimed and certifying its ownership and use; the report of the County Property
Appraiser regarding the application; and any related documentation.
RETENTION: 5 fiscal years.
TELEPHONE CALL RECORDS Item#28
This record series consists of logs or other documentation of telephone calls(landline or cellular)or facsimile
transmissions(faxes)maintained in order to reconcile with telephone service bills/invoices or for general office
administration purposes.The series does not include telephone messages.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item#305
This record series documents the collection of the levy that is imposed by counties on persons who rent, lease, or let for
consideration any living quarters or accommodations in any hotel, apartment hotel, motel, resort motel, apartment,
apartment motel, roominghouse, mobile home park, recreational vehicle park, or condominium for a term of six(6)months
or less. Refer to Section 125.0104, Florida Statutes, Tourist development tax; procedure for levying; authorized uses;
referendum; enforcement, and Section 95.091, Florida Statutes, Statute of Limitations on actions to collect taxes.
RET�NTION: 5 fiscal years
TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item#413
This record series consists of applications or registrations for a tourist development tax account from hotels, motels, or
other businesses providing rentals for a term of six months or less. The applications/registrations are received by certain
counties that require those businesses to collect a tourist development tax as authorized by Section 125.0104, Florida
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