HomeMy WebLinkAboutOrdinance No.03-1969MICROFILMED' 3.13.8'0
ORDINANCE; NO. 3 -69
AN ORDINANCE AUTHORIZING DEKI'RUCTION
OF GEiRTAIN CLASSES 017 OLD AND OBSOLETE
RECOItI)S OF TIIE CI1'1'; PROVIDING FOR -61131
MANNER AND EMI, PI IOD 017 DESTRUGTION OF
s11C11 IIECOICDS; PROVIDING FOR I'llHPARATION
OF AN INDHX Olt SCI ILDULE 1.11131111 ; PRO-
VIDING I --OR'i'IIE ADMISSIIIILITY AS 1iVIDENCE
OF ANY SUCH INDEXES OR SCIIEDULES AND
PROVIDING FOR AN EFFECTIVE DATE.
Will "REAS, Chapters 119 and 267 of the Florldn Statutes provide
for the ncthtxl and manner of disposal of records of municipalities in the
State of Florida;
NOW, THEREFOR] ", be it enacted by the City of Cnpc Cntnveral,
Florida, as follows:
SIiCTION 1: 1'he City Connell of the City of Cape Canaveral, Florida,
has f000d and determined that certain classes or groupings of records of the
City, as set forth in the attached schedule entitled "Records Which Are No
lantger Required for Permanent Retention," which schedule by Oils reference
is nmdo a part hereof, are not required for permanent retention by the City
after periods of date Indicated.
SEC'T'ION 2: "I'he procedure to destroy may of the classes or groupings
of records listed on the aforesaid ilttn C'lal'd SCIICdrIIC shnil Ile nS follows:
(a) The City Clerk shall prepare or cause to be prepared an
lades or SCIjCdale of the records to be destroyed or cremated describing
generally by classes or groupings only those records to he destroyed and shall
submit same in duplicate for the approval of the City Auditor and Clt),
Administrator.
(b) In accordance with Chapters 119 and 267 of the Florida
Statutes and any regulations prouudgnted by the 1'Eorlda (bard of Archives
and Ilistory, the City shall obtain consent of said (bard of Archives and IRslor):
'Ilse City shall comply with any and all requirements, regulations and rules
set fortis by the Florida Board of Archives and History rcgv'ding the keeping and /or
OR 3.69
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MICROFILMED
3.13.80
destroying of public records.
(c) After recelviag consent h•ont the Florida hoard of Archives
and I listory, tile City Clerk Italy proceed with die destruction. Upon des-
truction of ally such records, it cremation or dustrUCCI011 certificate shall he
executed by the City Clerk and shall be placed on file in the office of the City
Clerk and there retained as a permanent record of the City of Cape Canaveral.
SECTION S: Any such index or schedule as described shall be
adolissli le in any court of competent Jurisdiction or in any proceeding before
any administrative board, tribunal, bUrCaU, agency or officer of government
br in connection with any trailsaction, as printn facie evidence of the record
or records so cremated or destroyed when the Index or schedule, or tile
appropriate portion thereof, IS certifled to under the hand laid seal of the City
Clerk of the City of Cape Canaveral, Florida.
SEC'T'ION 4: 'Ilds Ordinance shall take effect immediately upon its
adoption.
AIX i-ri,I) by the City ColllltII of the City of Cape Canaveral, Florida,
Lay
this ?c' "tlay(If Ajindbi 1969,
emu -
M ayor
Attest:
l:11Y Clerk
Approved as to Form:
Cily tt01 Frey
First heading: Ploy 6, 1969
Second head ttlg: 'Ap. i 2e, PI c Y
OR 3.69 is .1C
PAGE z OFA
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MICROFILMED
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SECTION I
cl I!LIftl, awrlell'rs
1.
in many cases pursuant to approval by the hoard of Archives
and History U.• partic•.tlar document can lac destroyed because
it is microfilmed for future reference. If microfilming is
not done, the retenticn period should be re- evaluated.
2. In disposing of expire] insurance po It, i, '• the Lermina Lion
provisions of all of the policy should b, �tvc_n crc-lence and
not merely the calendar dates.
3. 1-Mile the attached schedules show microfilming in. relation
to the disposal times, many of i:he documents may be periodi-
cally ut.icrofi.lmed while in curi,att use, i.c. tax ledger cards
or other major sources of accounts receivable.
4. The few major cities in the state should submit their indi-
vidual retention sched•.tles for ipproval, inasmuch as their
schedules will contain numerous documents not typical of most
smaller cities.
S. There are many documents of spoci.ali. zed activities Which will
be governed by other governmental iurisdict ionn in regard to
their retettion, i.e. police, medical., etc.
6. The attached schedule: are intended ts, !i the retention
period for the "original." or prf.ncipat co, If a document,
successive copies of Lhe name document i, -- . ,ply tc be re-
tained during the tiogful life in it: dot• 11..
7. Correspondence which d3cn 1,' - a pal:i. -ord is
not generally considered an a rec retained
beyond its useful. t•. .. rcuco li fc. •spondence
which rel.ates to I ,, tic record m,:. i. �'��le ci .,s a re-
cord and dispose Ir ❑r:. a.mt l0 lu•.�.
U. Under no cinwust,tna:: will per••u:::•t.m 1 destroy
public record.: ::ubjcct to a regular post anL� In audit
re,porL shall have bccc comoLeLod ea
and (Ileal. p•,) — r, d.-
9. '11- retuntinn periods shown arc the mininlu?< -,Ini red. Th- n. sal
program is ,•tortive by the municipality and toe . ferences slay u,dlcale
longer retenti-t periods arc desirable.
OR 3.69
.34,10,
ILMED 3.13.80
•
SECTION I
GENERAL COMMENTS
1 . In many cases pursuant to approval by the Board of Archives
and History the particular document can he destroyed because
it is microfilmed for future reference . If microfilming is
not done, the retention period should be re-evaluated .
2 . In disposing of expired insurance policirn the termination
provisions of all of the policy should be jiven credence and
not merely the calendar dates .
3 . While the attached schedules show microfilming in relation
to the disposal times , many of the documents may be periodi-
cally microfilmed while in current use, i .e . tax ledger cards
or other major sources of accounts receivable .
4 . The few major cities in the state should submit their indi-
vidual retention schedules for approval, inasmuch as their
schedules will contain numerous documents not typical of most
smaller cities .
5 . There are many documents of specialized activities which will
be governed by other governmental jurisdict ons in regard to
their retention, i .e . police, medical, etc .
6 . The attached schedules are intended to cover the retention
period for the "original" or principal copy of a document, •
successive copies of the same document need ,>nly tc be re-
tained during the useful life in its' depant .
7 . Correspondence which does not re; • o a pubis.: -~ord is
not generally considered as a reg:. ,.
„e d not : retained
beyond its useful reference life any cc:, :!spondence .
which relates to a pu. lic record r.. - be consLdereci as a re-
cord and dispose f pursuant to lat
8 . Under no circumstances will permission 1J,, VF- :; destroy ,
public records subject to a regular post a„ :wilt xn audit
report shall have been completed and filed pubic record .
9. The retention periods shown are the minimums required. This disposal
program is elective by the municipality and loci : :references may indicate
longer retention periods are desirable.
• OR3 -69 •
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D
MICROFILMEI�,13 -80
SECT101] .2
ADIa11JISTR 10,11 RECORDS
Documr_nt's Year's
Item General Tieten- Micro -
No. Dcscrintion 1., Ica Lion Lion Filmed?
1. Affidavits of Publication - Re- Clerk
tention Governed by Related Docu-
mcnLs
2. Agreements (After 8xpiralion) Clerk 5
3. Assessable Public Wcrks Projects Clerk or Perm
Tax
A. Construction Codes - Building,
Electrical, Plumbing, etc Clerk Perm
5. Contracts - See No. 2 Above
G. Becds - Property, Rights -of -Way, etc. Clerk Perin
or Tax
7. Easements - See No. 6 Above
0. Minute Books - Governing Body Clerk Perm
- Official Board,;,Com- Clerk or Perin
mittecs,1111-ustecs, etc. Secretary
- Temporary Boards, Clerk or 1
Committees, Groups, Secretary
etc.(ALLer Termina-
tion)
9. Insurance Policies (Expired) (See Clerk 3
112 in Section 1)
10. Leases (Expired) Sec No. 2 Above
11. Ordinances Jerk Perm
12. Mobile Radio Log - Any D,pt.(Dc!pcn- I _)t. 1
ding en Any Possible Rcquirements cretary
Made by FCC)
Record's Disposition Indexes Clerk Perm
Yes
No
No
No
Yes
Ycs
Yes
No
Yes
No
Yes
OR 3.69
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RALCROFILMED
'
SECTION 2. - CONTINUED
3.13.80
AUFII NIS79iATION RECORDS
Document's Year's
Item
General Reten-
Micro -:
No.
gcscri.etion
Location tion
Bilmed7
14.
Rent Ledgers - Any Dept.
Dept. or 2
Yes
Acc'tg
15.
"Service" Requests - Any Dapt.
Dept. 1
No
16.
Surety Bonds (Expired) - Fidelity,
Clerk 5
No
Construction, etc.
17.
"Trouble" Tickets - See No.15 Above
MICROFILMED
SECTION I 3.13.80
PERSONNEi. RECORDS
Document's Year'a
Item General Reten- Micro -
No. Descri. nLion Location tion P11med7
1. Individual Personnel Records (After Personnel 2 Yes
Termination) - Applications, Appoint-
ment, Deduction Authorization, Status
Changes, Salary Changes, Termination
2. Personnel Policies, Regulations Personnel 1 Yes
(After Expiration) -
OR 3.64
6 W/6
MICROFILMED
:;EC'rioN 4 3.13.80
hCCGUIJTING l_r OLo )s
Document's Year'n
ILein
General
Reten-
Micro -
No.
Descriptl.on
Lxation
tion
Pl.imod7
1.
Revenue and Expenditure Ledger Cards,
Acc'tg
Perin
Yes
Records, Sheets, etc.
2.
Documen Ls Supporting Revenue and Ex-
penditure l,cdgers:
(a) Dank SLa LemenLs W /Deposit Slips
Acc'tg
7
Yes
and cancelled checks
(b) Cash Reccipt Records, Slips, Re-
Dep't.or
Yes
ports, Shects - such as Library
Acc'tg.
Pecs, Golf Course income Items,
Parking Meter Receipts, Various
Tax Collection Items, etc.
(c) General Journal Entries
Acc'tg
Perm
Ycs
(d) Warrants 11/supporting Invoices,
Acc'tg
7
No
etc.
3.
Payroll Records:
(a) Deduction AuLhorization Forms
Acc'tg
3
No
(After Termination of Employee)
(b) Employee's Individual Payroll
Acc'Lg
Perm
Yes
Record, Card, Sheet, etc.
'Perm
(c) Payroll Journal Ledger, Sheets,
Acc'Lg
Yes
e Lc.
(d) Time Report sheet's, Books, Cards,
Acc'Lg
3
Yes
cto.
(e) Federal Tax Report Forms - Quar-
Acc'tg
5
No
terly and Yearly - 11941,W -2,
W -3, etc.
' 4.
Periodic Financial Reports - Reve-
-Acc'tg
Perin
No
nuts, Expenditures, Cost Analyses,
Budgetary Comparisons, Departmental
Analyses, etc.
5.
Bond Issue Records:
(a) Bond Register
Acc'tg
Perm
Yes
(b) Bonds and Coupons (After
Acc'Lg
1
No
Maturity and Cancellation)
OR 3.69
7of�6
_MICROFILMED
SECTION 4 - CONTINUED
.... 3.13.80
ACCODN'PLNG RCCORDS
Item
DocumenL'n Yearn
No.
LeV•criotlon
General RcLen- Nicro-
Location Lion Filmed?
(c) Cremation Certificates by Pay -
Perm Yes
ing Agent or City for Paid
Bonds and Coupons
,
G.
Official Audit Reports - C.P.A.
Clerk Perm No
State, Other Auditing Bodies or
Individuals
7.
Inventory Records - Ledger Sheets,
Acc'tg or 3 Yes
Material Tickets, Charge -out slips,
Dept.
etc.
B.
Subordinate Departmental Records
Dept. 1 No
Forms, Sheets, etc. (Primarily Used
Within a Department) - Equipment Re-
pair orders, Various Cash Records
Used to Prepare Summarized Reports,
Golf Course Sign -in Registers
If Above Tie To and Are an Integral
Yes
Part of Project and Other Cost Re-
cords
OR 3.69
xW /6
ILom
No
1.
2.
OR 3.69
ss
MICROFILMED
r• -
SECTION 5
3.13.80
PIANN:ING, ZONING, SUBDIVISION RMNLATION RECORDS
Document's
year's
General
RcLen-
IFN.cro-
Descrint.ion
Location
tion
Filmed?
Official Zoning Nap
Clerk
Perm
No
Petitions - Rezoning, Vacating
Clerk
2
yes
Zoning Exceptions, cLc.
Subdivision Regulations
Clerk
Perm
No
OR 3.69
ss
I Lem
No.
1.
2.
3.
a.
5.
G.
7.
0.
9.
UJI
MICROFILMED
SIiCP10N G 3•I3.80
TAX RGCORDS
Document's Year's
General Reten- Micro-
Description Location tion Filmed?
Assessment Book for Special Assess- Tax Perm Yes
ment Projects - Paving, pill, Side-
walk, etc.
Delinquent Tax Roll Tax
Individual Tax Roll Ledger Cards.
Tax
SheeLs, Records - Real Property,
Personal Property, Intangible,etc.
(See Note in Section 1)
Property Assessment Field Work Cards
Tax
Record of Exemptions - homestead,
Tax
Widow, etc. (See Secs.192.19 and
192.10,F5)
Tax Notice (Receipted Copy).
Tax
Tax Receipt (See Sce.193.391,FS)
Tax
Tax Roll
Tax
Tax Sale Certificate (After Redemp-
Tax
tion)
Perm Yes
Perm Yes
" I
Perm No
Perm, No
5 Yes
20 Yes
Perm Yes
10 No
OR 3.69
/O W X
ICem
No.
1.
2.
3.
SEMON 7
PURCHASING RECORDS
Description
Purchase Order
Request for Quotation (Retain 2
Years After Award of Did)
Tabulation of Bids (Retain 7 Years
After Award of Bid)
nn )'R(�HLfiAED
3.13.80
Document's Year's
General Reten- Micro -
Location tion Pilmcd7
Purch 7 No
Purch 2 No
Purch 7 Yes
OR 3.64
11 •i /6
KLCRKFI MED
SECTION B
.3'13.80
L•'b1:CTION RECORDS
Document's Year's
Itcm
General
Rates-
Micro -
No.
Descri noon
Location
Lion
Filmed?
1.
Absentee Applications and Ballots
Clerk
1
No
(After Election)
,
2.
Affidavits Executed at Polling
Clerk
1
No
Site (After Election)
3.
Ballots (After Election)
Clerk
1
No
4.
Candidate Expense Report (After
Clerk
4 .
No
Termination of Office or Date of
Unsuccessful Election)
5.
Canvassing Board Minutes
Clerk
Perm
Yes
G.
Election Clerk and Inspector Oaths
Clerk
1
No
7.
[dominating Petitions of Candidates
Clerk.
4
No
(After Termination of Office or Un-
successful Election)
B.
Poll Lists of.Voters
Clerk
1
No
9.
Precinct Returns
Clerk
1
No
10.
Voter Signature Slips
Clerk
2
No
OR 3-69
12 W/4
MICROFILMED
SECTION g 3.13.80
LICENSE; ANB PERMITS
Document's Year's
Item General Raton- Micro -
No. Description Location tion Filmed?
1. Application for Original or Renew- Tax,Clerk 5 No
al of Licenses - occupational,Going or Dept.
Out -of- Business, Public Convenience
or Necessity (Taxi and Bun), etc.
(After Expiration)
2. Application for Permits (Generally Dept. 1 No
of Temporary Nature) - Sound Truck,
Parade, Trash Burning, Dumping,etc.
(After Expiration)
3. Occupational or Other Licenses - Re- Tax 7 No
tained Copy Used as Receipt (After
Expiration)
4. Applications For and Copies of Bldg. 2 No
Building and Other Construction
Permits (After. Completion of Con-
struction)
OR 0.69
15 of 14
MICROFILMED
SECTION 1.0 3.13.$0
UTILITY RECGRDS
OR 3.6
l fef /6
Document's
Year's
Item
General
Retell-
Micro-
-r!2
Description
Locat•1on
Lion
FiLmcd7
1.
Billing Taper. or Other Media Used
Dept.
3
No
in Billing operation
2.
Individual Customer Ledgor Cards
Dept•.
3
No
(After Accounts Closed) (See
Note in Section 1)
3.
Lndi.vidual Customer Billing and
Dept.
1
No
Paid Receipt Stubs
4.
Meter Books or Cards - Used as Re-
Dept.
3
No
cording Media for Billing Purposes
5.
Meter Installation Report (After
Dept.
3
No
Meter Removal)
6.
Customer Deposit Card, Record,shect,
Dept. or
3
No
etc. (After Account is Closed)
Ace'tg
7.
Applications For Various Utility
Dept.
3
No
Services (After Account is Closed)
OR 3.6
l fef /6
`
MICROFILMED
SECTION 11
3.13-80
1'R01'11l E'1'ARY ACTIVITY RECORDS
I Lem
No.
Dencri. nLi.on
'
Phis Section is In Lcnded to Cover a
Wide Variety of Activities Normally
Operated on a Das.isSimi.lar to a Pri-
vate Commercial Operation. Such Re-
'
cords That are Coimnon to the Entire
Municipality Will be Governed by Such
Applicable Section.
1.
Airport
2.
Golf Course
3.
Incinerator
4.
Nospi Lal
5.
fishing and Recreation Pier
G.
Parking !deters, If Not Regular. Operation
7.
Deach Pavalion or Casino
B.
Convention Center
9.
Auditorium
10.
Theater
11.
Mobile Home Park
12.
Sports Arena, Ball Parks, or Other Sports
Park
13.
Museum
14.
Transit Operations - Bus, Taxi, etc.
15.
Library,If Not Regular Fund Operation
16.
Special Funds - Pensions or .Other Special
Purposes
17.
Cemetary
OR 3.69
lSof /`
It
Alpha, by
Q Ilumericnl by
Other
Recommended Retention
MICROFILMED
3.13.80
SAMPLE RECORDS IINEIPWRY NORMHEET
RECORLI, IIIVIAIT011Y '
\ NONWHEE'1'
� 1'NI -Rid- Sample 1
(Ac tonl. 617.0 j' x 0" ) _ ._ ..
The Records Inventory Norkuheet rhown above, 10 lined to flan records
extot, where they are kept, their quantity, and hoe they -e This infor-
motion in essentlnl in organizing a program for records cou c„_ and disposition.
For further inforsvition concernirq, the use of tills form, please Cl
Records I1nna0cmcnt 130"1 c
Florldn Board of Archives and III -tory
401 Enat Opines Street
Tallahassee, Florida 32301
I
OR 3.69
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