HomeMy WebLinkAbout09-20-2006 QuestionsPage 1 of 2
Andrea Lorenzo-luaces
From: Golding, Elisabeth [EGolding@dos. state. fl.us]
Sent: Wednesday, September 20, 2006 3:00 PM
To: Carol Lallathin
Cc: Andrea Lorenzo-luaces
Subject: RE: Questions
Hi, Carol — thanks for your questions.
1) On the Deed Restrictions, I think the value of those records would depend on several factors — for instance:
Is what you have a copy of what's filed permanently with the County Clerk of Court? or filed with the
Property Appraiser? If so, your copy would have less long-term value.
What is the nature of the deed restrictions? For instance, "no rottweilers" or "no pickup trucks parked in
driveways" or "no ugly architecture"? In other words, does the nature of the deed restrictions significantly
impact upon the nature of the neighborhood?
What is the nature of the neighborhood — is there something historic about the neighborhood or the general
area?
In other words, it might not be all that important many years in the future to know that rottweilers were prohibited
in a particular neighborhood — but it might be more valuable to know, especially if there is something significant
about the neighborhood, if a particular style of architecture, landscaping, etc. etc. etc. was encouraged or
prohibited. We can talk more about this if you like; I don't think there's a cut-and-dried answer to whether all deed
restrictions are archival across the board.
2) Regarding the contractors' certificate of insurance, there is no general schedule that specifically addresses
these records. We have approved individual schedules for several local governments, including these three
approved in the last couple of years — all with a 1 year retention:
Village of Pinecrest
Certificate Of Insurance: Licensed Contractors
This record series consists of certificates of insurance provided by registered and registering contractors.
Licensed contractors are required by s. 489.115(5)(a), F.S. to carry a certain amount of general liability
insurance based on the type of license they have, and to carry workers' compensation insurance or an
exemption. The certificate of insurance is sent to the Village of Pinecrest as proof of proper coverage.
The certificate is valid for a one year period from effective date to expiration, at which time the contractor
must provide an updated certificate of insurance. The information is entered into a database and a hard
copy is placed in the contractor's file.
Putnam County Board of County Commissioners
Certificates of Insurance: Licensed Contractors
This series contains certificates of insurance provided by state certified contractors showing proof of
current workers compensation, workers compensation exemption, and/or liability insurance coverage
from effective date to expiration date, at which time contractors must provide updated certificates. Proof
of coverage information is entered into a county database system and the hard copy duplicate destroyed.
Leon County Board of County Commissioners
Proof of Liability Insurance: Licensed Contractors
This series consists of Certificates of Liability Insurance provided by licensed contractors. Licensed
contractors are required by Florida Statutes, section 489.115(5)(a) to carry a certain amount of general
liability insurance based on the type of license they have, and to carry workers' compensation insurance
or an exemption. The insurance agents send the County a certificate as proof that the contractors have
the required insurance. These are proof of insurance coverage for a one year period from effective date
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to expiration, at which time the contractors must provide an updated proof of liability. Proof of liability
information is entered into the County's Permits Plus database, and the hard copy is filed alphabetically
by contractor.
If you want, you can submit a retention schedule for our approval using these as precedent.
Hope this helps — let me know if you need anything else. I will be out of the office tomorrow and Friday but will
return Monday — meanwhile, our recmgtO,)dos.state.fl.us mailbox will be available.
Regards,
Beth
Beth Golding
State Library and Archives of Florida
Records Management Program
From: Carol Lallathin [mailto:clallathin@winterspringsfl.org]
Sent: Wednesday, September 20, 2006 10:16 AM
To: Golding, Elisabeth
Cc: Andrea Lorenzo-luaces
Subject: Questions
Hi Beth,
1. We currently have copies of 'Deed Restrictions' for the various Subdivisions herein Winter Springs. Our
question is are these considered to have archival value; some of the documents date back to the early
'70's and we have recently scanned these documents into our Records Management data base.
2. The City of Winter Springs currently requires a copy of a Certificate of Insurance for ContractorsNendors
doing work in the City. Can you please tell me what Item # series this falls under and what the retention for
these documents would be?
Thank you for your assistance with this matter. As always, I look forward to hearing from you.
Thank you,
Carol
Assistant to the City Clerk
City of Winter Springs
1126 E. State Road 434
Winter Springs, Florida 32708
Phone 407.327.5961
407.327.1800 x225
e-mail:claIlathin@winterspringsf1.org
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10/2/2006