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HomeMy WebLinkAbout10-02-2006 QuestionsPage 1 of 3 Andrea Lorenzo-luaces From: Carol Lallathin Sent: Monday, October 02, 2006 2:43 PM To: Andrea Lorenzo-luaces Subject: FW: Questions Regarding the questions and answers (from Beth Golding) noted below, how should I handle the answer to Kim in Community Development regarding the Insurance Certificates? Tell them to hold on to them for now? Do we need to check with Anthony's office on this question? And on the Deed Restrictions, I believe that some have been filed with Clerk of courts but even so, most of what we have are copies of the old deed restrictions. So, I guess this decision also needs to be made as to how to handle these documents, once they have been scanned. Do we keep any for archives? When the Deed Restrictions were identified as a document to be scanned we assigned them Item #301, Subdivision Plans: Preliminary (Supporting Documents) which has a 'permanent' retention. The documents were one of the first things that was scanned because of convenience for referencing the documents. Thanks, '� izw �T�al`.i 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@winterspringsfl.org -----Original Message ----- From: Golding, Elisabeth[ma !Ito: EGold ing@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. 10/2/2006 Page 2 of 3 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 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 recmgMdos.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 10/2/2006 Page 3 of 3 '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:clallathin@winterspringsf1.org Confidentiality Note: This e-mail, and any attachment to it, contains information intended only for the use of the individual(s) or entity named on the e-mail. If the reader of this e-mail is not the intended recipient, or the employee or agent responsible for delivering it to the intended recipient, you are hereby notified that reading it is strictly prohibited. If you have received this e-mail in error, please immediately return it to the sender and delete it from your system. Thank you. 10/2/2006