HomeMy WebLinkAboutResolution 2025-02 Updating the Rentention Policy of Official Meeting Recordings and Formal Agenda DocumentsRESOLUTION NU. 2025-02
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF WINTER SPRINGS, SEMINOLE COUNTY,
FLORIDA, UPDATING THE RETENTION POLICY OF
OFFICIAL MEETING RECORDINGS AND FORMAL
AGENDA DOCUMENTS FOR PERIODS OF TIME
EXCEEDING THE MINIMUM STATE REQUIREMENT
FOR RETENTION; PROVIDING FOR THE REPEAL OF
PRIOR INCONSISTENT RESOLUTIONS, SEVERABILITY
AND AN EFFECTIVE DATE.
WHEREAS, the Department of State maintains a General Schedule for state and local
government agencies which regulates the minimum amount of time certain records must be
retained; and
WHEREAS, public agencies, at their discretion, may retain certain records longer than the
minimum retention period established by the Department of State; and
WHEREAS, this Resolution is adopted pursuant to Resolution 2008-23 which established
a Records Retention Policy to authorize extension of minimum retention periods beyond the
retention required by the Department of State General Records Schedule GS 1-SL for State and
Local Government Agencies; and
WHEREAS, the City Commission recognizes that meeting minutes are required to be
maintained permanently. However, the City Commission desires to update its policy regarding
the retention of meeting audio/video recordings, formal agenda items, and other supporting and
presented meeting documents, and desires to retain the meeting documents specifically referenced
herein to exceed the minimum state retention requirement and rely on the State's minimum
retention periods for all other documents; and
WHEREAS, City Commission deems that this Resolution is in the best interests of the
public health, safety, and welfare of the citizens of Winter Springs.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF WINTER SPRINGS, SEMINOLE COUNTY, FLORIDA9 THAT:
Section 1. Incorporation of Recitals. The foregoing recitals are deemed true and
correct and are hereby fully incorporated herein by reference.
Section 2. Records Retention for Minutes: Official Meeting and Supporting
Documents. The City Commission of the City of Winter Springs hereby establishes extended
City of Winter Springs
Resolution No. 2025-2
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retention schedules for the following records (item numbers correspond to those established in the
Department of State General Records Schedule GSl-SL for State and Local Government
Agencies):
1. Minutes: Official Meetings
Recordings) Item #4
(Preliminary/Audio Recordings/Video
Official audio/video recordings of official City Commission
meetings as defined by section 286.01l(l), Florida Statutes from
January 1, 2018 to present.
Retention:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded, or administrative
value is lost.
2. Minutes: Official Meetings (Supporting Documents) Item #123
Formal City Commission agendas and supporting documents.
Retention:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded, or administrative
value is lost.
Section 3. Severability. If any section, subsection, sentence, clause, phrase, word, or•
portion of this Resolution is for• any reason held invalid or unconstitutional by a court of competent
jurisdiction, whether for substantive or procedural reasons, such portion shall be deemed a
separate, distinct, and independent provision, and such holding shall not affect the validity of the
remaining portions of this Resolution.
Section 4 Repeal of Prior Inconsistent Resolutions. Resolution No. 2008-24 is
hereby expressly repealed in its entirety. All other prior resolutions or parts of resolutions in
conflict herewith are also hereby repealed to the extent of the conflict.
Section 5. Effective Date. This Resolution shall become effective immediately upon
its adoption by the City Commission of the City of Winter Springs, Florida.
[Signature Page Follows]
City of Winter Springs
Resolution No. 2025-2
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RESOLVED by the City Commission of the City of Winter Springs, Florida, in a regular
meeting assembled on this 10"' day of February, 2025.
c �
KEVIN McCANN, Mayor
ATTEST:
CHRISTrAN GOWAN, City Clerk
Approved as to legal form and sufficiency for
the City ofAinter Springs only:
ANTHONY A. GARGANESE, City Attorney
City of Winter Springs
Resolution No. 2025-2
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