HomeMy WebLinkAboutResolution 2008-09 SSN Policy
RESOLUTION NO. 2008-09
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF WINTER SPRINGS, FLORIDA, ADOPTING A
SOCIAL SECURITY NUMBER POLICY AND WRITTEN
STATEMENT ADDRESSING THE CITY'S COLLECTION
AND USE OF SOCIAL SECURITY NUMBERS; CERTIFYING
COMPLIANCE WITH SECTION 119.071(5), FLORIDA
STATUTES, TO THE PRESIDENT OF THE SENATE AND
SPEAKER OF THE HOUSE OF REPRESENTATIVES;
PROVIDING FOR REPEAL OF PRIOR INCONSISTENT
RESOLUTIONS, SEVERABILITY, AND AN EFFECTIVE
DATE.
WHEREAS, the City is granted the authority under Section 2(b), Article VIII, of the State
Constitution to exercise any power for municipal purposes, except when expressly prohibited by law;
and
WHEREAS, the City Commission recognizes that social security numbers were never
intended to be used for business purposes but were intended to be used solely for the administration
of the federal Social Security System; and
WHEREAS, the City Commission further recognizes that over time, this unique numeric
identifier has been used extensively for identity verification purposes and other legitimate consensual
purposes; and
WHEREAS, the Florida Legislature has recently amended Chapter 119, Florida Statutes,
with regard to public agencies' collection and use of social security numbers; and
WHEREAS, the City may not collect an individual's social security number unless it has
stated in writing the purpose for collection and unless it is specifically authorized by law to do so,
or it is imperative for the performance of that agency's duties and responsibilities as prescribed by
law; and
WHEREAS, the City Commission desires to adopt a formal policy addressing the City's use
of social security numbers and to certify the City's compliance with applicable law to the President
of the Senate and Speaker of the House of Representatives; and
WHEREAS, the City Commission ofthe City of Winter Springs deems that this Resolution
is in the best interests of the public health, safety, and welfare of the citizens of Winter Springs.
City of Winter Springs
Resolution No. 2008-09
Page 1 of 3
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF WINTER SPRINGS, SEMINOLE COUNTY, FLORIDA, AS FOLLOWS:
Section 1. Recitals. The foregoing reci tals are hereby fully incorporated herein by this reference
and are deemed a material part of this Resolution.
Section 2. Social Security Number Policy. The City Commission hereby adopts the following
policy with regard to the City's collection of social security numbers:
A. The City of Winter Spripgs shall not collect an individual's social security number
unless the City has stated in writing the purpose for its collection and unless it is:
1. Specifically authorized by law to do so; or
2. Imperative for the performance of the City's duties and responsibilities as
prescribed by law.
B. Social security numbers collected by the City shall not be used by the City for any
purpose other than the purpose provided in the Notice.
C. The City shall provide a Notice to each individual whose social security number is
collected by the City.
D. The City Clerk shall, by January 31st of each year, identify all commercial entities
that have requested social security numbers during the preceding calendar year, and the
specific purpose or purposes stated by each commercial entity regarding its need for social
security numbers in a report that is filed with the Executive Office of the Governor, the
President of the Senate and the Speaker of the House of Representatives. If no such
disclosure request were made in the preceding year, the City Clerk shall also indicate the
same on the report.
Section 3. Notice of Purpose of Request for Social Security Numbers. The City Commission
hereby adopts the Notice of Purpose of Request for Social Security Numbers attached hereto as
Exhibit "A" and fully incorporated herein by this reference ("Notice").
Section 4. Certification of Compliance. The City Commission hereby certifies its compliance
with section 119.071 (5), Florida Statutes. The City Clerk is hereby directed to forward a copy ofthis
Resolution to the President of the Senate and the Speaker of the House of Representatives as
required by section 119.071(5)(a)4.b., Florida Statutes.
Section 5. Repeal of Prior Inconsistent Resolutions. All prior resolutions or parts of
resolutions in conflict herewith are hereby repealed to the extent of the conflict.
City of Winter Springs
Resolution No. 2008-09
Page 2 of 3
Section 6. Severability. If any section, subsection, sentence, clause, phrase, word, or portion
of this Resolution is for any reason held invalid or unconstitutional by any court of competent
jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such
holding shall not affect the validity of the remaining portion hereto.
Section 7. Effective Date. This Resolution shall become effective immediately upon adoption
by the City Commission of the City of Winter Springs, Florida.
DONE AND ADOPTED in regular session of the City Commission of the City of Winter
Springs, Florida, this 28thdayof January 2008.
'/~~d
ATTEST:
A LORENZO-LUACES, City Clerk
Approved as to legal form and sufficiency for
th~rings only: ______
ANTHONY A. GARGANESE, City Attorney
City of Winter Springs
Resolution No. 2008-09
Page 3 of 3
EXHIBIT ~--
b
j A
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
NOTICE OF PURPOSE OF REQUEST
FOR SOCIAL SECURITY NUMBER
Please be advised that the City of Winter Springs collects social security numbers for the following
purposes: classification of accounts;, identification and verification; billing and payments; credit
collection purposes; data collection; reconciliation; tracking; employment purposes; benefit processing
tax reporting; and police statements and arrests. Social Security numbers are also used as a unique
numeric identifier and may be used for search purposes.
This Notice is provided pursuant to section 119.071(5), Florida Statutes (2007). Please contact the
City Clerk Department for additional information at (407) 327-5999.
January 2008