HomeMy WebLinkAboutResolution 2008-24 Retention of MinutesRESOLUTION N0.2008-24
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF WINTER SPRINGS, SEMINOLE COUNTY,
FLORIDA, AUTHORIZING THE RETENTION OF OFFICIAL
MEETINGS MINUTES AND SUPPORTING DOCUMENTS
FOR PERIODS OF TIME EXCEEDING THE MINIMUM
STATE REQUIREMENT FOR RETENTION; PROVIDING
FOR THE REPEAL OF PRIOR INCONSISTENT
RESOLUTIONS, SEVERAIiILI'1'Y ANll AN EFFECTIVE
DATE.
WHEREAS, the Department of State maintains a General Schedule for state and local
government agencies which regulates the minimum amount oftime 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 desires to retain its official executed minutes, agendas
and supporting documents permanently, and desires to retain other records related to the
aforementioned records for a period of 25 years, thereby exceeding the minimum state retention
requirement; 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, FLORIDA, 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 Meetin and Su ortin
Documents. The City Commission of the City of Winter Springs hereby establishes extended
retention schedules for the following records (item numbers correspond to those established in the
Department of State General Records Schedule GS 1-SL for State and Local Government Agencies):
City of Winter Springs
Resolution No. 2008-24
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1. Minutes: Official Meetings (Preliminary/Audio RecordingsNideo
Recordings) Item #4
A. Official executed minutes and audio/video recordings ofofficial City
Commission meetings as defined by section 286.011(1), Florida
Statutes.
Retention:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded, or administrative
value is lost.
B. Other records presented to or generated by the City Commission
including, but not limited to handwritten or typed notes.
Retention:
a) Record copy. 25 anniversary years after adoption of the official
minutes or certification of transcript.
b) Duplicates. Retain until obsolete, superseded, or administrative
value is lost.
2. Minutes: Official Meetings (Supporting Documents) Item #123
A. Formal City Commission agendas and supporting documents.
Retention:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded, or administrative
value is lost.
B. Other records presented to or generated by the City Commission
within this record category including, but not limited to roll call
sheets and sign-in sheets for speakers.
Retention:
a) Record copy. 25 anniversary years after adoption of the official
minutes or certification of transcript.
b) Duplicates. Retain until obsolete, superseded, or administrative
value is lost.
Section 3. Severability. if any section, subsection, sentence, clause, phrase, word, or
portion ofthis Resolution is for any reason held invalid or unconstitutional by a court of competent
City of Winter Springs
Resolution No. 2008-24
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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 Reveal of Prior Inconsistent Resolutions. All prior resolutions or parts of
resolutions in conflict herewith are 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.
RESOLVED by the City Commission of the City of Winter Springs, #'lorida, in a regular
meeting assembled on this 28~' day of April, 2008. _ : , ,
_ ,-
OHN F. BL'SHT Ma~ynr, -.
ATT~ST: ~ _
~ .~ ~ .
i
LORENZO-LUACES, City Clerk
Approved as to legal form and sufficiency for
the City o inter Springs only:
~CN~F~I'ONY A. GARGANESE, City Attorney
City of Winter Springs
Resolution No. 2008-24
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