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Home My WebLink About2012-211 8 . G - siA , �� FLORIDA DEPARTMENT Ot STATE IN RICA SCOTT REN DETWER Governor Secretary of State November l ; 2012 Ms. Laura E. Vasquez Indian River County Board of County Commissioners 1801 27th Street, Building A Vero Beach, FL 32960-3365 Dear Ms. Vasquez : As a Florida public agency, you are required by Rule 1B-24.003 ( 11 ), Florida Administrative Code, to submit annually to the Division of Library and Information Services "a signed statement attesting to the agency' s compliance with records disposition laws, rules, and procedures." Based on these annual statements, our office submits an annual report on statewide compliance to the Legislature and the Executive Office of the Governor for their consideration and action. For your convenience, we are providing you with the enclosed Records Management Compliance Statement to report your agency' s compliance status. Please complete all information in Section I, Compliance Certification, and make any necessary additions or corrections to your agency or Records Management Liaison Officer information in Sections II and III. Please return one signed copy of the form (do not return this letter) to the mailing address or email address (no faxes) indicated at the bottom of the form by December 31 , 2012 . We appreciate your prompt attention to this matter. If we can be of service to your agency, please do not hesitate to contact us at 850.245 .6750 or by email at recingtWosmAorida. come Sincerely, Gerard J. Clark, Bureau Chief, Archives and Records Management Division of Library and Information Services GJC/eg Enclosure DIVISION OF LIBRARY AND INFORMATION SERVICES R. A. Gray Building • 500 South Bronough Street • Tallahassee, Florida 32399-0250 Telephone: 850.245.6600 • Facsimile: 850.245.6282 • httpe //Info6florida.gov Commemorating500ymm ofFiorida history www.fla500:com VIVA 110IIIIIA5011. VIVA ADRIB5004 RECORDS MANAGEMENT COMPLIANCE STATEMENT for Fiscal Year 2011 =2012 AgencylD: C0620500 1 . This agency is in compliance with Section 257.$6(5), Florida Statutes', and Rule 18-24.003(9), Florida AdmjVj#;radve Codes, for all public records regardless of media or format (e.g., paper, electronic including lr jl% m e n @* , audio, video, etc.). 400 Of Ye Please explain and indicate areas in need of assistance on reverse side.) m 2:' a as�iiseosed of 42 cubic feet of records for the fiscal year indicated above. (it Is not a tr' k no indioa4 volume of electronic records disposed.) m • C * NEW 43111 Agelogo N S�'�,.•Q re: < • Date: 1 —(kl- 1 CL 004 1 0 y'�lead ( . ea print): Joseph E . Flescher Title of Agency Head (please print). Chairman , Board of County Commissioners Please indicate changes to Agency Information on lines provided on right. C Current Information: Please do not erase or cover Information below. Indicate changes or additions on lines below: Agency Name: Indian River County Board of County Commissioners , O 0 = Agency Head: Mr. Gary C. Wheeler Joseph E . Flescher H Address: 180127th Street, Building A d Or Q Vero Beach, Florida 32960-3365 Section 257.36(5)(a), Florida Statutes' , reu res public agencies to designate a Records Management Liaison Officer (RMLO). Please indicate changes to RMLO Information on lines provided on right. If Current Information is blank, please designate an RMLO for your agency on lines provided on right. 0 Current Information: _ Please do not erase or cover Information below. Indicate changes or additions on lines below 0 RMLO: Ms. Laura E. Vasquez 00 ddress: 1801 27th Street, Building A Vero Beach, FL 32960-3365 J Phone: (772) 226-1919 Ext.: Fax: (772) 770-5334 Email: Ivasquezercgov.00m 'Section 257.38(5), Florida Staft0s. TO the purposes of this section, the tern °agency° shall mean any state, county, district, or municipal officer, department, division, bureau, board, commission, or other separate unit of govemment created or established by law. It is the duty of each agency to: (a) Cooperate with the division in complying with the provisions of this chapter and designate a records management liaison officer. (b) Establish and maintain an active and continuing program for the economical and efficient management of records," YRule 18-24.003(9), Florida Adminis6 ative Code: °Public records may be destroyed or otherwise disposed of only in accordance with retention schedules established by the Division. Photographic reproductions or reproductions through electronic reoordkeeping systems may substitute for the original or paper copy, per Section 92.29, F.S., Photographic or electronic copies. . .Prior to records disposition, agencies must ensure that all retention requirements have been satisfied. For each record series being disposed of, agencies shall identify and document the following: l . Records retention schedule number, 2. Item number, 3. Record series title; 4. Inclusive dates of the records; 5. Volume in cubic feet for paper records; for electronic records, record the number of bytes and/or records and/or files If known, or indicate that the disposed records were In electronic form , and 6. Disposition action (manner of disposition) and date." Please complete and return this compliance statement by December 3j . 2012 (submit one cony only, please) to: Department of State Records Management Program , Mail Station 9E OR Email to: recmgt@dos.myflorida.com Tallahassee, FL 32399=0250 RECORDS DISPOSITION DOCUMENT NO. PAGE 1 OF 1 PAGES 1 . AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number) Indian River County BCC Human Resources Department Shelley Nowlin 1800 27th Street , ( 772 ) 226 - 1456 Ext . Vero Beach , Florida 32960 3. NOTICE OF INTENTION : The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one) . ® a . Destruction ❑ b . Microfilming and Destruction ❑ c. Other 4. SUBMITTED BY: I hertooteby c ify that the records to be disposed of are correctly represented below, that any audit requirements for the re fu stifle nd that further retention is not required for any litigation pending or imminent. es A. Sexton Director 01 /12/2012 Sign Name andTtitle Date i3R13 5 LIST �1F Re f. g1 a. b. c, d. e• Volume Disposition Inclusive In Action an Schedule Item Title Retention InDates Cubic Date � No. No. Feet Completed After Authorization Personnel Records : FL Retirement GS1 -SL o1 9 System 25 FY 10/1 /85 — 09/30/86 3 . 0 _.............. ........._..._......_...... . . ..... _._...._..........._._.__..............._......._....._. ......_._.__........._._...._... _................._.__..._. .._......................_..._..._......_..................._....._.__..._._.__.. ........._.__.... .._.__. _._....__......_.......__._.............._.. GS1 -SL 111 Insurance Records 5 FY 10/1 /05 — 09/30/06 5 . 0 .........................I.........._... _....._..... ..__...._. .............._.....__........................._...._.............._-_...................................._........._...... ._..__._..............................._...._......... .._........._...._._............_... ......_.__...._.......-___-.._..._..._..............._....._................_...._._......._......_...... ......._ _.._..__._........_._.... __...._..._.........._....._..................... GS1 -SL 17 Correspondence & Memoranda : Administrative 3 FY 10/1 /06 — 09/30/07 2 . 0 .....................I.....I._.... ..........._. _. _. . ...._................,...................._.._........................_...................................._.._........_._.. _.._......_.._.__._..........._........... ............................._.__.._... ..._........_.._....__.._.._................._.._....__..._.....__...............__......._.._._......_..... .._...._......_.........._.......... .._....__........_..._..................._._......... .. ..... .. . Equal Employment Opportunity GS1 -SL 103 Compliance Records A/A Survey Forms ) _ _ _ 4 Yrs 01 /01 — 12/31 /07 1 . 0 .... ......_...... . ........ ... ........ . . . . . . . . . . . . ..... _ _ .. .__.......... _. .............. _ _..........I....._. . _ ........................._.............__.................._.............. ...... . _. .........._..;....... ._........_ ._..._ ......_........._ ._...._. GS1 -SL 24 Employment Application & Selection _._.._................._......_._. ......_. _. _.... ....Records (Record .Copy) __.._ ___._...................._......._..__.........._. .._..._2 Yrs 01 /01 — 12/31 /09 5 . 0 .... _.....�_..._..._............_.._.._. _ _ _ _..........__......... _._..__..............__.._.............__.... GS1 - SL 195 Payroll Records : Supporting Documents 3 Yrs 01 /01 - 12/31 /07 24 . 0 _._. ......_......._..._...._.._.... ..........._..._ ._..._.._....._ ---............_._..._......._._._..__............._......_. .._._._ _._........_...... .._....__..._....__....._._...._....... GS1 -SL 66 Personnel Records : OPS/Volunteer/ Intern/Tem orary Employment ...........-444.1.........___.... _ ......_._3..FY.......... _._.._...__......._10/ 1 /07...__ ._09/30!08 1 . 0 _.............................. ... ......_......_.. ... .........._.......__..._._ ___......_ p. ._ _ . ........................ ......................._... ......_..........__........_........ ......_._.._......_..............._._..._........... GS1 -SL Bud et Records 2 FY 10/1 /08 — 09/30/09 1 . 0 6. DISPOSAL AUTHORIZATION : Disposal for the above listed records 7. DISPOSAL CERTIFIC TE: The above listed records have been is authorized. Any deletions or modifications are indicated. di f ' e m er and the date shown in column Z ! � Iz ` Sign Date James A. Sexton . H man Resources Director Custodian/Records anagement Liaison Officer Date Name,W Title 1 Darcy R . Vasilas Az" Witness FOR HUMAN RESOURCES RECORDS ONLY : Box # 1 = 2009 Employee Verification folder (more then 3 yrs) 09/ 10 Information Req. y January 19 , 2012 A F F I D A V I T This is to certify that the following Personnel office files were taken to the Indian River out landfill to be buried by Indian River County Landfill employees on Date 27 boxes containing a variety of legal and letter sized folders with . personnel records - FRS ( FY 85 / 86 ) ; insurance records ( FY 05 / 06 ; correspondence & memoranda ( FY 06 / 07 ) ; affirmative action records ( 2007 ) ; employment applications & selection records ( 2009 ) ; payroll records ( supporting documents ) ( 2007 ) . personnel records temporary em p oyment ( FY 07 / 08 ) ; budget records ( FY 08 / 09 ) ; were disposed of on , in accordance with authorization received from the Commissioner Assistant , Darcy - Vasilas Board of County Commissioners Office , on Date I . Andrew R . Lawson , Personally witnessed the burying of the above Personnel offic Mes at the Indian River County Landfill on _ a: rq: D to Andrew R . Lawson , Affiant Tradesworker I Facilities Management Public Works Department I , Shelley Nowlin , witnessed Andrew R . Lawson pick up the above referenced Personas 1 office files for transport to the Indian River County Landfill on a Date Shelley Now Staff Assistant III . Human Resources records , 01 / 2012 1R