Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Records, Taxes, and Treasury
Information
Requested Action
title
A. MOTION TO APPROVE minutes of the 10 a.m. Broward County Board of County Commissioners meetings of August 20, August 27, September 10, September 24, October 15, October 22, 2019; and Budget Hearings of September 10 and September 24, 2019.
ACTION: (T-10:56 AM) Approved.
VOTE: 9-0. Commissioners Rich, Bogen, Fisher, Sharief and Vice-Mayor Geller voted in the affirmative telephonically.
B. MOTION TO APPROVE FOR FILING supplemental papers pertaining to the plats and other items that were approved in prior years.
ACTION: (T-10:56 AM) Approved.
VOTE: 9-0. Commissioners Rich, Bogen, Fisher, Sharief and Vice-Mayor Geller voted in the affirmative telephonically.
C. MOTION TO APPROVE destruction of Board of County Commission minutes and supporting documents, which have been imaged and have met retention requirements per General Records Schedule GS1-SL, established by the Division of Library and Information Services of the State of Florida for local government agencies.
ACTION: (T-10:56 AM) Approved.
VOTE: 9-0. Commissioners Rich, Bogen, Fisher, Sharief and Vice-Mayor Geller voted in the affirmative telephonically.
D. MOTION TO FILE quarterly report, October 2019 through December 2019, of all Ordinances and Resolutions filed by cities and outside agencies.
ACTION: (T-10:56 AM) Approved.
VOTE: 9-0. Commissioners Rich, Bogen, Fisher, Sharief and Vice-Mayor Geller voted in the affirmative telephonically.
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Why Action is Necessary
Motion A. Section 18.5 of the Administrative Code provides for the Board to approve minutes of previous County Commission meetings.
Motion B. The Board of County Commissioners approved the following items subject to certain conditions. These conditions have now been met, and the papers need to be filed, imaged and archived into the Public Records.
Motion C. Per Florida Statutes 28.31, the Board of County Commissioners must authorize the destruction of Commission records.
Motion D. Section 18.5 of the Administrative Code requires the Records, Taxes, and Treasury Division to provide the Board with a quarterly report of items submitted to the County for filing.
What Action Accomplishes
Motions A and D: Meet Administrative Code requirement.
Motion B: Maintains a clear audit path back to the original documents.
Motion C: Paper documents are ready for destruction since the image has become the official record, and paper has met its retention schedule per Florida's records management program authorized by Section 257.36, Florida Statutes.
Is this Action Goal Related
No
Previous Action Taken
None
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT AND THE RECORDS, TAXES, AND TREASURY DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
A. This item seeks Board approval of the minutes for the regular meetings (and budget hearings if applicable) of August 20 through October 22, 2019. Due to the voluminous nature, minutes are not attached to the item, but are available for viewing at
<https://www.municode.com/library/fl/broward_county/munidocs/electronic_minutes>. After the Board approves the minutes, they will be imaged and archived.
B. The procedure of listing the documents on an agenda item with the original commission approval date establishes a necessary audit trail for research and archival purposes (Exhibit 1). All paper documents referenced have been digitally imaged for permanent retention. Images are stored on a server, which is backed up onto DVDs that are then transported offsite for storage. Supplemental papers, due to bulk, are not attached, imaged or reprinted here; however, they can be viewed in Room 336U of the Records, Taxes, and Treasury Division.
C. Once approved, paper documents that have all been imaged and have met retention requirements can be destroyed.
D. The Quarterly Report is attached as Exhibit 2. Once approved, the filings can be imaged and archived. Filings can be viewed in Room 336U of the Records, Taxes, and Treasury Division.
Source of Additional Information
Thomas Kennedy, Director, Records, Taxes, and Treasury Division, (954) 357-5777
Fiscal Impact
Fiscal Impact/Cost Summary
There is no fiscal impact.