LTC 67-2003 CITY OF MIAMI BEACH
Office of the City Manager
Letter to Commission No. 200,
To:
From:
Subject:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez
City Manager
Standardized Lobbyists & Visitors Sign-In Sheet
Date: March 12, 2003
The City Clerk's Office has created a standard Lobbyists & Visitors Sign-In Sheet,
(attached) which is to be distributed to all departments and used when lobbyists or visitors
meet with City staff.
The form is available on the Intranet under "Employee Toolbox,"Find a Form listed under
City Clerk's Office. To access the MS Word document, double click on Visitor~
Sheet. The form will also be sent via email to all ACM's and department directors.
PROCEDURE:
1. It is the responsibility of the department to make sure that all non-city-employee visitors
to the department who are meeting with an employee(s) in the department, enter the
information requested on the "Lobbyist & Visitors Sign-In Sheet".
2. The employee(s) assigned to monitor the form must also determine if the individual(s)
checked the "Are you a lobbyist?" box indicating that they are lobbyists. If the "Are
you a lobbyist?" box is checked, confirm the individual also checked the "If yes, have
you registered and fee disclosed" box. If they have not checked this box, send the
individual to the City Clerk's office to register and fee disclose.
3. It is the responsibility of city personnel holding a meeting to confirm that the non-city-
employees attending the meeting have completed the Lobbyist Registration
procedures, if required.
4. Pursuant to Public Records Retention Schedules, the "Lobbyist & Visitors Sign-In
Sheet" must be maintained for one year. To destroy those forms which are eligible
requires a records destruction form available on the Intranet under Employee Toolbox/
Forms.
If you have any questions regarding the above, please contact the City Clerk's Office at'
extension 7411.
Attachment
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F:\CLE R~IATL%eP. ers%TC~2003~sig nih .doc
STATE OF FLOmOA J RECORDS RETENTIONI
DEPARTMENT OF STATE
Division of Library and Informati on Services ---qC H E D~
L
E
Form LSSE105REft. 1-01
SCHEDULE NUMBER
__ New Schedule __ Revise Existing
Schedule
General Information
1. Agency I 2. DivisionfDepartment [3. Bureau/Office
4. Custodian (Name & Area Code/Telephone Number) .
SUBMIT TO:
Florida Department of State
Bureau of Archives and Records Management
Mail Station 9A
Tallahassee, FL 32399-0250
5. Contact/RMLO (Name & Area Code/Telephone Number)
Agency:
Address:
AGENCY MAILING ADDRESS:
City, State, Zip:
Record Series Information
6. Record Series Title
7. General Description, Purpose and Use of Record Series (include/attach inclusive dates, any audit
requirements, forms, or other related documentation)
__ Record Copy and/or __ Duplicate, if duplicate please indicate location of the record copy in the description.
Is this record series considered to be a vital record? Yes No
What is the prima~y purpose of this record series?
Administrative Legal __ Fiscal
What media format does this record series consist of?. Che. ck all that apply.
__ Electronic (Magnetic Disk, Optical Image, CD, DVD, etc,)
__ Other (Audio, Video, Photographic, etc.)
Paper Microfilm
Recommended Retention and Disposition
What is the'recommended retention period? Record Copy Duplicate Copies
Applicable Statutes, Rules, Ordinances
Will this record series be microfilmed? Yes No
Will this record series be scanned into an optical imaging system? __
Yes No
Authorization
10. Submitted by:
Authorized Signature, Title Date