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Resolution 10853 RESOLUTION NO. 10853 A RESOLUTION AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS AFTER THE LAPSE OF SPECIFIED PERIODS OF TIME, AND AUTHORIZING THE DESTRUCTION OF CERTAIN OTHER RECORDS AFTER THE LAPSE OF SPECIFIED PERIODS OF TIMiE PROVIDING SAID RECORDS HAVE BEEN REPRODUCED ON MICRO- FILM, AND PROVIDING FURTHER THAT THE CITY CLERK MAY RETAIN SAME FOR A LONGER PERIOD 'JHEN DEEMED NECESSARY OR ADVISABLE, AND RESCINDING RESOLUTION NO. 10298 PASSED AND ADOPTED THE 2ND DAY OF MARCH, 1960. WHEREAS , detailed records of the City have accumulated for many years to the extent that it is becoming difficult to keep them properly stored and indexed, and WHEREAS , it has been determined and established through years of research in various cities and governmental units that no matter how important a record may be, it is useless to preserve it unless it can_ be found when wanted; also that knowing that a record exists but not being able to find it is more disturbing than the knowledge__ that it has been destroyed, and WHEREAS , it has become customary practice to destroy detailed records after reasonable periods of time, preserving certain of same on microfilm from which photographic reproductions can he made, if, as and when needed in the future and which reproductions are now recognized and admitted in our Courts as evidence to the same effect as though they were the originals , and WHEREAS , investigation has shown that the periods of retention shown below for the described records are sufficient for all practical purposes; NOW, THEREFORE , BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI BEACH, FLORIDA; SECTION 1 . That the City Clerk, or his duly authorized assistants, be and they hereby are, authorized to destroy the following named original records after the lapse of at least a period of time set opposite each item; provided., however, that a description of such records destroyed shall first be made and certified and retained in the City' s files, and provided :Further, that no such records shall be destroyed until and unless they have been audited by the City auditors : PERIOD TO LAPSE TYPE OF RECORD BEFORE DESTRUCTION A - Accounting Records: Monthly Budget Reports 10 years Monthly Analysis of Expenditures (Expense Reports) 10 years Automotive Ledger Sheets 2 years Gas & Oil Tickets 2 years Stock Invoices (Central Stores) Original 3 years Automotive Repair Orders 3 years Miscellaneous Repair Orders 3 years Incoming Stock Reports (Central Stores) 2 years Incoming Special Order Reports (Central Stores) 2 years Surety Appearance Bond Receipts - Original White Copies 2 years Requisition Slips - Original 2 years Temporary Receipts - Original 2 years Equipment Charge - Recap 2 years Daily Reconciliation of Cash (Cashier ' s Copy) 2 years Daily Golf Greens Fee Stubs Receipts 1 year Golf Membership Applications 2 years Misc . Recreation Department Receipt8 (Pre Schools, Swimming, Ceramics, Tennis Memberships, Tennis Court Fees, etc . ) 2 years Accounting Department ' s Copy of Purchase Order (known as Accounting Ledger) 2 years -1- PERIOD TO LAPSE TYPE OF RECORD BEFORE DESTRUCTION Accounting Department ' s Copy of Purchase Order (Alphabetical) 2 years Accounting Department (not stamped paid) Copy of City Invoices 2 years Daily Identification Bureau Receipts 2 years Pink Copy of Interdepartmental Order 2 years Traffic tickets and complaint Moving - Original Copy 2 years after payment Duplicate (Master) Copy Upon payment Non-moving - Original Copy 2 years after payment Duplicate (Master) Copy Upon payment Unpaid Traffic Tickets - Moving - Original & Duplicate (Master) Copies 2 years Non-moving - Original and Duplicate (Master) Copies 2 years Bank Statement - All Banks, with Deposit Slips attached 5 years Bank Books - All Banks 10 years Payroll Statement Sheets, showing deductions, Weekly and Semi-monthly (by Departments) 2 years Appropriations from Current Fund Surplus Booklets 2 years Duplicate Comparative Revenue Report 2 years All unused pre--numbered revenue receipts originating in the City Clerk' s office which have been discontinued must be held for 2 years All unused pre-numbered revenue receipts originating in any other department of the City which have been discontinued, must be turned in immediately to the City Clerk' s office, to be retained for 2 years Delinquent Notice of Fire Extinguisher Charge 2 years Paid Notice of Fire Extinguisher Invoices 2 years B - Payrollo Foreman ' s Time Cards - All Departments except Auditorium & Convention Hall 2 years Foreman ' s Time Cards - Auditorium & Convention Half 2 years Time Clock Cards - All Departments 2 years Casual Labor Payroll Receipts 2 years C - Water Billing: Application for Water Service 2 years Application to have Water Service Discontinued 2 years 0 Records of Special Readings on Water Meters 2 years Controls for Water Meter Deposits 2 years Controls for Monthly Water Sales & Receipts 2 years Billing Machine Record Tape of Monthly Water Sales 2 years Water Bill Receipts (stubs) 2 years Water Ledger Spindle Stubs 2 years Water Ledger Cards Period Lapsed D - Miscellaneous - Employees Bond Purchase Records 10 years Insurance Policies (Expired) 2 years Inventory Reports of City Property (All Departments) 5 years Budget Estimate Reports (All Departments) 5 years Inventory Record Cards (Obsolete and Sold - All Departments) 5 years Concessionaire ' s Inventory & Audit (Auditorium & Convention Hall) 2 years -2- SECTION 20 That the City Clerk, or his duly authorized assistants, be, and they hereby are, authorized to destroy the following named original records after the lapse of at least a period of time set opposite each item, provided, however, that said records have been reproduced on microfilm to be retained in the City' s files, and providing that a description of such records destroyed shall first be made and certified and retained in the City' s files, and providing further, that no such records shall be destroyed until and unless they have been audited by the City Auditors : PERIOD TO MICROFILM LAPSE BEFORE TYPE OF RECORD TO COMMENCE DESTRUCTIO=N A - Summary of Daily Report of Collections with Reconciliation of Cash and Supporting papers attached - such as, Departmental Revenue, Water Service, Taxes, Real and Personal , Liens, Trust, etc . 4/15/29 2 years B - Daily Report of Collections from - 4/15/29 2 years Municipal Court Criminal Division - Affidavits, Dockets, and Daily Reports Traffic Division - Traffic tickets and Complaints (original copy) , Dockets and Daily Reports , Auto Inspection Department - Inspection Reports Identification Bureau Reports Municipal Golf Courses Daily Reports - Normandy and Bay Shore & Par 3 Recreation Department Daily Reports Concessionaire Report of Collections Beach Patrol Report of Collections' Miami Beach Public Library Report of Collections Auditorium and Convention Hall Box Office Statements and Daily Reports Fire Extinguisher Daily Report C - Individual Cash Receipts: Taxes - Real Estate 11/1/32 2 years Taxes - Personal Property 11/1/32 2 years Satisfaction of Tax Lien 4/1/58 2 years Licenses -- Occupational (City License) 11/1/40 2 years - Alcoholic Beverages 11/1/40 2 years - Dog 11/1/40 2 years - Massage 11/1/40 2 years - Charter Boat 11/1/40 2 years - Occupational Auto Drivers- For Hire 11/1/40 2 years Permits - Building li/1/40 2 years - Plumbing 11/1/40 2 years - Electrical 11/1/40 2 years - Elevator 11/1/40 2 years Prenumbered Code Books Receipts 10/1/57 2 years Golf Course Locker Fee Receipts 10/1/58 2 years Miscellaneous Cash Receipts (NCR ' s) 11/1/40 2 years Miscellaneous Special Event Receipts such as, Entertainment, Boxing, Athletic contests, Dancing, etc , 11/1/40 2 years Auditorium and Convention Hall Receipts 11/1/50 2 years Tapping Water Service 11/1/40 2 years Dock Rentals 11/1/40 2 years City Invoices (Pink Copy) 11/1/40 2 years -3- PERIOD TO MICROFILM LAPSE BEFORE TYPE OF RECORD TO COMMENCE DESTRUCTION Examination Fees 11/1/40 2 years Improvement Liens 11/1/40 2 years Deposit Receipts - Water Meter Oldest in file 2 years - Building Bonds 11/1/40 2 years - Street Permits 11/1/40 2 years - House Connection 11/1/40 2 years - License Applications 11/1/40 2 years - Traffic Depart- ment Deposit Receipts for Signs 10/1/60 2 years All Other Miscellaneous Individual Receipts not listed 11/1/40 2 years Individual Receipts for Employees Savings 8onds 11/1/42 2 years Parking Meter Receipts with Bank Deposit Slips attached 1/18/51 2 years Inter-Fund Transfer Receipts 10/1/57 2 years D- Daily Bank Deposit Slips of recorded Checks Miami Beach First National Bank (Misc. ) 11/1/44 2 years All other Depositaries 11/1/44 2 years E -Checks - Endorsed by Payee with Bank cancellations ; Regular City of Miami Beach Check (Miami Beach First National Bank - Misc . Funds Account) 1927 2 years Water Deposit Checks (Meter Account) 4/1/36 2 years Payroll Checks (Weekly and Semi-monthly) 7/15/47 2 years Overpayment Checks 11/1/46 2 years City Employees Retirement Fund Checks 5/13/38 2 years City Pension Fund for Firemen and Policemen Checks 3/5/46 2 years Firemen ' s Relief and Pension Fund checks 10/11/49 2 years Auditorium and Convention Hall Account Checks 10/1/53 2 years Parking Revenue Bond Fund Account Checks 2/21/51 2 years Parking System - Operation and Maintenance Fund Checks 2/21/51 2 years Inter-Fund Transfer Checks Jan . 1952 2 years Library Trust Account Checks -- 2 years Any other City of Miami Beach cancelled checks -- 2 years F - Vouchers: Blue copy regular City voucher (with supporting paid invoices and other data attached) numerical order 1927 2 years Yellow copy regular City voucher in alphabetical order 1927 5 years Meter Deposit voucher - numerical order 4/1/36 2 years Overpayment voucher - numerical order 11/1/46 2 years City Employees Retirement Fund voucher- numerical order 5/13/38 2 years City Pension Fund for Firemen and Policemen - numerical order 2/5/46 2 years -4- - PERIOD TO MICROFILM LAPSE BEFORE TYPE OF RECORD TO COMMENCE DESTRUCTION Firemen' s Relief and Pension voucher - numerical order 10/11/49 2 years Auditorium and Convention Hall Account voucher - numerical order 10/1/53 2 years Parking Revenue Bond Fund voucher - numerical order 2/21/51 2 years Parking System - Operation and Maintenance voucher - numerical order 2/21/51 2 years Inter-Fund Transfer Checks - voucher Jan. 1952 2 years Library Trust voucher -- 2 years Any other City of Miami Beach voucher -- 2 years G - Purchase Orders , Copy Purchase Order (Approved for Payment stamped thereon, known as Receiving Depart- ment copy) 1943 2 years H - Subsidiary Ledgers Appropriation Ledger showing various breakdown of accounts- 11/1/30 5 years Expenditures Ledger showing various breakdown of accounts From beginning 5 years Tax Ledger Sheets 1952 2 years after sheet is used up. Departmental Revenue From beginning 5 years Trust Fund From beginning 5 years Water Meter Deposit Record Cards (Closed Out) From beginning 2 years I - Elections Registration Certificates to December 1944 1928 Period Lapsed Registration Certificates -- Stricken and Deceased 1945 10 years All lists of persons voting in each election prior to December 1944 From beginning Period lapsed J - Correspondence (Not part of Council Minutes) classified as records 11/1/47 2 years K - License Application Cards 1938-39 2 years Alphabetical copy of Liquor Licenses 1945-46 2 years Alpnabetical copy of Occupational Licenses 1945-46 2 years Police Warrants and Affidavits 3/16/48 2 years T_, - Original Payroll Journals - Weekly 1943 5 years Original Payroll Journals - Semi-monthly 1943 5 years Inter-departmental Charges 10/1/46 2 years Bank Ledgers - Miscellaneous Fund Checking Accounts only 10/1/52 2 years Lien Ledger Cards From Beginning Period Lapsed File Copies Improvement Lien Notices From Beginning 10 years Tax Rolls From Beginning 10 years Assessment Rolls From Beginning 5 years Contracts From Beginning 10 years -5- PERIOD TO MICROFILM LAPSE BEFORE TYPE OF RECORD TO COMMENCE DESTRUCTION Original Payroll Journal - Employees Retirement System From Beginning 5 years Payroll Journal (machine copy) Fire & Police Pension Fund From Beginning 5 years Duplicate Copy of Fire & Police Pension Warrant From Beginning 5 years SECTION 3o That this resolution shall not be deemed as requiring the destruction of such records after the lapse of the periods shown above, and at the discretion of the City Clerk any of them may be retained for longer periods where deemed necessary or advisable . SECTION 4. That Resolution No. 10298, passed and adopted the 2nd dad of March, 1960, be and the same is hereby rescinded. PASSED and ADOPTED this 7th day of Nove ,ser , 1.62 '7/11 Age— Mayor ATTE o I , / City Clerk/ -6- i 0. ' 44 i ;2,-, .-. j Z 0 4j 14 00 P <a Z 0 Z as U H Z N L O tr $-4 H H g R; H •r O 5 •,--I a .-1 ns o .-4 +J ( w U U •.4 4-4 Z O