PB 09/04/2003 Minutes - Laserfiche WebLink

Home Browse Search

LAW OFFICES CHRISTIANSEN & DEHNER, P.A. 63 SARASOTA CENTER BLVD, SUITE 107 SCOTT R. CHRISTIANSEN SARAsoTA, FLORIDA 34240 H. LEE DEHNER MEMORANDUM TO: Board of Trustees City of Casselberry Police Officers' and Firefighters' Pension Plan FROM: Christiansen & Delmer, P.A. SUBJECT: Public Records Management DATE: June 18, 2003 PHONE: (941) 377-2200 FAX: (941) 377-4848 We have had a number of questions regarding the requirements for records retention and disposal of pension plan documents. This memorandum is intended to clarify these requirements. Boards of Trustees of public pension funds have some special requirements under the law regarding the storage, retention and destruction of public records. Below is an outline of the requirements of the law as provided for in Florida Statutes Chapter 257 and Florida Administrative Code Rule 113-24. The first responsibility of a Board is to appoint a Records Management Liaison Officer also known as an RMLO. The RMLO is the contact point between the Board and the Bureau of Archives and Records Management, the entity responsible for oversight of the records management functions of Florida local governments. The RMLO does not have to be a Trustee. The name of the designated RMLO must be and will be provided to the Bureau of Archives and Records Management by providing a copy of the attached Resolution. Second, the Board should establish and adopt a records retention schedule. Records retention schedules identify the Board's records and establishes periods of time that the records are to be retained. The Board can adopt the official Division of Library and Information Services policy or can create a Boardspecific schedule which has been approved by the Division. The complete official State policy, Schedule GS 1-L, can be downloaded from: http//dlis.dos.state.fl.us/barm/genschedules/gensched.htm A document containing the most applicable provisions from the complete schedule is enclosed. If a particular document is not listed in this attachment, please refer to the complete schedule on the web site. Finally, the Board must annually attest to the compliance with records disposition laws, rules and procedures. Attached is a sample resolution of the Board of Trustees to appoint an RMLO and to adopt the GS 1-L records retention schedule. Once completed, the resolution should be sent to Bureau of Archives and Records Management, Division of Library and Information Services, 500 S. Bronough Street, Tallahassee, Florida 32399-0250. Please place this on the agenda for the next meeting for Board consideration.