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) March through June 2018. 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. |