February 27, 1975 AIissMe
Mr. Donald R. Feaster
Souwhesit Florida Water
P. ox 457
Brookseille, Florida 33512
ssI Stioring of Tapes and Records of SWMND
We suggest that, after a period of two years frac a public
hearing vwhre there was not a Court reporter present, the
District write to the Division of Arehives, History and
amlbras Ianafaalt, Dapartaa t of State of State of Florida,
for Coenant to diapose of the nagnetio-eloetronio tapes pur-
aunat to S119.041. the case of public hearing at which
a Court reporter was present and the Distriet has the Court
reporter' transcript, there i* o reason to retain the tapes
Also, thetr is no reason to retain any tapes after the inmates
of board meetings hav been tranoribed aad dtly approved by
Ho also suggest that you proae with hbe plan for indexing
the Board inutaes, ao that they may be easily retrieved and
Yours very truly,
Myoln G. Gibbona
SWFWMD Tapes of Recorded Public Hearing
Have we ever resolved how long these tapes should be kept?
It is my understanding that all SWFWMD Governing Board
meetings are recorded and these tapes are stored, even after
the minutes are written up. I would suggest that these tapes
be erased and reused after the minutes have been written and
As for declared public hearings which are required before we
adopt rules, regulations and orders, has any decision been
made as to how long they should be kept? I have not found
any law on this.
Section 120.57 (1) (g) which becomes effective January 1, 1975
"The agency shall accurately and completely preserve
all testimony in the proceeding ... ."
It looks like there should be some cutoff time for preserving
these tapes. It may be appropriate to suggest statutory change
for this purpose or we might even be able to adopt a procedure
or rule relating to this where we keep the record until the
time for review or appeal has expired, or something of that nature.
We may want to require that a notice be given to the affective
parties prior to the destruction of any records.
I think we need to discuss this, and then recommend a procedure
t he Board to be followed in the fure.
,/gw 2.^ SO
November 11, 1974