Oops; Is Port Orange Not Keeping Records Required by Florida Law ?

From: Mike & Krystal [mailto:peacek@cfl.rr.com]
Sent: Friday, October 18, 2013 1:42 PM
To: Kisela, Greg
Subject: information

1514 Casey Lane
Port Orange, Fl 32127
(386) 788-3927

October 18, 2013

 Greg Kisela
City Manager
City of Port Orange Mr. Kisela,

 I was an employee of the City of Port Orange from November 1987 through August 2013 when I retired.  Over those years, I worked in the Port Orange pre-school program and at the Adult Community Center.  I am currently in discussions with the Pension Board regarding the calculation of my retirement benefits, and I have an appeal hearing scheduled with the Board for November 4th.
 The Pension Board has determined that, under the city ordinance applicable to my retirement status, a person who was hired in 1987 is eligible to receive pension benefits from the date the employee began to work at least 20 hours per week and for at least 5 months a year. The reason I am contacting you is because I have requested that the City Clerk provide me with my payroll records for the years 1987 and 1988; however, I have been told that they are not available. I believe that the documents are available because these documents are required to be held by the City for 50 years. The applicable provision is set forth in Florida’s General Records Schedule, GS1-SL, Item #214, which reads as follows:
This record series consists of any payroll records, in any format, not posted to an employee’s retirement plan (plus indices, if applicable). The records are used to document payment for retirement or other purposes during an employee’s duration of employment, and also list each rate of pay. See also “ATTENDANCE AND LEAVE RECORDS,” “SOCIAL SECURITY CONTROLLED SUMMARY RECORDS,” and other “PAYROLL RECORDS” items.
RETENTION: 50 calendar years
 I have repeatedly contacted city officials seeking to obtain these documents, but have been told they do not exist or cannot be found.  I am requesting that you help me in obtaining these documents.
 Thank you.
Krystal  Hopkins-Peace

From: “Greg Kisela” <gkisela@port-orange.org>
To: “Mike & Krystal” <peacek@cfl.rr.com>
Cc: “Shannon Lewis” <slewis@port-orange.org> “Wayne Saunders” <wsaunders@port-orange.org> “Robin Fenwick” <rfenwick@port-orange.org>



I am aware that we have searched for the records you have asked about and cannot locate them.   I will inquire today to make sure we have exhausted all efforts.

 Greg Kisela

City Manager


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