HomeMy WebLinkAboutReso 2008-1295
RESOLUTION NO. 2008-J.2.95
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF SUNNY ISLES BEACH, FLORIDA, ESTABLISHING A
WRITTEN POLICY REGARDING THE COLLECTION AND
USE OF SOCIAL SECURITY NUMBERS; PROVIDING THE
CITY MANAGER WITH THE AUTHORITY TO DO ALL
THINGS NECESSARY TO EFFECTUATE THE TERMS OF
THE RESOLUTION; PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City of Sunny Isles Beach acknowledges that a Social Security number
was never intended to be used for business purposes but was intended to be used solely for
administration of the federal Social Security system; and
WHEREAS, the City of Sunny Isles Beach is further aware that over time this unique
numeric identifier has been used extensively for identity verification purposes and other
legitimate consensual purposes; and
WHEREAS, the City of Sunny Isles Beach is cognizant of the fact that the Social
Security number can be used as a tool to perpetuate fraud against a person and to acquire
sensitive personal, financial, medical, and familial information, the release of this could cause
great financial or personal harm to an individual; and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Statement. The following statement will be provided to any individual before the
City collects their Social Security number:
The City of Sunny Isles Beach collects your Social Security number for the
following purposes: Classification of Accounts; Identification and
Verification; Credit Worthiness; Billing and Payments; Data Collection,
Reconciliation, and Tracking; Benefit Processing; and Tax Reporting. Social
Security numbers are also used as a unique numeric identifier and may be
used for search purposes.
Section 2. Policy on Collecting Social Security Numbers. The City of Sunny Isles Beach
will not collect Social Security numbers for any other purpose other than those provided in the
written statement.
Section 3. Directive to City Clerk. The City Clerk will file the appropriate certifications on
behalf of the City in accordance with Florida Statutes.
Section 4. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this Resolution.
R2008- Social Security Collection Written Statement Page I of 2
Section 5.
Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 1 ih day of July 2008.
ATTEST:
,7711'//,Y ~@<-
rman S. Edelcup, Mayor
~A~
Jane A. Hines, CMC, City Clerk
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY:
~ .~ ^ ^^^~ RIA..
'Hans Ottinot, cl(y Attorney
Moved by: Co~ (DOOhyy\RN
Seconded by: r.-D~.sG\-l b LL
Vote: 5-0
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Scholl
V(Yes)
~Y es)
~Y es)
V(Y es)
V'" (Yes)
_(No)
_(No)
_(No)
_(No)
_(No)
R2008- Social Security Collection Written Statement Page 2 of 2
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3 I I 3 Fax
(305) 947-2150 Building Department
(305) 947-5 I 07 Fax
City Commission
Norman S. Edelcup, Mayor
Lewis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
Gerry Goodman, Commissioner
George "Bud" Seholl, Commissioner
A. John Szerlag, City Manager
Hans Ottinot, City Attorney
Jane A. Hines, CMC, City Clerk
MEMORANDUM
TO: The Honorable City Commission
~~FM
FROM: Hans Ottinot, City Attorney
DATE: July 17,2008
RE: Written Statement Regarding the Collection of Social Security Numbers
RECOMMENDATION:
It is recommended that the City Commission consider the attached resolution establishing a written
policy for the collection of social security numbers.
REASONS:
Recently, the Florida Legislature adopted new requirements relating to the collection and
dissemination of Social Security numbers by all agencies in Florida. Basically, the law has two
primary parts relating to: (I) adopting a written statement on the collection of Social Security
numbers and certifying compliance to the Legislature and (2) maintaining a registry of commercial
entities making a public records request for Social Security numbers and reporting such activity to
the Legislature before January 31 of each year.
In an effort to satisfy the requirements of the Legislature, staff proposes the adoption of the following
written statement regarding the collection and dissemination of Social Security numbers: The City
of Sunny Isles Beach collects your Social Security number for the following purposes:
Classification of Accounts; Identification and Verification; Credit Worthiness; Billing and
Payments; Data Collection, Reconciliation, and Tracking; Benefit Processing; and Tax
Reporting. Social Security numbers are also used as a unique numeric identifier and may be
used for search purposes.
ADDITIONAL INFORMATION
The City Clerk will file the appropriate certifications on behalf of the City and maintain a registry of
commercial entities requesting Social Security numbers, in accordance with Florida Statutes. A copy
of the City's written statement will be given to each individual who provides his/her Social Security
number to the City of Sunny Isles Beach.
To be completed bv Deoartment Head To be comoleted bv City Clerk's Office
Funding available: Approval: O\'Y\ ~ Agenda Item No.: I 0 ::s-
Finance Department City Manager 7 -/7- D~
Commission Meeting Date:
Cover Memo Social Security Collection Policy
Page 1 of 1
Priscilla Walker
From:
Priscilla Walker
Sent: Monday, August 04,20084:47 PM
To: Yael Londono; Iveta Rietschel; Mike Grandinetti; Marlene Calero; Allison C. Western
Cc: Douglas Haag
Subject: Social Security Collection and Use Policy
Attachments: Reso 2008-1295.pdf
At its regular meeting of July 17,2008, the City Commission adopted Resolution No. 2008-
1295, which established a written policy statement regarding the collection and use of Social
Security numbers. The policy statement is to be provided to individuals that provide their Social
Security number to the City.
By copy of this email, I am asking Yael to incorporate the written statement on any and all HR
documents that request an individual's Social Security number.
Thank you.
Prisci{Ca Wa{f<sr, CMC
Deputy City Clerk/Office Manager
18070 Collins Avenue
Sunny Isles Beach, FL 33160
(305) 792-1703 Phone (305) 949-3113 Fax
www.sibfl.net
8/4/2008