MINUTES FOR MEETING OF FEBRUARY 15, 2007

The meeting was called to order at 2:05p.m.

MEMBERS PRESENT:

Director of Administration House, Director of Finance Morehart, Director of Law Aslaner, Union County Historical Society President Parrott

OTHERS PRESENT:

Information Manager Beech.

APPROVAL OF MINUTES:

There being no additions or corrections, the minutes of the meeting of February 9, 2006, were approved as written.

REORGANIZATION:

Mr. Aslaner made a motion to re-elect Mr. Morehart as Chairman. Mr. Parrott made a second motion and all were in favor. Mr. Morehart elected Chairman for 2007.

SCHEDULE OF RECORDS RETENTION AND DISPOSITION:

Mrs. Beech stated that items in bold-faced type were the additions/changes to the retention schedule.

Schedule was reviewed.

Mr. Aslaner stated that the retention period for BAC Test Results should be equal to that of the Police Incident Reports. It was noted that BAC Test Results and Calibration Checks are kept together and should be retained for the same length of time. It was decided that BAC Test Results should be kept for 10 years.

Mr. Morehart questioned the length of retention for Request for Proposals and Statement of Qualifications when related projects may take over two years to complete.

Mrs. Beech stated that this record type was added at the request of Engineering and that she interrupted it to be Request for Proposals and Statement of Qualifications that do not pertain to the contractor that is awarded the project. Mrs. Beech stated that she would change the retention period to reflect unsuccessful bids.

Mr. Morehart questioned the retention period of the Police Special Duty Documentation. He questioned whether this documentation might be needed during union contract negotiations.

Mrs. Beech stated that the retention period was the recommendation of the Assistant Police Chief.

Mrs. House recommended verifying with the Police Chief and mentioning the possible need for this documentation.

Mrs. Beech agreed to check with the Police Chief prior to amending the Retention Schedule.

Mrs. House made a motion to accept the Retention Schedule as amended and all were in favor.

Retention Schedule approved as amended.

NEW BUSINESS:

Mrs. Beech presented members with a copy of H.B. 9 and stated that she continues to monitor the Attorney General’s website for any additional information. She pointed out that elected officials or their designees will be required to attend training programs and seminars about Public Records Law and the Attorney General will be developing a model public records policy that will have to be adopted.

Mr. Parrott also mentioned that steep penalties will be enforced if policy is not followed.

Mrs. Beech stated that she will continue to stay abreast of any information related to H.B. 9.

With no further business, the meeting was adjourned at 2:35p.m.

Respectfully submitted,

Gwen M. Beech

Information Manager