CITY OF
RECORDS COMMISSION
Director of Administration House, Director of Finance Morehart, Director of Law Aslaner
MEMBERS NOT
PRESENT:
OTHERS PRESENT:
Information Manager Beech.
APPROVAL OF MINUTES:
There being no additions or corrections, the minutes of the meeting of February 15, 2007, were approved as written.
REORGANIZATION:
Ms. House made a motion to re-elect Mr. Morehart as Chairman. Mr. Aslaner made a second motion and all were in favor. Mr. Morehart elected Chairman for 2008.
SCHEDULE OF RECORDS RETENTION AND DISPOSITION:
Mrs. Beech stated that the date on the front page of the schedule would be changed to reflect the meeting date. She also stated that items in bold on last couple of pages were new additions to the Retention Schedule.
Schedule was reviewed.
Mr. Aslaner questioned the vacation house check records.
Mrs. Beech stated that vacation house check records were forms completed by residents when going on vacation and requesting police checks of their home or business.
Ms. House questioned who was responsible for going through the pool registration forms to make sure there is no pending legal action.
Mrs. Beech stated that these records would go through her before being destroyed. She then questioned who would be the point of contact to find out if there was any pending legal action in regards to the pool.
Ms. House stated Mr. Morehart would be the contact.
Discussion continued amongst members about how long to keep these records based on any possible legal action.
Mr. Aslaner suggested the pool registration forms be retained for 5 years if no legal action pending. All members were in agreement with this retention period.
Ms. House questioned why we would need to keep the tuition reimbursement request approvals for 5 years.
Discussion continued amongst members about how long to keep these records based on the fact that the approvals are for each budget year.
Mrs. Beech stated that vendor vouchers are kept for 3 years and once audited are then destroyed. She further stated that keeping the tuition reimbursement requests for at least the three years would be sufficient if the auditors for some reason requested to see the tuition reimbursement request forms.
All members were in agreement that a 3 year retention period was sufficient.
Ms. House made a motion to accept the Retention Schedule as amended. Mr. Aslaner made a second motion and all were in favor.
Retention Schedule approved as amended.
UPDATE – PUBLIC
RECORDS POLICY:
Mrs. Beech stated that she attended required H.B. 9
training last year and plans to attend again in October due to the change in
Administration in 2008. She also
mentioned that the Council Clerk will also attend training again this year as a
designee of elected council members. Ms.
Beech also mentioned that some of the council members may attend as well. She also mentioned that if anyone from the
commission wanted to attend, the training session will be held in October at
the
Mr. Aslaner stated that he would be attending the session in October as an elected official.
Mr. Aslaner questioned the City’s compliance with the Public Records Policy.
Mrs. Beech stated that posters were placed in various locations throughout City buildings as well as the website. She also stated that the Public Records Policy was available online as well.
Mrs. Beech stated that she has had several public records requests forwarded to her for review since the new policy has been in place.
Mr. Morehart questioned how long he needs to keep a public records request.
Mrs. Beech stated that although a written request is not required, if one is received, according to the City’s Retention Schedule it should be kept for 5 years. She also stated since the request received by Mr. Morehart was via e-mail, the e-mail would be backed up to tape indefinitely at present time.
NEW BUSINESS:
None.
With no further business, the meeting was adjourned at 2:35p.m.
Respectfully submitted,
Information Manager