Records - April 22nd 2015

Records Commission Meeting
Wednesday, April 22, 2015 - 12:00 p.m.
Mayfield Village Civic Center

Attending: Mary Beth Betsa, Maura McKinley, Suzanne McCann, Mark Guidetti, Donna Heath, Susan Jerome, Laurie Hughes, Cheryl Garinger, Nancy Plastine, Patsy Mills and Jean Vitek

Approval of Minutes of Meeting of February 19, 2015

Cheryl Garinger, seconded by Laurie Hughes, moved to approve the minutes of the meeting of February 19, 2015 as written. There was no opposition.

Revisions to Records Retention Schedules

Schedule revisions and review are ongoing.

Off-site Storage Update

Laurie sent an e-mail to all departments asking them if they have any boxes which need to be stored off-site. Retrievex (formerly Cintas) came and picked up 48 boxes from the Finance Department which contained permanent records for year 2013.

Shred Day – Saturday, May 16, 2015 from 9:00-12:00.

Mary Beth has confirmed with Ohio Secure Shred. They will bring with them directions, signs and cones to help direct the vehicles to the truck. We will also have cones blocking off an area of parking to allow for room between the truck and lot. Mary Beth and Doug looked at the parking lot to figure where the truck would be parked.  Mary Beth, Laurie, Maura and Patsy will be assisting at the event unloading cars with the items to be shred, unloading and breaking down boxes of our records to be shred and assisting with directing the traffic pattern. On conclusion of the event, we will receive a work order showing the total weight of what has been shred.

Public Records Policy Revisions

There is no change needed at this time.

Status of Public Records Requests

The police department has received requests for public records which have been responded to after review by the Law Department. The building department received a request concerning a former employee. Discussion ensued as to whether the notification to employees of receipt of a public records request would include former employees.

Legislative Updates

There were no updates.

House Bill 9 Training – May 22, 2015

Mary Beth reported that thus far 25 people have registered for the House Bill 9 Training being held at Reserve Hall from 10:00 to 1:15 p.m. on Friday, May 22, 2015.   If anyone else from Mayfield Village wishes to attend, please let her know and she will make sure they are registered with the Auditor of State. Joe Saponaro has indicated that he will be taking the on-line training session held by the Ohio Attorney General’s office.


There were no further matters for discussion. Cheryl Garinger, seconded by Susan Jerome, moved to adjourn. The meeting concluded at 1:14 p.m.

Next Meeting: Wednesday, June 3, 2015 at 12:00 p.m.

Respectfully submitted,

Mary E. Betsa
For Danielle Echt