Records - February 19th 2015

Records Commission Meeting
Thursday, February 19, 2015 - 12:30 p.m.
Mayfield Village Civic Center


Attending:  Mary Beth Betsa, Diane Calta,  Mark Guidetti, Donna Heath, Laurie Hughes, Susan Jerome, Suzanne McCann, Maura McKinley, Patsy Mills, Nancy Plastine, Jeanne Vitale and Danielle Echt.

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Introduction:  Nancy called the meeting to order at approximately 12:48 p.m.  Nancy nominated Jean as the chairperson.   Jean accepted and everyone in attendance agreed.   Susan made a motion to accept the December 18, 2014 Minutes as written.  Maura seconded.  All in attendance approved.  Mark Guidetti was introduced as he will be the representative from Diemert & Associates since Diane is leaving the practice.

Revisions to Records Retention Schedules

  • Diane reported that the Fire Department questioned how long disciplinary action reports needed to be retained.   Diane said that they should be kept in a personnel file and those are permanent.  She said it would fall under the Finance Department’s Record Retention Schedule.  Diane advised that the Fire Department still needs to follow the governing rules of their collective bargaining agreement but the report should be maintained on a permanent basis.  Diane said there didn’t need to be duplication within the departments.
  • Mary Beth suggested that the law department review the revisions to the schedules.  She will forward them to Mark as drafted.


Off-site Storage Update

  • Laurie reported that the Finance Department has boxes ready for off-site storage.  She said that if any other departments have any that need to be stored, please let her know by February 27.  The boxes need to be organized and labeled before being dropped off to the Civic Center and then Access (formerly Cintas) will pick them up.


Shred Day (Saturday, May 16, 9:00 a.m. – Noon)

  • Mary Beth said that Cintas/Access have continued to raise their price for shredding so she checked with the Ohio Municipal Clerks for other recommendations.    They suggested Ohio Secure Shred.   They were $500 less so Mary Beth got the approval to go ahead with them.
  • Patsy said volunteers will be needed to help.   Maura and Laurie said they would be able to be there.   Mary Beth said she could coordinate with everyone when it gets closer.  
  • The committee members discussed the reconfigured parking lot in the Civic Center and suggested that Mary Beth find out the size of the truck so the best location in the lot can be determined.
  • Patsy suggested signage with arrows for the event so people on Wilson Mills can see where to go.    Susan said that she could order an A-Frame where the arrows can be moved as needed.   Patsy asked if the shred company could bring their own sign.   Mary Beth said one is usually needed each year and said it might be best if we have our own to keep.


Public Records Policy Revisions

  • Diane reported that there were none.
  • Diane said she will send the revisions from August to Mark for his review.  Diane said they can hold on to it in case the Attorney General updates their model policy this summer.   She said the adjustments that were made last August were very minor.


Status of Public Records Requests

  • Diane said that the police department had a lot of requests.  Maura and Diane agreed that the requests have been satisfied.
  • Mary Beth said there was a request from Sara Dorn asking for information about Mayfield Village’s purchase of vehicles.  Mary Beth said she responded promptly.


Legislative Updates

  • Diane and Mary Beth each said there was none.


Electronic Records

  • Mary Beth said the IT Committee should be meeting soon.  The Commission will be kept posted.


Upcoming Seminars

  • House Bill 9 Training Session has been scheduled for May 22, 10:00 a.m. – 1:00 p.m. 
  • Mary Beth reported there is now an online training program for House Bill 9.  She said that it can be taken anytime and there are quizzes at the end of the sections as well.  She said it looks good and she will forward information on to the committee members.   It counts for 3 hours of continuing education.
  • Mary Beth said that the Village was recently audited and the State Auditors did ask to review Council’s certificates of designation for House Bill 9 training.   The committee discussed designations and Diane said that a Council member cannot represent themselves and someone else but Mary Beth is able to do so. 


Open Discussion

  • Mary Beth reported that the Charter Review Commission met recently and they asked if there is still a need for permanent Minute books in paper format.    Mary Beth advised the Commission that she is not comfortable changing Minutes on the schedule to electronic.   She also stated that it is highly unlikely that the auditor’s office would approve a revision to the Records Retention Schedule of “paper” to “electronic” for Minutes.  Diane said at some point in time that may change but right now, they do need to be maintained in paper.
  • Mary Beth said she will give Mark the Public Records Handbook and signage for his review.
  • The meeting concluded at 1:34 p.m.


Next Meeting:  Wednesday, April 22, 2015 p.m. at the Civic Center