Records - February 17th 2016

Records Commission Meeting
Wednesday, February 17, 2016
12:00 p.m.
Mayfield Village Civic Center

Attending: Mary Beth Betsa, Mayor Bodnar, Marjorie Comella, Cheryl Garinger, Mark Guidetti, Donna Heath, Laurie Hughes, Susan Jerome, Suzanne McCann, Maura McKinley, Patsy Mills, Jean Vitek and Danielle Echt.

Election of Chair & Vice Chairperson: Jean Vitek was elected Chair. Marge Comella was elected Vice Chair.   All in attendance agreed.

Introduction: Jean called the meeting to order at approximately 12:30 p.m. Mark made a motion to accept the September 23, 2015 Minutes as written. Cheryl seconded. All in attendance approved.

Revisions to Records Retention Schedules

  • Mary Beth said the schedules have been revised and were sent to each department.   She is waiting on each Department Head’s signature. Then the Records Commission needs to approve them so Mary Beth can send to the Ohio Historical Society. Mark made a motion to move on the revisions.   Patsy seconded. All in attendance agreed.
  • Cheryl asked if everyone will get copies of Administration’s schedule so the departments can follow that schedule for general items. Mary Beth said yes. She added while everything is being approved the Public Records Policy notebooks will be updated.  
  • Susan asked if we can shred what she has at the Service Department. Mark and Mary Beth said yes because it follows the destruction schedule.
  • Donna asked if the list of items she gave Mary Beth could be destroyed.   Donna suggested that perhaps the Meals on Wheels and Flu Shot boxes should be permanent. Patsy said the Flu Shot items would be copies because the Cuyahoga County Board of Health would have the originals.   Mark said we would need to know exactly what the records are. He said it sounds like the Board of Health would maintain the originals.   Mark said forward it on to the Cuyahoga County Board of Health. They can pick up the items and maintain the records.
  • Donna said the Hillcrest Meals on Wheels boxes have questionnaires from Eunice which Community Partnership on Aging does. Patsy asked how old the documents were and Donna said maybe 2006.   They are probably not Mayfield Village records.
  • Cheryl said the Mayfield Village Fire Chief belongs to the Hillcrest Fire Chiefs Association.   She said she currently takes Minutes for the organization.  Someone else took Minutes before her. Cheryl said they are handwritten notes that are typed into Minutes and the Chiefs approve them.  She asked who is responsible for maintaining these records.    Cheryl said she will keep what she has done but what happens when the next person starts taking Minutes?   Mark suggested that she talk to the association because someone there needs to be in charge of the records.   Cheryl said it’s not on a retention schedule.    She said she will ask the chairman of the association.    Patsy said it sounds like it is somewhat like the Historical Society; everyone shares information but we keep the records.   Cheryl said that the Hillcrest Fire Chiefs Association does not know they need to keep this; their meetings are in Mayfield Village, but the Mayfield Heights Fire Chief is the current Chairman.  Patsy asked where the predecessor’s Minutes are.   Cheryl said she didn’t know.    She said she would make it an agenda item for the next Hillcrest Fire Chiefs Association meeting.

Off-site Storage Update

  • Laurie reported that she had 31 boxes ready to go plus they had 7 pulled recently for a total of 38 ready for offsite storage. She said that if anyone else had boxes ready to go, they need to let Laurie know. They have to be ready to go by March 18.
  • Laurie also said that there are boxes at off site storage that are ready for destruction based upon the retention schedule.   She hopes to have a list ready to go in April.
  • Cheryl said the Fire Department has not put anything at off site storage. She said they have plenty of room for their records at the station.   Mary Beth asked if off site means from the Civic Center or each building.   Mark said generally it involves a 3rd party.   Cheryl asked if it is required to store off site. Patsy said she thought it was more for items of a permanent nature. Mayor Bodnar asked for clarification: is it mandatory or discretionary to store off site? Mark said it is mostly preference and convenience. Patsy said we started the process originally because of all the boxes at old Village Hall.   Mark said as long as documents are secure, it would be okay for Cheryl to keep the Fire Department’s records on site.

Public Records Policy Revisions

  • Mary Beth thanked Susan because she passed on some information from another city’s revisions.   Mary Beth said she adjusted some items in the Mayfield Village policy and asked for Mark to review it.

Records Disposition Forms

  • Mary Beth thanks Donna and Susan for going through boxes. Susan said there is still more at the Service Department. Mary Beth said the items are probably able to be destroyed based on the old schedule and will be sent to Mark for review. Jean and Marge would just need to review and sign off after Mark reviews.

Legislative Updates

  • No updates

Public Records Request

  • Mark said the police department always has a variety and there are currently a couple pending.   He said there is one that is sensitive in nature and there is a deadline. Mark is working with the attorney and it should be done in a few weeks.
  • Jean said there aren’t usually too many requests?   Mark said sometimes there are a lot, police always has them.  
  • Mary Beth reminded everyone that if a public records request is received, it needs to be sent to the law department immediately.   She added that she needs to be made aware of it too but the law department usually includes her.

Shred Day-May 14, 2016, 9:00 a.m. – Noon

  • Mary Beth has confirmed with Ohio Secure Shredding.   It is the same cost as last year.   She has flyers available if anyone needs them.
  • Patsy asked for volunteers.   Maura and Laurie volunteered. Patsy said she would also be there.
  • Cheryl added that the Fire Department may have an open house that day as well; it is in the preliminary planning stage.   She said if they do have it that day, it would be nice if the volunteers can remind those coming to shred day that the Open House is occurring. The committee members agreed that it sounded like a good idea.

House Bill 9 Training-May 27, 2016, 10:00 a.m.- 1:15 p.m.

  • Mary Beth said new Council members and Mayor Bodnar must attend training or Mary Beth said she could be their appointed designee.  
  • Marge asked if citizens could attend and Mary Beth said yes.
  • Susan asked if training is available online again and Mary Beth said yes. She will send the link to the committee members again.

Electronic Records

  • Patsy gave Mary Beth an article from the Chagrin Valley Times. It talks about how public official’s personal email can be subject to records request. Mark said if a public official is using a personal email for Mayfield Village, it can be subject to a request.   It doesn’t matter that it is a personal account.

Open Discussion

  • Ron approved a list of surplus electronic/computer items from the Police Department for recycling.
  • Mark just reminded everyone to watch out for viruses on their computer. He said there is a new one circulating where it can go through the network and delete back up files.  
  • Marge asked if the Chairperson and Vice Chair are not at a meeting, can the meeting still continue.   Mark said yes.
  • The meeting concluded at 1:15 p.m.