Records Commission

AGENDA RECORDS COMMISSION MEETING Friday, April 28, 2017 1:00 PM Mayor's Conference Room: 8th Floor City Hall I. Call to Order II. Roll Call III. Agenda Updates IV. Approval of Minutes - Thursday, March 30, 2017 V. Old Business - Email Policy, Retention, and Deletion VI. New Business - None VII. Adjournment Records Commission Meeting Minutes Thursday, March 30, 2017 - 2:00 PM Mayor's Conference Room: 8th Floor City Hall I. Call to Order a. Chairperson William L. Bartos, temporarily appointed by Mayor Thomas M. Bernabei -Records Commission Chairperson, called the meeting to order at 2:03 PM. II. Roll Call a. Records Commission Secretary John Highman called roll. The following members were in attendance: i. William L. Bartos, Chairperson – for Mayor Bernabei ii. R. A. Mallonn, II., Auditor iii. Kris Bates Aylward, Deputy Chief Counsel – for Law Director Martuccio iv. John Runion, Citizen Member v. John Highman, Secretary (non-voting member) III. Agenda Updates a. There were no updates to the agenda. IV. Approval of Minutes - Thursday, December 8, 2016 a. Discussion: None b. Motion: Chairperson Bartos noted that Auditor R. A. Mallonn was now in attendance. Chairperson Bartos entertained a motion. Member Runion made the motion to approve the minutes of the December 8, 2016 meeting. Auditor Mallon seconded. The motion passed by a unanimous voice vote. V. Old Business a. Draft Electronic Records RC-2 b. Draft Email Policy i. Secretary Highman offered a brief explanation of these items in tandem. At the December 8th meeting, Secretary Highman was instructed to send out a notice to all of the departments that starting sometime in 2017, IT will begin to purge the system of communications older than 5 years in order to free up space on the server. If departments need to keep things older than that, they need to develop a plan that would enable them to keep those communications. It was also suggested at that meeting to have a blanket electronic communications policy. Secretary Highman sent out both of those items in February for review by the departments. Chief Deputy Counsel Bates noted that Law Director Martuccio and she discussed these items briefly but they were not ready yet, so it would be best to table those items until both she and Law Director Martuccio were present. Secretary Highman noted that Treasurer Perez recommended, for auditing purposes, that emails should be kept for 8 years, as opposed to the aforementioned 5 years. Records Commission Meeting Minutes Thursday, March 30, 2017 ii. Motion: Chairperson Bartos entertained a motion to table the old business until a later meeting. Deputy Chief Counsel Bates made the motion. Member Runion seconded. The motion passed by a unanimous voice vote. VI. New Business – Approval of RC-2 Records Retention Schedules a. Building Inspection/Code Enforcement i. Discussion: None ii. Motion: Member Runyon made a motion to approve as submitted. Auditor Mallon seconded. The motion passed by a unanimous voice vote. b. Civic Center i. Discussion: CC-03, CC-04 – Member Runion noted that contracts are kept for “8 years past the expiration of any agreements and warranties, included in the contracts.” The schedules should reflect the aforementioned verbiage. ii. Motion: D.C.C. Bates made a motion to approve, contingent on the discussed changes made. Member Runion seconded. The motion carries by a unanimous voice vote. c. Civil Service Commission i. Discussion: CSC-21 – Member Runion noted a typo in the schedule (3 yeasts v. 3 years.) ii. Motion: Member Runion made a motion to approve, contingent on the discussed changes made. D.C.C Bates seconded. The motion passed by a unanimous voice vote. d. Council Office i. Discussion: None ii. Motion: Member Runion made a motion to approve as submitted. Auditor Mallon seconded. The motion passed by a unanimous voice vote. e. Engineering Department (Civil and Traffic Divisions) i. Discussion: E-27, E-30 – Member Runion noted that both items should now reflect the “contracts” schedule of “8 years past the expiration of any agreements and warranties, included in the contracts.” ii. Motion: Member Runion made a motion to approve, contingent on the discussed changes made. Auditor Mallon seconded. The motion carries by a unanimous voice vote. f. Fire Department i. Discussion: 2011-23, 2011-36 – Member Runion noted that meeting minutes are now permanent. In addition, purchase orders are now kept for three years as opposed to 5. They may keep it the same, since they have a length of time longer than required. ii. Motion: Member Runion made a motion to approve, contingent on the discussed changes made. Auditor Mallon seconded. The motion passed by a unanimous voice vote. g. Mayor’s Office i. Discussion: None ii. Motion: Member Runion made a motion to approve as submitted. Auditor Mallonn seconded. The motion passed with a unanimous voice vote. Page 2 of 3 Records Commission Meeting Minutes Thursday, March 30, 2017 h. Water Department i. Discussion: ADM2-03, ADM2-09, ENG-05 – Member Runion noted that they did not need to keep the first two items, as they are bid copies. The third item, plant maps are permanent. ii. Motion: Member Runion made a motion to approve, contingent on the discussed changes made. Auditor Mallonn seconded. The motion passed by a unanimous voice vote. i. Water Reclamation Facility i. Discussion: None ii. Motion: Member Runion made a motion to approve as submitted. Auditor Mallonn seconded. The motion passed by a unanimous voice vote. VII. Adjournment a. Chairperson Bartos noted that there will be further discussion regarding the email and electronic policies, as requested by D.C.C Bates. Member Runion noted that any important communications should be saved in another format. Chairperson Bartos called for a motion for adjourn. Member Runion made the motion to adjourn the meeting. Auditor Mallonn seconded. The motion passed by a unanimous voice vote. The meeting adjourned at 2:24 PM. Page 3 of 3