Records Committee

CITY OF HENDERSON RECORDS COMMITTEE MINUTES Tuesday, August 13, 2024 I CALL TO ORDER Chair Richard Derrick called the Records Committee Meeting to order at 4:02 p.m. in the City Council Chambers Conference Rooms, 240 S Water Street, Henderson, Nevada 89015 II CONFIRMATION OF POSTING AND ROLL CALL Nathan Hill, Archives and Records Manager, confirmed the Records Committee Meeting had been noticed in compliance with the Nevada Open Meeting Law. Present and responding to roll call were the following: Chair Richard Derrick Hollie Chadwick Jim McIntosh Jose Luis Valdez (via telephone) Nicholas Vaskov Staff Present: Aimee Burke, Archives and Records Analyst Andre Dixon, Acting Records Officer Justin Emerson, Public Information Officer Nathan Hill, Archives and Records Manager Alyssa Rodriguez, Assistant City Manager/Chief Infrastructure Officer Staci Sheaks, Deputy City Clerk Gina Waters, Public Records Officer III PUBLIC COMMENT There were no public comments presented. IV ACCEPTANCE OF AGENDA Item 6 has been continued to the next meeting at the request of staff. (Motion) Member Nicholas Vaskov moved to accept the agenda as amended. (Vote) The vote favoring passage was unanimous. Chair Richard Derrick declared the motion carried. Records Committee Meeting Page 2 of 5 Tuesday, August 13, 2024 – Minutes V NEW BUSINESS 1 MEETING MINUTES LAST MEETING DATE APRIL 17, 2024 CITY CLERK'S OFFICE (Motion) Member Nicholas Vaskov moved to approve the meeting minutes from the April 17, 2024, Records Committee Meeting. (Vote) The vote favoring passage was unanimous. Chair Richard Derrick declared the motion carried. 2 DISCUSSION CITY ARCHIVES RECORDS DIVISION (CARD) FUNCTION UPDATES CITY CLERK'S OFFICE Nathan Hill, Archives and Records Manager, provided an update on CARD functions, including current staff vacancies, workload requirements and constraints, and the need for additional staffing. 3 FEE SCHEDULE UPDATE CITY-WIDE PUBLIC RECORDS AND DOCUMENT SERVICES FEE SCHEDULE CITY CLERK'S OFFICE Nathan Hill, Archives and Records Manager, provided an overview of the fee schedule update, including updated fees for Police Department background checks, reports, fingerprint cards, and video technology. A brief discussion ensued regarding the Police Department video redaction process and associated fees, as well as comparable fees in other cities. Member Jose Luis Valdez clarified that the City Clerk’s Office is now charging for notary services. (Motion) Member Nicholas Vaskov moved to approve the update to the City-Wide public records and document services fee schedule to include all updated fees associated with Police Department and other general service charges. Records Committee Meeting Page 3 of 5 Tuesday, August 13, 2024 – Minutes (Vote) The vote favoring passage was unanimous. Chair Richard Derrick declared the motion carried. 4 RECORDS RETENTION SCHEDULE 01 CITY-WIDE ADMINISTRATION RETENTION SCHEDULE CITY CLERK'S OFFICE Aimee Burke, Archives and Records Analyst, provided an overview of the updates to the City-Wide Administration retention schedule. (Motion) Member Nicholas Vaskov moved to approve updates to the City-Wide Administration retention schedule. (Vote) The vote favoring passage was unanimous. Chair Richard Derrick declared the motion carried. 5 RECORDS RETENTION SCHEDULE 09 HUMAN RESOURCES RETENTION SCHEDULE CITY CLERK'S OFFICE Aimee Burke, Archives and Records Analyst, provided an overview of the updates to the Human Resources retention schedule, stating that the update is incomplete, pending the addition of the system of record. Ms. Burke stated an additional revision will be forthcoming. (Motion) Member Nicholas Vaskov moved to approve updates to the Human Resources retention schedule. (Vote) The vote favoring passage was unanimous. Chair Richard Derrick declared the motion carried. 6 RECORDS RETENTION SCHEDULE 10 INFORMATION TECHNOLOGY RETENTION SCHEDULE CITY CLERK'S OFFICE Note: This item was continued to the next meeting at the request of staff. Records Committee Meeting Page 4 of 5 Tuesday, August 13, 2024 – Minutes 7 RECORDS RETENTION SCHEDULE 14 DEPARTMENT OF PUBLIC WORKS RETENTION SCHEDULE CITY CLERK'S OFFICE Aimee Burke, Archives and Records Analyst, provided an overview of the updates to the Department of Public Works retention schedule, stating that the update is incomplete, pending the addition of the system of record. Ms. Burke stated an additional revision will be forthcoming. Member Nicholas Vaskov suggested amending the retention schedule to clarify language surrounding maintenance reports and confidential HIPAA information. (Motion) Member Nicholas Vaskov moved to approve updates to the Department of Public Works retention schedule, with the addition of the amended language to the maintenance reports. (Vote) The vote favoring passage was unanimous. Chair Richard Derrick declared the motion carried. 8 RECORDS RETENTION SCHEDULE 18 DEPARTMENT OF PERFORMANCE AND INNOVATION RETENTION SCHEDULE CITY CLERK'S OFFICE Aimee Burke, Archives and Records Analyst, provided an overview of the newly created Department of Performance and Innovation retention schedule. (Motion) Member Nicholas Vaskov moved to approve the Department of Performance and Innovation retention schedule. (Vote) The vote favoring passage was unanimous. Chair Richard Derrick declared the motion carried. VI CHAIR\MEMBER COMMENTS Member Jose Luis Valdez thanked Members Hollie Chadwick and Nicholas Vaskov for working with City Clerk staff on the retention schedule updates and public records requests. Records Committee Meeting Page 5 of 5 Tuesday, August 13, 2024 – Minutes VII SET NEXT MEETING The next Records Committee Meeting was not set. VIII PUBLIC COMMENT Arnold Knightly, representative of Nye County, stated the Records Committee and retention schedules have been very helpful in providing a guide for their county. IX ADJOURNMENT There being no further business to discuss, Chair Richard Derrick adjourned the Records Committee Meeting at 4:20 p.m. Respectfully Submitted, /s/ Staci Sheaks Staci Sheaks Deputy City Clerk