A Records Commission shall be created whose function shall be to provide rules for retention and disposal of records of the municipal corporation, and to review applications for one-time disposal of obsolete records and schedules of records retention and disposition submitted by municipal offices. The Commission may dispose of records pursuant to the procedure outlined in Ohio R.C. 149.381.
(a) The Records Commission shall be composed of the Mayor or the Mayor's appointed representative as chairperson, the Clerk-Treasurer or Chief Fiscal Officer, the Village Solicitor or chief legal officer, and a citizen appointed by the Mayor.
(b) The citizen appointed to the Records Commission shall have resided in Cadiz for five years. The citizen shall serve a term of four years and may be re-appointed to an additional term of four years, but shall not serve more than eight years on said Commission. The citizen shall serve without compensation. Failure to attend two consecutive meetings of the Records Commission by the citizen shall be cause for dismissal from the Commission.
(c) The Commission shall appoint a secretary, who may or may not be a member of the Commission. The secretary shall keep minutes of all meetings, schedule all meetings, and notify the members of the date, time and location of the meetings.
(d) The Records Commission shall meet at least once every six months, in January and July, and meet at other times upon call of the Mayor. All meetings shall be open to the public. Notice of said meetings shall be advertized in the local newspaper at least 14 days in advance of the meeting.
(e) Functions of the Commission.
(1) The Commission shall provide rules forretention and disposal of records of the municipal corporation using the latest edition of the Ohio Municipal Records Manual, published by the Ohio Historical Society as a guide.
(2) The Commission shall review all applications for one-time disposal of obsolete records and schedules of records retention and disposition submitted by the City's departments and divisions.
(3) The Commission may review any schedule it has previously approved and may revise that schedule in consultation with the department or division head.
(f) Files of the Commission.
(1) The Records Commission shall maintain a central file containing copies of all schedules, applications, and certificates of records disposal approved or received by the Commission. The Commission shall maintain minutes of all commission meetings. All Commission records shall be considered permanent records.
(2) Copies of schedules, applications, and certificates of records disposal shall be provided to each department and/or division as they pertain thereto.
(g) Procedures for Disposition of Obsolete Records.
(1) The Commission shall send all applications for one-time disposal of obsolete records (RC-1) or any schedule of records retention and disposition (RC-2) submitted by department and division heads to the Local Government Records Program at the Ohio Historical Society for review. The Ohio Historical Society shall review the application or schedule within a period of not more than sixty days after its receipt of it. During the sixty-day review period, the Ohio Historical Society may select for its custody from the application for one-time disposal of obsolete records any records it considers to be of continuing historical value, and shall denote upon any schedule of records retention and disposition any records for which the Ohio Historical Society will require a certificate of records disposal prior to their disposal. Once reviewed by the Ohio Historical Society, the Ohio Historical Society shall forward the application for one-time disposal of obsolete records or the schedule of records retention and disposition to the Auditor of State for the Auditor of State's approval or disapproval. The Auditor of State shall approve or disapprove the application or schedule within a period of not more than sixty days after receipt of it. The Commission shall be notified and shall, in turn, provide a copy of approval or disapproval to the appropriate department or division head. (ORC 149.381 (B) and (C))
(2) Before public records are to be disposed of pursuant to an approved schedule of records retention and disposition (RC-2), the Records Commission shall inform the Ohio Historical Society of the disposal through the submission of a certificate of records disposal (RC-3) for only the records required by the schedule to be disposed of, and shall give the Society the opportunity for a period of fifteen business days to select for its custody those public records, from the certificate submitted, that it considers to be of continuing historical value.
(ORC 149.381 (D; Ord. 2014-12. Passed 6-26-14.)