(a) The Records Commission shall be composed of the City Manager, the Finance Director, the Law Director and a citizen appointed by the City Manager.
(b) The citizen appointed to the Records Commission shall have resided in the City of Clyde for two (2) years. The citizen shall serve a term of five (5) years and may be re-appointed to an additional term of five (5) years, on said commission. The citizen shall serve without compensation. Failure to attend two (2) consecutive meetings of the Records Commission by the citizen may be cause for dismissal from the Commission.
(c) The Finance Director shall also serve as the recording secretary to the Records Commission. The recording secretary shall keep minutes of all meetings, schedule all meetings and notify the members of the date, time and location of meetings.
(d) The Records Commission shall meet at least once every six (6) months in January and in July, and meet at other times upon the request of the City Manager. All meetings shall be open to the public. Notice of said meetings shall be posted on the city's website.
(e) Functions of the Records Commission.
(1) The Commission shall provide rules for retention and disposal of records of the municipal corporation using the latest edition of the Ohio Municipal Records Manual, published by the Ohio Historical Society.
(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.
(3) The Commission may review any schedule it has previously approved and may revise that schedule in consultation with the department head.
(f) Files of the Records 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 Records Commission records shall be considered permanent records.
(2) Copies of schedules, applications and certificates of records disposal shall be provided to each department as they pertain thereto.
(g) Procedure for Disposition of Obsolete Records.
(1) The Commission shall send all applications for one-time disposal of obsolete records (RC-1) submitted by department heads to the Local Government Records Program at the Ohio Historical Society for review. Once reviewed by the Ohio Historical Society and the Auditor of State, the Commission shall be notified and shall, in turn, provide a copy of the approval or disapproval to the appropriate department head.
(2) The Commission shall send all schedules of records retention and disposition (RC-2) submitted by department heads to the Ohio Historical Society for review. Once reviewed by the Local Government Records Program at the Ohio Historical Society and the Auditor of State, the Commission shall be notified and shall, in turn, provide a copy of the approval or disapproval to the appropriate department head.
(3) The Commission shall send all submitted certificates of records disposal (RC-3) to the Local Government Records Program at the Ohio Historical Society and shall allow the Society at least twenty-one (21) days to select for its custody those public records that it considers to be of continuing historical value before allowing the disposal of those records.
(Ord. 2009-20. Passed 5-5-09.)