(a) A records management policy committee consisting of the city attorney, the city auditor, the city manager, and the city secretary is hereby established. Three members of the committee constitute a quorum. A member of the committee may designate a representative to serve in the member’s place by filing a written designation with the city secretary. Each action of the committee requires a majority vote of the committee members present.
(b) The records management officer shall attend committee meetings, participate in discussions, and serve as a nonvoting advisor to the committee.
(c) The city secretary shall:
(1) chair the committee;
(2) coordinate, document, and report to the city council the actions of the committee; and
(3) oversee the city’s records management program as administered by the records management officer.
(d) The committee shall:
(1) review and approve policy and procedural recommendations submitted by the records management officer and establish other requirements, policies, and procedures necessary for the implementation and administration of the records management program for the city;
(2) review the performance of the records management program on a regular basis and propose changes and improvements if needed;
(3) review and approve records retention and disposition schedules submitted by the records management officer;
(4) give final approval to the destruction of records in accordance with approved records retention and disposition schedules;
(5) actively support and promote the records management program throughout the city; and
(6) review city-wide and departmental policies as the committee determines necessary to ensure compliance with the records management program, this chapter, and state law. (Ord. Nos. 20787; 23267)