157.01 CREATION AND COMPOSITION.
(a) Establishment. There is hereby created a Records Commission in the Municipality pursuant to Ohio R.C. 149.39.
(b) Membership. The Commission shall consist of the Mayor, or a representative designated by the Mayor, the Director of Finance, the Director of Law and two residents of the Municipality appointed by the Mayor and confirmed by a majority of the members elected to Council.
(c) Qualifications. The members of the Commission appointed by the Mayor and approved by a majority of the members elected to Council shall be residents of the Municipality at the time of their appointment and shall remain residents of the Municipality throughout their term. Such members shall serve the Commission without compensation.
(d) Term. The initial members of the Commission shall serve until December 31, 1989. Thereafter, the members shall be appointed on or before January 1 of each even-numbered year and shall serve for a term of two years.
(e) Chairperson. The Mayor or the representative designated by the Mayor shall Chair the Commission. The Chairperson shall be one of the two residents of the Municipality and shall be elected every year.
(f) Secretary. The Clerk of Council or his/her designee shall serve as Secretary to the Records Commission. (Ord. 2011-14. Passed 4-25-11.)
157.02 ARCHIVIST.
The Records Commission may appoint an Archivist to serve at its pleasure and under its direction and with such compensation as the Commission, with the consent of Council, may determine from time-to-time. (Ord. 2011-14. Passed 4-25-11.)
157.03 FUNCTIONS.
The functions of the Records Commission shall be to provide rules for the retention and disposition of records and to review applications for one-time disposal of obsolete records and schedules of records retention and disposition submitted by Municipal officers and department heads. The disposal lists shall contain those records which either have been microfilmed or permanently stored electronically and/or and no longer have administrative, legal or fiscal values to the Municipality or its residents. The Records Commission at any time may review any schedule it has previously approved and for good cause shown may revise that schedule.
(Ord. 2011-14. Passed 4-25-11.)
157.04 MEETINGS.
The Records Commission shall meet at least once every six months and, in addition, upon the call of the Mayor or the Mayor's representative to the Commission. All meetings shall be open to the public and properly noticed. (Ord. 2011-14. Passed 4-25-11.)
157.05 DISPOSAL OF RECORDS.
(a) When the Records Commission has approved any application for one-time disposal of obsolete records or any schedule of records retention and disposition, the Commission shall send that application or schedule to the Ohio Historical Society for its review. The Ohio Historical Society shall review the application or schedule within a period of not more than sixty (60) days after its receipt of it. Upon completion of its review, 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's approval or disapproval. The Auditor shall approve or disapprove the application or schedule within a period of not more than sixty (60) days of receipt of it. Before public records are to be disposed of, the Commission shall inform the Ohio Historical Society of the disposal through the submission of a certificate of records disposal and shall give the Society the opportunity for a period of fifteen (15) business days to select for its custody those public records that it considers to be of continuing historical value.
(b) Before any records are disposed of, Council shall have an opportunity to review the list of items considered for disposal. (Ord. 2011-14. Passed 4-25-11.)