(a) There is hereby established, in and for the Village, a Records Commission, composed of the Mayor, or his or her appointed representative, as Chairperson, and the Treasurer, the Solicitor and a citizen appointed by the Mayor. The Commission shall appoint a Secretary, who may or may not be a member of the Commission and who shall serve at the pleasure of the Commission. The Commission may employ an archivist to serve under its direction. The Commission shall meet at least once every six months and upon call of the Chairperson.
(b) The functions of the Commission shall be to provide rules for retention and disposal of records of the Village and to review applications for one-time records disposal and schedules of records retention and disposition submitted by Municipal offices. Records may be disposed of by the Commission pursuant to the procedure outlined in this section. The Commission may at any time review any schedule it has previously approved, and for good cause shown may revise that schedule.
(c) When Municipal records have been approved for disposal, a list of such records shall be sent to the Bureau of Inspection and Supervision of Public Offices of the Auditor of State. If the Bureau disapproves of the action by the Municipal Commission, in whole or in part, it shall so inform the Commission within a period of sixty days and these records shall not be destroyed. Before public records are otherwise disposed of, the Ohio Historical Society shall be informed and given the opportunity for a period of sixty days to select for its custody or disposal such public records as it considers to be of continuing historical value.
(ORC 149.39)
(d) When a position on the Records Commission becomes vacant, the Mayor shall appoint the successor within 45 days of the creation of the vacancy, subject to approval of the Legislative Authority for the unexpired term, or full-term as the case may be. However, in the event the Mayor fails to make the appointment within 45 days to fill the vacancy, Council may fill the vacancy by a majority vote. The Mayor shall notify Council of the appointment within the 45- day time period to satisfy this provision. Council's failure to confirm any appointment of the Mayor shall result in a new, 45-day time period for the Mayor to present a new appointment. Where the outgoing commission member has served with distinction and desires to continue their service to the Village, the Mayor and Council shall reserve the right to give priority to that applicant in considering their reappointment to another term. Letters of interest may be completed and submitted to the Mayor by residents who are interested in the open seat on the Records Commission. All letters of interest will be open for public review.
(Ord. 2010-21. Passed 6-15-10.)