149.08 PROCEDURE FOR DISPOSITION OF RECORDS.

   (a)   Any department, division, officer, official, board, commission or agency of the City, wishing destruction or other disposition of records shall submit a written application to the Records Commission for permission to effect such destruction or disposition. The application shall be signed by the officer or official or by the department head, division, board, commission or agency making application.

   (b)   The application shall contain a detailed description of the records which the applicant wishes to have destroyed or otherwise disposed of and shall set forth the reasons why such destruction or other disposition is necessary. The application shall be delivered to the secretary of the Commission. Upon receipt of the application, the secretary of the Commission shall notify the applicant of the time and place of the next Commission meeting at which the application shall be considered by the Commission.

   (c)   At the Commission meeting, the party making application may appear and be heard in person or by representative. The Commission may hear and consider such other testimony or evidence as it deems necessary to determine whether the records should be destroyed or otherwise disposed of. After hearing testimony and evidence, the Commission, upon an affirmative vote of a majority of its members present, may order destruction or other disposition of such records provided the destruction or other disposition is determined to be in the best interests of the City. If one of the members of the Commission is the applicant, he shall not be entitled to participate in the determination and shall be excluded in determining the members present.

(Ord. 00-127. Passed 4-12-00.)