§ 151.02. City records commission.

There is hereby created a city records commission to be composed of the mayor, chief executive officer, city attorney, chief legal officer, city auditor, chief fiscal officer, city clerk, secretary, and a citizen appointed to a two (2) year term by the mayor. Each respective officer may designate an assistant or deputy to represent them on the commission. The mayor shall be chairman of the commission and the city clerk shall be secretary and shall keep a record of all proceedings of the commission. Three (3) members of the commission shall constitute a quorum for the transaction of business. The commission may employ an archivist or records administrator to serve under its direction. The commission shall meet at least once every six (6) months, given notice by the secretary, and upon call of the chairman. The secretary shall at least forty-eight (48) hours prior to such meeting post notices regarding time and place of the records commission meetings.

The functions of the commission shall be to provide rules for retention and disposal of records of the city and to review application for one-time records disposal and schedules of records retention and disposition submitted by city 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.

When municipal records have been approved for disposal, a list of such records shall be sent to the auditor of the state. If the auditor of the state disapproves the action by the city records commission, in whole or in part, it shall so inform the commission within a period of sixty (60) 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 (60) days to select for its custody or disposal such public records as it considers to be of continuing historical value.

(Ord. 2439-92; Ord. 1132-2008 Attach. (part).)