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Village
Council business—
Council
to revise records board
Village Council last week agreed to reestablish a Records Commission to
oversee the handling of public records, including their retention and
disposal. The commission will also create a policy for the handling of
electronic records.
At their meeting Nov. 4, Council members supported a proposal from the
clerk of Council, Deborah Benning, to revise the commission, based on
Ohio law. The commission would consist of Village Manager Rob Hillard,
Solicitor John Chambers, Treasurer Larry Kimbro and Bruce Cornett, the
Village’s technology support person. Benning would serve as the board’s
secretary, allowing her to participate in its proceedings.
Council will formally reestablish the commission at its next meeting,
Nov. 18.
The Ohio Revised Code mandates Ohio municipalities to have records commissions
to provide guidelines for retaining and disposing of municipal records.
The state auditor must approve plans to destroy public records. The Ohio
Historical Society is given an opportunity to keep any records scheduled
for disposal for the documents’ historical context.
The Records Commission will likely establish a records retention schedule
and decide how the Village retains its records, Hillard said this week.
Based on the policy on record, Benning said after the meeting, it appears
the last time a Village Records Commission met was 1978, when the Village’s
records retention policy was filed with the state.
* * *
In other Council business:
• Council approved 3–0 the first reading of an ordinance revising
the fee schedule for door-to-door solicitors. Council members Hazel Latson
and George Pitstick were absent. The ordinance would allow the Village
to charge $25 for vendors selling magazines, medicines, goods, wares or
anything of value. These vendors would also be required to obtain a license
from the Village.
The fee would not apply to representatives of religious, patriotic, charitable
or civic organizations. The ordinance does not require vendors selling
their own products to obtain a license from the Village.
The proposal comes in response to a recent Ohio Supreme Court decision
that said municipalities must differentiate nonprofit solicitors from
for-profit solicitors.
• Council approved 3–0 a resolution to sell two decommissioned
vehicles for $750 to Antioch University. In its bid, the university said
one of the cars, a 1992 Ford Sedan, must be towed, while the other, a
’94 Ford Sedan, will not start.
• Council also approved 3–0 a resolution giving the Village
authority to collect portions of insurance money a property owner receives
when a building is destroyed or severely damaged in a fire. The Village
would return the money to the property owner when a building is repaired
or demolished.
• Council agreed to several tentative dates to hold a special meeting
on a community visioning project: Sunday, Nov. 17 or 24, or Thursday,
Nov. 21, depending on the schedule of all five Council members.
• Council agreed to create a policy giving its members the authority
to remove members of Village boards and commission who miss three consecutive
meetings.
—Robert Mihalek
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