AGENDA City of' Troy Records Commission Meeting, Tuesday, April23, 2024 Mayor's Office, City Hall 3:00 p.m. Call Meeting to order Approval ofOctober 24, 2023 Minutes Approval of Retention Schedule/Disposition Schedules: Proposed RC-2 from Mayor's Office Old Business: Any comments from those present: Schedule next meeting: October 22, 2024 at 3:00 p.m. Adjourn meeting. TROY CITY RECORDS COMMISSION October 24, 2023 MINUTES The Troy City Records Commission met Tuesday, October 24, 2023, at 3:00 p.m. in the Mayor's Office, City Members present: Mayor Oda, Sue Knight, Ronni Showalter, John Frigge, Kristi Quinn and Grant Kerber. Hall. Members not present: Ryan Ormberg and Mark Douglas All members received a copy of the minutes from the. July 18, 2023 meeting. A motion was made by Mr. Frigge, seconded by Mrs. Knight to approve the minutes, with the motion passing. OLD BUSINESS: There was no old business to be discussed NEW BUSINESS: Consideration of RC-3 Forms. Proposed RC-3 from Recreation DeparmenuHoDart Arena The form submitted by the Recreation Department'Hobart Arena was discussed and found to be completed correctly. Upon motion of Mrs. Quinn, seconded by Mrs. Knight, the schedule was approved as submitted by unanimous vote. DISCUSSION: Mrs. Knight noted the City! has registered for training thati is being offered by Ohio History Connect onl December NEXT MEETING: The next meeting is scheduled for April 16, 2024 at 3:00 p.m. in the Mayor's Office. The meeting adjourned at 3:10 p.m., following motion of Mr. Frigge, seconded by Mrs. Quinn. 11, 2023 at 1:00 andi it will be livestreamed in the City Hall Media Room. Respectfully: submitted, Abby Bixler Ohio History Connection State Archives of Ohio Local Government Records Program, 800 E. 17th Avenue cratecseohohstonon Page 1of OHIO Columbus, Ohio 43211-2474 HISTORY 614.297.2553 CONNECTION wwichonston-omar RECORDS RETENTION SCHEDULE (RC-2)- Part1 Seei instructions before completing this form. Must be submitted with PART2 Section A: Local Government Unit City of Troy, Ohio (Local Government Entity) (Signature of Responsible Official) Section B: Records Commission Mayor's Office (Unit) Mayor (Title) Robin I. Oda (Name) (Date) Records Commission Troy (City) 937-335-1725 (Telephone Number) 45373 (Zip Code) 100 S. Market Street (Address) Miami (County) Tol have this form returned tot the Records Commission electronically, include an email address: Ihereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the schedules listed ont this form and any continuation sheets. Ifurther certifyt that our commission will make every effort top prevent these records series from being destroyed, transferred, or otherwise disposed ofi in violation of these schedules andt that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action isr reflected int the minutes kept byt this commission. Records Commission Chair Signature Date Section C: Ohio History Connection State Archives Signature Title Date Section D: Auditor of State Signature Title Date Please Note: The State Archives retains RC-21 forms permanently. Iti is strongly recommended that the Records Commission retain a permanent copy of thist form SAO-/LGRP- RC-2 (Part18 &2 2), Revised January 2017 Page 2 of Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part2 Seei instructions before completing thisf form. (Local Government Entity) (1) Schedule Number 2-2010 (Unit) (3) Period 1) Year Until of no Admin. Value Electronic Admin. Value Electronic Until ofr no Admin. Value Until of no Admin. Value Electronic Admin. Value Until of no Admin. Value Paper Until of no Admin. Value 2y Years 5Years 5Y Years Until of no Admin. Value Electronic 2Years (2) (4) (5) Auditor of Required State or LGRP (6) by LGRP Record Title and Description Retention Media Type For use by RC-3 Proclamations Paper & Electronic Paper & Paper & Electronic Paper & Paper 3-2010 Correspondence 4-2010 Messages Phone, Cell, Phone, Paper Until ofr no 5-2010 Email 6-2010 Various Board Agendas and Packet, such as Council Packets, Planning Commission, Mayor's Roundtable 7-2010 Rosters of Elected Officials and Boards Until ofr no 8-2010 9-2010 Mail 10-2010 Calendar Junk and unsigned mail Paper Paper & Electronic Paper Paper & Electronic Paper & Electronic 11-2010 Marriage Certificates 12-2010 Annual Report 13-2010 Service Director Evaluations 14-2024 Board Interest Forms and any related documents SAO-/LGRP- RC-2 (Part1& 2), Revised January 2017