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OKAY, GOOD MORNING EVERYBODY.[ CITY OF HUBER HEIGHTS STATE OF OHIO Public Records Commission Meeting December 15, 2020 10:00 A.M. Remote Meeting ]
UM, CALL THIS MEETING OF THE HEBREW HEIGHTS PUBLIC RECORDS COMMISSIONED ORDER AT 10:00 AM.UM, THIS WILL BE A RATHER BRIEF MEETING AND, UH, WAS JUST NECESSITATED BY, UM, UH, AN TO THE POLICE DIVISIONS, UH, OUR TO RETENTION SCHEDULE THAT WE NEEDED TO PUT IN PLACE.
UM, FIRST OF ALL, UH, I'LL NOTE THAT, UH, IT LOOKS LIKE ALL THE MEMBERS OF THE COMMISSION ARE HERE AND, UM, KAREN'S IN MY OFFICE HERE, UH, JOINING US AS WELL, UM, AS ALONG WITH, UH, POLICE, CHIEF LIGHTENER AND, UM, DEBRA WILDLY FROM THE POLICE DIVISION.
SO, UH, THE FIRST, UH, ITEM OF BUSINESS, UH, ITEM TWO WOULD BE THE APPROVAL OF MINUTES FROM THE LAST PUBLIC RECORDS COMMISSION MEETING ON SEPTEMBER 29, 2020.
THESE WERE DISTRIBUTED ABOUT A MONTH AGO.
UM, IF THERE WOULD BE A MOTION TO APPROVE THOSE.
SO, UH, BRIAN NEWS, IS THERE A SECOND, SECOND, SECOND FROM SCOTT, UM, ALL IN FAVOR TO THE APPROVAL OF THE MINUTES, UH, SIGNIFIED BY SAYING AYE.
THEN ITEM THREE, TOPICS OF DISCUSSION, UM, UH, ITEM THREE, A PUBLIC RECORDS, RETENTION AND DISPOSAL SCHEDULES.
UH, WE HAVE TWO ITEMS FOR DISCUSSION UNDER THIS.
UH, THE FIRST IS THE ONE I MENTIONED WITH THE POLICE DIVISION, WHICH IS, UH, SOME CHANGES TO THE, UH, RC TWO FORM.
UM, DEBORAH, DID YOU WANT TO SPEAK TO THOSE CHANGES SPECIFICALLY WHAT WAS CHANGED? AND SO ABSOLUTELY WE NEEDED TO ADD THE BODY-WORN CAMERA RECORDINGS.
UH, WE HAVE DETERMINED WITH BRANDON'S, UM, INSIGHT THAT WE CAN'T HOLD THEM ANY LONGER THAN THE 45 DAYS WITH HOW MUCH MEMORY WE HAVE.
SO WE WANT TO JUST ADD IT IN WITH THE MOBILE IN-CAR VIDEO.
IT'S THE SAME EXACT SYSTEM THAT HOLDS BOTH OF THEM.
SO WE FEEL LIKE WE CAN JUST ADD IT INTO THE ONE OH ONE DASH 44.
UM, WE DO WANT TO ALSO CHANGE THE WORDING ON THE RETENTION PERIOD TO PROVIDE IT AN EVENT HAS CREATED BECAUSE IT SAVES THEM IF THE OFFICER CLICKS AND CREATES AN EVENT ON THE VIDEO, AND THEN WE WOULD, WHILE WE'RE AT IT, WE HAD NOTICED THAT TRAINING CERTIFICATES, WE USED TO CARRY THAT UNDER, UM, THE TRAINING JACKETS.
THEY CAN, IT WAS ONE IN THE SAME, BUT WE'D LIKE TO SEPARATE THAT OUT AND JUST MAKE TRAINING CERTIFICATES A SPECIFIC.
SO WE ADDED THAT IN AS ONE OH ONE DASH 55, RETAINING THEM PRETTY MUCH LIKE WE DO THEIR, UM, THEIR PERSONNEL MANUAL OR PERSONNEL STUFF.
IT'S THE SEVEN YEARS AFTER PROBATION, PROBATIONARY RELEASE TERMINATED OR T TWO YEARS AFTER EMPLOYEE VOLUNTARILY RESIGNS OR RETIRES.
AND THEN BECAUSE I LIKE THEM IN ALPHABETIC ORDER AND THEN MOVED THE REST OF THE SIX DOWN A NUMBER.
SO IT'LL CHANGE ALL OF THOSE ALSO, BUT THAT'S THE ONLY CHANGES WE HAVE, UH, THE, UM, BODY CAMERAS.
CAN WE SAVE THEM FOR 45 DAYS UNLESS AN EVENT'S BEEN CREATED, THEN HOW LONG DO WE SAVE THEM? UM, WHEN THE EVENT IS CREATED, WE PUT IT IN THE CASE FILE AND THEN THAT CASE FILE, IT DEPENDS ON THE RETENTION SCHEDULE.
DEPENDS ON WHAT TYPE OF CASE IT DOES.
UM, ANY OTHER QUESTIONS ABOUT THAT OR ANY DISCUSSION ABOUT THAT? OKAY.
UH, THE ONLY OTHER ITEM IS SINCE WE WERE HAVING THIS MEETING, I PUT IN, UH, OUR C3 DISPOSAL FORM FOR SCHEDULE A FIVE OH FOUR 14, WHICH IS PUBLIC RECORDS, REQUEST FORMS FOR THE CALENDAR YEAR, 2019.
UM, ALL THESE HAVE, UM, EXPIRED ON THE RETENTION PERIOD AS OF THE END OF THIS YEAR AND THEY HAVE BEEN AUDITED ALREADY.
UM, SO THEY'RE ELIGIBLE FOR DESTRUCTION IN THE NEW YEAR, AND I WOULD LIKE TO PROCEED WITH THAT, TO CREATE SOME SPACE.
UH, WE HAD TO MOVE THOSE FILES FROM THAT CUBICLE ACROSS THE WAY, AND WE DON'T REALLY HAVE ANY PLACE TO KEEP THEM ALL HERE.
SO, UM, THAT WOULD BE THE ONLY OTHER ITEMS. SO, UM, IF THERE'S NO OTHER QUESTIONS OR DISCUSSION, WE'D JUST BE ASKING TO, UM, FOR A MOTION TO APPROVE, UH, BOTH THE AMENDMENTS TO THE, UH, RC TO FORM FOR THE POLICE DIVISION AND APPROVAL OF THE RC THREE DISPOSAL FORUM FOR THE, UH, CORPORATE COUNSEL'S OFFICE.
SECOND JERRY MOVES AND JIM BELL SECONDS, UM, ALL IN FAVOR SIGNIFY BY SAYING AYE, ANY OPPOSED? OKAY.
THE MOTION PASSES AND THOSE WERE APPROVED.
UH, THANKS FOR EVERYBODY FOR JOINING ON SUCH SHORT NOTICE.
UM, BUT, UH, IT WAS IMPORTANT THAT WE GET THIS IN PLACE, UH, FOR THE POLICE DIVISION.
UM, I WILL JUST TELL YOU ONE OTHER PIECE OF NEWS.
UM, WE HAVEN'T RECEIVED OFFICIAL CONFIRMATION
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OF IT YET, BUT, UH, UH, I DID GO ON THE STATE AUDITOR'S WEBSITE AND, UM, IT INDICATES THAT UNDER THE, UH, AUDIT REVIEW FOR THE PUBLIC RECORDS AND OPEN MEETINGS ACT THAT WE DID RECEIVE THE TOP RATING OF THE FOUR STARS, UH, FOR THE PERIOD OF 2019 AND THE AUDIT, UM, WHICH MEANS THAT WE'VE MET ALL OF THE BEST PRACTICES AND, UH, THE COMPLIANCE ISSUES, UM, LOOKING AT A LOT OF COMMUNITIES DID NOT GET THE FOUR STARS AND A LOT OF THEM DIDN'T EVEN GET ANY STARS THAT THEY'RE TOTALLY NON-COMPLIANT.SO, UM, I THINK THAT PUTS US IN A PRETTY GOOD, UM, POSITION.
UM, SO, UH, WE'RE LOOKING TO GET OFFICIAL CONFIRMATION OF THAT, BUT IT HAS BEEN POSTED AS A RATING TO THE WEBSITE FOR THE AUDITOR'S OFFICE SO FAR.
SO, UM, THAT'S SOME GOOD NEWS FROM OUR RECENT AUDIT OF THESE ISSUES, SO, OKAY.
UH, THAT'S IT WE'LL JUST, UM, ADJOURN THE MEETING IF THERE'S NOTHING ELSE FOR DISCUSSION.