Delaware Records Commission Meeting - March 10, 2026
Delaware Records Commission Meeting - March 10, 2026
The Delaware Records Commission met on March 10, 2026, at 2:00 PM in City Hall Council Chambers. The commission approved the motion summary from the previous meeting, elected officers, and approved updates to records retention and disposition schedules for multiple city departments. The meeting adjourned at 2:24 PM.
Consent Calendar
No consent calendar items were on the agenda.
Public Comments & Testimony
No public comments were offered. No emails, letters, or petitions were submitted.
Discussion Items
- Approval of Motion Summary: The commission voted to approve the motion summary from the meeting held on March 4, 2025. The vote was 3-0-1 (Ms. Joyner yes, Mr. Moser abstained, Ms. Vallone yes, Mr. Burke yes).
- Election of Chair and Vice-Chair: The commission voted unanimously to retain the current slate of officers (Chair and Vice-Chair) with no changes.
- Review of Proposed Changes to Retention Schedules:
- Public Works Department: Director Bill presented changes including removal of duplicate records no longer managed by Public Works (e.g., payroll, personnel), consolidation of project records into master files with a 15-year retention period (reduced from 25), and addition of new categories for text messages, vehicle/equipment records, airport property lease agreements, and engineering standards. The schedule was approved with typographical corrections on page 14.
- Finance Department – Finance Division: The only change was adding a retention policy for text messages (remove when no longer of administrative value). Approved unanimously.
- Finance Department – Income Tax Division: Same change as Finance Division. Approved unanimously.
- Finance Department – Utility Billing Division: Same change. Approved unanimously.
- Fire Department: Chief Pyle presented the sole addition of text message retention. Approved unanimously.
- Department of Administrative Services: Director presented additions including text messages, voicemails, correspondence, OCRC and EEOC investigation files (retained 5 years after resolution), collective bargaining files (10 years), grievance forms/responses/mediation reports, and employee photographs (retained until separation). Approved unanimously.
Key Outcomes
- Approved motion summary from March 4, 2025, with one abstention.
- Unanimously re-elected current Chair and Vice-Chair.
- Approved updated retention schedules for Public Works, Finance (three divisions), Fire, and Administrative Services, all with unanimous votes.
- The commission agreed to schedule the next meeting within six months, likely in early fall 2026.
- The meeting adjourned at 2:24 PM.
Meeting Transcript
Delaware Records Commission on Tuesday, December 10th, uh 2026. Madam Clerk, can you roll uh recite the roll call, please? Miss Joyner. Present. Mr. Moser? Present. Miss Vallone? Present. Mr. Burke. Yes. Next up on the agenda is public comment. Madam Clerk, do we have any emails, letters, or petitions that have been submitted? Okay. Is there anyone in the audience that wishes to speak during public comment? Hearing none, we will move on to the uh approval of the motion summary. Chair will well entertain a motion. Uh this is for the meeting held on March 4th, uh 2025 is recorded and transcribed. Move to accept that. Okay. Uh motion by Ms. Joyner. Second. Second by Ms. Malone. Ms. Joyner. Yes. Mr. Mosier. Um I'm gonna abstain. Ms. Malone. Do I have to not have to? Yes. Mr. Brake. Yes. Okay, motion passes. So uh next up is the election uh chair and vice chair. And my understanding, David, that the charter, um, unless I designate someone that uh that I need to serve as chair, which is fine. Correct. So I guess we're we're looking at the uh vice chair currently is held by Ms. Joyner. Um so uh uh we'll entertain any motions either to maintain the same uh slate of officers or if there's any changes that anyone would like to propose. I'll move to keep the same slate. Okay, so we have a motion. I'll second. Uh second.
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