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.