The Powell Records Commission met on December 11, 2025, at 1:00 PM in Council Chambers. The commission approved minutes from the previous meeting and adopted changes to the city's records retention schedule across multiple departments. All motions passed unanimously.
I would like to call the meeting of the Powell Records Commission to order. Take the roll. Would you would the clerk please call the roll? Yes, Ashwari. Here. Zamantha Borchers. Joseph Schmidt is absent. And Andrew White. Aye. Thank you. Do you roll through? We have on the next on the agenda approval of the minutes. And this would be for our meeting held a year ago in December 12, 2024. Have a motion to approve. So motive. Second. All those in favor, please say aye. Nays. Abstain. Okay. Minutes are approved. Thank you. Third item on the agenda is review of the proposed changes to the current retention schedule. I provided in the packet a copy, a red line copy of all changes. Not all departments had any changes, but so we can just go through which departments did if that helps. Hold on, I'm sorry. But basically, for development. One of the changes that was added, there was no documentation for community reinvestment area documents. So we added that in that those documents will then have a retention period for the duration of the CRA media type with paper or electronic. So that was something instead of uh that we had worked out with uh both Sean and Logan to just include one. Um finance soon. Do you have any updates? Yeah, just a few updates on a couple lines. Um we changed a few to say paper or electronic. Um with the retention periods of some of these, we are kind of running up against a like older prior years might still be paper while current years are electronic. So I just changed a few of them just to be consistent and capturing everything. Um our next change was human resources. Uh let Jason talk a little bit about some of them, but we did do a title change from it was previously finance personnel, but with the uh department changes, that was changed to human resources. I appreciate that Jason. The only change that I had was under the uh health insurance benefits, uh, changed some information to uh delete the Central Isle Healthcare Consortium and make it more general for just health insurance or broker documents. Um have a couple small changes for police as well. I don't know if you want me to go over those or if yeah, I can do it. You have yeah it won't be recognized unless you get to the okay I'll take the stand. Um we are gonna remove the canine records. Our retention on that is three years. We haven't had a canine in that time. Uh we are also removing a case file request. Um this is something that to my knowledge was done prior. We don't really do it anymore. It's all just kind of public records requests now.