The Powell Records Commission held its annual meeting on Thursday, June 11, 2026, at 3:00 PM in Council Chambers at 47 Hall Street, Powell, Ohio, to review and vote on proposed changes to the city's records retention schedule. Members present: Yaz Ashrari, Samantha Borkers, and Andrew White; Zip Smith was absent. The commission reviewed requested changes across 13 administrative subcategories, unanimously approved the proposed retention schedule updates, and discussed next steps for state approval.
I'd like to call the meeting of the records retention commission. Call meeting order. Elaine, could you take the roll? Thank you. Yaz Ashrari. Here. Samantha Borkers? Here. Zip Smith is absent. And Andrew White. Here. This is an annual meeting of the commission to review pertinent changes to the records retention schedule is submitted by staff throughout the administrative structure. I believe the proposed changes are broken down into 13 different subcategories. With that, um the commission will have to review each, consider modifications, and adopt for the clusion into the schedule. Alain. First, can we do a approval of the minutes? December 11th. I would like to make a motion to approve the minutes. Proposed. Aye. Those in favor? Okay. Perfect. Thank you. All right. For the review of the proposed changes, we didn't have a whole lot of changes. I can let each individual department talk quickly. Most of the changes were just changing the retention period and the method from newspaper or electronic. And you can see on the memo, it breaks down each change that was made. Jason, I know you had a couple changes related. HR. Make sure you give your address. Thank you, Jason Avey with the human resources department. I went over and reviewed the human resources personnel and the civil service section. Most of the changes were just updates to retention periods for a few of the sections. There was one section under the uh civil service where for uh selection records. I did recruit uh pull out the medical uh files and make that a separate section because it does have to be uh separate than uh the personnel records for um uh HIPAA reasons. Um if you have any questions, please let me know. Thank you. Um their changes related to including paper or electronic. We've had one um change related to independent contract or acknowledgement. It was listed there twice with a record that was prior to September 2013, but had a five-year retention schedule, so we removed that technically that would have been no longer on the schedule after 18. So that was removed. Um Sam, I don't know if you had any other specifics. Nope. Just adding that media type to capture some of the older documents that might be on paper. Yep. Um another for under general, which um affected the general in the public service retention schedule. There was the schedule related to bids. It was listed as a 10-year retention period, but engineering has their uh retention period as 15 years, which is required was a requirement for the um that Aaron had.