Please silence all electronic devices. Purpose of Meeting: To approve Records Retention Policies

Transcription

1 NOTICE & AGENDA: NORTHFIELD CENTER TOWNSHIP RECORDS RETENTION COMMISSION December 21, :30 p.m. (Subject to change: Final Draft: December 20, :00 pm) Please silence all electronic devices. Purpose of Meeting: To approve Records Retention Policies A. Records Retention Commission Member Paul G. Buescher calls the meeting to order at p.m. B. Roll Call: Roll Call: Andrew LaGuardia, ;Paul G. Buescher,--~- Also Present: A Sign-in Sheet is available at the beginning of the meeting and is available for viewing upon request. C. The Pledge of Allegiance: D. Notice of this meeting: The Public was notified of this Meeting by: Facebook; Sunshine Law Notice to the Township Meeting Notification List; NCT web site; Voice Mail System; Town Hall bulletin board; the Park Sign; the Town Hall voice mail system; and Cable E. Motions & Resolutions: 1) moves to nominate as Chair of the Records Retention ---- Commission. seconds the motion Roll Call: Andrew LaGuardia, ; Paul G. Buescher 2) The Chair moves to nominate Commission. as Secretary of the Records Retention the motion. Roll Call: Andrew LaGuardia, ---; Paul G. Buescher, ~...,..--~seconds /,

2 3) Discussion and review of the Records Retention Schedule (Form RC-2), as approved by the Ohio Historical Society on January 1, 2015 and the on February 2, The RC-2 Form begins on page 3 of this Agenda. The Chair moves for Resolution No RecA to: Reaffirm the Records Retention Schedule (Form RC-2), as approved by the Ohio Historical Society on January 1, 2015 and the Auditor of State on February 2, Discussion: seconds the motion. Roll Call: Andrew LaGuardia, ; Paul G. Buescher, ~ F. The Chair requests a motion for adjournment at p.m.. econds the motion. Roll Call: Andy LaGuardia,._ ; Paul G. Buescher, 1.

3 OHIO nrjhv \Y/ State Archives of Ohio Local Government Records Program 800 E. Ifn Avenue Columbut, Ohio OHIO HISTORY CONNECTION STATE AND LOCAL Page f of RECORDS RETENTION SCHEDULE (RC-2) See instructions bafore completing this form. Section A: Local Government Unit Northfield Center Township (local government entity] (unit) (signature of responsible official) Paul G. Buescher (name) Trustee/Chair (title) December 29, 2014 (date) Section B: Records Commission Northfield Center Township Records Retention Commission ext Brandywine Road (address) Records Commission Northfield Center Township (city) (Telephone Number) Summit (zip code) (county) To have this form returned to the Records Commission electronically, include an address: townhall@northfieldcenter.com I hereby certify that our records commission met in an open meeting, as required by Section ORC, and approved the schedules listed on this form and any continuation sheets, i further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this commission Z4&fr&~~*~' December 29, 2014 Records Commission Chair Signature Date Section C: Ohio Historical Society - State Archives Signature Title /Date/ Signature Date Please Mote: The State Archives retains RC-2 forms permanently. It is strow&iv recommended that the Records Commission /retain a ggrmanent coov of this form 3.

4 Page of Section E: Records Retention Schedule (local government entity} (unit) (1) Schedule Number a b (2) Record Title and Description Voice Mail Boxes: 14-al: Trustees/Administrator 14-a2: Township Secretary 14 -a3: Zoning Inspector 14- a4: Top Floor Meeting Room 14 -a5: Main Floor Meeting Room 12 -a6: Lower Floor Meeting Room 12-a7: Fiscal Officer 12 -a8 Road Superintendent 12-a9: Road Foreman Daily Network backup tapes for all Township computers on the server/daily online backups. Daily Backup server backup on the web at I- Drive All Public Meetings Digital recordings All Public Meeting Agendas (3) Retention Period Retain until no longer of value. The messages Trustees/Admin istrator voic are copied to a spread sheet and kept indefinitely. Overwritten nnnii i*«nl> unless kept for archival purposes. Monthly backups on the last day of each month. Stored online indefinitely Copied to the Administrator's hard drive & CDs and kept indefinitely Hard copies destroyed after copied to the Administrator's hard drive for at least 2 y ears. They are also kept for at least 2 years on the Township web site. Recordings are deleted from the recorder after the copies are made and reviewed. (4) Media Type iliiiik JJmfflBWmb: mlksttm iimiaii HH ^^ra^^m^ sp^^hfmdra^^^^m ^O@i'*I^*siis5S3!?fflt8HK 'l^'/stfts? "'liw^s^^i* *JWWJ**^ \<$ \ ' *' «> *'*»,«4,».w ****. >«*<.<» f< ') *«, tv"*'* v'7' S.H^V/V ' ' ' r'rf * * t t * 1, ' *, t <", ' ^j^mfflls -%' > ibbbiffll whhe^ ț A/ *^. TtH $M ^rf A&M*. ji'm J"' JW "*-,,'nib^" ' **Vt»r*^ ' ' 4%' w.1.^, 4.

5 of/i. (1) Schedule Number (2) Record Title and Description (3) Retention Period (4) Media Type jfe VACANT All documents, under the overall supevision of the Fiscal Officer: the Road Superintendent, Administrator, Zoning Inspector, and Township Secretary to be responsible for all aspects of records retention and disposition within their respective departments, with the exceptions that all original financial invoices and personnel files be stored under the direct responsibility of the Fiscal Officer ACCIDENT REPORTS ACCOUNTS RECORDS (ORC ) AGENDAS Amended Official Certificates of Estimated Resources From County Fiscal Officer of Township for yearly budget. Annual Budget Resolution (July documents and December amendments) Annual Financial Reports to Annual Financial Reports (ORC 507.7) Annual Inventories - (ORC ) 20 years 2 years provided no action pending Retain 10 years after last entry, provided audited by and an Audit Report released 2 years 10 years 10 years Incorporate into minutes 25 years - Incorporate into minutes 10 years - Incorporate into minutes 3 Fiscal Years provided audited by Auditor of State and audit - Year 2004 to current year available on electronic media & township server & website /ele ctronic /ele ctronic /Ad ministrator hard drive *$."*}* * < < \> \ / -'" : &V?,! ' «,,1 'I. *%" ' 1\ ^ { a V p n P a a / */ a/ D Revised January

6 Page 7 of (1) Schedule Number (2) Record Title and Description Annual Reports - (ORC ) (3) Retention Period the destroyed. 10 years (4) Media Type (5) For use by Auditor of State w OHS-LGRP.....,.., ^ (6) K$-3 Required byqhs- LGRP,, '- -/{ w Applications for Employment Appropriation Ledgers (Receipts & Expenditures Records) Retain with Personnel Record if application employed; others destroy after 2 years. 10 years :n tr AUDIT REPORTS 10 fiscal years n BANK DEPOSIT RECEIPT/SLIPS BANK STATEMENTS (Reconciliations) BIDS (Successful & Unsuccessful) 10 fiscal years after audited by the Auditor of State audit and audit 10 fiscal years after audited by the Auditor of State audit and audit 3 fiscal years, after audited by the Auditor of State audit and audit.'.-.- n P a Revised January

7 Page ^ of (1) Schedule Number (2) Record Title and Description BOND REGISTERS (Revenue Bonds) BONDS, OFFICIALS' (Records of Officials' Oaths and Bonds; Notice to Elected Officials Elected or Appointed; ORC ;507.04;507.05;507.08) BONDS, OFFICIALS' (Records of Officials' Oaths and Bonds; Notice to Elected Officials Elected or Appointed; ORC ; ;507.05; ) BONDS. REVENUE BUDGETARY AND FISCAL WORK SHEETS CANCELED CHECKS (3) Retention Period 20 fiscal years after issue called 3 fiscal years, after audited by the Auditor of State audit and audit redemption, provided redemption, provided redemption, provided (4) Media Type ffi For use by Auditor of State or OHS-LGRP 1 (6) fic4i Required by OHSi&Rp -[ q., ;:.';. ; s '- / ttr..;.:.'/ / - '^/' Up D a a Revised January

8 Page of s (1) Schedule Number (2) Record Title and Description CASH BONDS (Cash Receipts and Expenditures Journals) CERTIFICATES OF TOTAL AMOUNT FROM SOURCES AVAILABLE FOR EXPENDITURES AND BALANCES. CERTIFICATES OF PUBLISHING LEGAL NOTICES (3) Retention Period 2 years (4) Media Type (*> For use by Auditor of State or OHS-LGRP '. (6) RC4.. Required by OHS- MBRP D,. D n ^33 CHECK REGISTERS CONSTRUCTION FILES CONTRACTS AND AGREEMENTS 15 years of construction completion 10 fiscal years.., n n n EMERGENCY FUND MINUTES Permanent rt Revised January

9 -7 n Page / of /- (1) Schedule Number (2) Record Title and Description (3) Retention Period (4) Media Type Auditor of Required.' EMPLOYEE TIME RECORDS EMPLOYMENT REPORTS (Ohio Bureau of Employment Reports Quarterly payroll reports) EQUIPMENT MISSED, DAMAGED, DESTROYED (Contains description of equipment, facts of Incident, and date) GAS SLIPS, USAGE RECORDS GRANTS 10 years 2 years Permanent Pi'..-0 '-fsk' INCOME TAX RETURNS INVENTORIES (Lists of equipment, departmental property, with dates value and status of the various items.) INVOICES (Accounts payable invoices - bills for goods shipped or services rendered. They are matched with Purchase Orders and delivery/shipping receipts, and attached to vouchers for payment) 10 Years 2 years until superceded. q P LANDFILL RECORDS Permanent. V LAW SUITES (After decisions) Permanent G/ Revised January

10 PageL (1) Schedule Number LEASES LEASES (2) Record Title and Description (3) Retention Period (4) Media Type SISpMe or OH&LGRP :-mn- ' t'skp ' D; ' d LEVY FILES Life of Levy plus 5 years J MEMORANDUMS MINUTES (Proceedings of Trustee/Zoning Meeting) Hardcopy & Audio PAY-IN-ORDERS (Receipts) Until no longer of administrative value Permanent / Appraise for historic value Electronic /. B. '"' ' '/ IE S, PAYROLL RECORDS 10 years,e PAYROLL RECORDS,. D Revised January

11 Page,!:L of I J... (1) (2) (3) Schedule Record Title and Description Retention Number Period PERMITS & LICENSES 20 years after expiration, provided, then d P.E.R.S. MONTHLY REPORTS 10 years PERSONNEL FILES (May include FMLA, disability claims, Workers Compensation records, discipline and grievance records, 60 years memos, pay increases, certifications, recommendations lette etc. PermanenUApp PLATS AND MAPS raise for historic value Permanent TOWNSHIP PUBLICATIONS retain 2 copies tor record. REAL ESTATE DATA REPRODUCED FROM COUNTY FISCAL' OFFICERS 10 years RECORDS Electronic/ RECORDS OF COMMITTEES SERVED ON 2 years. 0 Retain 5 years RECORDS RETENTION SCHEDULES after or 0 obsolete Permanent REQUISITIONS (Invoices, Purchase Orders) ies Rev1sed January 2013

12 Page I IJ of!..j:: Schedule Number Record Title and Description are, Include in the electronic RESOLUTIONS Resolutions database. Administr ator hard drive I paper SEMI-ANNUAL APPORTIONMENT OF TAXES years SICK & VACATION LEAVE RECORDS,. ~ ;:,, SPECIFICATIONS BOOK STATEMENTS OF ACCOUNT FOR PER DIEM AND SERVICES (ORO ) years then Electronic I SUBDIVISION RECORD PLANS Permanent 0 [] TAX SETTLEMENTS 6 year [] years [] TELEPHONE BILLS, LONG DISTANCE LOGS Revrsed January 2013

13 Page/L of_!)... (1) Schedule Number (2) Record Title and Description (3) Retention Period (4) Media Type TIME SHEI:TS VEHICLE MAINTENANCE/ OPERATION RECORDS (Includes service records, operation maintenance reports of licensed vehicles, warranty, and guaranty statements, and shop-work orders, accident reports, repair records mileage and usage logs.) W-2 FORMS WORK SCHEDULES WORKERS COMPENSATION CLAIMS 2 years after Retain during ownership of vehicle, then destroy 2 years after all rights removed One year after schedule changed. date of final payment Electronic/ paper ~ ~ t.. ' D D D '" D BLACKTOPPING AND RESURFACING RECORDS Permanent CERTIFICATES OF LABOR PERFORM3D Until no longer of administrative value. Appraise for historical value. 0 / DITCH RECORDS Permanent / EASEMENTS Permanent JOB ORDERS 10 Years after completion 8ectronic/ paper 0 Rev1sed January 2013

14 Page/} of/}- (1) (2) (3) Schedule Record Title and Description Retention Number Period no longer of NOTICES TO DESTROY WEEDS administrative value. Appraise for historic value. ROAD FUND RECORDS (Expenses of Township Road & Bridge Repairs; Delinquent Road Fund Journal, ORC ; ) then ROAD IMPROVEMENTS RECORDS (ORC ) Permanent ROAD MILEAGE/LOG REPORTS Permanent ROAD RECORDS (ORC ; ) Permanent ROAD TAX OS (Road Tax Duplicates; Supervisor's Abstract of Tax Duplicates and Yearly Reports and Permanent ALL ZONING APPLICATIONS {Approved or not) Permanent ALL LAW SUITES Permanent All ZONING MINUTES Permanent MESSAGE/ COMPLAINT/REQUEST DATABASE Permanent Stored in an Excel file in the Administr a tor LEGAL OPINIONS Permanent /Eie ctronic Revised January 20 13

15 NOTICE & AGENDA NORTHFIELD CENTER TOWNSHIP BOARD OF TRUSTEES SPECIAL (CLOSEOUT) MEETING: December 21, 2017 Following the 6:30 pm Records Retention Commission (Draft: December 20, :00 pm - Subject to Change) Purposes: 1) Approval of the Advancement of Local Taxes; 2) Approval of the Temporary Appropriations; 3) Authorize any other 2017 Closeout or Township business before the Board; and 4) Approve a possible Executive Session to discuss topics to be named at the meeting. A. THE CHAIR CALLS THE MEETING TO ORDER AT P.M. ROLL CALL: Richard H. Reville, ;John J. Romanik, ; Paul G. Buescher,. A Sign-in Sheet is available at the beginning of the meeting and is available for viewing upon request. The Public was notified of this Meeting by: Facebook; Cable 16; an Sunshine Law notice to the Meeting Notification List; information placed on the Township's Web Site; the Township Voice Mail System; the Town Hall lobby bulletin board; and the Park Sign. B. THE PLEDGE OF ALLEGIANCE. C. DISCUSSION & RESOLUTIONS 1) The Chair requests Resolution No. 17/12-21 to: Authorize the Advancement of Local Taxes by the County Fiscal Office for the 2017 Tax Year, payable in The complete text of this Resolution is located on page 3 of this Agenda. moves; seconds. Discussion: Roll Call: Richard H. Reville, ; John J. Romanik, ; Paul G. Buescher,. 2) The Chair requests Resolution No. 17/12-21 to: Approve the Year 2018 Temporary Appropriations. The complete text of this Resolution is located on pages 4-10 of this Agenda. moves; seconds. Discussion:. Roll Call: Richard H. Reville, ; John J. Romanik, ; Paul G. Buescher,. 1

16 3) The Chair requests Resolution No. 176/12-21 to: Approve the following item(s) regarding the 2017 Closeout and/or Township Business:. moves; seconds. Discussion:. Roll Call: Richard H. Reville, ; John J. Romanik, ; Paul G. Buescher,. 4) The Chair requests Resolution No. 17/12-21 to: Go into Executive Session to discuss discipline of a Township Employee. moves; seconds. Discussion:. Roll Call: Richard H. Reville, John J. Romanik, ; Paul G. Buescher,. The Executive Session starts at p.m. The Executive Session ends at p.m. The Chair requests Resolution No. 17/12-21 to: moves; seconds. Discussion: Roll Call: Richard H. Reville, ; John J. Romanik, ; Paul G. Buescher,. D. TRUSTEE MOVES FOR ADJOURNMENT. moves; seconds. Discussion: Roll Call: Richard H. Reville, ; John J. Romanik, ; Paul G. Buescher,. The Meeting adjourns at p.m. 2

17 Resolution No. 17/12-21 A Resolution authorizing the Advancement of Local Taxes by the County Fiscal Office for the 2017 Tax Year, payable in WHEREAS, Section of the Ohio Revised Code states that all local governments must file a Resolution with the County Fiscal Office each year in order to receive advance payment of local taxes; NOW, THEREFORE, BE IT RESOLVED by the Northfield Center Township Board of Trustees, County of Summit and State of Ohio: Section 1. That the Northfield Center Township Board of Trustees hereby authorizes the advance of local taxes by the County Fiscal Office for the 2017 tax year, payable in 2018 in order to comply with Section of the Ohio Revised Code to receive advance payment of local taxes. Section 2. That it is found and determined that all formal actions of the Board concerning and relating to the adoption of this resolution were adopted in an open meeting of the Board and that all deliberations of this Board and any of its committees that resulted in such formal action were in meetings open to the public, in compliance with law. Section 3. That the Fiscal Officer be, and hereby is, authorized and directed to forward a copy of this Resolution to the Fiscal Officer of Summit County, Ohio. Section 4. This Resolution is hereby declared necessary for the immediate preservation of the public peace, health, safety, convenience and welfare of Northfield Center Township and the inhabitants hereof, and provided it received the affirmative vote of two- thirds of the members elected or appointed to the Board, it shall take effect and be in force immediately upon its passage and approval by the Board; otherwise it shall take effect and be in force at the earliest period allowed by law. Attest: This 21 st day of December 2017 Andrew LaGuardia Fiscal Officer Paul G. Buescher Trustee/Chair Richard H. Reville Trustee John J. Romanik Trustee/Vice-Chair 3

18 Resolution No. 17/12-21 TEMPORARY APPROPRIATION RESOLUTION The Board of Trustees of Northfield Center Township, Summit County, Ohio met in Regular Session on December, 2016 at the office of Northfield Center Township Board of Trustees, with the following members present: John J. Romanik, Paul G. Buescher, and Richard H. Reville moved for the adoption of the Resolution: BE IT RESOLVED by the Board of Trustees of Northfield Center Township, Summit County, Ohio, to approve Temporary Appropriations to provide for the current expenses and other expenditures of said Board of Trustees, during the fiscal year, ending December 31, 2018 the following sums be and the same are hereby set aside and appropriated for the several purposes for which expenditures are to be made for and during said fiscal year, as follows: seconded the Resolution and the roll being called upon its adoption the vote resulted as follows: yea yea yea Adopted December 21, 2017 State of Ohio ) ) ss: CERTIFIED BY THE FISCAL OFFICER Summit County ) I, Andy LaGuardia, Fiscal Officer of the Board of Trustees of Northfield Center Township, Summit County, Ohio, and in whose custody the files, journals and records of said Board are required by the laws of the State of Ohio to be kept, do hereby certify that the foregoing Temporary Appropriation Resolution is taken and copied from the Original Resolution now on file with said board, that the foregoing Resolution has been compared by me with the said original and that the same is a true and correct copy thereof. WITNESS, my signature, this 21 st day of December, 2017 Andrew LaGuardia, Fiscal Officer Northfield Center Township 4

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