Title
Notice/Advertisement Title: City Council Records Commission Meeting Minutes, September 29, 2025
Contact Name: Monique Goins-Ransom
Contact Telephone Number: 614-645-0845
Contact Email Address: mlgoins-ransom@columbus.gov
Body
CITY OF COLUMBUS
RECORDS COMMISSION
Meeting No. 3-2025
September 29, 2025
10:01 A.M.
Council Chambers
MINUTES
ROLL CALL
The City of Columbus Records Commission met on Monday, September 29, 2025, at 10:01 a.m. in the City Council Chambers.
The following Records Commission Members or his/her designees were present:
Melanie Crabill, Scheduler, Mayor’s Office
Jennifer Atkinson, PROVIDE HER TITLE, City Auditor’s Office
Joshua Monroe, Asst. City Attorney, City Attorney’s Office
Toya J. Johnson, City Clerk, City Council
Andrea Blevins, Citizen Representative
Other attendees at the meeting:
Monique Goins-Ransom, Records Commission Coordinator
Charmaine Chambers, Deputy City Clerk
Kathryn Hartshorne, PSR @ CPD, Public Safety Police
Pam Peterman, Info Tech Manager, Recreation & Parks
Jennifer L. Moore, Assistant Director, Finance & Management
Sanyetta L. Smith, Fiscal Manager, Finance & Management
CALL TO ORDER
The meeting was called to order by Ms. Crabill.
APPROVAL OF MINUTES
A motion was made by Deputy Clerk Johnson to approve the Minutes from the May 19, 2025, meeting. The motion was seconded by Attorney Monroe.
All members present voted in the affirmative. The Minutes were approved.
OLD BUSINESS
(There was no old business)
NEW BUSINESS
Ms. Crabill introduced Item #1. - The Department of Public Safety - Division of Police submitted an RC-2 with two (2) additions to their existing retention schedule. Copies of the full retention schedule are available upon request.
25-1: Special Duty BWC Log. Multimedia type. Retention period 2 years.
25-2: Emails in Barracuda Message Archiver. Multimedia type. Retention period 3 years.
Ms. Crabill opened the floor for further questions or discussion on this item. Hearing none, she asked for a motion to approve Item #1.
Clerk Johnson moved to approve Item #1, and Attorney Monroe seconded. All members voted in the affirmative. The item was approved.
Ms. Crabill introduced Item #2. - The Department of Recreation & Parks - Youth Development submitted a new RC-2 with the following retention items:
AJRP-01: Participant Applications and Interest Forms. Retention period 3 years.
AJRP-02: Onboarding Documents. Retention period 5 years.
AJRP-03: Timesheet and Payroll Records. Retention period 5 years.
AJRP-04: Participant Evaluations, Progress Reports. Retention period 5 years.
AJRP-05: Site Agreements and MOUs. Retention period 7 years.
AJRP-06: Participant Training Rosters, Materials, Sign-in Sheets. Retention period 3 years.
AJRP-07: Incident/Accident Reports. Retention period 7 years.
AJRP-08: Marketing and Outreach Materials. Retention period 3 years.
AJRP-09: Staff Training Materials, Schedules, Evaluations. Retention period 5 years.
AJRP-10: Annual Program Summary and Evaluation Reports. Retention period 5 years.
AJRP-11: Participant and YDL Disciplinary Actions. Retention period 7 years.
ReRoute-01: Participant Case Files. Retention period 3 years.
ReRoute-02: Administrative Files. Retention period 3 years.
VOICE-01: Participant Case Files. Retention period 3 years.
VOICE-02: Administrative Files. Retention period 3 years.
Youth Programming-01: Program File. Retention period 2 years, then destroy.
Youth Programming-02: Administrative Files. Retention period 2 years, then destroy.
Ms. Crabill opened the floor for further questions or discussion on this item. Hearing none, she asked for a motion to approve Item #2.
Ms. Atkinson moved to approve Item #2, and Clerk Johnson seconded. All members voted in the affirmative. The item was approved.
Ms. Crabill introduced Item #3. - Columbus City Council - Clerk’s Office submitted an RC-2 with five (5) modifications and one (1) removal to their existing retention schedule. Copies of the full retention schedule are available upon request.
Modifications:
CMO/LRO-1: Amended Record Title/Description to include “b) Council Committee Meeting/Public Hearing Speaker Slips and Written Testimony.”
CLRK-7: Amended Record Title/Description to read as follows: “Speaker Slips (electronic for Council meetings, via email). Speaker Slip Database (Council meetings only).”
CLRK-13: Amended Record Title/Description to read as follows: “Closed Caption Notes (Transcripts) from Council Meetings.”
CLRK-16: Removed “Public Hearings/Committee Meetings of Council” from Record Title/Description.
CLRK-20: Amended Record Titles/Descriptions, Retention Periods, and Media Types to read as follows: Liquor Permit Notices (1 year, then destroy, electronic). Liquor Objections, Accelerated Permits, TREX Applications (3 years, then destroy, electronic). Communications Withdrawing Objections to Permits (3 years, then destroy, electronic).
Removal: COMM ENGAG-4: Removed in its entirety.
Citizen Representative Blevins asked a question regarding the retention period modifications (3-year retention period replacing the 6-year retention period). Clerk Johnson provided clarification that the City Attorney’s Office was in approval of the reduction period.
Ms. Crabill opened the floor for further questions or discussion on this item. Hearing none, she asked for a motion to approve Item #3.
Attorney Monroe moved to approve Item #3, and Ms. Atkinson seconded. All members voted in the affirmative. The item was approved.
OTHER BUSINESS
There was no further business.
ADJOURNMENT
Clerk Johnson moved to adjourn the meeting, and Citizen Representative Blevins seconded. All members voted in the affirmative. The meeting was adjourned at 10:09 a.m.
Next Meeting: The next Records Commission meeting will be held in the first quarter of 2026.