City Council Meeting Date: December 6, 2022
To: Mayor and City Council
City Administrator
From: Lynette Peterson, City Clerk
Subject:
TITLE
Consider Approval of Resolution Adopting Records Retention Schedule.
BODY
Action Requested:
The Northfield City Council is being asked to adopt the General Records Retention Schedule for Minnesota Cities as revised by the Minnesota Clerks and Finance Officers Association (MCFOA) and allow for electronic records retention along with permanent retention of public meetings that are recorded.
Summary Report:
The Northfield City Council is being asked to adopt the General Records Retention Schedule for Minnesota Cities as revised by the Minnesota Clerks and Finance Officers Association (MCFOA) and allow for electronic records retention along with permanent retention of public meetings that are recorded. The General Records Retention Schedule for Minnesota Cities does not identify electronic records retention. The City of Northfield identifies electronic versions of records as the official copy for the City. The schedule also states the retention period for audio/video records of non-closed public meetings is three months after minutes are approved, however, commencing January 1, 2023, the City of Northfield with this new policy will be permanently retaining audio/video recordings of public meetings that are recorded.
There has been some hesitation to implement minute taking in limited format as is the appropriate way intended. Minutes are the official record of actions the board or committee took at a meeting, not a record of everything that was said. Minutes serve a historical purpose, but just as important, they serve a legal purpose, documenting the group's adherence to the proper procedures. Minutes also should not report details of discussions, especially who said what. Alternatively, if there is interest in exploring past detailed meeting discussions we will have permanent r...
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