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BACKGROUND The City's current records retention schedule designates that City Council and committee audio and video tapes be recorded for a total of five years. It does not prescribe retention for commission recordings. Record Series Records Series Title Active Inactive Total Number Retention Retention 301 Council Files 301-10 Council Audio Tapes 2Y 3Y 5Y 301-11 Council Video Tapes 2Y 3Y 5Y 302 Boards, Commissions & Committees 302-15 Committee Recording 2Y 3Y 5Y Tapes Council agenda reports are retained for a total of 15 years, commissions for a total of 10 years, and committees for a total of 5 years. DISCUSSION During the pandemic, the meeting format of the City's legislative bodies (City Council, commissions, and committees) was changed to comply with the State's health and safety orders. Since 2020, these meetings have been held in various fully-virtual, in- person, or hybrid formats, with meeting recordings being created electronically. To help preserve and maintain consistent meeting records of the City's legislative bodies moving forward, it is recommended that any meeting recordings created be retained for the same period of time as the agenda and report materials. As reflected in the chart below, this will result in a 10-year extension of the current schedule for City Council recordings and establish a 10-year retention for commission recordings. Retention for committee recordings remains unchanged at 5 years. This will also serve to support the City's administrative policy to transition to action minutes for its legislative bodies by retaining audio and video recordings for the same timeframe. All meeting minutes are permanent records. Record Series Records Series Title Active Inactive Total Number Retention Retention 301 Council Files 301-10 Council Audio Recordings 2Y 13Y 15Y 301-11 Council Video Recordings 2Y 13Y 15Y 302 Boards, Commissions & Committees 302-15 Committee Recordings 2Y 3Y 5Y 302-73 Commission Recordings 5Y 5Y 10Y Page 2 of 4