The Johnson County Commission on Public Records approved minutes from its Oct. 2, 2024 meeting with amendments, added a newly submitted PR1 form to the agenda, acknowledged several updated retention schedules and voted to keep the current slate of officers for 2026.

The action items were taken during the regular meeting after roll call. Chairman and clerk Trina McLaughlin called the meeting to order and the commission moved, seconded and approved the minutes “with amendments,” including two corrections on page 2 (changing a title to “secretary” and correcting a circuit court judge’s name).

Why it matters: the commission oversees records-retention compliance for county offices and local entities; approving minutes and adding official PR1 (records disposition) forms to the agenda are routine but required steps that set which records and schedules the commission will review and, when applicable, forward to the state for approval.

The commission acknowledged 28 items on the county retention schedule that were submitted for the April 2005 schedule update (listed by submitting office). Items named during the meeting included Johnson County Solid Waste Management, Johnson County Animal Shelter, Johnson County Assessor, Johnson County Clerk, Johnson County Recorder, Johnson County Commissioner, Edinburg Community School, Greenwood Public Library, Johnson County Planning and Zoning, Indian Creek Middle School, North Grove Elementary School, Center Grove elementary and middle schools, Pleasant Grove Elementary School, Center Grove High School, Greenwood Community School Corporation, the town of New Whiteland and Johnson County Auditor, among others.

The meeting record shows one PR1 form (referred to as “number 28”) was added to the agenda after the minutes were distributed. A commission member said the state IARA had reviewed the submitted forms and that the documentation “seems to be in order,” so the group added the item to the agenda for consideration.

Commissioners also considered two form numbers referenced in the meeting as PR1 forms (30505 and 44905). A motion to approve the listed PR1 forms was made and seconded; the commission voted in favor and the motion carried.

On officer elections, Recorder and secretary Theresa Petro informed the commission she was willing to remain as secretary. Chairman and clerk Trina McLaughlin indicated she was willing to remain as chairman. A motion to continue the existing 2025 slate for 2026 was moved, seconded and approved.

Staff and members discussed process reminders: the PR1 (nonpermanent) forms must be sent to the state for approval when documents are on a retention schedule; there is a 60-day waiting period after submission before approved destruction may occur. The commission noted the county general retention schedule, municipal schedules and township trustee schedules had been updated in September 2024 and that the PR1 forms themselves were last revised in 2023. Members were reminded that when records reach their retention period they may be destroyed according to approved procedures and must be shredded, not simply discarded, and that the submitted forms are date-stamped when received.

The meeting concluded with a thank-you from a participant who singled out Chairman and clerk Trina McLaughlin and recorder and secretary Theresa Petro for their work. A motion to adjourn was approved.