Solon City Records Commission members voted on June 30, 2025, to approve the districts board disposal request forms, adopting recommended disposals that the treasurer said comply with the districts records retention schedule.

The action implements a retention schedule the district submitted for review to the Ohio Historical Society and the Ohio Auditor of States office, the treasurer told commissioners; the approval covers nonpermanent administrative items while employee, payroll and Individualized Education Program (IEP) records are retained permanently or in digital form.

Treasurer Mister Pekana summarized the schedule for the commission, saying the fiscal year 2026 begins July 1, 2025, and that the commission meets annually to review and authorize disposal. "Everything that was submitted on our for our records retention schedule is right in front of you," Pekana said, describing the list of items presented for disposal. He told the commission that the district sends communications each year asking departments whether they have records to dispose of and that submitted items undergo a district review to confirm they match the approved retention schedule.

Pekana noted that some categories will never appear on the disposal list because they must be kept permanently, specifically employee and payroll records, and that many records now exist in digital form when created. He described an internal verification process that requires two individuals to confirm that electronic copies exist before any hard copies are disposed of.

The disposal list discussed included administrative items such as discipline records, free-and-reduced lunch lists and food-service/lunchroom reports. The recommended action presented to the commission was "to approve all board disposal request forms as presented." A motion to approve was made during the meeting; the motion was seconded and approved by roll call. Commissioners recorded as voting "yes" in the roll call were Mister Heckman, Mister Patton, Missus Barksdale, Mister Bolton, Missus Glavin and Mister Pekana. The meeting then adjourned by a second, also approved by roll call.

The vote implements the districts existing retention schedule and authorizes staff to proceed with disposal of the listed items subject to the districts two-person verification process and the exclusions Pekana described. The commission indicated no further discussion was requested before the vote. The body moved on to its regularly scheduled board meeting after adjournment.