Committee recommends council approve updates to records retention manual

The General Services Public Works Committee on July 7, 2025 recommended that the City Council approve amendments to the City of Coeur d'Alene records retention manual to update department custodians after recent staffing changes.

Renata McLeod, the city's lead records retention staff, told the committee that state code requires the city to maintain a records retention manual and that each department must designate a custodian. "The state code requires us to have a records retention manual. Custodians, 1 for each department that kinda helps manage that overall. I am the lead records retention person for the city, but each department has to have somebody kinda monitoring their own records," McLeod said.

McLeod described the proposed changes as a housekeeping update to reflect staff turnover: "So we've had some change out in staffing, and so we had to update our list. So this is the updated list just to go into our manual for the record. So housekeeping matter." Committee members raised no substantive questions.

A committee member moved to recommend council approval and another member seconded the motion. The committee voted in favor; the chair directed that the item be placed on the consent calendar for the full City Council. The committee did not record a detailed roll-call vote in the transcript.

The matter is procedural: it updates internal custodians named in the city's records retention manual to align with current staffing. The transcript does not specify which department custodians changed, nor any dollar amounts or effective dates. The City Council will consider the amendment on the consent calendar at a later meeting.