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Office flags strained paper records, seeks filing solutions; agrees to neighborhood outreach event participation
Summary
Staff reported cramped, deteriorating paper filing and are seeking rotary filing cabinets; they said older records are stored in the basement with a likely 10-year retention window. Staff also agreed to participate in a downtown block party and donate $50 to the raffle.
Speaker 3 told colleagues the office still uses paper files and that the filing shelves are near capacity and in poor condition. Staff searched for rotary filing cabinets that would fit current ceiling heights and proposed adding one unit to improve storage.
"Our file is stacked full ... the shelves themselves are actually starting to ballpark," Speaker 3 said, describing the need to add cabinets and to continue archiving closed records in the basement. Staff discussed a retention timeframe they recall as "like 10 years" but Speaker 3 said they would double-check the exact retention policy.
Separately, Speaker 3 reported downtown businesses invited the office to join a block party/open-house outreach event; the office committed to participate and to contribute $50 to the raffle. Staff said they plan to make giveaway items themselves.
No formal board vote or budget appropriation for filing cabinets or the outreach donation is recorded in the provided transcript.
