Council reviews package of personnel and records policies; public records policy pulled for revision

At the Feb. 9 Committee of the Whole meeting, the council reviewed a package of administrative policies proposed for adoption on the consent agenda, summarized by "Mister Brown." The policies included a technology and cybersecurity policy (2026-R15), a director vacation and sick leave policy, an updated purchasing policy (R17) to remove names and reference the Uniform Accounting Network, a flex-time policy aligned with the Ohio Revised Code, a dependent eligibility verification policy for benefits enrollment, and an "internal public records request policy" to formalize internal handling procedures.

A councilmember asked whether documentation submitted for sick leave would be secured in a HIPAA-appropriate way; Mister Brown said such documentation is kept under lock and key in a secure cabinet under his control. Another member asked about expected turnaround timing for public records requests; Mister Brown said "previously this was be something that would go through within 7 days" but acknowledged that timing depends on the request's complexity and said he would clarify the timeframe in the policy.

Council discussed whether the attached public records document was an internal procedure or a full public procedure governed by law. Mayor Tanya Key and other members agreed to pull the internal public records request policy from the consent agenda, place it on the supplemental agenda, and prepare an amended exhibit for the next council meeting so the document accurately reflects internal procedures versus legal requirements. Other business included scheduling training, soliciting applicants for boards and commissions, forming an ad hoc committee for the village's 80th celebration, and an update that the sheriff's contract runs through the end of 2026. The committee closed business by reminding residents an application is available for one open council seat.