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Records commission approves retention additions for treasurer and public properties
Summary
Lorain’s Records Commission on Jan. 26 approved additions to the city’s RC‑2 retention schedule: multiple Treasurer records (six-year retention) and two Public Properties vehicle records (three-year retention); minutes from Aug. 1, 2025 were also approved.
The Lorain City Council Records Commission met Jan. 26, 2026, and approved additions to the city’s records retention schedule RC‑2 for the Treasurer’s office and the Public Properties department, and approved the minutes from the Aug. 1, 2025 Records Commission meeting.
The Treasurer’s office sought approval to add five retention items to RC‑2, including final returns with attachments for tax years 2018–2019, payroll reconciliations including W‑2s, quarterly estimated employer withholding tax forms, and related emails, faxes and correspondence. The commission recorded that the correspondence will be filed with the returns for those years and that each of the Treasurer’s items would carry a six‑year retention period as presented.
Laurie Garcia, representing Public Properties, requested two additions to RC‑2 for vehicle-related records: CDL and non‑CDL pre‑trip inspection records (three‑year retention) and vehicle write‑up sheets (three‑year retention). Staff said the two items will be added to the retention schedule the commission approved on July 20, 2023.
Votes at a glance: • Approval of minutes (08/01/2025): motion moved by an unidentified speaker, seconded by Dan Nutt; voice vote — approved. • Treasurer RC‑2 additions: motion moved and seconded; voice vote — approved. • Public Properties RC‑2 additions: motion moved and seconded (second noted as Dan Nutt); voice vote — approved.
After each approval, the chair certified that the commission met in open session as required by the Ohio Revised Code (cited in the meeting as section 121.22) and stated the commission’s obligation to prevent records from being destroyed or otherwise disposed of if relevant to pending legal actions. The chair summarized this certification when closing the votes, saying in part, “I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules.”
No old business or public comments were raised. The commission set a tentative next meeting for Monday, July 20, 2026, at 2:00 p.m., and adjourned.
