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Council splits on centralizing personnel files after disputes about missing and leaked records
Summary
Councilors debated whether employee personnel files should be kept centrally in the clerk's office or remain with departments after members reported missing certification files and past leaks of disciplinary information; the city attorney recommended secure, central storage with limited, auditable access.
Council members engaged in an extended debate over where employee personnel files should be stored after several councilors raised concerns that some files were no longer available in City Hall and that disciplinary records had been held in department drawers.
The discussion covered competing priorities: the clerk’s office is the administrative repository for payroll and licensing documents, while department heads — especially for 24-hour services such as ambulance — need timely access to certifications and records. Ambulance and fire representatives said immediate access is essential for certification and emergency response; others warned that making records widely available risks unauthorized disclosure. One councilor cited an incident from 2023 in which disciplinary information was leaked after a personnel action, saying that past secrecy and leaks undermined oversight.
City attorney Pat Barry advised the council that records should be stored in a secure, centralized location when possible, with sensitive or time‑critical documentation available to departments as necessary. Barry suggested retaining secure hard copies and scanning sensitive records so copies are available in both the clerk’s office and the relevant department; he also confirmed that council members have legal rights of inspection. Several councilors proposed an audit log that records who accessed personnel files to deter improper review.
Why it matters: Personnel files contain confidential and FOIA‑sensitive information; the council must balance employee privacy, departmental operational needs and the council’s oversight responsibilities. Council members agreed to stop the discussion for now and indicated further work — including potential closed-session review of employment and discipline items — would be scheduled.
Next steps: The council suggested drafting procedures for central storage, access controls, and an audit trail, and to consider closed-session agenda items on employment and discipline to resolve outstanding issues.
