Commission tables archive enabling ordinance pending staffing, funding and ownership details

Staff presented a draft ordinance to formally create a city archive, describing a collection of documents and objects that the city has accumulated and a programmatic need to digitize records for internal and public access. "We are very much looking to to make sure that all of these documents, all these things that we have are accessible, both internally so that we have comprehensive lists, but also externally so that the public has access to these things as well," Matthew Falcone said.

Commissioner Melinda Myers and others warned that creating and maintaining an archive is labor- and resource-intensive. Myers noted that archives require dedicated expertise and that digital preservation is substantial: "digital archives ... are even more prevalent than the physical," she said, and recommended including IT staff and archives experts on any advisory committee. Commissioners expressed concern about climate-controlled storage, cataloging, staffing levels and long-term funding. One commissioner urged a business-plan approach before committing city resources.

After discussion, the commission moved and seconded a motion to table the ordinance until staff provides more detailed draft language addressing ownership, staffing, digitization priorities, and funding. The motion to table passed by voice vote; staff will return with proposed edits and further detail at a future meeting.