Archive for Thursday, June 9, 2005

City debates keeping recordings

Audio records of meetings date back more than 20 years, city clerk says

June 9, 2005

It was a question that doomed Richard Nixon -- when to destroy audio recordings of meetings.

Although the Basehor City Council doesn't concede there's anything as nefarious on a backlog of recordings at City Hall as the infamous Nixon tapes, they're faced with a similar dilemma.

On Monday night, Basehor Mayor Chris Garcia told city council members that the League of Kansas Municipalities recommends cities develop a written policy on when recordings of monthly meetings should be destroyed.

The city now has no such policy. City Clerk Mary Ann Mogle told council members Monday night that 20 years worth of audio recordings are stored at City Hall.

Garcia said most municipalities do not have a written policy on when recordings are destroyed and that most cities destroy tapes after city staff has completed the written minutes from a meeting.

Written minutes are accepted in court, Mogle said.

Mogle made an official recommendation that tapes be destroyed after the written minutes are logged.

However, some council members thought that the city should adopt a formal policy and that it include a waiting period of at least one year before the recordings are destroyed. City attorney John Thompson agreed.

"It's going to be a benefit to the city if we have that information available," Thompson said.

Garcia said he still was researching on what step to take next.

In other action, the council:

  • Approved, 5-0, a proclamation honoring the city's businesses and industries. According to the proclamation, June 13 through the 17 will be Business and Industry Recognition Week.
  • Approved, 5-0, the disposal of found property in accordance with Basehor city code 10-203.
  • Tabled a proposal to consider a boundary ordinance.
  • Approved, 5-0, a proposed assessment resolution, which approve statements of final costs, assessment rolls, notices of public hearings and establishing dates for public hearings.
  • Approved, 5-0, allocation of funds not to exceed $13,000 for street repairs in the city. The following portions of streets are slated for repairs: the south end of 150th Street, 154th Terrace Court, the east end of Pin Oak Drive and 155th Street and Parallel Road.
  • Approved, 5-0, the purchase of three new radar units for the police department. The cost is not to exceed $3,000.

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