HomeMy WebLinkAboutRMAB Minutes 2023-01-01RMAB Recommendations
July 6, 2023
The RMAB met to formally note the extensions of two types of records as required under the
LGS1 and our RM Policy. Any extension to a retention is to be listed on the Retention
Extension List and revisited every 5 years by the RMAB to evaluate whether the extension
should be continued or returned to the LGS1 schedule.
In the past, we had removed quite a few changed retentions and kept the one for audios for 1 year
more for ease of disposition than a need.
Recordings
NYS law is requiring that recordings of meetings where there is virtual attendance be held for no
less than 5 years.
The LGS1 does not address video recordings, but does address audio recordings, which
previously had a retention of 4 months after approval of the minutes.
Recommendation: Extend the retention period for audio/visual recordings of meetings of
public bodies to 5 years from date of recording.
Petitions
The LGS1 has a retention period of 6 years after the petition is granted or denied.
We have found it very useful to have a history of petitions, especially for water/sewer and traffic
calming/speed reduction requests to look back on as residents of a particular area roll-over. 6-
years is not enough, and I have had instances where I have looked back more than 10 and found
useful information.
Recommendation: Extend the retention period to permanent.
Records Management Policy – Retention Exemptions List
Record Series LGS1 Extended Reason Review Date /
Result
LGS1 51 Recording of voice
conversations
4m after
minutes
5 years
from
meeting
To match NYS
Law
July 2023
Extended to 5
yearrs from date
of meeting
LGS1 77 Services
…Petition….
6 yrs after
disposition
Permanent
Used frequently
greater than 10
yrs
July 2023
Extend to
permanent
RMAB
Any extension to a retention is to be listed on the Retention Extension List and revisited every 5
years by the RMAB to evaluate whether the extension should be continued or returned to the
LGS1 schedule.
Recordings
NYS law requires recordings of meetings where a board member virtually attends to be retained
for no less than 5 years. The Town’s policy is for all audio recordings to be kept for 5 years
from the date of the meeting.
The Town now uses YouTubeLiveMeetings for the Town Board, Zoning Board and Planning
Board as well as the Planning Committee and the Codes and Ordinances Committee.
Discussion:
Extend the retention period for YouTubeLiveMeeting recordings on the YouTubeLiveMeetings
platform to 10 years and leave the ZOOM audio only recording on the Leg Drive at 5 years
Or
YouTubeLiveMeetings – Permanent or as long as the platform exists and leave the ZOOM audio
only recording on the Leg Drive at 5 years.
*ZOOM platform does not allow permanent retention and due to size, meetings are deleted
approximately 6 months after the recording.
*ZOOM visual recordings are very large and not necessary to retain
*YouTubeLiveMeeting recordings are easy to refer a person to (FOIL)
Comprehensive Plan materials
Records Management Policy – Retention Exemptions List
Record Series LGS1 Extended Reason Review Date /
Result
LGS1 51 Recording of voice
conversations
4m after
minutes
5 years
from
meeting
To match NYS
Law
2023
approved
LGS1 77 Services
…Petition….
6 yrs after
disposition
Permanent
Used frequently
greater than 10
yrs
2023
aproved