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Minutes for the Finance Committee meeting on April 15, 2004.
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Finance & Administration Committee Minutes
Thursday, April 15, 2004
4:00 p.m. - Huntington Building
Members Present: Alec Farmer, Bill Roddy, Darrel Dover, Jim Hargis, Ann Williams and Harold Perrin. Members Absent: None. Others present were: Keith Inman, Jonesboro Sun , Mayor’s Assistant, Aubrey Scott, Information Systems Director Alan Young, Human Resources Director Suzanne Hackney, City Attorney Crego, Betty Shaw, Iris DeVore, Brady Banta, and Richard Wang.
RECORDS MANAGEMENT ADVISORY COMMITTEE
A brief history was provided by Ms. Betty Shaw on the purpose of the Records Management Advisory Committee to provide recommendations to the Finance and Administration Committee in establishing a Records Management Policy for the City of Jonesboro. She explained state law does not specifically declare a time frame for keeping records except in the areas of court and financial records, and they wanted to work with State Legislators, Arkansas Municipal League, and other cities in the development of appropriate guidelines. Ms. Shaw informed members of the Finance Committee that there would be an on going expense in developing a records management program. She explained both department heads and council members had been invited to participate in the meetings because of their valuable expertise with regard to the records, and requested feed back from those in attendance. Councilman Farmer stated the advisory committee is basically starting from scratch and would have short and long term goals. He explained that there are some short-term solutions that can be implemented that would not cost a lot of money and would solve some immediate problems. Some of the short term goals included:
A. The development of an F.O.I. Policy.
· Who should respond to F.O.I. requests?
· Establish a fee for F.O.I. materials.
· How F.O.I. requests involving exceptions or questionable information should be handled.
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