Question: How long should a city hold on to recordings of closed meetings? Answer: Cities must close some meetings. Other times it’s a choice to close that door. But a closed meeting—except one closed under the attorney-client privilege—must be electronically recorded by the city. Three years is the time to keep that record collection, as a general rule.
Seems simple right? But look here. The amount of time you must keep an electronic recording sometimes changes depending on why a meeting is closed.
Why was the meeting
closed?
|
How long must you
keep the tape recording?
|
Law
|
General rule
|
Unless otherwise provided by law, the recordings must be
preserved for at least three years after the date of the meeting.
|
|
Labor negotiations
|
The recording must be kept for two years after the
contract is signed
|
|
Security information or reports
|
The recording must be preserved for at least four years.
|
|
Purchase or sale of real property
|
The recording must be preserved for eight years after the
date of the meeting. (It becomes public after all real or personal property
discussed at the meeting has been purchased or sold or the governing body has
abandoned the purchase or sale.)
|
|
Performance evaluations
|
The recordings must be preserved for at least three years
after the date of the meeting.
|
|
Allegations of misconduct of someone subject to council
authority
|
The recordings must be preserved for at least three years
after the date of the meeting.
|
Remember, it’s best to consult the city attorney before a city council closes a meeting. Close those doors with care.
Written by Jeanette Behr, research manager with the League of Minnesota Cities. Jeanette's favorite vinyl is "Dock of the Bay" by Otis Redding. Contact: jbehr@lmc.org or (651) 281-1228.
This blog post conveys general information. It’s not
legal advice. Please check with your city attorney before acting on this
information.
