HomeMy WebLinkAboutITC Bylaws 20170207KITTITAS COUNTY
INFORMATION TECHNOLOGY DEPARTMENT
AGENDA STAFF REPORT
AGENDA DATE: February 7, 2017
ACTION REQUESTED: Adopt a Resolution Updating the Kittitas County Information
Technology Committee Bylaws
BACKGROUND: According to previous bylaw documents, the bylaws of the
Information Technology Committee (ITC) were adopted
March 5, 2001 and amended March 12, 2013. The ITC met
December 13, 2016 and approved modifications to the bylaws
to add the Sheriff as a committee member, and to allow
members to send a designee to meetings to speak and vote
on their behalf. The committee recommends the board adopt
the bylaws as amended.
INTERACTION: IT Committee
RECOMMENDATION: Adopt the resolution updating the ITC bylaws
HANDLING: No handling necessary
ATTACHMENTS: Resolution
LEAD STAFF: Jim Goeben, IT Director
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION
NO.: 2017‐______
TO ADOPT REVISIONS TO THE INFORMATION TECHNOLOGY COMMITTEE BYLAWS
WHEREAS, The Board of Commissioners of Kittitas County established the Information
Technology Committee and its bylaws; and
WHEREAS, The Board has the authority to establish and alter the Information Technology
Committee bylaws by resolution; and
WHEREAS, The Information Technology Committee has reviewed and drafted revisions to
its bylaws; and
WHEREAS, The Kittitas County Board of Commissioners concurs with the bylaws as revised,
and desires to have the revised bylaws implemented and used in the
performance of the committee;
NOW THEREFORE, BE IT RESOLVED that the Board of Commissioners of Kittitas County,
Washington authorizes the adoption of the Kittitas County Information Technology Committees
Bylaws attached hereto and incorporated herein by this reference.
ADOPTED this _____ day of _______________.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Paul Jewell, Chairman
Attest: Laura Osiadacz, Vice‐Chairman
☐ Clerk of the Board, Julie Kjorsvik
☐ Deputy Clerk of the Board, Mandy Buchholz
Obie O’Brien, Commissioner
Kittitas County Information Technology Committee Bylaws Page 1
Bylaws of the
Kittitas County Information Technology Committee
Adopted March 5, 2001
Amended March 12, 2013February 7, 2017
The Information Technology Committee is an advisory committee to the Board of County
Commissioners.
1 Purpose
The Information Technology (IT) Committee serves the Board of County Commissioners by providing the
following functions:
1) Review and recommendations for the countywide Information Technology policy, including the
county’s internet presence
2) Input on strategic, long‐range planning for county Information Technology
3) Information Technology budget recommendations
4) Review and approve non‐scheduled, non‐budgeted Information Technology projects for
consistency with the long‐range plan
5) Organize sub‐committees as necessary
2 Membership
The IT Committee shall consist of a representative from the following positions or their designee:
Information Technology representative Director(technical), Chairperson
Auditor’s Office representative (financial/contracts)
Prosecuting Attorney’s Office representative (legal)
Commissioner
2 Department Heads (at‐large representative)
2 Elected Officials (at‐large representative)
Human Resource Director (risk manager)
Sheriff (law enforcement technology)
Should a vacancy occur a new member shall be elected and take office at the next regular meeting of
the Committee.
3 Duties of the Chairperson
The Chairperson shall preside at all meetings.
The Chairperson shall have the authority to call a special meeting.
The Chairperson shall make reports and or recommendations to the Management Team and/or Board of
County Commissioners. It shall be at the discretion of the Chairperson to have other members, or
Kittitas County Information Technology Committee Bylaws Page 2
outside sources, make recommendations and/or reports to the Management Team and/or Board of
County Commissioners.
4 Meetings
The IT Committee shall hold one regular meeting per month, during working hours, and may schedule
additional special meetings as determined necessary by the committee chairperson or Board of County
Commissioners. The IT Committee shall determine the date, hour and place of all meetings. Except by
unanimous vote of the present Committee members, no meeting shall be prolonged over an hour and
no other subject except IT and its related issues shall be discussed at the meetings.
4.1 Quorum
Five (5) members are required to form a quorum.
4.2 Voting
Any action that needs the vote of the Committee at a regular or special meeting shall require a simple
majority of the present members/designee to pass. Each member shall have one vote. In the event of a
tie, the vote will go with the Chairperson’s vote. If a member (department head/elected official) chooses
to send a designee, the designee shall speak and vote on behalf of that member.
4.3 Meeting Records
An appointee shall keep a record of each meeting. The appointee shall make available minutes to the
Committee members. The Chairperson will supply the Committee with a meeting agenda to insure an
orderly meeting. It is the responsibility of each member and any attendees to not release information
determined to be of a sensitive nature from committee discussions. Furthermore, it is the responsibility
of each person presenting information to the IT Committee to identify information as “sensitive” when
they believe the information they offer is sensitive in nature.
5 Bylaws
The Bylaws of the IT Committee may be amended by a majority vote of the members present at a
regularly scheduled meeting, provided the proper notification of proposed changes is provided.
Members must receive a notice in writing from the Chairperson of proposed changes to the Bylaws at
least 2 weeks in advance of the regularly scheduled meeting in which the proposed changes are to be
considered.
The IT Committee, by unanimous vote, may suspend any portion of the Bylaws.