HomeMy WebLinkAbout2017-03-15-minutes-records-management-sub-committee2017-03-15 MINUTES 1
COMMISSIONERS' MINUTES
KITTITAS COUNTY, WASHINGTON
COMMISSIONER’S CONFERENCE ROOM
SPECIAL MEETING
WEDNESDAY 9:00 A.M. MARCH 15, 2017
Board members present: Chairman Paul Jewell; Vice-Chairman Laura
Osiadacz and Commissioner Obie O’Brien.
Others: Julie Kjorsvik, Clerk of the Board; Jim Goeben, IT
Director; Mandy Buchholz, Deputy Clerk of the Board; Lisa Young,
Human Resource Director; and Stephanie Hartung, Deputy Prosecutor.
SPECIAL MEETING RECORDS MANAGEMENT SUB-COMMITTEE COMMISSIONERS
At 9:00 a.m. Chairman Jewell opened a Special Meeting to receive an
update from the Records Management Sub-Committee relating to Boards,
Committees and Commissions.
Jim Goeben, IT Director explained how the Records Management
Committee had formed a sub-committee to review and recommend
solutions relating to email and public records requests, as well as
the Open Public Meetings Act and how it relates to Boards,
Committees and Commission volunteers. He indicated that after the
sub-committee met a couple of times it became evident that it was
going to be a larger issue and scope than originally thought. They
were looking for direction from the Board of Commissioners before
getting to far into their review.
One of the options discussed was to issue each volunteer a County
email address to use for all of their communication so it is easily
accessible for public disclosure requests. Stephanie Hartung, Deputy
Prosecutor said she had been tasked by Prosecutor Zempel with review
of what Boards, Committees & Commissions fall under Open Public
Meetings Act. Doug Mitchell, Deputy Prosecutor was tasked with how
they relate to the Public Records Act. They are both to report back
by April with their findings.
The Board asked for the Prosecutors office to provide a legal
opinion on which Board, Committee & Commission is subject to the
Open Public Meetings Act. Julie Kjorsvik, Clerk of the Board will
begin working on a handbook for volunteers. Lisa Young, Human
Resource Director said she could look at possibly coming up with a
specific category for those types of volunteers if the Board were to
choose to provide them with a County email address because they
would then have access to the network. The need for training was
also discussed for anyone who has access to the County network.
2017-03-15 MINUTES 2
The Records Management Committee has also been reviewing the subject
of voicemail and how it relates to the Public Records Act. They
will be providing a recommendation after their review has been
complete.
The meeting was adjourned at 9:40 a.m.
KITTITAS COUNTY COMMISSIONERS
CLERK OF THE BOARD KITTITAS COUNTY, WASHINGTON
Julie Kjorsvik Paul Jewell, Chairman