HomeMy WebLinkAbout2017-11-20-minutes-recommendation-from-the-records-management-committee2017-11-20 MINUTES 1
COMMISSIONERS' MINUTES
KITTITAS COUNTY, WASHINGTON
COMMISSIONER’S CONFERENCE ROOM
SPECIAL MEETING
MONDAY 3:30 P.M. NOVEMBER 20, 2017
Board members present: Chairman Paul Jewell; Vice-Chairman Laura
Osiadacz and Commissioner Obie O’Brien.
Others: Mandy Buchholz, Deputy Clerk of the Board; Jim Goeben, IT
Director; Jill Scheffer, Event Center Director.
SPECIAL MEETING RECORDS MANAGEMENT RECOMMENDATION COMMISSIONERS
At 3:30 p.m. Chairman Jewell opened a Special Meeting to receive a
recommendation from the Records Management Committee relating to
Boards, Committees and Commissions E-Mails.
Jim Goeben, IT Director presented a memo reflecting the outcome of
the November 8, 2017 Records Management Committee (RMC) meeting and
their recommendation to the Board of County Commissioners. He stated
that the RMC is suggesting each Public Board/Commission be Clerked
by a County employee who serves as its Public Records Officer and
Records Officer and that the Board designate how each public
Board/Commission manages each and documents; in 1 of the following 2
ways: a.) County provides G Suite (Google Docs for government,
$15/user/month) to each member. Members shall email and manage
documents in the G Suite. Members may use their own equipment.
Boards/Commissions Handbook in development by the Board describes
their records management responsibilities and OPMA
requirements/cautions or b.) All email and documents shall be sent
from the Clerk to the members. No email containing non-transitory
subjects may be sent from any board member.
There was discussion relating to what if any
Boards/Committees/Commissions are not already staffed by County
employees. Mandy Buchholz, Deputy Clerk of the Board II stated that
there are only two Committee’s that are not currently staffed by
County Employees, those being the Water Conservancy Board and the TV
Improvement Dist. She stated that the Fair Board is staffed by a
Fair Board member but Fair Board members are treated as “County
Employees”, so that one is a little different. The Board further
discussed and determined Jill Scheffer, Event Center Director would
Clerk the Fair Board meetings and or one of her Staff members would
be an option. Ms. Scheffer agreed that until she is fully staffed it
would be her. Staff agreed to assist Ms. Scheffer in having an
Agenderator template created for the Fair Board. Staff was directed
to also reach out to the Water Conservancy Board Clerk and TV Dist.
Clerk and find out how they are paid and who manages their funding.
2017-11-20 MINUTES 2
The Board directed Jim Goeben, IT Director to work with Doug
Mitchell, Deputy Prosecutor to draft a Resolution stating that all
County BC&C must be clerked by County Staff & a policy to address
“one way communication” between Clerks and the Boards, Committee and
Commission members. Mr. Goeben was also tasked with having Doug
Mitchel Deputy Prosecutor work with the County Records Management
Committee to create OPMA Training for all BC&C members to attend and
then arrange with their Clerks to attend and put on the training.
Lastly the Board gave direction to Commissioner Osiadacz & Jill
Scheffer, Event Center Director to strategize solutions to deal with
the Fair Board being subject to the OPMA & their communication
methods, noting that they are “technically” a County employee.
The meeting was adjourned at 4:30 p.m.
KITTITAS COUNTY COMMISSIONERS
DEPUTY CLERK OF THE BOARD KITTITAS COUNTY, WASHINGTON
Mandy Buchholz Paul Jewell, Chairman