Loading...
HomeMy WebLinkAbout2026_RMC Bylaws_FINAL Mission Statement: Managing Kittitas County records through efficient, secure, and compliant practices, ensuring the integrity, accessibility, and preservation of information. To serve the public, support operations, and meet statutory (legal) requirements. Bylaws of the Kittitas County Records Management Committee Article I: Name The name of this body shall be the Kittitas County Records Management Committee (RMC). Article II: Authority and Purpose 1. Authority. The BoCC directed the creation of the RMC on January 29, 2013 and was discussed in a BoCC Special Meeting on February 13, 2013. The RMC Bylaws were adopted pursuant to Resolution 2015-047 on March 3, 2015 and the Records Management Policy was revised on February 17, 2013 via Resolution 2015-033. 2. Purpose. The purpose of the RMC is to reduce risk to the County and individual offices by standardizing training, creating records management resources, and empowering employees through education on records management processes and best practices.. 3. Advisory Status. The RMC serves in an advisory capacity only and has no independent authority to bind the County unless expressly authorized by the BOCC. Article III: Membership 1. Composition. The RMC shall consist of at least one member from each county department/office/branch of government. 2. Appointment. Members shall be appointed by the Department Head/Elected Official. The Prosecutor’s Office shall appoint a Deputy Prosecutor as Legal Counsel and advisor to the RMC. 3. Upon a vacancy with the RMC, of a department or office, the Chair will reach out to the Department Head/Elected Official to encourage that person to appoint a new representative. 4. Participation: if there is lack of participation by any member of the RMC, the chair will reach out to the DH/EO to inquire. 5. Legal Advisor Article IV: Officers 1. Officers. The officers of the RMC shall include a Chair, Vice-Chair, and Clerk. 2. Election and Term. Officers shall be elected by the RMC from among its members and shall serve for two years. First meeting in January, the election will be held to determine new rolecommendations and requests to hold a position shall be discussed at the December meeting prior to the end of the second year. The election for new officers will be held at the first meeting of the year. Nominations will take place during the December meeting prior to the election or on the floor in January. 3. Duties.  Chair – Preside over all regular meetings and represent the committee. Attend or designate a committee member to attend meetings with the BoCC, Management Team, or other County Committees to address matters related to Records Management. Call special meetings as needed.  Vice-Chair – Act in the absence of the Chair.  Clerk – Ensures minutes and records are maintained. Prepares meeting agendas and distributes documents to the members. Clerk will notify committee members of any special meetings or changes to regularly scheduled meetings. Article V: Meetings 1. Regular Meetings. RMC shall hold one regular meeting per month, on the second Wednesday of every month at 10 am at the Prosecutor’s Office conference room. 2. Special Meetings. Special meetings may be called by the Chair or the Vice-Chair as needed. 3. Notice. If there is a need to change the regular meeting schedule and/or location or schedule a special meeting notice shall be provided as soon as practicable to the members. Article VI: Quorum and Voting 1. Quorum. Ten members, including the Chair or Vice-Chair, are required to form a quorum. 2. Voting. Any action that needs the vote of the RMC at a regular or special meeting shall require a quorum. A simple majority of the voting members present are required for the vote to pass. Each member shall have one vote. The presiding officer would be the deciding vote only in the event of a tie. 3. Actions requiring a vote. Article VII: Duties and Responsibilities of Committee Members Members will attend and actively participate in committee meetings and discussions. Members will also review and recommend records management policies, procedure, and best practices. Members will follow the duties and responsibilities as listed in the County’s Records Management Policies and Procedures. Article VII: Records and Public Disclosure RMC records, including agendas, minutes, and reports, shall be maintained in accordance with the applicable record retention schedule. RCM records are public records and as such are subject to the Public Records Act. Article IX: Amendments These bylaws may be amended by a majority vote of the members, subject to the approval of the BOCC. Article X: Dissolution The RMC may be dissolved by the BOCC, at its discretion.