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HomeMy WebLinkAbout2026_UpdatedRMC Bylaws_Redline-Comments Purpose Statement: The Advisory Committee created by BOCC, on February 13, 2013, to maintain policy and procedures for county employees for the lifecycle of public records including creation, receipt, retention, management, disclosure, and disposition. The State Archives Central Branch will advise as needed. This committee is tasked to meet as needed with an agenda set by the members and report to BOCC quarterly. Mission Statement: To ensure that Kittitas County managing its records appropriately, and to address processing documents, retention schedules, public disclosure response compliance and tracking, and training of all employees to ensure best practice for records management. 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. Commented [KD1]: Idea for 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 Commented [PG2]: Does this need “The” it seemed odd to me without it. Commented [AB3]: Kim's language from 5/13/2026 meeting. 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 RMC was established on February 13, 2013The 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 <<<insert resolution number>>> Resolution 2015-047of Kittitas County 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 research, develop, and provide recommendations concerning policies, procedures, and practices related to the management of public records 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. Terms. 4.3. Vacancies. 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. Commented [SM4]: Something like: 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. Commented [AB5R2]: Should we generalize the program names? DaRT was our old PRA tracking system. Commented [TM5]: Current Language: 1)Develop and recommend to the BOCC policy and procedures for county employees for the lifecycle of public records including creation, receipt, retention, management, disclosure, and disposition 2)Steward the use of Laserfiche 3)Steward the use ofthe DaRT program on CAMAS 4)The State Archives Central Branch will advise as needed 5)Meet as needed with an agenda set by the members and report to BOCC quarterly 6)Organize sub-committees as necessary Commented [TM6]: Current Language: The RMC membership shall consist of one representative from each county department and office, as appointed by its Department Head/Elected Official. From the membership, one chair and vice-chair will be elected by the RMC. The BOCC requires Department Heads or designee to attend the Records Management Committee meetings and strongly encourages Elected Officials to do the same. (Memo from Chairman Berndt dated February 3, 2015) 4. Removal. 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. 5. Legal Advisor Article IV: Officers 1. Officers. The officers of the RMC shall include a Chair, Vice-Chair, and Secretary. 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 roles. Recommendations 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.  SecretaryClerk – 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. The RMC shall determine the date, hour and place of all meetings, 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 Commented [AB7]: Should we address these items so they aren't blank? Commented [AB8]: Clerk Commented [AB9]: Two years? Commented [TM10]: Reports to the BOCC and/or management team? Commented [TM10R2]: Current Language: The chair or vice chair shall make reports and recommendations to the Management Team and/or Board of County Commissioners. It shall be at the discretion of the chair or vice chair to have other members, or outside sources, make recommendations and/or reports to the Management Team and/or Board of County Commissioners. Commented [AB11R3]: Would this include PRA? If not, do we need to add language to that effect? Commented [TM11R2]: Current Language: The RMC shall hold one regular meeting per month, during working hours, and may schedule additional special meetings as determined necessary by the committee chair or Board of County Commissioners. The RMC shall determine the date, hour and place of all meetings. Except by unanimous vote of the present RMC members, no meeting shall be prolonged over an hour and no other subject except records management related issues shall be discussed at the meetings. Commented [TM11]: All county employees are welcome at the meeting. Commented [TM12]: Except by unanimous vote of the present RMC members, no meeting shall be prolonged over an hour and no other subject except records management related issues shall be discussed at the meetings. 1. Quorum. SevenTen 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 VIII: 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. Commented [LE13R2]: Any request for board action on behalf of the RMC requires a vote, elections, approval of minutes, changes to bylaws, published work product of the committee (website, camas etc.). Commented [TM13]: What actions require a vote? Formatted: Normal, Indent: Left: 0.5" Commented [TM14]: See purpose statement. What is the difference between these two sections? I am not seeing a resolution for the creation of the Records Management Committee - or Workgroup as it was known early on. If that document exists that could inform the duties and responsibilities for this committee. Commented [TM14R2]: See 2015-047 - RMC created on January 29, 2013, established on February 13, 2013. Commented [AB15]: And documents/trainings, etc. created.... Commented [AB15R2]: We update/create policy, procedure, and training related records.