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Home My WebLink AboutSpecial 2022-02-28 COMPLETE AGENDA PACKETTukwila City Council Agenda •:• SPECIAL WORK SESSION ❖ �J\IOLA wqs, ifey y 41. 1110 0 2 190E Allan Ekberg, Mayor Counci/members: + Kathy Hougardy + De'Sean Quinn David Cline, CityAdministrator + Kate Kruller + Cynthia Delostrinos Johnson Thomas McLeod, Council President +Mohamed Abdi + Tosh Sharp THE MEETING WILL 20-28 ADOPTED ANY PUBLIC AGENCY, RCW 42.30 UNLESS NOT BE CONDUCTED AT TUKWILA CITY HALL, BASED ON THE GOVERNOR'S PROCLAMATION 2020 WHICH SAYS IN PART: TO RCW 42.30, IS PROHIBITED FROM CONDUCTING ANY MEETING, SUBJECT TO MARCH 24, SUBJECT (A) THE MEETING IS NOT CONDUCTED IN-PERSON AND INSTEAD PROVIDES AN OPTION(S) FOR THE PUBLIC TO ATTEND THE PROCEEDINGS THROUGH, AT MINIMUM, TELEPHONIC ACCESS, ..." THE PHONE NUMBER FOR THE PUBLIC TO LISTEN TO THE MEETING IS: - - 1-253-292-9750, ACCESS CODE: 279173997# Cli to: ;J..!!r........................!!...I°:....:.:........Teams ..........................,Meeting For Technical Support duringthe tin call: 1-206433-7151 Monday, February 28, 2022; 5:30 PM 1. CALL TO ORDER / PLEDGE OF ALLEGIANCE 2. PRESENTATION Open Government Training Act: Training for elected officials on records management and retention, public records, and open public meeting requirements. Pg.1 3. ADJOURNMENT This agenda is Remote Tukwila Council available at www.tukwilawa.gov, and in alternate formats with advance notice for those with disabilities. meetings are audio taped (and video taped as of 9/14/20). Available at www.tukwilawa.gov) OPEN GOVERNMENT TRAINING Ci y A' torney's Office Kari Sand City Attorney Emily Miner Assistant City Attorney Ci y Clerk's Office A division of Administrative Services re Rachel Bianchi Deputy City Administrator Christy O'Flaherty, MMC Public Records Officer Records Governance Manager/City Clerk Andy Youn, CMC Deputy City Clerk Barbara Saxton Records Coordinator 71111117,1:1:7,'"'7, ',11,111 o Effective July;;, 112014 Presentation Date February 28, 2022 WASHINGTON Secretary of State Washington State Archives ARMA International (Association of Records Managers and Administrators) w Professional Affiliations Id HooH nn International Institute of Municipal Clerks 71,72 NAGARA (National Association of Government Archives and Records Administrators) SAP.. /Vilashington Association of Pub ic Records Officers 1 ui it 1V V 111111111111111111111 111111111111111 11111111,11111111111111111111 IIIA hlll1111i uuuu Open Government Trainings Act* • Records retention and destruction requirements RCW 40.14 • Public Records Act RCW 42.56 • Open Public Meetings Act RCW 42.30 uiiuidiiul *Engrossed Senate Bill 5964 63rd Legislature 2014 Regular Session Effective July 1, 2014 Records Management and Retention 0) Title 40 RCW Public documents, records, and publications Chapter 40.04 -Public documents. Chapter 40.10 -Microfilming of records to provide continuity of civil government. Chapter 40.14 -Preservation and destruction of public records. MV'b ua (iI ,,,••••••••• RCW 42.56.010 Definitions (3) "Public record" includes any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. 11111 100 op Managing Records Means: • Records are kept for as long as we are required to keep them. • We are able to find the records when they're needed. • Records are disposed of appropriately once we are not required to keep them any longer. MV'WYYuublh L.,; •,111011,101,10i,11111110011,1 . Consequences for destroying records too early: • Enormous fines (per day, per page in judge's discretion) assessed by the courts due to failure to produce documents needed to fulfill a public records request or as part of a lawsuit • The possibility of interruption of efficient operation of the City due to the loss of information needed for decision making and operations • A loss of continuity in business operations in the event of a disaster • Loss of records of historical significance 10 Typical Lifecycle of a record I:1 EN 0 0 Creation Distribution & use Storage & maintenance Inactive storage Disposition (destruction or Archives) Do I need to keep it? How long? The State has developed a retention schedule that: • identifies and categorizes many specific types of documents, • specifies how long each one must be retained, and • gives direction on what is to be done with the record once that retention period has been met. witswimoroN set ry Sti e, Washington St e,Arch'ves IIBMIGIES RESEARCH T1FACHERS & S-1111IDENTS STATE AGENCIES LOCAL GOVERNMENTS IMAIAIGING SERVICES NON-OOVERIVIVIEIW1 MORE Local Government Reco r 1 Records Re duesSearc Sea rt.:`r-i e (LI pdated 08/04,2021) s Retention Schedu 1 es Schedule PDF Word 1Previous Versions Local Government Common Records Retention Schedule(CORE) Version 4.2 August 2021 PD'F P rev IlousVe rsIons Alir Pollution Control Authorities Records Retention Schedule - Version 1.2 Fhuani 2022 PEI P rev lous e rs o n s dAdnimall Servlces Records Peteintioin Schedule - Versilon 2.0 October 2013 PD'F Vlior F ev IousVe rs s WA S FI I N G 'T 0 N S fQti1 c Rabb Sitrartthirson State A VC VOYttS Loo/ Go t Common R cords R ,.111 ntion Se ul (CORE) Version 4.2 (August 2021) AGENCY MANAGEMENT The furicitio ren'ting to the r vieretch ir mattagernent of the local gosiomme lt agency and its general administratio „. Alsr includes managing the agency's interaction with its tornte urti tvrdrer waging its legal ' tiers. Li ADMEN IS"TRATION (G E NE RAL) The attiwity I 'sotto ted with the doy-to-ddy ei ruplidell, ol the agencyhtcludes shart-term rec. Ills It/tuff 'ar`l disposed of os part of normal drninis t "alive prottic.,„. It , I It ' oN A, OKITY NUIPA1 E INH ,, N) DESCRIPTION OP Etticw 17 t RETENTION *Nib frivol ,ititTION IA SIONATION GS5101-01 4,2 Rev. 0 ADMINISTRATIVE WORKING FILES Subject li leis ebrpta kiting, Inc, l'otsrlatil TO 1 tapies of wari'0, ' ' .1,'Prds organized itsue, persbau, subied; HI. -1,ther areas 11,01' interest. pP,P Elf Red 4 nal Archlvist befor - disposing al elect° -d official; executive, or dep CU t n head files. Records ft! M this s-rle,s, miry be s e ter ted for rransfer t and preservation at a Regim nth' Arc lilloe'S branch. DL my he, „ do valet Li Or superseded - eleL bed off itia L., executive and derr-Itment head files are pdiEnt Laity archival ARC H !VAL Op .,, aridiAII ' equivredi NON-LS5L N NAL OP' m GSSO-D1-3E Rev. 0, A„PPOINTIVIENT C„ALENDARS Rama, ' s: Elected officials if d department heats ,lay rat :Er trrnapr t calendars to document * L tivi hes rnd appointments for * n*, r period of ti' , ,e Destroy wh,ell I d•o valeta dr s perseded NON -ARCHIVAL NON-ESSE N riAL OF m RECORDS DON'T JUST LOOK LIKE THIS ANYMORE AN ELECTRONIC RECORD NEEDS TO BE ACCESSIBLE, RETRIEVABLE AND READABLE Retention Period Examples Type of record Retention period Planning and execution of educational/promotional events Until no longer needed; Archiva/ Strategic Plans Until no longer needed; Archiva/ Management of crime prevention programs 1 year after obsolete or superseded; Archiva/ Surveillance recordings (if used for security monitoring) 30 days IT help desk requests 1 year Staff meetings (agendas, minutes, notices) 2 years Utility meter readings 3 years Usage and dispersal records (equipment, fuel, energy) 4 years Water test reports 6 years Fire Department medical incident reports 8 years Litigation case files 10 years; Archiva/; "Essential" Major Accident Response & Reconstruction (Police) 50 years; Archiva/ Payroll registers (and time cards) 60 years after separation; "Essential" Personnel files (employees and volunteers) 6 years after separation; "Essential" Application for a building permit 6 years after life of building; "Essential" Conditional Use Permits Life of the agency; "Essential" Records relating to the destruction of public records Life of the agency; "Essential" Manhole records Permanent; "Essential" u+ 11 111111 1 Vm111 pMIhIIVpuV,llul0 011111 °""� �°�1°I�IImNlllllVllll'I'I �I� 111111111111111111111111111111111111111 IIuuI1lulNp; "p vlimltii NI III'III1III I 00.1 'IYn!� IMgiP"OI ° NVI1 Vum'yh�I1 ,I@dugl8d,l 111111 ' IV''lulmll,nv �1! 111 v "1Iv , ,Irn'•m 11111'1, 1�I 010001 10 11111 ll�m1111u11wll1 1.11110 110110.1II �lull 'I1^PmyIWyIIl VI ,I"I "AuIIIwIIIIVVIIlIm1IYI.IuIIIl�I� lI Wh.WUIJ�IplWIlIVlIW'I�mII",I�III�mm"II'VI�'�I�� U ,ln"IVP�l��l'ti�1,"',WI, 6I IIIVpIG' lIvmo ImutV0"uM"0',o„Ylu"¢0�'muvnu,llI�lIHV 1G I1 G,IVIIWAIu1W' flW0IV�1'Iwllvi°r �,�,�r1 0I�°I1 a mIV 4. 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'111' VI 1111,11,111,111,11111,11,111,111,111,110111111 00)1 1 I�I1l1l1�l1l1l1hl1!l1Illlu1y9�Il!�1 II YI'NIA llllllllluuwluu Ip111illYIl1l1 1� lu I 101°10 IJ„91i1 I41IIlI1N� AIuN11Gd9dd I. I�IIn;��l^II il' n1911�1,� ,,...1 11,1„1,11,11,111,11,1„ Tukwila City Council + COMMIT -TEE OF TO RCN 42.30, es MOIMILTELFIGKEDIMIECOAKEMOMMIK, , Tukwila CI' ty C °final Agenda • COMMITrEE OF THE WHOLE, + -...„„ . Allan E., hers, Mayor Ceuncienerithersi ,o, Kathy Hougardy 0 DeSean Quinn David Cline„ City Admithetrater 0 Kate Kruther .0 Cynthia Delostrinos Johnson Thomas McLeod, Council President ,,k Mohamed Abdi 4 'Testi Sharp NE MUTING WELL RDE DE CONDUCTED AT 'TUIDINILA CITY HALE RIMED ON 'THE. GOVERNORS PROCLAMATION .20-22 ADOP'TED MARCH .24, 2020 WHICH SAYS :114 RANT: ANT PUL] c MENET, SUBJECT TD RON 4.2.30„ ITITED IMMJNI EDNDEcrum ANY MEETING., SUBJECT TO RON 42.30 umEil (AI THE MEETING IS NOT CONDUCTED MEDVERSOk.AND 'INSTEAD IPROVIDES A.N, DATEoN(E) FOR THE PUBLIC TO ATTEND THE PROCEEDINGS THROUGH, AT MINIMUM, TELEPHONIC ACCESS, .... ..'"' THE. PHONE NUM 1 ER FOP THE PUBLIC TO LISTEN F3 THE MEETING 1Si 1.-2.53-:292.-9750„, ,ACCESS CONE. 670.07111474i Click here tur t 1,20W-433-7255, Monday, January 10, 2022i /BM PM 1. CALL TO ORDER ( PLEDGE OF ALLEGIANCE 2. LAND ACKNOWLEDGMENT The City st" 'Fehferated on the analstral gArldSaf N7E? Chest Sairsh people_ Hie adorromilede the amotiouing COPPIECPPPS P, iP74 PrOPEPS i.IPCI CUPPPE. Midday our rips dither delespasti present and emergihg. 3. ritiBLE COmmegys,_ eirdeceng aVIN771.57t dd dams bath an and nor cwt the meeting agende 1, 20,21.2022 Update ... Those wistang to dronda me repo otinfic condinerts now Napa aUlllity to .,,,E.nlballlly actnh.:yEs, the City fn;:Donnoll )) vn.:.:.o., p“"norn:.:., or Microsoft renwns, P....d Up to 5 mlrkdtee for kerns both en and pet on the meeting agenda. Ind tem tonotne.4in tt it tall ICIllptin5"T, gallellldld ell Plinaklll elteakUMICalglIt ukwiDaima..Qav nillni yor.,..ir rentr.:.:, i.:»nd dli.:.:., innini horn wish ..:In s....,i:.:mii on by .1.1.idn'l.) WM on the datl.n of thp:.:.:. PIMPEllaintill .. llr'llinalalP sksary rirsdriciats.:. tisza gloss ink:.:.sssagr:.: is, Ifor p....m...ribN: cornrsendi clunsig trs.:.:. nni,.:.:Elling.. 'sou ,IvriH N:.sc.E.:.srve furths:.s, Enistsi...ssnosis and be! c::;.:11111es..1 upon duang d"rs:.:.:., rns):0E.:.tiroc,: tcl ii,:,:ridsr,.:.:ss ttror:.:.: CSs,e C;AsiK:311„ 4. PRESENTATION 11E, orri, te from Halthl t rean the Tukirda Health and Wetrss Center. Lies Yohatem„ Chef &seethes Officer: leitli .rieretritoret, Chief Aherne & Admiitietrathe aficeet Sherry VIMeants Vioe President of COITION.Mity .Ehgegarnent & Edema tReiations. Ps.1. 5. S CIAL ISSUES P. 'Weeldy COVIDi 10 report. b. An ordinance amending Ordnance INe„. 2258 §3, as Icedifyi . at Tukwila Municipal Code Section 154.030, extending to ON tax sunset provision; repealing Ordnance Nos. 2463 and 2200. Pg.is Pg.27 1 Ill \ il pridondited ot1i in) 11 1908 Tukwila City Council Agenda + COMMITTEE OF THE WHOLE 40 Allan Ekberg, Plop). CaplcoPpnbnd P Kathy idaugardy Deleon Quinn David Cline, Cdy Adnrnstrany 4, Kate Kruller /3 Cynthia Delostrinos Johnson Thomas McLeod, Ciermaliherrident 4r Mohamed 0134i Tosh Sharp TVG 14111111140 WILL KOLBE COMILICTEP TOKKOKCilek NALL, 04410 ON OK 0041111.14081S P100121441144111014 20.2111 R111001E0 MAftekl 24, 2020 Miten SAYS in MKT: AMY maim AGENCY, SUBJECT TO RCN 42 30, 15 MOGIUSELESELLESKInt SWEET in RCW 4 2.30 mum ri) THE MEETING ISNOT CONDUCTED IN.PEPSONA HID (97613469158189190434 MN TM PUBLIC TO Al r TENN THE PRP CEEDINGS THROUGH, 47 01919010, TELEPHONIC ACCESS, . TOL PHONE NUMBER roR Tint PUBLIC T011110E11 10 TEO PligEr/No /8 1. 293.292 9/55, ACCESS CODE 92104484/0, 1.1165 IN to; LAI.] ihauto gettrid11141 fier 900487840 POMO diddled the waft; ant 1406433' 745.5, Monday, January 10, 2022; T/O310 1. CALL TO ORDER 4 PLEDGE OP ALLEGIANCE 2. LAND ACKNOWLEDGEMENT Pp af 3:8 id 40, We acknowledge me/'a PP „my our ruspects so 3. PLIMIC COMMENTS— rididader avidnient on Atop tuth on and not an Pe dennip PPP0 4. PRESENTATION An Lecthite Warn Tkelthde Center. YoPPrn and PP, PPP Papporrd, PP.' 74, Sdenry Mailroom 104 830 .4 Enema PPlanons. S. 18738146 1054388 a. Weekly COVID id rep b. An ordinance amendin Tukwila Municipal Cod Mx sunset drooped; CONDARY ANY PLOL1C AGENCY, SUBJECT ReW 4230 Limos 4) THE PPP THE PLINK TM ATTEND THE Dili PHONE For TOPPPPPOPPV Monday, January 10,2022; Tukwila City Council + COMMIT -TEE OF TO RCN 42.30, es MOIMILTELFIGKEDIMIECOAKEMOMMIK, Agenda THE WHOLE + 5: .1, Kathy hougardy .1, De'Soon Kruller iI Cynthia Deland:rims ,, Mohamed Abdi iI Tomb 0 014 Init OMAR 'IA P SLILIKT 1,3 Quinn Johnson Sharp AMON MEETING. HILISIMMICIEZLOLUEORAND MOE. P.MIEIES AIN arrum(s) PMEEEDINGS TIONLIGH, AT MINIMA% TELEPHONIC MAE., ,.... NUMBER ECK THE PUBLIC TO L10E0110 TINE ME ETINO IS: 1.253.1112.9155, 063:348 63(13 10012184 AV , ChM hem No 51111.1.0,410,19219i1.1.11,19.15.5ritedingl Pulp thoPeoffnd PPP 141.041411147451F, 100034 1. CALL TO ORDER 4 PLEDGE OF ALLEGIANC.E 2. LAND ACKNOWLEDGEMENT T.P Op af Tninda 5- fonnth On theme-a:Kra; lands of the Pan PP), people 140 arkeopredge timd connaup narmernpu l'A7 41,4 .4pt0?1and mitap MP day aka rosports P PP Pips pan 9p10n and cwergeng. 3. 0001343 900505131413» CR ,tinIns bah , ,,,,,,, ' PAPP 23323 Update r Ill., V.IIIII, Inn up to 5 mina. lini hirems both PIM I. , In II y 11,114 an nkit pi a 11,,,,,,,,,, .III.I11.,,,,,,, II 0.1 I II.111 V , IIII, XIII I I,, III,IVII.,1,,1111, 11,1101.1f, I OA, on and 3313 03 nip m.411491944141 .1/.; .8'. /1,,,,. 1,1 ,110Vt111,1 ',,e ,II,I ()Id,. i 005401 diaireinvi II,-, , allt,"I 111.,1 ,f1J1110 1111' INV, 1,1 4. PRESENTATION An updete from Welthrieurt en the Tukwrla 981199 193 Wehrle. CET1991. 2,00 9509101?7 ChRr EltErutw Officen Pran 1097,1010 (401 703113/0 ti Admnstratnn Ofnav) Shenro Wifframa kilicei Pkwadent of Commurnty Engagement .4 &Anna 'Pistons. AAL S. SPECIAL ESSUES a. Weakly COWS lg report la An erdinarve amending Ordinance No 2251 53, 9( 13139383 at Tukwila Manhood Code 938130n 3.14.130, extending the City Wiry tax mensal provision; repealing orarionce Has. 2413 and 2298. higitS Pg.27 nononund ) 19 Do you have a City record? We must: • Retain it for the time period required by law • Be able to produce it if needed • Be able to provide proof of how and when it was disposed of WASHINQTON Secretary of State Was hirgton State Archives lac1 G v rn nX Common R cards R Milan Se al (CORE) Version 42 (August 2021) 18 l!' EPORT1NG The ere ti VRy df prdvidiny firtnneldi infOrrridtbri, ca required by roguta ring duthdritiel .0 ,,,usmord oo. .; ER 41116%,N) ENTION AND lot N S1G TlACT (G5,50 -4013D-02 Ray, 1 „Annul.) Firtarteidt Report of c Rstal Officer to Cornmissioners/Council ArionuAl financial reb rt compiled by the Tiotal edverrinfiefri Ageney Andoll.;oboloitted te, itS governing body in accordance with statute., chrLrter., ail, Oro agency poky. Retain Li ritii 11 0,bsolete or SuderSe ed then Transt r 11,0 WAShingthon Sit _ 00 ,,_„„ Art:oh ivet Tor opprdotolsod Al selective retention. ARCHIVAL Op pr oisal Ft tqu ikred NON-ESSENTIAL op b I GSC -03C,01 Rev 1 Continuing Grants. ,- Annual Fin p tidbit Status Re . arts ArionuoiN °report subroitted for continuing grint S abat,'-ioning summaries And breek.dOwrkS of Retain k 4 years after suhmskni of report dr kr °period °required by gorent/ orogra hi, wotOtheyotir ocA, /later their? Destroy. NON -ARCH IPPAL NON-ESSENTIAL OP R expendituteSo 'ter the bast year. ExcludeS ribeHtbritirtuing grnt reports COvered by GS30-03C-02. GS-03CO2 Rev 1 :land; Groat, driodle Fey Projer Re .,., 1 Reports reting te bind, gr0000. not (nOrt.tbrytiortu int) mid Illi propjet:U. In odes, but is not limited to,: a Prog rest St a t a nottomeotS; a lExpertodooltute Of to nth; a IPoriodic„ A nnuel, Spede 1 end fina 1 reports. Excludes continuing grt,nt reptirto covered by ,G550-030-01. Retain kot 4 years after 'iubrriission of firt:L I repel- or kr operib 1 ore.oqui re 1 by gr'.,rif orograrti, whibneutr IA, Ant& then, transfer tb Washington St00000te Att:h iwes for aporgis4 I a00 d seled i VP IV tent ibb. 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111Y111 11111'11 ilr()(//// 1:11, 11; II,11,11111j1111 111),„„ N 1,11,1111111 .1 ) !!,!1111I,IINIII 11,11,111,y1111 il 1.11 1'c'cl,(11)1(i)illf11' 11 4111111111111d "H(11" 111, 1 111,i 1m000000000i000000000010010001101111,011„1010 yry,t ""Y1111111,1,1,1,11,111,10,0h,yyly,,,,y,,,,,y,y1,1,1,1,1,1, 0111$11111110111111111111111111111111111111111111111111111111111 11\9 111111,00,00,00/0",,,,," h",/,00 ,y111,111111 1,11, INyy,I1,11y y 1111 1111111111111111111111 1)111111111,11y,,,,,,y,y1111 II 1111,1111,1, 1111111101101010101011111111111 , 1111 yol1 .1111111 O000/ ,1111 1 I 11;11/ 1111 1,1ft 11 • \1),1i11\''''t'111" 14'1 1' • 0,1 „ 111, 1111111111.101,,,,yydy,,,,,d4gy! 101 00,h000(0000r0.„ 1111"11 hl'cl11111"„01101 001100 11111111111, hhhhh„,..)„1)dh111.„11khhhh..„,„:„ '110: 00 1111 1 111111 1101 011 /111 1111 1;•1 '0,111'111111,„„,/,, 11,11,1111111)11111.11,..1fly., ,11 '1111111111'o' 01Io 111111111 11111111111111 h''„hi''hh'„h'hh„,„„hh.,:„:„„hohh 11,11,0110111111 1 1 1 m11111111100 ""„ololoomoom 1111111 11111 1.111.1.1,1.1.1,11 0,0011111001101'001111'j1):JI'l!'1!1:11!1°11'''''°°111' 1111111111111111111101101111010111P111\01011101011110.1110111111111„11010001111011 1111111110111010111101110010100101111111110 o1111111h1111111111110o11111111111111110010,1111011 ........... „h„h„! 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VIS 000000 loll000vvv00000poolhoop000llholooloolov 0001101111111111111110011 hun4mNr; Ia„Ilolo � f pIII uVIIN I I II uiiiil �I 1111114' u�lONl 111111111 mINN u �� I al��l!U!!ppiiiiipl''1�,1, Ilh �Ir',III ii II )(�Illllllllllllllllllr, 10'111111111111m I �lllllllllllllllllll uuuuu a uuu d'1N � 111111110,1114. 11 ppIti 1u1 N"r° " P1' 01101!„,11a Me I II I �I, S 11�I�llJ/�ulluuulirl, IiIII1111111111111111111hlm'II 11111111111111111111 wm Im W luuwl�'mw, 4p11 @(I o1'�,I r.111111111111111111111111111 lui 111dYllllllu III, 1[1,111[1,:,11„, Illww,[[ ,"IIIA IIII 1 111 Id'm1,1,1,M IOWIONNOIIIIII100111: u1111,11111,11,1,11,11,[11,1[1,[1,[1,11,11,1[1,11,111"44MUNu o0001uuIWu'"1I NUIm01130VIOW .1".,,,[„111111,11[111.1111,111,1%[(11 �'»uI iMllvr1wl« ey[d,[1„,r 111° INrnPI vMlcvllw"v 11 r h1[11N[1ii9d' 1133,1Im31110 . a f 1 . uewmxwr�l ��' h1M "✓vm ilin,ul� � i•"'�1 Y0 ul'.ItlU',i.PM �I,�,II�il. wa POI pd 1I iric4i0 l w h'01"Y m Po 1111M1 iliur,h IVlul"la, aM1Y ro� Vry 11 1 °IMI ,,„:1111,1[1„,JVjiI 4111 uu°1 glll° i�, no fa11 r ; �; A Proper disposition of records allows us: • To track which records have been stored, destroyed, or turned over to the State • To provide documentation of how and when a record was destroyed in the event of a public records request or lawsuit All public records shall be and remain the property of the state of Washington. They shall be delivered by outgoing officials and employees to their successors and shall be preserved, stored, transferred, destroyed or disposed of, and otherwise managed, only in accordance with the provisions of RCW Chapter 40.14. JK v Bellevue School District (December 6, 2021) School District failed to preserve surveillance video recordings of alleged sexual assault • Records retention case, not a PRA case but speaks to the importance of preserving records in existence at the time of the request • Records must be preserved once there is a legal obligation including disabling automatic records destruction/overwrite processes • IT Staff and records custodians should be familiar with and plan for retaining records 0) WASHINGTON Secretary of State Washington ',Titate Archives Local Government Common Records Retention Schedule (CORE) Version 4.2 (August 2021) 1.5 CONTRACTS/AGREEMENTS The activity of managing contracts and agreements entered Into h the local ,government agency and processes invoked in the development of SUCh contracts and agreements, Disposmo AUTHORITY NUMBER MANI DESRIPTIO,QF RETENTION AND D ° SIITION ACTIO DESIGNATION GS50-05A-10 Franchise Requests — Granted by Agency Rev, 1 Records relating, to franchise agreements granted by the local government agency allowing t e use of public streets, bridges or other public ways, structures or places above or below e surface of the ground, for the provision of public services (such as utilities (gas, electricity, water, sewer, etc.], railroads, telecommunications, and other activities) in accordance with RCA' 35A,47.040 and/or RON 80,32.010. Includes review, development, negotiations, final agreement, and relate communications. Excluies franchises granted to the agency„ which are covered by GS2011-169. 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Perrnits D D CD P 11711bIII'ng - Gas PermIIIts, arming Land Use Permits D CD PA s III a ea us Perim Its DCID Mac henicsIll Permits DCD DOD act rice 3L nif idrg Per111711t.:S. 0 D mart Permits (W SOAhcolIW aulitkeand 14111004 ' h, 1140 WWWWWWWW WwWWWWW !II US MIA] PAW, OTA,L 1111t1WAN, WA WAWA WwWw::. Wick diettOn.5 hrlider11001 the enctomR4 omimmot 4omommt ham 44mm acce04.0 tAis 51010, after ;04 1 city kitteeotoy, ce, ofuirktmormt tow' Vt Ifotaathot 0 th0t Pit 04,44.tS., pfiiiiiti*Oi to focole4 emommt adwOtt tow' c %pig Itt whim Ma40A for ytitigif holp„. Knit It eV &VI met WWww,. 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I ; a 141111 up Iv1m ura a4rl( uam ,;II III IIII IIII 11„ M1111111111 1011111111 1110, I plVl�ll l' �I I mm111 111111110 I IIS "„I'i��if91'il �1'1u 11111111111111111111111111 Illlllllllllllllllllllllllllllllll IIIIIIIIIIIIIIIIIIIIIIIIIII II1111111111 °IIIIIIIIIIIIIII 111111111111 1))1))„„..HIPM IIIIIIIiu1111 00 1411r11�r11'I') II oml a umlm)mmu 1 omm Jromll))p)1)u�iN 111111111 I If IIlYI1(i11 111,) )v, 111(1,1 ., �fl' I .1i11111Ip111110lll I Iuolllmifi'l'11 Alli 111111111111111111111111111111111111111111) IV.1141�� 11111,1))11,111VIV!1,11,11,11V11,11111111111111111 IIII 11111111111111111, � II � 1111111 t{t9 I Id��fA�H �IIIIIIIII'll{�"I�llllnllll r N Records Management: What is Tukwila doing: ❖ We have provided records orientation training sessions for City staff for the past 10 years, as well as sharing information at monthly HR orientations for new employees. ❖ New technologies mean new policies: COVID monitoring records, Voicemail messages, Recordings and Videos created and stored by staff using Teams. ❖ Project management for relocation of the Records Center, resulting in elimination of the lease for an off-site facility nn ings). ❖ Development of "Remote Work Guidelines" related to City records that were incorporated into the City's application form for employees requesting to work remotely. ❖ Collaboration on the evaluation of new technologies under consideration by the City to identify potential implications relating to how electronic records would be retained, produced, and disposed of during their lifecycle. Examples include: Office 365 platform, Microsoft Teams, SeeClickFix, and SeamlessDocs (electronic signatures). ❖ Implemented an electronic process for contracts that allows for auto fill-in and on-line submissions and routing. Developed expertise in use of the City's electronic signature software; provide on-going guidance to other City staff. ❖ Coordination with the City Attorney's Office on the status of Legal Holds and updates to the notification form. ❖ Development of resource materials and an inventory of emergency supplies, which will enable staff to better respond to a potential disaster affecting City records. 32 TO DEFEND Lft SOU'1 kECORDS RETE P.LICY.HS iN UPDATE TO IF THIS P 1 1 liiPit Kikik*NiriODV,:600ti,,$'0,,,c„,,le4,36,: 00''1'1-°' RepCtOted Lh004:41h th0 cOurtaSy 01 tho:011ieo,to Tribuno -New Volk New$ Syndieatet Inc - 'P.M... II, 'NI, Alliii*, ,ir'li Aff5. ,oirt K414LIOIN ,,,,„fil 4 41=01, Pio, CORD RTENTION 01 0.0 UPS. innanwnynim. ' • 41.'''':•••t.'.,., , ,„,,gizz,,A f=i,,,,',,, l'""'"tue..,",,,,,.L.,,,„,,,,:,,,„ 41° 141 '"'":"6!!!!!!!!KM1'"'"'"4,.-1.'!14,,,, ilvi!!..0„.............,,,:,.,:,,c„,....... , ..:. ,e7,,,.... ...., „;l,,,. ,111011111000111(11, -1 11111 11104,0114111 "The people do not yield their sovereignty to the agencies which serve them." "The people, in delegating authority, do not give public servants the right to decide what is good for the people to know and what is not good for them to know." "The people insist on remaining informed so they may retain control over the instruments they have created." RCW 42.56.030 0000000 10010110000000.0 Aunuu 601 011 111111111111111111111111111111111111111 11111111 H1111111111111111111111101, 1111111111111111111111111111111111111111111111 1 Writing "Writing" includes "handwriting, typewriting, printing, photostatting, photographing, and every other means of recording any form of communication or representation including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated." RCW42.56.010 So, "public record" is b road y e e 36 WAC 434-662-040 Agency duties and responsibilities: "Electronic records must be retained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention period. Printing and retaining a hard copy is not a substitute for the electronic version unless approved by the applicable records committee." Examples of File Properties Records Office 365_ Name tialitir „,„„, Title Enterprise Keywords 1:(2:mir „docx e „„d ,„„,„„'ith .0!!!V"IqUJ aprillicatiodm.„„„11!„D .„!,„„x„,:„1„!:.„i„„.„.!„'„„,„ u,,,,,q..!!'!H as inv„.!.!.?!.t..„„3„„darta Cancel Version History te 4,01 VersorD0os 1,0 iod ecl coi 13y S'ize cc» rr„ merits 1,...,;.215/2(.:Ill0::,„ 2 „ M .... Christy. 0' Fta herty 2374 KB 11N,Oorerwipto:yreg:ftgtr, noldtiltitif0#0201144,510VP.re,::::,10.0.1., General Securty New employee training script Feb 2011.doc Type of file: Microsoft Office Word 97 - 2003 Document Opens with: i'l„.11 Microsoft Office Word I Change... Location: HARecords Mgmt \ Training Notes Size: 150 KB (154,112 bytes) Size on disk: 152 KB (1 55,648 byted Created: Yesterday, January 31, 2011, 3:1 3:28 PM Modified: Yesterday, January 31, 2011, 4:44:52 PM Accessed: Yesterday, January 31, 2011, 4:44:51 PM Attributes: Ei Read-only LI Hidden Advanced... OK Cancel Properties Size .2,3,5 KB Title Add a “Ititle Tags Add a “Itag Categories Add a C 2.1"t eg ry Related Dates Last Modified 10/3/2016 9:27 AM Created 9/28/2016: 1143 PM Last: P tinted Related People Author Last: Modified By renda H Qt Azild an a L„rth o r 7222 ) Related Documents kr Open File Location Show )',„11 Properties arbara Saxton 38 What is Metadata? If you had two cans without labels, which would you eat? Without a label, how would you know which was tuna and which was cat food? Automated creation Creation b document author Creation b information specialist Enhancement by document author Enhancement by information specialist Metadata record T'h9Se t le Times 'C c m:F n:y 9i da I N' "s uulds I NVIfidmes I N d cc uuira I Free 'Classifieds a"t'tI ti mes. cc m -1 ii mar of ' Ill,,��ur, IIIIIIII ��IIIII d1�1111 Illlf �111111111111�111111111111��1 Quick links: Tiatifiic DUI)111I1111Il °101 I11 II IIIIIII1100111111 II IIIII11ii01111(11 Movies a"IIIII, 4"u.i IIu u4 ".4 4"wa..0 hlllll Locai News 'F Our netwoork,sites seattletimes.coom 1J lI p� / 11!1,1111000 I ll r 111111.. 1 0 ll IIIII � IIIIIIII Ili III III 1111 111111 11 0111 ill 10111111111 I VII 11010001VI II illlllllll IIII � 11 11Il r, ll f � Ul 1 �I 1 0 U �I I GI U fll 11 a„i� ll ff II IU �l� U I 1 11 I loll 1 - �( ”" u�� r «ll uff 1 I � ll�ll � 1 lull J "L r r .IIIII 111111111111111111111111111 IIIIIIIIII (IIIIIIIIIII 111111111 1141 !11111111 11111 1111111111411111111111111111 � ll1101111111111111111111111111111111 11111141 t1 IIIIIIII IIIIIIIIIIIII (IIIIIIIIIII 44titititititi llllll � , Illllll1111111111111111111 it IIIIIIII 1111111 llllllllll u �I II II ll ll1 II � 11.. 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Contact us 111111 11111111111 11101111111111 llllll Irr((�u (IJ» pr r "111,1:1„„,yJ�1 � � I ii l lili0 (ill ii'i� nit i3O E-mail article a Print 'view C1I Share E-mail metadata considered publicreco atria ilna, rduIr117einn,, ps,ucdllltl as the Ion an.n Ir��lrllll rd ap reu owrrd IIdLrJe&'ti�r By. Gene Johnson The AssocJeted Press Metadata associated with electronic documents — such as the "to" and "frorn fields in e-mails — is a public record subject to disclosure, Washington's Supreme Ceurk, ruled Thursday„„ The 6-4 ruling concerned a Shoreline resident's request under the Public Records Act for an e-mail that had been sent to the cit 's deputy mayor.. The resident received a cepy of the e-mail without the metadata and subsequently filed a request for the inforrnation.. "Metadata may contain information that relates to the conduct of 'government and is important for the public to know," Justice, Susan Owens wrote.. "It,could ,cenceivably include, information about whether a document was altered., what time a document, was created., or who sent a document, to whom.." 1111111111111,111,1111111111,11,11,11,1 1,1111 Manners Fnfea Instead ofwatchirig from the hlea.chera Mariners fans took to the field) itself at Safeco Field with a variety of activities and opportunities to meet players during the 20.1.1 Mariners FanFest. Raw audio 1 Phone dilI update from Cairo Behind! the Scenes 1 0C heeiburger photo shoot he zI u.ur jer chcol; Ben Hun teaches how 'to capation /II 0 Identifiable Public Records May 24, 2014 Attn: Human Resources I would like to know how the city handles employment discrimination claims. Please advise at your earliest convenience. ,4att Soria To: City of Tukwila Date: June 1, 2014 I would like to receive a copy of the city's policy for handling employment discrimination claims. Thank you. Paid IoNes The first request is for in 0 4, The second request is for an aT r matiiion. 101 P 0 Hu Seek clarification: Work with requestors • To provide the fullest assistance to the requestor. • Results in prompt disclosure by identifying only desired records. • Means the requestor receives and pays for only those records requested. Manage broad requests: • Work with requestors to narrow the scope. • Tell them about potential costs and deposits. • Supply records in installments Key PRA Requirements • If the City requests clarification of an unclear request in its 5 -day letter, it must also provide "to the greatest extent possible" a reasonable estimate of the time it will take the agency to respond if the request is not clarified. • If a response to a request for clarification is not received, the City shall still respond to portions of the request that are clear. • A request for "all or substantially all records" of a public agency is not a valid request for "identifiable" records under the Public Records Act. • The City may deny frequent, automatically generated "bot requests" where the City establishes that responding to the multiple requests would cause excessive interference with other essential functions of the City. • Beginning July 1, 2018, agencies with at least $100,000 of staff and legal costs associated with fulfilling records requests in the preceding fiscal year are required to report annually on several metrics to the Joint Legislative Audit and Review Committee (JLARC). 43 IIMrn FOLLOW THIS LINK TO REVIEW THE FULL PUBLIC RECORDS REQUEST POLICY PUB LIC RECORDS FORMS & CON TACT INFORM ATION For all Pubhc Records Requests, please select the appropriate form bellow. • General Requests That May Invi lye Multiple City Departments • Community Development Permit & Land Use Requests • Fire Only Requests • Police Only Requests • Municipal Court Only Requests GENERAL REQUESTS INVOLVINGMULTIPLE DEPARTMENTS General public records requests and/or those that may involve multiple City Departments: • City of Tukwila Public Records Request Form 50 itij of Tukwila Request Requestfor Public Records Name: Address• City"State/Zip Date: Home #: Fax 0 Work #: Cell 0: Email Description of record(t) requested (request must be clear and. concise to avoid delays): REQUESTOR TO READ AND SIGN The documents provided by this request will not be used for commercial purposes, or to p.i.c,,,ade access to material(s) to others for commercial purposes as prohibited by RCW 42.56 0709) Furdier, I understand I will be charged S.15 per single -sided, standard -size document (1 -112 x 11 or 8-1+2 x 1411. Donbk-sided copies ane $.30 each. The cost for oversized documents or those sent out for reproduction will be billed to the req it es Ten Contact the C in- Clerk's Office at 206 433-1800 with questions Haring lead rte above-sureed canditions,, 1 5cebi COD ePit tO each of them. Siguatme of requestor Date Please choose orae of the following options to subunit your request: -Email the completed Iranian as a PDF to TukwilaCityClerk tukwilawa -Fax the completed forna, Attention City Clerk, to 206 433-1833 -Deter the completed form in person or by mail to:: Tukwila City Clerk, 6200 Southcenter Blvd. Tukwila, WA 51188 FOR STAFF USE ONLY -- Copies of this request were provided to Name Department Date Name Department Date Name Department Date _ibove staff to respond to City Clerk's Office br: Note to responsible staff. RCW 42.56.525 regimes tin part) a WRITTEN RESPONSE within 5 ...hong days of the request. The 5 -day ride 'begins one 'business day post receipt. Upon hearingflan you, the ci.q, Clerks Office will prepare rite 5. -day Vetter; notffiffig the request. of an 3.pproximmte date records will be ready; or, if the infornution sought X, exempted riatote. Contact the City Attorney's Office with. specific questions. Day 1 Dar 2 Day 3 Day 4 Daae Response to requestm on or by General notes (a idol) reason for delay or inability to produce records C OMPLETION OF REQUEST Dore Ltoamber of Copies .Annownt pabd 1 Casio 111CheekL Receipt O'Dea v City of Tacoma • An attorney representing a City employee on administrative leave mailed 2 public records requests to the City in March 2017. • In November 2017, the City received a lawsuit alleging failure to respond, with the copies of the requests attached as exhibits to the complaint. • The City did not respond to the requests until 9 months afterthe lawsuit was received. • The Trial Court awarded $2.6 million in PRA penalties against the City, imposing a $10 -per day, per record penalty from the time the City received the complaint to the time it started responding 9 months later. • The Court of Appeals only reversed the initial penalty when it found the overall amount was unprecedented and "manifestly unreasonable," and because there were no findings of bad faith on the part of the City. "We cannot lose sight of the fact that public records penalty awards are ultimately paid with taxpayer dollars." - Court of Appeals 45 Agency Responses to Requests Within 5 business days, the City must: 1. Make the record available for inspection or copying; OR 2. Provide an internet address and link on the agency's website to the specific records requested; OR 3. Acknowledge that the request has been received and provide a reasonable estimate of when records will be available; OR 4. Request clarification and to the greatest extent possible, provide an estimate of the time to respond if the request is not clarified; OR 5. Deny the request and provide a statutory reason as to why the request is being denied. An agency can seek clarification of a request if it is not reasonably clear, or does not request "identifiable records." —RCW 42.56.520 1k6 • • • Estimate of Time for Further Response Hactors for needing additional time may include: ✓ To get clarification if necessary. ✓ To search for records. More time may be needed if a request is large or complex. ✓ To assemble and review records. ✓ To provide notice to affected third persons/agencies if necessary. ✓ To prepare an exemption log if necessary. ✓ To perform other essential agency functions, considering agency resources including staff availability. An agency can provide an est: 71 f imme f r further resp nse. Estimate is to be oms n il e. It is good practice to briefly expim°un whymore time is needed to process a request. If challenged in court, it is an agency's burden to show why an estimate of time is reasonable. • An agency can extend the time if needed. Again, it is good practice to explain why. • If an agency can't produce all the records at once (particularly for large requests), an agency can provide records in installments. RCW 42.56.520, RCW 42.56. 120 Searches • An agency should re l: the ue reful y to understand what records are requested. ✓ Clarify the request if needed. ✓ An agency can also ask the requestor to suggest search terms. • An agency must conduct an °' rfor responsive records. ✓ Consider all formats (paper, electronic, etc.) ✓ Consider records of current staff/officials, and former staff/officials, if potentially responsive. ✓ Consider possible locations (e.g., file cabinets, agency website, audio files, etc.) • The search should be r' • The search should follow to be found. • It is a good idea to cu agency bears the u n m na b ly OU 4 CU a t u nc rm� p nive rc. rv! s. to possible locations where records are likely nt search efforts (locations, search terms used, etc.). The to show the adequacy of the search. RCW 42.56.520 48 Searching Personal Devices: "Nissen Affidavits" Isle P*e C u On August 27, 2015, the Washington Supreme Court issued a unanimous decision that held that "text messages sent and received by a public employee in the employee's official capacity are public records of the employer, even if the employee uses a private cell phone." When there is a reasonable possibility that personal accounts or devices have responsive public records: ➢ City employees, elected officials and City representatives (members of any City Board, Commission or Committee) will be required to search their personal accounts and devices. ➢ Any responsive records discovered in the search must be turned over to the City. ➢ All parties asked to conduct a search of their personal accounts or devices must sign an affidavit documenting their search, which allows the City to fulfill its responsibility for the request. 111111111111111 1j1111111l111l111l111l111l111l111l111l111l111l111l111l1l1J1 49 Exemptions • Records are presumed open. • If a record, or part of a record, is withheld from the public, the agency must cite an " as°u " in law and give a brief explanation. • Exemptions are na r row co u n� rue • The general rule is the agency withholds only the exempt information, and releases the rest. • Exemptions must be authorized in law — in the Public Records Act or other laws. RCW 42.56.2 10 50 Common Exemptions • Personal information maintained in files for employees, appointees, or elected officials of any public agency to the extent that disclosure would violate their right to privacy • Information on a child enrolled in a public or nonprofit program serving or pertaining to children, adolescents, or students, including but not limited to early learning or child care services, parks and recreation programs, youth development programs, and after-school programs • Attorney-client privileged information • Intelligence and investigative records compiled by investigative, law enforcement and penology agencies • Residential addresses and telephone numbers of utility customers • All applications for public employment including names, resumes, and other related information • Financial Information such as Credit and debit card numbers, electronic check numbers, and card expiration dates • Test questions, scoring keys, and other examination data used to administer an employment examination • Records that are relevant to a controversy to which the City is a party but which would not be available to another party under pre-trial court discovery rules Privacy • There is no general "privacy" exemption in the Public Records Act. • If privacy is an express element of another exemption, privacy is invaded only if disclosure about the person would be: 1. "Highly offensive to the reasonable person" and 2. "Not of legitimate concern to the public." This means that if information does not satisfy both these factors, it cannot be withheld as "private" information under other statutes. RCW 42.56.050 52 Fees • Agencies cannot charge fees to allow requestors to 1 • Agencies cannot charge fees for search* n eviewi n� ns p r ecords. rdcfi nrecords. • If an agency chooses not to follow the default fee structure outlined in the Public Records Act, they must calculate only the a�,�� a�� ° :� so �� o� �� r N� ��r;� ,� �� n��„�� 1�� :. r en � �� ra �,:��ver e� �� r ��r � m N n istr� H� Nva s c��:,��,�,��, that io�,�� uwi q uru� nY �x uru� � 0 D Ana i, 0°i��G a� are directly related to the actual cost of copying records (the charges must be reasonable, and documented). • Agencies can charge fees for making s of paper records (10 cents per page) or scanning paper to provide electronic copies (10 cents per page). • Agencies can charge for costs of mai li • Agencies are to make their °fie e, ch du records (postage, shipping container, etc.). lem`", available to the public. • There may be other laws, outside the Public Records Act, that permit an agency to charge fees for records. RCW 42.56.070, RCW 42.56.120, RCW 42.56.130 Penalty Factors A court must consider these non-exclusive factors in deciding whether an agency should pay a penalty: Iu Rig fa,:.cot rs (factors that can reduce a penalty): • A lack of clarity in the public records request. • The agency's prompt response or legitimate follow-up inquiry for clarification. • The agency's good faith, honest, timely, and strict compliance with all procedural requirements and exceptions. • Proper training and supervision of the agency's personnel. • The reasonableness of any explanation for noncompliance by the agency. • The helpfulness of the agency to the requestor. • The existence of agency systems to track and retrieve public records. ❑ Aggravating factors (factors that can increase a penalty): • A delayed response by the agency, especially in circumstances making time of the essence. • Lack of strict compliance by the agency with all procedural requirements and exceptions. • Lack of proper training and supervision of the agency's personnel. • Unreasonableness of any explanation for noncompliance by the agency. • Negligent, reckless, wanton, bad faith, or intentional noncompliance with the Public Records Act by the agency. • Agency dishonesty. • The public importance of the issue to which the request is related, where the importance was foreseeable to the agency. • Any actual personal economic loss to the requestor resulting from the agency's misconduct, where the loss was foreseeable to the agency. • A penalty amount necessary to deter future misconduct by the agency considering the size of the agency and the facts of the case. • The inadequacy of an agency's search for records. Yousoufian v. Sims; Neighborhood Alliance v. Spokane County 4 11111111 Judge Fines City $90560 for Pubi Violations ic Record s Act A rates /A 11::::escar ref fouser /1.8e.s.her. /,!,..Uem..1 earplauree claus7s isSe cat)/ dhegyyilty clocg..insents that ,,sJesehd hove. busy?: ure„reh /shore thee, mAir:,, years ago. VV1'fsco fr';,f,r;f1 Smffi Cities groan under weight of huge public records requests 0 BY ROLF BOOKIE rboonyynthnVympiatt,4::vm :to] AMELIA IDICKSON adkAMOVIICO6VM,747R CAM" AID ANDY HOBBS aho,S,Dr(oMee/Lorp,4,7 raw ' Port of Kingston ordered lawsuit 'qrbc:Scatttczhues Local News W.1,..„Ier of' Mew PuIlliliter Prizes Derwiartar 2E13 at .fa Withheld documents about gun buyback will cost city $38,000 oMed by Lvrni Thompson Tie oily of Seattre Mil pay $38,000 to settle a lawsuit brought by the Second Amendment Foundation over failure. to release pubillic records relating to Mayor Mike IMcGinn's January gun buyback. to pay $166K in public records King County pays Seattle Times more than Marc la 2 1 , 20'12 in ICIty $40,000 for publie records violations 2-10 II II13y jErriltta jigigt F'1..,b11131hed N/I ay 14, "::11)11. 9.13 arri Updated Ng ay -14 21114 pIrt Serious or silly, records requests cost money C.11 Tweet :2 itiAllaY, Mercer island Reporter Editor Nov 5., 2013 at 1200PM i.:rte: :v 8, 2013 at 3:1171•PM gist Dike any other public entity,. the records of the Iii,tercer island School District are to be open to the publlic. Information about individual students and other personal data is protected; but 1E:inlaid I •"""•• .................. City must pay. metadata Jeff Zalleshn 11""Teedorn of Nathan Pilling -T Published -Feb. -10, -2017- Updated. Feb. -12, -2017¶ $400,000 OK'd to settl County payout ends inquiry on nepotism Mike, Prager e records case 538,555 in public records suit over e-mail atorrnation NE.,84's July 2, 2lCY'll A town ri Washington state must pay more than half a million cloliars to resollye a seven-year lawsuit that brought electronic metadata within the scope of the state public records Davy, a trial court ruled rast week. -- • In 2017 the Port of Kingston was ordered to pay about $75,000 in penalties and about $91,000 in legal fees for failing to release requested records in a timely manner. • In 2016 the town of Mesa in Eastern Washington was assessed a $353,000 penalty (plus legal fees) for 33 separate infractions of the state records law. The penalty was later reduced to $175,000, another step in the case that began in 2003 with a request for documents related to an upswing in fines for code issues. • Mason County was penalized $320,000 in fines and legal costs in a case over a request for documents related to a highway -corrector project and sewer systems. • DSHS was ordered to pay a record judgment of $649,896 in 2011 after three records were not turned over as part of a mammoth request involving more than 5,000 documents. In a legal brief, DSHS told the court they "inadvertently missed" the tape recording in question. • A federal judge fined the City of Mercer Island $90,560 for illegally withholding several public records for a period ranging from 842 to 882 days. • In 2014, the City of Bainbridge Island paid almost $500,000 in a settlement involving work-related e-mails of Councilmembers that were stored on their personal computers. The settlement also resulted in the resignation of one Councilmember. '4� Public Records Act: ❖ The City Clerk serves as the Public Records Officer of the City. ❖ The majority of the Model Rules published by the Washington State Attorney General's Office have been incorporated into the City's policy and procedures. ❖ Many of the City's most commonly -requested records are available 24/7 in the City's on-line Digital Records Center. Formal requests received for these records can be fulfilled by sending an e-mail with a link. ❖ The GET -IT repository contains the City's building permit and land use records and new records series are added regularly (GET -IT = Government Electronic Transparency Initiative or Tukwila.) ❖ Use of a standardized log by all departments to document public records requests. The log facilitates compilation of data for calculating the metrics required in the annual JLARC report and addresses the needs of State auditors. ❖ Our former part-time Public Records Assistant researched a solution that enabled quick conversion of emails (and their attachments) to a PDF format, which greatly reduced the review time required by the City Attorney's Office. ❖ Incorporated time card codes to track staff time spent responding to requests. As reported in the Everett Herald, a February 2014 study by the Washington Coalition for Open Government found that "Of the 104 government entities surveyed, not one could point to any study or even rudimentary analysis of how much it spent providing records to the public." Tukwila was ahead of the curve in creating a means to capture this information in 2011. 57 ,d1101111110111111001111, Open Public Meetings Act (OPMA) Applies to: (1) uncy" [including:] (c) Any subagency of a public agency which is created by or pursuant to statute, ordinance, or other legislative act, including but not limited to planning commissions, library or park boards, commissions, and agencies; (2) "G xunin means the multimember board, commission, committee, council, or other policy or rule-making body of a public agency OPMA also applies to: Any committee of such public agency when: • the committee acts on behalf of the governing body, • conducts hearings, or • takes testimony or public comment RCW 42.30.020 T The purpose of the OPMA is to allow the public to view the "decision-making process." Washington State Supreme Court OPMA Does Not Apply To: ❑ Courts ❑ Legislature ❑ Agencies not defined as "public agency" in OPMA, such as agencies governed by a single individual ❑ Private organizations 'huwu nuc°uuvuu°uu s. ❑ Licensing/permitting for businesses, occupations or professions or their disciplinary proceedings (or proceedings to receive a license for a sports activity, or to operate a mechanical device or motor vehicle) ❑ Quasi-judicial matters ❑ Matters governed by the Washington Administrative Procedure Act, RCW 34.05 ❑ Collective bargaining RCW 42.30.020, RCW 42.30.140 60 Action "Action" means the transaction of the official business of the public agency and includes but is not limited to: Public testimony All deliberations Discussions Considerations Reviews Evaluations Final actions "Hi111f11111% 1tu1» u1 111111111111 111111111movooKoll,1111v,1,0111111111111,111oll 11 II 1011 1 1111111101 1111111 1111111111 1111111111 11 1 111111111111 11111 Vh° iI�q a11111111111111111111111111111111111 il 0001111111011111111111111111111111111111111111111 11111111111 The requirements of the OPMA are triggered whether or not "final" action is taken. RCW 42.30.020 III111,1M 61 Avoid an inadvertent online public meeting Quorum Action Action se of Soc • Wh soda n 411 m M ndu edia, u ctin 1.city business u „se» disc 'hers (or CI ar Iy ii dst n uish your pe fro m o i c ial City • ntire C •osiCon •on topic �L rso u fl fl IIc i sm link) vvew • Avoid a quorum of the C,ouft discusslin city busuness usin the sam soda media pLatftrm or ost 6 2 Notice Requirements (recurring meetings held according to a schedule fixed by ordinance, resolution, bylaws or other rule) Effective June 12, 2014: Governing bodies are required to make the agenda of each Regular Meeting of the governing body available on-line no later than 24 hours in advance of the published start time of the meeting. Special Meetns (a meeting that is not a Regular Meeting, called by the presiding officer or majority of the members) Written notice must be given 24 hours before the Special Meeting and must specify the date, time and place of the meeting and the business to be transacted. Emergency Special Meetings Notice is not required for a Special Meeting called to deal with an emergency: • When the emergency involves injury or damage to persons or property or the likelihood of such injury or damage • Where time requirements of notice make notice impractical and increase the likelihood of such injury or damage RCW 42.30.070, RCW 42.30.077, RCW 42.30.080 63 0) RCW 42.30.050 Interruptions—Procedure In the event that any meeting is interrupted by a group or groups of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored by the removal of individuals who are interrupting the meeting, the members of the governing body conducting the meeting may order the meeting room cleared and continue in session or may adjourn the meeting and reconvene at another location selected by majority vote of the members. In such a session, final disposition may be taken only on matters appearing on the agenda. Representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any session held pursuant to this section. Nothing in this section shall prohibit the governing body from establishing a procedure for readmitting an individual or individuals not responsible for disturbing the orderly conduct of the meeting. [1971 ex.s. c 250 § 5.] ,�"I�ViIVd4iIVlll Executive Sessions For specified purposes set out in the OPMA. Includes, for example: National security Real estate: Site selection or acquisition of real estate— • Lease or purchase , Public knowledge would likely increase price Sale or lease— , Public knowledge would likely decrease price , Final action selling or leasing public property must be taken at an open meeting Publicly bid contracts: Review negotiations on the performance of publicly bid contracts Public knowledge would likely increase costs Evaluate qualifications of an applicant for public employment Meet with legal counsel regarding enforcement actions, litigation or potential litigation Other purposes listed in RCW 42.30.110 RCW 42.30.110 65 ojohlluNmuq� RCW 42.30.120 Penalties (1) Each member of the governing body who attends a meeting of such governing body where action is taken in violation of any provision of this chapter applicable to him or her, with knowledge of the fact that the meeting is in violation thereof, shall be subject to personal liability in the form of a civil penalty in the amount of five hundred dollars for the first violation. What other consequences result from an OPMA violation? • Any action taken at meetings held in violation of the OPMA are "null and void." RCW 42.30.060. • A person who prevails against a public agency in an action in the courts alleging an OPMA violation is awarded all costs incurred, including reasonable attorney's fees. • An OPMA violation may provide a sufficient legal basis for a recall effort against a local elected official. Ihh Penalties for Violating the Open Public Meetings Act Penalties increased in 2016 by the Washington State Legislature A court can impose a $100 500 civil penalty against each member (personal liability) for a first violation, and 1,000 for each successive violation. Court will award costs and attorney fees to a successful party seeking the remedy. If the court finds that the action was frivolous and advanced without reasonable cause, it may award to the agency reasonable expenses and attorney fees. Action taken at the meeting can be declared null and void. RCW 42.30.120; RCW 42.30.060 rn 61 'Open Public Meetings Act: •• Navigated restrictions regarding the Open Public Meetings Act during the pandemic per the Governor's proclamations. •• Developed a fully digital production and delivery process for weekly agenda packets when the majority of staff in the City Clerk's Office were required to work remotely. • Agendas are posted on the City's website at least 24 hours in advance of meetings and notices are posted on-site as required for •:• •• • • •:• •:• •• • • •:• •:• Special Meetings. Audio and/or video recordings are posted to the City's website the next business day. Procedures have been formalized for override of the front door locks to ensure access [for meetings held on-site]. Upcoming Council and community events are monitored to determine if a Special Meeting notice is required. A sign is posted on the door when the governing body is in an Executive Session [for meetings held on-site]. Documentation is retained relating to all Executive Sessions (purpose, time, attendees). Training has been provided for staff who serve as liaisons to the City's Boards and Commissions. Agendas and meeting minutes for the City's Boards and Commissions have been incorporated into the City's Digital Records Center (making them available on-line). 6P Resources Records retention and destruction Washington State Archives site—Records Management: htt www.sos.wa. OV archives RecordsManaement On-line training course for public officials (Washington State Archives): htt • www.sos.wa, ov archives RecordsManaement PublicOfficialsandPublicRecords. index.html Public Records Act Washington State Attorney General's video on the Public Records Act (scroll down) http://www.atg.wa.gov/OpengovernmentTraining.aspx14.UOPQfldWqs MRSC publication: "Knowing the Territory: Basic Legal Guideline for Washington City, County and Special Purpose District Officials" htt • mrsc.or etmedia 1e641718-94a0-408b-b9d9-42b2e1d8180d Knowin -The-Territor df as x?ext=. df - Open Public Meetings Act — page 26 - Public Records — page 32 MRSC publication: "Public Records Act for Washington Cities, Counties and Special Purpose Districts" htt rsc,or etmedia 796a2402-9ad4-4bde-a221-0d6814ef6edc Public -Records -Act. d .as x?ext df Washington Coalition for Open Government—Public Records Act information http://washingtoncog.org/records-requests/pra-faqs/ Open Public Meetings Act Washington State Attorney General's video on the Open Public Meetings Act (scroll down) http://www.atg.wa.gov/OpengovernmentTraining.aspx14.UOPQfldWqs MRSC publication: "The Open Public Meetings Act: How it Applies to Washington Cities, Counties and Special Purpose Districts" htt • mrsc.or etmedia 275e74fc-9d43-4868-8987-a626ad2cea9f o en- Liblic-meetin s -act. df.as x?ext=. df MRSC website—Open Public Meetings Act information http://www.mrsc.org/subiects/legal/opma.aspx Washington Coalition for Open Government—Open Public Meetings Act information http://washingtoncog.org/open-public-meetings/opma-faqs/ 69 PUBLIC RECORDS ACT • 2014: A citizen filed a legal complaint that alleged a Puyallup City Councilmember "improperly maintained a personal website for City related communications," and "breached his lawful duties to comply with the Public Records Act" by not disclosing the records to the city. The citizen had asked the city to provide all city -related correspondence sent through the Councilmember's private e-mail address tied to that website. A Pierce County Superior Court judge ruled that the Councilmember must forfeit documents maintained through that private website. The judge also took the City of Puyallup to task, saying the public's full access to records, on any platform, must be protected. • 2014: Snohomish County agreed to pay a $575,000 settlement with Citizens for Sustainable Development to resolve a lawsuit. The group submitted more than 275 public records requests to the County Planning and Public Works Departments, the County Council, the County Executive's Office, and the Prosecuting Attorney's Office. They filed a lawsuit in 2013 accusing the County of failing to respond to four of its records requests "in a timely manner." • 2014: A court ordered the Mayor and Orange County (Florida) government to disclose IP addresses of all computers that tapped into accounts on the cloud -based, file -sharing service known as Dropbox. The County had been allowing use of the file -sharing service to let employees view and edit county documents on laptops and other mobile devices and work from home. The County has now abandoned its use of Dropbox in the wake of the court's ruling, saying disclosing IP addresses could leave the County vulnerable to hackers. • 2012: Spokane County Commissioners approved a $400,000 settlement with The Neighborhood Alliance of Spokane County. The alliance had sought public records to learn whether the son of a former Commissioner was given a job prior to a formal hiring process. The court ruled the County's search for records was inadequate, and that they had improperly rejected a request from the alliance to identify two people named on a seating chart. OPEN PUBLIC MEETINGS ACT Penalties for non-compliance: ▪ Actions null and void. Any action taken at a meeting that fails to comply with the provisions of the Open Public Meetings Act is null and void. ▪ Personal liability. Potential personal liability of $500 (first offense) for any member of a governing body who attends a meeting knowing that it violates the Open Public Meetings Act. ▪ Agency liability. Any person who prevails against an agency in any action in the courts for a violation of the Open Public Meetings Act will be awarded all costs, including attorney fees, incurred in connection with such legal action. • 2014: Vashon Park District was forced to vote on a severance agreement for a former employee for a second time. The second vote was required because the commissioners' first vote was done in a closed executive session, which is prohibited by state law. • 2012: The State Auditor's Office determined Whatcom County Councilmembers violated open meeting laws in three instances when council - members sent emails to the full council. In two cases, a councilmember responded to the whole council. Topics discussed in the emails included court funding and discussion of a public disclosure request. • 2012: A newspaper in Montpelier, Vermont, made a public records request for text messages and e-mails after witnessing several exchanges /0 between councilors during a meeting. An investigation of other requests revealed the city failed to notify the public about committee meetings.