HomeMy WebLinkAbout010713_ra03Regular Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO
FROM:
DATE:
Board of Couuty Commissioners ~
Philip Morley, County Administrator
January 7, 2013
SUBJECT: Board of County Commissioners Correspondence
STATEMENT OF ISSUE:
Based on public comment, further clarification is needed regarding the handling of correspondence to the
Board of County Commissioners.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
In December 2009 the Boazd approved a change in how correspondence to the Commissioners was to be
handled. Specifically, the change outlined the use of a 3-ring correspondence notebook to be used for the
correspondence, and kept for public inspection on the front counter in the County Administrator's Office. A
log of the correspondence would be listed as part of the Commissioners' agenda. The log and notebook
would list or include all outside written correspondence (all forms, such as letters, memos, newsletters and
email) to two or more Commissioners, as well as official transmittals from Jefferson County branches and
departments. The intent was to provide a log of documents to the Board of County Commissioners of up blic
significance.
Many documents are submitted to the Boazd of County Commissioners' Office that are not of public
significance. To avoid cluttering the log and making the notebook unwieldy, they are not included.
Following is a list of items that aze received by the Commissioners' Office which are not listed as
correspondence on the log or included in the notebook:
- 5pam/Junk Mail
- Advertisements
- Email indicating credit card statements are available
- Puget Sound Energy Current Weather Status
- Job postings
- Applications/Resume's for employment
- Applications/Statements of interest for Boards/Commissions
- Email sent to staff s attention at the jeffbocc email address
- Internal staff email (if not an official department transmittal)
- Email read and delivery confirmation receipts
There may be other documents that are not of public significance which would also be excluded as a matter
of common sense. However, staff s goal is to err on the side of listing documents, so as to promote
transparency in government.
Regular Agenda
FISCAL IMPACT/COST BENEFIT ANALYSIS:
No fiscal impact will result from this clarification.
Staff recommends that the Commissioners clarify the handling of their correspondence.
REVIEWED BY:
/ ~~.3
Philip M rle , Coun rator Date