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General Court Rule 31.
Memorandum of Understanding
between Jefferson County district Court
and the Board of County Commissioners on behalf of the Jefferson County
Executive Branch
The purpose of this Memorandum of Understanding (MOU) is to set forth the intent of the
parties when the Executive Branch of Jefferson County government (Executive) receives a
public records request related to Jefferson County District Court or its employees.
This MOU recognizes that the Jefferson County District Court falls within the judicial branch,
an independent branch of government, and is not included within the definition of an
"agency" under the Public Records Act, chapter 42.56 RCW (PRA).
The Executive is an "agency" under the PRA and must respond to requests for public
records. "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. RCW 42.17.020(42).
Some of District Court records are maintained exclusively by Jefferson County District Court
Other District Court records reside on Executive IT servers. The Executive is an incidental
custodian of these records and does not use them for any executive branch purpose.
There are other instances where the Executive performs administrative functions, including
but not limited to processing of payroll and benefits, facilitating telecommunications, and
using or producing records related to the Jefferson County District Court or its employees.
When the Executive receives a public records request related to the Jefferson County
District Court or its employees, the parties agree to employ the following process:
For requests for District Court records that are maintained exclusively by the District
Court happen to reside on executive branch IT servers, including telephone records,
the Executive will forward the request to the District Court and inform the requester
that a response to the request will come directly from the District Court. The request
will be provided to the Public Records Officer of the Jefferson County District Court
who will respond to the request in accordance with Court General Rule 31.1 (GR
31.1).
2. In response to requests for records relating to Jefferson County District Court or its
employees which are used by the Executive to perform administrative functions,
including but not limited to payroll and benefits administration, the recipient of the
request (whether the Court or the Executive Branch) will promptly notify and provide
a copy of the request to the Public Records Officers of both the Executive and
Jefferson County District Court. The Jefferson County District Court will respond to
the requestor and provide the Executive Public Records Officer a copy of the
response.
Jefferson County District Court
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JillVndes , Presiding Judge Da e
Attest:
Carolyn ANdry,
Deputy Clerk of the Board
Approved as to Form:
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David Alvarez,
Chief Civil Deputy Pros cuting Attorney
Board of County Commissioners
David Sullivan, Chair Date
Page 2 of 2
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Philip Morley, County Administrator
FROM: Tracie Bick -0
DATE: December 16, 2015
RE: Memorandum of Understanding between Jefferson County District
Court and The Board of County Commissioners on behalf of the
Jefferson County Executive Branch
STATEMENT OF ISSUE: - The purpose of this Memorandum of Understanding (MOU) is to
set forth the intent of the parties when the Executive Branch of Jefferson County government
(Executive) receives a public records request related to Jefferson County District Court or its
employees.
ANALYSIS: This MOU recognizes that the Jefferson County District Court falls within the
judicial branch, an independent branch of government, and is not included within the definition of
an "agency" under the Public Records Act, chapter 42.56 RCW (PRA). This MOU outlines the
responsibilities and procedures for both Jefferson County District Court and the Executive Branch
of Jefferson County when public records are requested.
FISCAL IMPACT: No fiscal impact.
RECOMMENDATION: Execute the agreement as presented.
DEPARTMENT CONTACT: Tracie Bick
REVIEWED BY:
Hip More-untyZAdrninis:0ior Date
CONTRACT REVIEW FORM �S
CONTRACT WITH: District Court and Executive Branch
CONTRACT FOR: MOU
COUNTY DEPARTMENT:
For More Information Contact:
Contact Phone #:
TERM: Effective Jan 1, 2016
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District Court
Tracie Bick
360 385 9134 unu..4) A hn9c
RETURN TO: Tracie Bick RETURN BY: ASAP JEFFERSON COUNTY
(Person in Department) (Date) PkesietJTING A170
AMOUNT:
Revenue:
Expenditure:
Matching Funds Required:
Sources(s) of Matching Funds
Step 1: REVIEW BY
Review by:
Date Reviewed:
APPROVED FORM
Comments ,1,/�, to, It
PROCESS: Exempt from Bid Process
Consultant Selection Process
Cooperative Purchase
Competitive Sealed Bid
Small Works Roster
Vendor List Bid
RFP or RFQ
Other
U Returned for revision (See Comments)
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Step 2: REVIEW BY PROSECUTIN
Review by: L�,i^
Date Reviewed:
APPROVED AS TO FO Returned for
Commen s1 CA (A! 12
Comments)
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO
RISK MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and kcopies of Contract, Review Form, and Agenda Bill to BOCC Office.
Place "Sign Here" markers on all places the BOCC needs to sign.
MUST be in BOCC Office by 5 p.m. TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)