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RESOLUTION NO. 73-81
DESIGNATION OF CLERK OF THE BOARD
JEFFERSON COUNTY BOARD OF COMMISSIONERS/COUNCIL
WHEREAS, the recording and preparation of the proceedings of county
commissions and councils is accomplished in diverse ways among the counties
of Washington State; and,
WHEREAS, the State Auditor has previously questioned the process of
taking the minutes of county commissions and councils; and,
WHEREAS, the 1981 session of the Legislature amended RCW 36.32.110
(Chapter 240, Laws of 1981) to specifically authorize a county commission
or council to designate "...one of its employees to serve as clerk..."; and,
WHEREAS, Chapter 240, Laws of 1981 becomes effective July 26, 1981;
NOW, THEREFORE, BE IT RESOLVED, that beginning on July 26, 1981, the
clerk of the Jefferson County Board of Commissioners and/or Jefferson County
Council shall be directly employed by the Jefferson County Board of Comm-
issioners and/or Jefferson County Council; and,
BE IT FURTHER RESOLVED, that the duties of the clerk shall include:
1) Preparation of the agendas for and attendance at all meetings of
the commission/council,
2) Preparation of a record of all proceedings of the commission/
council, the original of which shall, upon approval by the
commission/council, be filed with the County Auditor and a copy
retained ìn a public file of the county commission/council.
3) Receive, date, and disburse all mail and other communications
directed to the commission/councilor any individual member,
4) File with the County Auditor all original documents presented to
the commission/council, with the action of the commission/council
thereon securely appended,
5) Any other duties as required.
DATED at Port Townsend, Washington, this ~O day of July, 1981.
BOARD OF JEFFERSON COUNTY COMMISSIONERS
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B.G. Brown, Chairman
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ATTEST:
Carroll M. Mercer, Member
VOL
7 ~AG£
02326
WHEREAS, the recording and preparation of the proceedings of county
commissions~cu--..I..J-, is accomplished in diverse ways among the counties
of Washington State; and,
WHEREAS, the State Auditor has previously questioned the process of
taking the minutes of county commissions and councils; and,
WHEREAS, the 1981 session of the Legislature amended RCW 36.32.110
(Chapter 240, Laws of 1981) to specifically authorize a county commission
or council to designate "...one of its employees to serve as clerk...";
and,
WHEREAS, Chapter 240, Laws of 1981 becomes effective July 26, 1981;
NOW, THEREFORE, BE IT RESOLVED, that beginning on
1981, the clerk of the county d~~:i&&ion/c:ouncil
shall be directly employed by and ~ "at~~ 'y1....<"M~e()£ the c'bmm.issionf,
council; and,
BE IT FURTHER RESOLVED, that the duties of the clerk shall include:
1) Preparation of the agendas for and attendance at all meetings of
the commission/council,
2) Preparation of a record of all proceedings of the commission/
council, the original of which shall, upon approval by the
commission/council, be filed with the County Auditor and a copy
retained in a public file of the county commission/council.
3) Receive, date, and disburse all mail and other co~unications
directed to the commission/councilor any individual member,
4) File with the County Auditor all original documents presented to
the commission/council, with the action of the commission/
council thereon securely appended,
5) Any other duties as required.
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"\tV ashington State Association
of Ciounties
AREA CODE 206
TELEPHONE 491-7100
6730 MARTIN WAY N.E.
OLYMPIA, WASHINGTON 98506
July 17, 1981
TO:
All Chairpersons, Board of County Commissions/Councils,
and County Executives
FROM:
Gary D. Lowe, Assistant Executive Director
Attached is a draft resolution implementing SB 4319 (Chapter 240, Laws of
1981) to allow those boards and councils which choose to do so to provide
for their own clerk.
While the specific parts are quite clear, an explanation of some of the
underlying reasoning might be in order:
1) Security of official records.
So that there be no confusion as to responsibility for security and
location of official county commission or council records, all approved
originals should be filed with the county auditor. This should apply
to the minutes and any other document upon which the commission/council
acts.
2) Continuity of official records.
The sequence of official documents and their location--all being kept
in the same place--is important to the citizenry, the press, and others
(such as state and federal examiners). Copies in the commission/council
offices are convenient for many purposes, but future records should be
stored with and in the same manner as those of the past.
3) The County Seal
36.22.020 clearly puts the county seal in the control of the county
auditor. If, as this resolution suggests, all originals are filed with
the county auditor, there should be no problem with the seal remaining
with the auditor.
4) Commission/Council.
Record keeping has been an issue in at least one home rule county.
Please strike the inappropriate term if this resolution is utilized.
Each of the specific duties is based on suggestions from several sources.
The list is certainly not comprehensive, or it may be longer than need be.
It is designed to provide a clear line between the duties of the auditor and
the clerk of the board. In rewriting the resolution, care should be exercised
to maintain the clear demarcation.
A copy of SB 4319 is also enclosed.
As always, if you have any questions, please call.
GDL:smh
Enclosures