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HomeMy WebLinkAbout068 07 CC: CA J If(O-S 1 pH/Or Coo JEFFERSON COUNTY STATE OF WASHINGTON In the Matter of Clarifying the Clerk of the Board } Duties and Establishing Policies Regarding the Business } Processes of the Commissioners' Office } RESOLUTION NO. 68-07 WHEREAS, RCW 36.32.110 authorizes County Commissioners to designate ". . . one ofthe employees to serve as clerk. . ." and the Jefferson County Commissioners designated a "Clerk of the Board" on July 20, 1981 by passage of Resolution No. 73-81; and, WHEREAS, Resolution No. 127-92 was then approved in 1992 to clarify that the duties of the Clerk of the Board to include all portions of the RCW pertaining to the Auditor serving as the Clerk of the Board; and, WHEREAS, RCW 36.22.010 and .020, as well as RCW 36.32.110 and .140 all discuss the record of proceedings of the legislative authority, however, there is an absence of guidance regarding what a Clerk of the Board in the 215t century may do in order to comply with the applicable 19th century statutes; and, WHEREAS, the Jefferson County Board of Commissioners enter the following findings: 1) The use of new technology has been a necessity in order to allow the Clerk of the Board and the staff of the County Commissioners' Office to perform the duties required in the most efficient and effective manner. 2) Technology has changed and continues to change which allows staff greater ability to perform duties in an efficient and effective manner, but also creates the need for policies and procedures that are not addressed or even considered when the RCW s were last updated. 3) Many of the terms used in various Titles of the RCW do not have one clear, unequivocal meaning and the common meaning can vary from decade to decade as new technology changes the way business is done. NOW THEREFORE BE IT RESOL VED, by the Jefferson County Board of Commissioners that the policies identified in "Attachment A" to this Resolution are hereby adopted for the conduct of business and thal~~~~ution 127-92 is hereby repealed and replaced in its entirety. 'f'(*C l) ..........". / .~. ."L~~~~.oVED AND ADOPTED this 23rd day of July ,2007 ,~ ~\\ !~ ., ~\\ ~t.: . <fl ~~'\\ ......1',) ; ~ ,11 ~/. :~4. : lr_~. <~. ;. 'c/ ( , " "fYlv , lie Matthes, CMC Deputy Clerk of the Board JEFFERSON COUNTY BO~T~S Phil2i4~, David Sullivan, Member Ct1L ATTACHMENT 'A' To Resolution No. 68-07 POLICY REGARDING BUSINESS PROCESSES Of The Board Of Jefferson County Commissioners Section 1 - Subject Section 1 - Subject A policy is to provide citizens and staff the basis for the conduct of the business of the Commissioners' Office. Section 2 - Purpose Section 2 - Purpose To clearly communicate with the public regarding the public meetings of the Board of Commissioners and the business that is brought before the Board in those meetings and how new technology will be incorporated by staff in the performance of their duties required in an efficient and effective manner. Section 3 - Affected Parties Section The County Commissioners' Office staff and the public served by the County Commissioners. Section 4- References Section 4.1 RCW References 36.22.010(6) Clerk of the Board duties as described in portions of the RCW pertaining to the Auditor serving as Clerk of the Board. 36.22.020 Publishing proceedings ofthe Board 36.32.080 Board of County Commissioners meetings 36.32.090 Board of County Commissioners special meetings 36.32.110 Clerk of the Board 36.32.135 Commissioners' official seal 36.32.140 Record of proceedings 36.72.075 Official newspaper 42.30.010 Open Public Meetings Act 42.30.060 Ordinances, rules, resolution, regulations, etc., adopted at public meetings 42.30.070 Times and places for meetings 42.30.080 Special meetings 42.56 Public Disclosure Act 4.2 Resolution No. 39-06 Records Access Policy Section 5 - Definitions Agenda The listing of business to be considered by the Board of County Commissioners for a regular or special meeting. The public document that includes: the time that certain items will be considered; the list of any correspondence received by the Board; and the calendar listing the activities of the Board members for the week. There is a "working" agenda and an "indexed" agenda. Attachment "A" to Resolution No. 68-07 Policy regarding business processes of the Board of Jefferson County Commissioners Agenda Request Form (may also be known as an Agenda Bill) A cover sheet that concisely explains an agenda item. It usually includes the following information: A description of the item, a statement of the issue(s) or explanation of what the Board of Commissioners are reviewing or being asked to approve, a brief analysis of the issue(s) the financial impact of the request (if appropriate); and the department recommendation. Clerk of the Board The employee appointed by the Board of County Commissioners to this position. Other staff of the Commissioners Office may be designated to do the duties ofthe Clerk of the Board Consent Agenda A titled section of a regular meeting agenda listing items that the Commissioners may approve with a single motion. To be considered for the Consent Agenda an item should be routine in nature, require no debate by the Board members, and no dissenting votes are expected on the items listed. County Code (also known as the Jefferson County Code or referred to as JCe) A specific compilation and ore:anization of adopted County Ordinances. Indexed Agenda The fmal version of the regular meeting agenda that includes all of the items originally listed plus any "additional" items that were added during the meeting. This agenda is prepared after the meeting. No additional business may be added to a Special meeting agenda. Legislative Authority of the The Board of County Commissioners is the legislative authority of Jefferson County County. Ordinance An ordinance is a legislative enactment that has general application within the County. Any action that imposes a tax, fee, or regulatory requirement countywide, or is required by RCW to be enacted by an Ordinance. After passage, Ordinances are compiled and published as the Jefferson County Code. Packet Copies of all documents and supporting information submitted for consideration by the Board of Commissioners at a regular or special meetings. Record of Proceedings of the The approved and adopted minutes of regular and special meetings are the Lee:islative Authority official record of proceedings of the Legislative Authority Regular Meeting The regularly scheduled (fixed) public meeting of the Board of Commissioners. Regular meetings are scheduled the first four Mondays of each month. If the regularlv scheduled meetine: falls on a holiday the meeting is held on Tuesdav. Resolution An expression of the will of the Board of Commissioners in detailed, written form or an authorization to engage in certain conduct. Special Meeting Any meeting that is not a regular meeting (not on a fixed schedule) and has a specific notice reauirement (see RCW 42.30.080.) Summary of Proceedings This is the summary done by the Clerk of the Board, or designee, the Tuesday after the regular Monday meeting. This document is also called the "Board's Official Business." Working Agenda The initial agenda produced for a meeting. This version of the agenda is drafted the Thursday before the regular Monday meeting. This is the working document used by staff to keep track of the meeting progress at any particular time, speakers names during the public comment period, and any "additional" business that was added at the meeting. It forms the basis of the "Indexed Agenda." Section 6 - Policies 6.1 Preparation Agendas for Regular and Special Meeting An agenda will be prepared for each regular and special meeting of the Board of County Commissioners. 6.1.1 The working agenda for the regular meeting will be posted on the County website and be made available to any requestor bye-mail, fax, or regular mail. 6.1.2 The working agenda for a special meeting will be provided in accordance with Attachment "A" to Resolution No. 68-07 Policy regarding business processes of the Board of Jefferson County Commissioners RCW 42.30.080 to those entities or persons entitled to advance notice of such a meeting. 6.2 Clerk of the Board Attendance at Meetings of the Board of Commissioners The Clerk of the Board, or designee, will attend the regularly scheduled Monday and any specifically scheduled Special meeting of the Board of Commissioners. 6.2.1 This does not preclude the Board of Commissioners from meeting if the Clerk of the Board, or designee, has ensured that the meeting is being recorded by the means available for that purpose and then leaves the meeting to attend to other duties. 6.2.1.1 If the Clerk of the Board, or designee, is not present when the Board of Commissioners is ready to make a formal motion, the Chair, the County Administrator, or their designee, will call the Clerk of the Board back into the meeting. 6.2.2 The recorded media for a meeting will be retained in accordance with the Washington State Record Retention schedules. 6.3 Posting the Record of Proceedings of the Legislative Authority The official record of the proceedings of the Board of County Commissioners is the approved and adopted minutes. 6.3.1 The summary of the proceedings required to be posted within 15 days after the adjournment of each regular session (RCW 36.22.020) shall be the document entitled "Board's Official Business."