A. The minutes of all regular and special meetings, except executive sessions, shall be promptly recorded and available for public inspection. It is the responsibility of the individual board, or staff if assigned, to record and maintain minutes for all meetings. Minutes shall be approved by the board and posted on the City’s website.

B. Board members shall use City-issued email addresses to conduct City business. City-issued email accounts must not be used for personal or political communications nor linked to a personal account. City emails will be archived and retained per the City’s records management practices.

C. All records used or created by board members in the course of their City-related work are subject to Washington State records retention laws and disclosure under the Public Records Act. The recorded activity of the board, such as minutes, reports and correspondence, are public records. Communications between members, to community members, officials and staff are public records as well. If any records are created or used outside of City systems, board members shall provide a copy to their staff liaison for inclusion in the public record, even those made on members’ personal computers, phones or other personal devices. Exemptions to disclosure are very limited and are specifically identified in statute.

D. At the end of a board member’s term, the member shall ensure that all City records are either in City systems or have been provided to the staff liaison and shall provide written acknowledgement that the foregoing has been completed. (Ord. 3115 § 2, 2023).