Clerk, attorney review records retention, borough email use and board ethics

Borough staff used the orientation to review public-records responsibilities, the borough email policy and ethics obligations for board and commission members.

Borough attorney Jill Dolan told commissioners that records relating to borough business are public even when created on personal devices or accounts: "... even if it's on your phone," she said, describing the Public Records Act's broad coverage. Tricke and staff said the borough provides board email addresses and prefers commissioners use them to keep public‑records searches and responses straightforward.

Tricke noted specific filing and oath requirements for boards that exercise quasi‑judicial functions. Planning commissioners must take an oath of office within 30 days and file financial-disclosure forms with the Alaska Public Offices Commission; service-area commissioners that expend funds also must take an oath. Tricke urged commissioners to avoid conduct that could prompt an ethics complaint under borough Title 6 procedures.

Staff also explained records retention practice: agenda packets and audio/video recordings are retained under the borough schedule (recordings kept for 10 years; minutes are permanent records). Commissioners were advised that records requests or subpoenas can require searches of personal devices if those devices were used for borough business and that clerks prefer commissioners use borough email accounts to limit exposure of personal accounts.

The clerk's office encouraged commissioners to contact clerks or the borough attorney for guidance about disclosure, conflicts and ex‑parte contacts in quasi‑judicial matters.