Orientation review: commissioners reminded of Open Public Meetings Act, public‑record rules and use of city iPads

City staff delivered an orientation to the Sustainability Commission covering the role of commissions, the Open Public Meetings Act (OPMA), public‑records rules and basic operational expectations for commissioners.

Rachel, a city staff member, reminded commissioners that boards and commissions are advisory to the city council and city manager and do not have budgetary authority or the power to direct staff. She summarized the city’s structure and explained that many municipal services (for Sammamish) are contracted, including legal counsel and public safety services delivered via partner agencies.

Rachel emphasized Washington’s strong open‑meetings and public‑records laws and warned that routine communications can trigger public‑meeting or public‑records requirements. She said an email string or a “reply all” can become a meeting and advised commissioners not to use private email for commission business. "Anything's a public record," she said, describing transitory versus retained records and recommending commissioners use the city‑issued iPads to separate commission work from private communications.

She also reviewed quorum requirements for the seven voting commissioners (four constitutes a quorum for action), remote participation rules and the penalties for violating OPMA, and encouraged commissioners to come prepared and participate as community ambassadors for the Climate Action Plan. Rachel and staff said the clerk’s office will provide forms for departing commissioners to confirm they have returned or do not possess commission records.

Ending: Staff said the orientation is repeated periodically and invited commissioners to ask Rose or Rachel for guidance on records or OPMA questions between meetings.