Crook County Manager Will Van Vactor presented a proposed workflow on June 18 to standardize recording, processing and posting of county board and committee meetings.

Van Vactor told commissioners the plan calls for meetings to be conducted using Zoom with cloud recordings forwarded to the county communications officer, Sarah, who would handle final processing and upload to the county website. "The goal... is that all meetings should be uploaded to the website within 5 days," Van Vactor said, adding that departments would host Zoom meetings, confirm cloud recording settings and forward the automated cloud email to communications staff.

Van Vactor said the proposal grew from a May 21 request by Commissioner Crawford and ties to the board's goals for transparency and communications. He said staff consulted IT (including Chelsea) and department heads, and that the county currently uses YouTube for board meetings while some departments use Ignite; the recommendation favored YouTube for public familiarity but final platform selection remained to be decided.

Commissioners asked practical questions about training, redundancy and security. County counsel suggested that if the workflow becomes a countywide policy, it should be incorporated into an order and returned for approval at a public meeting. Van Vactor said staff would prepare checklists, train two staff per department, and expected to trial the process in mid-July with a broader rollout by August.

No formal action was taken at the June 18 meeting; staff were directed to draft an order or policy for future board approval.