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Lacey Library Board discusses shifting official minute-taking to staff, plans formal bylaw language in January
Summary
Board members debated whether city staff should take official meeting minutes instead of board officers. City staff noted written minutes are the official record under OPMA and offered to draft proposed officer-description language for the board to consider in January.
At the Oct. 16 Lacey Library Board meeting, members discussed shifting the board’s official minute-taking duties from the volunteer officer (vice chair/secretary) to city staff. A board member said having both written minutes and recorded video can be redundant and suggested staff take minutes for access reasons.
A city staff member explained that written minutes are the official record required under the Open Public Meetings Act and are prepared to meet accessibility requirements; recordings are an additional accessibility tool but are not a substitute for the written record. The staff member said technical failures with recordings can occur, which is why keeping written minutes is important.
Board members agreed the change could streamline work. City staff offered to draft proposed language revising the officer description to reflect staff-led minute-taking. The board agreed to review formal proposed language at the January meeting when the board elects officers; staff said the change could be implemented at that time if the board approves it.
No formal vote was taken at the Oct. 16 meeting; staff will present proposed bylaw/officer-description language in January for the board to consider.
