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Committee discusses public records workload and scheduling regular meetings
Summary
Members flagged ten recent public records requests and debated centralized storage options; staff noted legal limits on preserving texts and the challenge of compiling mixed-format requests. The committee agreed to use a doodle poll to set a regular monthly meeting time.
Committee members raised concerns about an increase in public records requests and whether a shared drive would streamline access to materials requested across years.
Commissioner Alex Johnson asked whether a shared drive could reduce email duplication and ease access for commissioners; Christina and Kelly explained there are legal and technical limits, especially for text messages that are difficult to capture without screenshots. "Some of the public records requests are everything, voicemails, texts, etcetera," Christina said, and Kelly has been working overtime to compile multi-year materials.
Given recurring public records workload, the committee discussed recordkeeping options but did not adopt a new system at this meeting. Members agreed to continue current practices and to consider further options with RadComp and legal counsel.
On scheduling, the committee agreed to use a Doodle poll and email availability to determine a regular monthly meeting day and time; Christina will send the poll for March and commissioners will respond by email.
Next steps: staff and RadComp to investigate feasible document centralization options and report back; commissioners to complete the Doodle poll so a standing meeting time can be set.
