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County staff propose centralized public‑records custodian and objective fee‑waiver checklist
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Summary
Staff and outside counsel presented a draft public records request policy that centralizes a records custodian in administration, clarifies timelines and fees, and introduces a standardized fee‑waiver evaluation form to document discretionary decisions; board directed staff to continue edits and return next week.
Crook County staff and outside counsel reviewed a proposed update to the county’s public records request policy on April 8, describing a shift to a centralized administrative records custodian and a more structured fee‑waiver process.
Commissioner Will Van Bactor and outside counsel Laura West Meyer said the draft (updating the 2017 policy) clarifies timelines consistent with statutory requirements, defines a cost‑recovery fee schedule, and introduces forms — including a fee‑waiver evaluation checklist — that require documented findings when a waiver is granted or denied. Laura said creating a record of the factors used in discretionary fee decisions helps protect the county in case law and provides transparency.
Staff said the proposed records custodian would be a delegated administrative role (the current contact is Brianna), with training expectations and a procedure to funnel potentially sensitive requests to legal counsel for redaction decisions. The policy also contemplates fee waivers being handled administratively rather than requiring board action in every case, though the board can still review requests.
Commissioners and counsel agreed that staff should incorporate comments from county counsel and return the draft, with clarifying edits, for public discussion at next week’s meeting.
