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City staff to compile lengthy records request from law firm; council cautioned about sharing packets
Summary
Council members were told a law firm submitted a detailed records (sunshine) request; the Chair cautioned members not to share packet materials and said centralized staff (Matthew) will compile responsive records over roughly three weeks.
The council discussed a detailed records request from a law firm and the steps staff will take to assemble the responsive materials.
The Chair described the request as "lengthy and very detailed" and urged members not to share packet materials, saying the scope of the request "makes me think something has gotten out." A staff member asked whether the request could be emailed to council members and said some responsive emails and documents had already been provided in pieces.
Staff said Matthew (the administration point person) would centralize and assemble the full set of requested records, and estimated it would take about three weeks to prepare the materials. The clerk and staff clarified that some small pieces had already been given to the requesting party and that the city is obligated to provide records responsive to the request.
Why it matters: a formal records request can trigger significant staff time to collect and review documents and may expose internal communications. The Chair’s comment that the request suggests information "gotten out" prompted staff to emphasize that their responsibility is to collate responsive records and that they do not believe staff acted improperly.
Next steps: staff will gather and deliver responsive materials and return to the council with additional items or questions as they arise. Council members asked to have the request emailed or otherwise included in packet materials for review.
