ARCHIVES OVERSIGHT COMMITTEE

MARCH 25, 2004

WASHINGTON COUNTIES BUILDING, OLYMPIA, WA

Minutes

CALL TO ORDER

Chair Bob Terwilliger, Snohomish County Auditor, called the meeting to order at 1:00 p.m. and asked that each representative introduce themselves.

THOSE ATTENDING:

Chair Bob Terwilliger Chelan County Clerk Siri Woods

Lewis County Assessor Dianne Dorey Cowlitz Co. Treasurer Judy Ainslie

Franklin Co. Clerk Mike Killian Pacific Co. Treasurer Tracy Shawa

Roger Ferris, Fire Commissioners Sheryle Wyatt, City Clerk, Tumwater

Carol Schenk, City of Shoreline Victoria Lincoln, Assn. of WA Cities

Jeanette Ludka, Port of Ridgefield Jerry Handfield, State Archivist

Diana Bradrick, Dep. State Archivist Dan Speigle, Sec. of State’s Office

Greg Mennegar, Imaging Manager Debbie Wilke, WACO Exec. Director

GRANT PROGRAM:

Jerry Handfield reported on the local government records grant program and noted that there is a reserve of $4,673,000 in the local government archives account that is not appropriated. During the last year there were 65 requests for over $1 million. Budget requests by state agencies are due August 17. Before that date, Bob suggested that Sherry Bays of the Archives head a committee of 4 -5 members and develop criteria and specifications for the next round of grant requests. They should report back to the entire group at Bellingham during the county auditors’ conference and outline how the grant monies of up to $1 million per biennium be administered when they become available in July, 2005. FTE requirements should also be suggested along with an accounting of where the money goes. Abbreviated applications and forms should be developed for smaller project requests of under a certain amount and a second format for large scale projects.

Action: Sherry Bays will be contacted by Jerry Handfield and asked to activate a committee of her and Tracy Shawa, a representative from the fire districts, Siri Woods and/or Bob Terwilliger.

WACO and AWC will develop draft legislation to make the local government funds non-appropriated by the legislature and authorized by the Office of Financial Management (OFM).

LEGISLATIVE SESSION:

Diana reported that during the legislative session she monitored two privacy bills for potential impact to the archives. They failed. The Governor did sign a bill that requires just the last four digits of social security numbers on insurance documents.

Bob suggested that San Juan Prosecutor Randy Gaylord call Jerry Handfield regarding public records training the prosecutors will be conducting.

Diana presented budget documents for the group showing the level of support locally collected funds provide to regional archives (80%), records management (40%), and for security microfilm (80%). The Archives will request an FTE for training and more records management. Diana also requested that any requests or suggestions for expanded or new programs be given to her before decision packages are due at the state. June is still time.

NEXT MEETING:

The next meeting will be held at the regional archives in Bellingham on Monday, June 14, 2004 from 10:00 am to 2:00 p.m... WACO will arrange that lunch can be delivered.

The meeting adjourned at 3:05 p.m.

Prepared by Debbie Wilke, WACO