The Port of Grays Harbor updated its policy and procedures for access to public records on Tuesday.
The changes ensure that the Port complies with state law and that Port leadership knows the proper channels to respond to requests.
“It’s a very good, comprehensive single document that outlines the procedures and policies of the Port of Grays Harbor,” Port legal counsel Art Blauvelt said. “Putting the policies and procedures into one document would better serve the Public Records Act and would be more convenient to the staff and public to review.”
A lawsuit filed against the Port in June 2014 for allegedly violating the state Public Records Act was settled for $15,000 in October. In the settlement, the Port also agreed to records management and retention training for Port personnel, and drafting improved rules and procedures for public access by Dec. 31.
“The Port affirms its commitment to offer the fullest assistance required under … the Public Records Act and will endeavor to continue and improve upon such assistance to the public,” the settlement stated.
Commission Chairman Stan Pinnick said on Tuesday that all three commissioners have completed training for public records management and retention.
The revised policy also designates the public affairs manager (currently Kayla Dunlap) as public information officer. All requests for public records would be forwarded to the officer who then would oversee compliance.
The Port also formed a records committee consisting of the executive director (or a designee), a Port commissioner (or designee) and the Port attorney.
Examples from neighboring Ports and public entities were used to draft the updated policy.
Like its neighbors, the Port will not have a single index of records.
“Because of the size of the Port, the various offices, the number of citizens, the separate databases, the separated record-keeping systems, we won’t have a single index of all documents — this is consistent with what almost every other public institution does,” Blauvelt said.
Blauvelt said the updated policy and procedures are consistent with state law.
The Port has published a standardized form for public records requests (available at the Port’s website, http://ift.tt/1DsB5LC), but the form is not required for public records access.
Commissioners unanimously approved a resolution to adopt the updated policy.
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