HomeMy WebLinkAbout06/10/2008 07 Washington State Auditor's Performance Audit on Public Records Disclosure - Public Hearing BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
• AGENDA STATEMENT
Item No. 7
For Meeting of: June 10, 2008
ITEM TITLE: Public Hearing to consider the results of the Washington State Auditor's Office
performance audit report on providing public records to citizens
SUBMITTED BY: Dave Zabel!, Assistant City Manager
CONTACT PERSON/TELEPHONE: Deborah Moore, City Clerk, 575 -6037
Jodi Stephens, Public Records Officer, 575 -6652
SUMMARY EXPLANATION:
In November 2005, voters approved Initiative 900, giving the State Auditor's Office the
authority to conduct independent, comprehensive performance audits of government agencies
on behalf of citizens. The purpose of these audits is to ensure accountability and guarantee
that tax dollars are spent cost - effectively.
The State Auditor's Office conducted an audit of "30 Entities' Performance in Providing Public
Records to Citizens" from November 2006 through March 2008 in accordance with generally
accepted government auditing standards. The audit evaluated the operational performance of
the City of Yakima and provided the results in a report issued May, 19, 2008. Copies of the
full report are available in the City Clerk's office.
The City of Yakima received high ratings from the State Auditor's Office on 10 responses out
of 10 requests. A copy of the City's results is attached.
As directed by the State Auditor's office, each participating entity is required to hold a public
hearing within 30 days of the report's issuance, receive public testimony and publish a
summary of the public testimony on its web site after the hearing.
Resolution Ordinance Other (Specify)
Contract Mail to (name and address):
Phone:
Funding Source
APPROVED FOR SUBMITTAL:
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tY 9
STAFF RECOMMENDATION: Conduct public hearing, receive testimony and accept the
report.
BOARD /COMMISSION RECOMMENDATION:
COUNCIL ACTION:
Washington State Auditor's Office Performance Audit Report
Open Public Records Practices at 30 Government Entities — Report #1000011
About City of Yakima
The City of Yakima has a population of approximately 82,940 in Yakima County. The
City Council consists of seven elected Council Members. The Council chooses the
Mayor every two years from within its own membership.
The City's public records process is centralized. The City's Public Records Officer
is located in the City Clerk's Department. The Officer relies on the individual
departments to gather records in response to requests. The Public Records Officer
was our primary point of contact.
Conforming responses to the initial request — 10 out of 10 Requests
City of Yakima
Responsiveness to 10 Requests
Sufficient response received Re uest not received by the entity's
� q Y Y
Public Records Officer
Responsiveness — 10 Requests - Compared to Average for Cities
City of Yakima
Response time versus average for cities
(Based on response to initial request for records)
40
35
30
ro
0 25
.s 20
z 16
15
10 7 7 . 9 7 7 8 5 5 8 8 4 5 1 1 : 1 • • : 3
O
Sexual 2005 Top 5 Travel Policy Travel May 2006 Vacation Information Out of State Employee Phone
Harassment Highest Vouchers Cell Phone Records Technology Travel Recognition Directory
Policy Paid Invoice Director Job Awards
Employees Description
Request Description
Business days to obtain record • Average business days for all cities
i
115
0 1- - 1".„1
i`� t x ∎,' ",, OFFICE OF THE CITY MANAGER
('``' 129 North Second Street
4 „1 CITY HALL, Yakima Washington 98901
\, ,. ' - Phone (509) 575 -6040
0
May 1, 2008
VIA Email
Thomas Bernard, CPA
Auditor of Washington State
1616 Comwall Avenue, Suite 107
Bellingham, WA 98225
Nestor Newman, CPA, CGFM
Auditor of Washington State
1616 Cowmall Avenue, Suite 107
Bellingham, WA 98225
Dear Thomas and Nestor:
0 The City of Yakima appreciated the opportunity to be included in the State Auditor's
public records performance audit of 30 entities. We received high marks on our general
overall responsiveness to 10 out of 10 requests and would like to congratulate our
employees for their role in this accomplishment. The City approaches public records
requests with a customer service ethic. Our performance during the State Auditor's
Office audit is reflective of the commitment our staff working in this area maintains on a
daily basis.
Since issuance of the performance audit draft report, the City of Yakima has taken
additional steps to ensure consistency with the Attorney General's Model Rules and the
recommendations by the State Auditors Office.
Sincerely,
Dave ZabeIV
Assistant City Manager
II
Yakima
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