HomeMy WebLinkAbout01/04/2022 06.C. Resolution authorizing and supporting the use of electronic documents and signatures in the conduct of City business 1
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.C.
For Meeting of: January 4, 2022
ITEM TITLE: Resolution authorizing and supporting the use of electronic
documents and signatures in the conduct of City business
SUBMITTED BY: Sonya Claar Tee, City Clerk
Sara Watkins, City Attorney
SUMMARY EXPLANATION:
State law allows jurisdictions to utilize electronic documents and electronic signatures in the
conduct of business. This resolution authorizes the city to utilize electronic documents and
signatures in City business where it is deemed appropriate and where it is legal. The resolution
also directs staff to create administrative policies and rules regarding the use of electronic
documents and signatures for city business.
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt resolution.
ATTACHMENTS:
Description Upload Date Type
D 12/27/2021 Corer Memo
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RESOLUTION NO. R-2022-
A RESOLUTION authorizing and supporting the use of electronic documents and signatures
in the conduct of City business.
WHEREAS, conducting City business electronically improves resident access to
records and services and the ability to participate in governmental affairs; and
WHEREAS, providing residents and contracting parties the ability to conduct
business with the City electronically makes the City more accessible, effective and
efficient; and
WHEREAS, cost savings can be realized with the decreased use of paper and
associated equipment and increased use of electronic documents and signatures; and
WHEREAS, in 2020, the Washington State Legislature enacted RCW 1.80, the
Uniform Electronic Transactions Act (UETA), which allows for government agencies to
accept and distribute electronic records, defines what an electronic record is, and requires
government agencies to determine whether and to what extent a city will send and accept
electronic records and signatures; and
WHEREAS, the City will still need to use paper and affixed by hand signatures for
specific documents as required by law, as well as documents that must be notarized; and
WHEREAS, the City Council of the City of Yakima finds that it is in the best
interest of the City and its residents to authorize and support the use of electronic
documents and signatures throughout the City and as allowed by law and formulate
policies associated with the use of electronic documents and signatures; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
Section 1: Recitals Incorporated. The recitals set forth above are fully incorporated into
this Resolution.
Section 2: Authorization of Electronic Records and Electronic Signatures. The City Council
hereby authorizes the use, creation, and acceptance of electronic records and electronic
signatures to the fullest extent allowed by state and/or federal law, subject to policies,
applicable rules, and regulations as authorized by this resolution or otherwise existing.
Section 3: Validity of Electronic Signatures. The City Council recognizes that whenever
the use of a written, affixed by hand signatures created when a person physically marks a
document with the intent to sign the record is authorized or required, an electronic signature
may be used with the same force and effect, except as otherwise required by law.
Section 4: Technology Neutrality. The Mayor and Assistant Mayor, and the City Manager
and their designees are authorized to use any technological platform to affix electronic
signatures to electronic records, provided that the electronic records can be printed or
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stored by any recipient. However, the City may, for purposes of its own documents and
signatures, contract with an electronic document and signature provider or vender, to affix
electronic signatures and/or create electronic documents for the City of Yakima.
Section 5: Administrative Policies. The City Council hereby authorizes the City Manager,
or their designee, to establish policy and create reasonable rules and regulations regarding
electronic records and electronic signatures. Such rules and regulations, giving due
consideration to security, shall govern, at a minimum, those matters found in RCW
1.80.170. Administrative policies shall be approved and adopted to implement the use of
electronic signatures and records consistent with this Resolution and RCW 1.80., et.seq.
(and as amended in the future).
Section 6: Effective Date. This Resolution shall take effect and be in force immediately
upon its passage.
ADOPTED BY THE CITY COUNCIL this day of , 2022.
, Mayor
ATTEST:
Sonya Clear Tee, City Clerk