Title
Consider adopting a resolution to:
a. Approve and adopt the California Public Record Act Request Management Policy for inclusion in the Board Policy Manual; and,
b. Provide direction to staff as appropriate.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors adopt a resolution to:
a. Approve and adopt the California Public Record Act Request Management Policy for inclusion in the Board Policy Manual; and,
b. Provide direction to staff as appropriate.
SUMMARY/DISCUSSION:
The California Public Records Act (“CPRA”), codified in Government Code, section 7920.000 et seq. declares that access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person. On January 17, 2024, the County of Monterey (“County”) conducted a survey of the volume of CPRA requests it has handled since 2018 through 2023. That survey concluded the County responded to approximately 14,406 requests since 2018. Survey results further concluded County staff spent approximately 563,169 hours responding to requests since 2018, resulting in an average of 39 hours being spent on each request. The time spent on a “typical” request is estimated to be one to two hours; however, the average is skewed upward due to staff time spent on “complex” requests, which often take weeks of time by multiple County staff.
On February 5, 2024, the County implemented NextRequest, an internet-based solution to assist in the processing, tracking, managing, and coordinating CPRA requests. All County staff would benefit from a uniform policy on the handling of CPRA requests and the use of NextRequest.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed and approved this action as to form.
FINANCING:
The County Administrative Office manages the Board Policy Manual. Approval of the recommendation will not result in additional general fund contributions.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Strategic Initiative Policy Areas integrate with the Board Policy Manual Policies.
__Economic Development
X Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Shane Strong, Deputy County Counsel, Ext. 3558
Approved by: Susan K. Blitch, Acting County Counsel, Ext. 5161
Attachments:
1. Draft resolution adopting the California Public Record Act Request Management Policy.
2. The California Public Record Act Request Management Policy.
3. County of Monterey Survey: Local Public Agencies and the California Public Records Act.