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Update regarding implementation of recommendation pursuant to the Grand Jury Report "A Delicate Balance between Knowledge and Power: Government Transparency and the Public's Right to Know" (Rosa Govea Acosta, City Clerk)
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RECOMMENDATION
Recommendation
It is recommended that the City Council receive an informational update on records management practice, as the final task to close out requests of the Grand Jury Report entitled, "A Delicate Balance between Knowledge and Power: Government Transparency and the Public's Right to Know."
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BACKGROUND/DISCUSSION
On October 26, 2022, the City Council received a report and approved the City Clerk's response to the Grand Jury Report "A Delicate Balance between Knowledge and Power: Government Transparency and the Public's Right to Know". The report detailed issues with how cities in San Mateo County meet the requirements of inspection or disclosure of governmental records as required by the California Public Records Act (PRA). The City was asked to respond to one finding (F2) and one recommendation (R4) of the Grand Jury report as noted below (Attachment B).
The Grand Jury's findings were as follows:
F2. The city uses a commercially available software application that includes a web portal enabling the public to easily request records and track their disposition.
Response: The City agreed with this finding. The City utilizes GovQA, public records request software, as its public records request portal. Members of the public can submit a request via the portal, the portal automatically acknowledges and provides an update on the request within ten days. The portal is accessible on the City Clerk's webpage.
The Grand Jury's recommendations were as follows:
R4. By June 30, 2023, the city council should direct city staff to review and consider adopting a records management practice analogous to the City of San Mateo's "Records Cleanup Day."
Response: The recommendation refers to the City of San Mat...
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