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IARA County/Local Records Management - Need a Commission Quorum?

Indiana Archives and Records Administration sent this bulletin at 03/29/2021 09:25 AM EDT

County/Local Records Management
402 W. Washington St. Rm W472
Indianapolis, IN 46204
e: cty@iara.in.gov | ph: 317-232-3380

Greetings County/Local Agencies and staff,

Recently, I had a secretary of a County Commission of Public Records talk to me about the trouble they are having getting their commission members to attend a meeting. I'm sure you all have had issues with scheduling and trying to get everyone together to hold the required once a year meeting too. Some of you might have additional problems getting members into the same room or even attending a virtual meeting. This email will include information and an official IARA letter to help you advise your members to uphold their Commission duties and responsibilities.

In each Indiana county, there is a County Commission of Public Records mandated by Indiana Code 5-15-6-1. Members consist of the judge of the circuit court (usually the Chairperson), the clerk of the court (usually the Secretary), the president of the board of county commissioners, the county auditor, the county recorder (sometimes the Secretary), the superintendent of schools of the school district in which the county seat is located, and the city controller of the county seat city. If there is no city controller, the clerk-treasurer of the county seat city or town has that spot on the Commission. A meeting will need a quorum of 4 members to meet. Members may send a proxy if they cannot attend themselves and virtual meetings are an approved option.

For more information on the County Commission of Public Records, see the County/Local Records Custodian Handbook, pages 27-30.

Having trouble with attendance and getting a quorum? Attached is a letter from IARA's executive director, S. Chandler Lighty, which encourages Commission members to be in compliance with the Indiana Code 5-15-6-1 and their County Commission of Public Records.

I hope this is helpful. Enjoy the coming of spring and I'll email again next week!

AMY CHRISTIANSEN JANICKI

Records Management Liaison

Indiana Archives and Records Administration

o: 812-929-3882

e: achristiansenjanicki@iara.in.gov |

w: www.in.gov/iara

a: 402 W Washington St, Room W472, Indianapolis, IN 46204

20210316133919453.pdf

This message was sent to you because you are the Secretary of your county Commission of Public Records (County Clerk or Recorder), or you are a county/local records custodian who has requested to be added to this list. If you no longer wish to receive these messages, please let us know at cty@iara.in.gov, and we'll remove you from our distribution list.