KING COUNTY BOARD OF ETHICS MEETING NOTICE

When:
Monday, November 19, 2007, 9:30 a.m.

Where:
The Chinook Building
401 Fifth Avenue
1st floor, conference room 118
Seattle, WA 98104

AGENDA

1. Approval of Agenda

2. Approval of Meeting Minutes of October 1, 2007

3. Board of Ethics Appointments. Guest Anne Watanabe

4. Acceptable Use of Information Technology Assets Policy. Review

5. Policies and Procedures Related to the Board of Ethics and Ethics Staff. Review

6. Multi-Lateral Statement of Principles. Review

7. Staff Report.

• Staff informational response summary
• Board of Ethics office staff
• Flood Control Zone District Advisory Committee

8. Board Activities. Meetings and reception

Upon advance request, reasonable accommodations for people with disabilities
are available by calling 206-296-1586 or TTY Relay: 771

ALTERNATE FORMATS AVAILABLE

Minutes of the November 19, 2007,
of the King County Board of Ethics

The November 19, 2007, of the King County Board of Ethics was called to order by Chair Price Spratlen at 9:30 a.m. Board members in attendance were:

Lois Price Spratlen, Ph.D., Chair
Roland H. Carlson
Margaret T. Gordon, Ph.D.
Rev. Paul Pruitt

Others in attendance:
Catherine A. Clemens, Executive Director, Board of Ethics
Alan Abrams, Senior Deputy Prosecuting Attorney and Board Counsel
Patti Cole-Tindall, HR Service Delivery / Labor Relations Manager, OIRM
Ralph Johnson, Chief Information Security & Privacy Officer, OIRM
Susan Slonecker, Supervising Attorney, Civil Employment, Civil Division, PAO
Anne Watanabe, King County citizen

Attendees introduced themselves.

1. Approval of Agenda. With the addition of agenda item # 8, Board Activities, Mr. Carlson moved and Rev. Pruitt seconded that the board approve the proposed agenda. The board unanimously adopted the motion.

Dr. Gordon arrived at 9:35 a.m.

2. Approval of Meeting Minutes of October 1, 2007. Rev. Pruitt moved and Mr. Carlson seconded that the board approve the October 1, 2007, meeting minutes. The board unanimously adopted the motion and the minutes were approved.

Ms. Clemens announced that Ms. Watanabe had been delayed; the chair moved to agenda item #4.

4. Acceptable Use of Information Technology Assets Policy. Ms. Clemens briefed the board. During previous meetings of the Board of Ethics, members have considered new policy on acceptable use of IT assets drafted by the Office of Information Management and supported and advised by the Prosecuting Attorney’s office staff. The executive director and board counsel for the Board of Ethics have assisted in that effort by providing feedback and suggestions and by bringing the matter to the attention of the board. Board members are now asked to review for discussion materials including 1) draft of the Acceptable Use of Information Technology Assets Policy, Guidelines and FAQs; 2) comparable jurisdictions matrix showing the differences and commonalities among the city, state and county to the proposed policies; and 3) King County Advisory Opinions 1106 and 1164. In addition, the board is asked to comment on acceptable policies for county employees and to consider issuing a new advisory opinion related to use of county resources. Upon question by Mr. Carlson, Mr. Johnson stated that the reason for the policy is to: 1) clearly delineate assets belonging to King County; 2) describe allowable and prohibited use for employees and managers; 3) ensure employees understand that they may expect no right to privacy when using county assets; 4) that King County has the right to inspect county owned computers; and 5) create notification of policy banners to be placed on and around county assets on acceptable use. Ms. Cole-Tindall noted that it would also ensure more consistency of use in which labor has a vested interest. The FAQs would be a part of that information and training. Ms. Slonecker supported that notion and stated that each department would then have consistent rules needed for better notification should disciplinary action arise. Discussion followed regarding the right to inspect IT equipment and requirements of notification and the ability of the county to hold employees accountable for use of county equipment. Dr. Gordon asked about greatest concerns regarding personal use of computers. Ms. Slonecker stated that the goal of the policy is to allow de minimis use and define explicit prohibitions; it would expand upon permissible use and focus on use that is brief and infrequent, giving a set of rules that managers could reasonably use. She noted that the best analogy would be how the telephone is currently used. Mr. Carlson emphasized that supervisors would and should have the responsibility to manage and monitor their employees. Ms. Slonecker stated that the policy is something that must be bargained with the union since it involves ‘working conditions’; negotiations are still under way. Upon question by Chair Price Spratlen, guests stated they would like the board to consider issuing an updated advisory opinion related to the policy and the board agreed. The ethics director and board counsel will work with the OIRM group for that outcome.

Ms. Slonecker, Mr. Johnson and Ms. Cole-Tindall left the meeting at 10:09 a.m.

Ms. Clemens informed the board of related policies at the City of Seattle and State of Washington and discussion followed.

5. Policies and Procedures Related to the Board of Ethics and Ethics Staff. Under the director and CAO, the Department of Executive Services has drafted policies and procedures related to nominations and appointments to the Board of Ethics, and to hiring, evaluation and termination of ethics staff. Chair Price Spratlen has reviewed and made comments previously. This document has been written in order to standardize and clarify these policies and procedures for the future. The director seeks review and comment by all board members prior to finalizing. The board then reviewed and discussed; with one minor change, Mr. Carlson moved and Rev. Pruitt seconded that the board approve the policies and procedures as written. The motion passed unanimously.

Ms. Watanabe arrived at 10:26 a.m. and all attendees introduced themselves. The meeting returned to agenda item #3.

3. Board of Ethics Appointments. The board members and Ms. Watanabe shared information and discussed the board’s overall mission and current initiatives. Following discussion, the board members thanked Ms. Watanabe for attending the meeting.

Ms. Watanabe left the meeting at 10:35 a.m.

6. Multi-Lateral Statement of Principles. Chair Price-Spratlen stated her goal of having 50% of all counties signing onto the statement of principles by June and the importance of going forward at this time. She asked the board to give this priority. Mr. Carlson suggested contacting the Washington State attorney general for his backing and possible sponsorship of supporting legislation. The board discussed strategies to reach the goals. Mr. Carlson suggested working with the associations; Dr. Gordon stated that it would be a long-term process. The chair and Dr. Gordon will meet with the chair and executive to assess his support; Mr. Carlson volunteered to meet with Chair Price Spratlen and AG Rob McKenna; the chair will schedule a meeting with Council member Jane Hague. Chair Price Spratlen wishes to hold a signing celebration on June 4, 2008.

7 Staff Report. Staff informational response summary. The executive director issued 17 written staff informational responses (SIR) between September 25 and November 8, 2007, as requested by employees and elected officials of King County. Ethics issues addressed by the responses include: outside employment, attendance at event with gifts, acceptance of gifts or services (3), use of mail services for personal mail (5), solicitation of consultants for retirement party, use of county resources (2), citizen concerns referred to other (2), surplus purchase by employee, and conflict with official position regarding former employer. Board of Ethics office staff. Ms. Clemens informed the board that administrative specialist Viviane Diaz has taken another full-time position within the county; Peter Toliver, who has worked as financial disclosure coordinator on four previous occasions, will staff that interim position for the 2008 program. Flood Control Zone District Advisory Committee. Ms. Clemens informed the board that no action is needed at this time because new discussions will be held within the next week. She will provide a status update at the next meeting.

8. Board Activities. The board reviewed the meeting schedule beginning in December 17, 2007, through 2008. It was determined that future meetings will be held at 9:30 a.m., and that the annual retreat will be held in the Chinook Building conference rooms. The date of the retreat will be Tuesday, January 22, 2008. Ms. Clemens will again send a list of future dates via email to members and members will advice Ms. Clemens if they will attend the December and January meetings. Ms. Clemens also reminded board members of the board and commission recognition reception hosted by the County Council on December 3, 2007, 5:30 – 7:30 p.m., Marion Oliver McCaw Hall, Grand Lobby, 321 Mercer Street, Seattle.

Rev. Pruitt moved and Mr. Carlson seconded the motion to adjourn the meeting. The board unanimously approved the motion and the meeting was adjourned at 11:15 a.m.

Approved this ­­17th day of December, 2007, by the King County Board of Ethics.

Signed for the Board:__________________________________________________
Dr. Lois Price Spratlen, Chair