Utah Admin. Code R36-1-4 - Records Management Committee Meeting Procedures

(1) Meetings shall be held at least once each quarter, as required in Subsection 63A-12-113(1)(b).

(2) A committee chair, appointed from among the committee's members, as required in Subsection 63A-12-113(1)(a), shall be elected by the committee members annually. There is no term limit for chairmanship.

(3) Each meeting shall be called to order by the committee chair and may start once a quorum of four members is present and the meeting is being recorded.

(4) Third party presentations may be permitted. Prior to the hearing, the third party shall notify State Archives support staff of intent to present.

(5) A RIM Specialist from the State Archives shall present a proposed retention schedule. The committee shall discuss the schedule and ask questions as needed.

(6) Each committee member in attendance shall vote whether or not to approve each schedule. A majority vote of members present is required for a motion to pass. If a retention schedule is not approved, a committee member shall make recommendations as to how to modify or improve the schedule for approval at the next meeting, if applicable.

(7) The committee may adjourn, reschedule, or continue a meeting on the motion of a member.

(8) The following provisions govern any meeting at which one or more members of the committee or a party appears telephonically or electronically, pursuant to Section 52-4-207.

(a) The anchor location is the physical location from which the electronic meeting originates or from which the participants are connected. The anchor location, unless otherwise designated in the notice, shall be at the offices of the Utah Division of Archives and Records Service, Salt Lake City, Utah.

(b) If one or more committee members or parties may be participating electronically or telephonically, public notices of the meeting shall so indicate. In addition, the notice shall specify the anchor location where the members of the committee not participating electronically or telephonically shall be meeting and where interested persons and the public may attend and monitor the open portions of the meeting.

(c) When notice is given of the possibility of a member of the committee appearing electronically or telephonically, any member of the committee may do so and shall be counted as present for purposes of a quorum and may fully participate and vote on any matter coming before the committee. At the commencement of the meeting, or at such time as any member of the committee initially appears electronically or telephonically, the committee chair shall identify for the record each of those who are appearing telephonically or electronically. Votes by members of the committee who are not at the physical location of the meeting shall be confirmed by the committee chair.

Notes

Utah Admin. Code R36-1-4

Adopted by Utah State Bulletin Number 2020-21, effective 10/16/2010 Adopted by Utah State Bulletin Number 2020-22, effective 10/16/2020