2.20.160 Records.
Records of Tribal Council meetings, including agendas, approved minutes; motions, adopted resolutions and adopted ordinances shall be kept as set out in this section.
(1) Agendas and Minutes File. Agendas and minutes, as approved, of all Tribal Council meetings shall be compiled in chronological order. Files shall be maintained on an annual calendar year basis.
(2) Motions. All motions presented before the Tribal Council shall be recorded in the minutes.
(3) Resolutions. Resolutions shall be organized by chronological order and searchable by subject heading.
(a) Chronological File. The original of each resolution passed by the Tribal Council shall be compiled in chronological order in a Resolution Chronological File. The Tribal Secretary shall assign a resolution number to each resolution upon its passage by the Tribal Council. The number shall identify the fiscal year, month, and the appropriate chronological order of the resolution. (For example, the first resolution passed in Fiscal Year 1996 would be assigned the number 96-01-01.)
(b) Resolution Subject Tag. The Tribal Secretary shall assign a subject heading tag to each resolution upon its passage by the Tribal Council. (For example, “Personnel,” “Housing Improvement Program,” “Election of Officers,” etc.)
(c) Database. A chronological and subject tag searchable database shall be maintained for all Tribal Council resolutions.
(4) Ordinances. Ordinances shall be compiled in title, chapter, and section headings; prior versions will be retained separately. Ordinances shall also be available as a whole, via Code Publishing, or in a format to be decided by the Tribal Council.
(5) Location of Files. The original of all the files described in this section shall be kept in the Samish records management system. The tribal citizen website will have resolutions, minutes, and other official approved documents available for citizen viewing. Ordinances and policies adopted by Council are retained on the Code Publishing website. A reasonable fee may be charged for reproduction costs. [Res. 2021-05-011, 2021.]