San Francisco Open government. In december this Ethics Commission held a hearing in the referral by the sunshine ordnance task force in ray heart commissioner hayon has exhibited could have recused herself in the matter rather than a fair hearing as the good golf o government guides we this facts and law commissioners hayons statements state their prejudice in part quote the issue of disclosure by the library quote unquote the belief this is something amiss with the friends and quote individuals that use this measure of requesting is a form of harassment end quote none of the issue issues had my bearing on the case before the commission that is a clearcut case and 9 to nothing by the task force and supervisor mondejar was the sublth of an i dr dragged it out for a year and two months one member of the Ethics Commission made a deal about the wasting time and energy and money but they always seem to ignore the fact it is not the person requesting the documents as wasting all the time and money that is the body it simply refuses to do after 14 months simply send a letter i dont have by responsive documents he would have done that my time he claerlt yielded the law as a member of the library he has a personal ax to grind and conflict of interest commissioner hayon requests point out to the library by the mayor and appointed to the Ethics Commission before i the mayor and she pths to cover up the wrongdoing of the Library Commission in the fact it now afs next month 4 years since this group raise millions of a year in the name of Public Library that is the department of City Government has ever reported a single thing to the Library Commission or library in other words, in excess two million plus Million Dollars passed through their hands and recorded nothing as ive described to the Library Commission the old policy you dont tell we dont ask it is wrong that a group of that i have individuals should be given a license to raise money in the name of the City Government and report to no one what we do with the money and the Library Commission sits there and does nothing to ask indefensible and the bottom line is commissioner hayon in her omi statements shows she was more interesting in covering her behind than the mayor than in participating in a fair hearing had she recused herself she should have the vote would have been 2 to whereon and is measure would have passed if you cant maintain the ethics what is the probability youll do anything with the ethics in this city. My other Public Comment. Hello my name is michael and i expect my Public Comment not to be interrupted by my commissioners i have here a copy of the First Amendment and im going to read the First Amendment because i think this body needs to be reminded of what that says congress having shall make no law were the establishment of the religion or the free exercise or abridging the freedom of speech or the press or of the press or of the right of people to peacefully assembly and petition the government for a redress of deprives those words have been seriously abridged by this body when i attempted to hold up a sign a few months ago that is the subject of a complaint before the Sunshine Ordinance Task force right now the matter is yet to be resolved the first part of the complaint process went to the Committee Level and there was a vote forwarding the complaint regarding this body interrupting my Public Comment a few months ago now to the Sunshine Ordinance Task force it will be heard at the april meeting this body has done harm to determinecy by first of all, creating our meeting quorum guidelines which out without fully agendizing it and having a full public discussion about it like Many Americans im worried the taxes from steve and President Trump and how their city hall the press as a go o bloger of longstanding as a citizen journalist i am also very worried about the lack of respect for the First Amendment by this body, and other commissions and politicians who meet in city hall as a taxpayer im funding the infrastructure that allows you to air your meetings and put this on television what you did to me a few months ago in curving my First Amendment rights is a blot of shame on the commissioners. Thank you. Thank you. Any other Public Comment. Seeing none, agenda item 3 discussion and possible action on draft minutes for the commissions february january 23, 2017, regular meeting of any commissioners . Commissioner kopp i have some changes i want to suggest and some grammatical things to correct page 2 item 4 hearing on the merit of third paragraph the gentleman recommended i ask that the words striking be substituted for the word to strike. The next photograph wells fargo the b should be capitalized the bank said substitute word it for they and at the bank is in an, an mat subject and page 5 under Public Comment instead of the words entered or the word enter substitute the word began a 10 minute substitute the word recess for break and on page 6 under 11 section paragraph side verb is omitted and the staff insert the word is under Public Comments number 12 closed session i would substitute the words government codes section 54956. 9 for brown act and then under Public Comment mr. Pilpals comment the Commission Said that there insert the verb were none this month and i have a question back on page 4 two questions under motion one 701, 2, 3 73 thats followed by Public Comment. Didnt Public Comment preseed that motion . Because it states that the motion was r was moved and seconded and passed or as that is that, maam executive director it was there is a motion that has been seconded but not passed until after Public Comment. Commissioner kopp it is 0 my belief Public Comment would have occurred before the vote as the case well correct that but go back and review the record to make sure we are not mistaken on that. And then the last paragraph on that page refers to the commission will participate in the coit San FranciscoPublic Voice Program what is coi t . It is an abbreviation for the commission on the committee for technology we can spell that out as well. Maybe you should those are Historical Documents augment ought to be understandable ill move those changes and additions. My any other commissioner has kristens your motion the adoption of the minutes as corrected by you and do i hear a second. Second. Public comment . Good afternoon david pilpal i took some time to mark up to the minutes ill provide them though the staff nonsubstantive and caught a couple of things that commissioner kopp caught but minor typos and things thank you hope that helps on the question of Public Comment, Public Comment was taken on that item prior to the vote the way the minutes read that the Commission States that made seconded and passed or failed and the Public Comment is there but perhaps could be written differently so to capture the flow but everything was done correctly thank you. All right. Any other Public Comment. Hearing none call the motion. All in favor, say i. Opposed . The minutes are approved unanimously as amended and the staff will look at the changes subject by mr. Pilpal and incorporate them if their appropriate turn to item number 4 discussion and possible action to elect a chair and having to serve for the coming year and i will call for nominations for the chair and its my understanding ive been advised by the executive director that that the chair the new chair will serve commencing on march first of 2017 through february 28th of 2018. Do i my nominations. I move mr. Chair the selection of supervisor peter king as chairman for the year. Do i hear any other nominations all right. Before i call the question any Public Comment . Incarnations ray hart for san Francisco Open government. I heard support supervisor kings election as chair i would date his appearance and the beginning on the Ethics Commission as the turning point from all the years of mismanagement by former executive director john sincroy the only person on the Ethics Commission who has spoken out regarding issues such as 9 to 5 not supervisor mar but supervisor farrell not daring to show his face when he had a hearing and other instances that should have been called out and not in the past i think this body needs a strong leader i think that peter king has both the diligence and education and expertise take whatever you want to call it to handle that job admirablyable any other any Public Comment. Hello chair larry bushes for friends of ethics one our appreciation for the service of commissioner paul that led the commission it is overdue if only she would have applied but a good choice and the commission is better because of it and this was the term while you were here we put on prop c and prop t that was a jump start for 10 years for the activist peter king is unquestionably a good choice we hope to see a continued progress in the advancement on ethics thank you. Thank you any other Public Comment. Hearing none, in favor of commissioner keane. All in favor, say i. I. Nancy pelosis hearing no opposition commissioner keane congratulations and thought i could give you the chair but no, i couldnt quit until the 28 as chair turning to the second item is the selection of a vice chair and i will entertain nominations for the vice chair. Id like to inaudible . All right. Are there any 09 nominations hearing none, close and call for Public Comment. Hearing none, ill call the question. All in favor, say i. Of commissioner chiu as vice chair all in favor, signify by saying i. I all right. Congratulations. clapping. we will change chairs next meeting turning to item number 5 discussion and possible action to provide policy guidance on proposed updates to the San FranciscoEthics CommissionRecord Management policy. Thank you chair i provide a memorandum and attached policy we put forward to the City Attorneys Office for approval updating the records equipment policy after a review by our staff and those Records Management policy is in the works for sometime, i take into account other jurisdictions in the country and other states and cities policies to look at the best practices and determined that the state of california definitely is the trajectory of protecting emails i want to reflect that in the records policy the first major change in the retention policy we added the definition of Public Records from the sunshine ordinance what is for the Community Act definition in the Opening Statement under the policy it is clear to the public and staff that we mean by when we say Public Record it could be anything as long as evidence of transactions of city business that necessarily means the conclusion of material not see if you want to go to lunch arrest a calendar for Doctors Point out but make sure we are communicating that everything is stated to be countered of Public Record that should be analyzed according to the management record and the next change within the impediment record of category 1 the system is further defined to include Digital Software map for the record and maintenance the dignity of the original record has to do with with how records what about stored permanently as opposed to whether they should be destroyed section was only applying to the historic record under the old policy use a retinal scan and other equipment to show the changing Technology Today that is a pdf scan and in the future we wanted to be flexible to incorporate any other technology that might exist and the third change youll find at the on page lets see this is page 3 of the Records Management policy itself under c Electronic Communications and here ive 0 defined the term electronic communication to include emails and post mail or any written form of communications that qualifies for the Public Records under the record retention and destruction here were reiterating because of a form of an email cant be destroyed an email is transacting government business with negotiation or has to do with with around enforcement case that is community advise those documents at that stage like theyll having been if theyre a letter in written form. Can i ask you a question on paragraph c you stay essay electronic mail systems should is not be used as a reposty for Public Record. Not searching everyones email whenever a Public Record request we will have training for staff if an email qualifications for a Public Record they need to have it as a pdf in the native format and online internal control system in the File Associated with the case or cabin filer to that the email is in a comprehensive block of information and if so it inconvenient and time consuming trained to set up files for the reposty system for those within the files those email itself will be in the records. Exactly all employees will have to go through it their emails and category lists to delete their account upon leaving and the last thing i did update the record retention and destruction schedule itself by changing 0 severalty of the categories theyre readyly recollect the practices i included the emails and electronic calendar and destruction, guidance for staff and rules for staff but i wanted to make sure to mention that the default category of nonpermanent records that youll find their category 4 records default records are records that did quality for ongoing particular matter but evidence the ongoing transaction of city by the default period for two years not destroying emails related to this. As far as storage can we be stored diagonally. Yes. So you dont need to save a paper copy. Asterisk towards electronic storage step one encouraging the use of email and encouraging because once we are encouraging emails well showing we stated it for to replace written letters to save the corresponding but the Ethics Commission has been for sometime under jerry rids watchful eyes in the basement and public room and sending them off for scanning to an the one electronic file so that will be the physical data storage that makes it easier for us to conduct our business including the electronic records can be scanned and then reviewed searched through term instead of by hand. On the listing part two which is the sort of categorizing the retention in the years why is the executive directors report deemed to be a permanent record. There are several things that are deemed to be permanent because of what was conveyed at Commission Meetings autopsy agenda and the executive directors report and Meeting Minutes and recordings of the minutes to the sfgovtv materials those are all available for permanent retention we permanently retain the city enforcement complaint and other things. Why are you not having to retain the legislative drafts. The called records act didnt require the legislative draft. So it is not deemed to be important to keep sort of track how the legislation was drafted in the various amendments. The board of supervisors has that responsibility so our office doesnt retain an individual one. I still on part two. Uhhuh with the retention and destruction but leave out the procedure in place to make sure we are be complying with that is this an automatically calculated system after you see the department of Human Resources has schedules for the related documents we have to keep for a long period of time. What is the racitional. Im not sure the stoichlts but. It seems like an awful long time to keep the paper. From the defense preservation that was important for the city to defend itself against the claims thats why we want the records. The legislative drafts there is none no period whats the rational of that. The board of supervisors maintenance it and the r0b8 responsibility for keeping the draft any draft through the committee or editing will be approved by the board of supervisors those are official copie