Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.
-
Upload
michael-singleton -
Category
Documents
-
view
221 -
download
7
Transcript of Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.
![Page 1: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/1.jpg)
Open Meetings & Public RecordsJOSH LAWSON, PIO
TUESDAY, MARCH 31, 2015
![Page 2: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/2.jpg)
AGENDA
1.OPEN MEETINGS 2.PUBLIC RECORDS
![Page 3: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/3.jpg)
4 Attorneys / 1 Geneticist
JOSH HOWARD
-CHAIRMAN-
RHONDA AMOROSO
-SECRETARY-
JOSHUA MALCOLM-MEMBER-
MAJA KRICKER
-MEMBER-
PAUL FOLEY
-MEMBER-
![Page 4: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/4.jpg)
The Press
![Page 5: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/5.jpg)
Litigation
![Page 6: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/6.jpg)
Also . . .
RULE OF LAW
![Page 7: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/7.jpg)
OPEN MEETINGS
Chapter 143, Art. 33c (GS §§ 143-318.9 – 318.18)
![Page 8: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/8.jpg)
PURPOSEBecause governmental bodies “exist solely to conduct the people's business, it is the public policy of North Carolina that the hearings, deliberations, and actions of these bodies be conducted openly.” GS § 143-318.9
![Page 9: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/9.jpg)
MANDATE“Each official meeting of a public body shall be open to the public, and any person is entitled to attend such a meeting.” GS § 143-318.10(a)
![Page 10: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/10.jpg)
A MEETING IS . . . 1. Majority of members2. Deliberating, hearing, voting, or
otherwise transacting business of the public
GS § 143-318.10(d)
![Page 11: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/11.jpg)
A MEETING IS NOT . . . “A social meeting or other informal assembly or gathering . . . unless called or held to evade the spirit and purposes of this Article.” GS § 143-318.10(d)
![Page 12: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/12.jpg)
KEEPING A RECORD1. Standard: “full and accurate minutes”2. Written or recorded (audio/video)3. Become public records (even for closed
sessions, once disclosure would not frustrate the purpose of the closed session) GS § 143-318.10(d)
![Page 13: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/13.jpg)
TYPES OF MEETINGS
1. Regularly Scheduled Meetings
2. Special Meetings 3. Emergency Meetings
![Page 14: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/14.jpg)
NOTICE
Required modes of notice differ between types of meetings.
![Page 15: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/15.jpg)
NOTICE
Regularly Scheduled Meetings1. CBE website 2. Principle bulletin boardChange: Must be posted at least 7 days before first meeting GS § 143-318.12(a)
![Page 16: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/16.jpg)
NOTICE
Special Meetings 1. CBE website 2. Principle bulletin board 3. Email/mail to notice list (press or public) At least 48 hours before meeting GS § 143-318.12(b)1,2
![Page 17: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/17.jpg)
NOTICE
Emergency Meetings1. Time, place, subject CBE website (only if
maintained by CBE)2. Email/phone to notice list (press or
public) GS § 143-318.12(b)(3) 3. Post it if you can.
![Page 18: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/18.jpg)
SPECIAL NOTE
Emergency Meetings1. “Generally unexpected circumstances
that require immediate consideration by the public body.” GS § 143-318.12(f)
2. Only noticed business considered
![Page 19: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/19.jpg)
SPECIAL NOTE
Telephonic Meetings1. Mode of communication does not affect
the type of meeting2. CBE must provide a location at which
public can listen-in. GS § 143-318.13(a)
![Page 20: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/20.jpg)
CLOSED SESSION
Process1. Notice and commence a meeting2. Motion for closed session citing a
purpose permitted by statute3. Majority vote on the motion.
![Page 21: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/21.jpg)
CLOSED SESSION
Permissible Purposes (a few)1. Prevent disclosure of confidential information
2. Preserve privilege (atty/client)
3. Consideration of specific personnel matters (not general personnel policy)
4. Instructing staff to take a particular negotiation position
GS § 143-318.11
![Page 22: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/22.jpg)
JUDICIAL REMEDIES1. Injunctive relief GS § 143-318.16 2. Declaratory relief: Nullify action taken
improperly (must be filed within 45 days of notice) GS § 143-318.16A
*Court may order losing party to pay (even individual members, unless relied on counsel). GS § 143-318.16B
![Page 23: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/23.jpg)
NOTE ON DIR. OF ELECTIONSDirectors of Election are best positioned to ensure that their CBE is ready to deliberate in open meetings and work proactively to ensure CBE stays on the right side of Open Meetings Law.
![Page 24: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/24.jpg)
PUBLIC RECORDS
Chapter 132 (GS §§ 132-1 – 10)
![Page 25: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/25.jpg)
PURPOSEBecause public records and public information are “the property of the people . . . . the people may obtain copies of their public records and public information free or at minimal cost.” GS § 143-318.9
![Page 26: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/26.jpg)
“PUBLIC RECORD”Anything made or received in connection with the transaction of public business, “regardless of physical form or characteristics” GS § 132-1(a)
![Page 27: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/27.jpg)
“PUBLIC RECORD”
Physical Form . . .– Text messages – Voicemails – Browsing history – Metadata
![Page 28: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/28.jpg)
NOT “PUBLIC RECORD”
Information: Cannot compel creation of a public record.
*Redaction isn’t creation: GS § 132-6(b)*
![Page 29: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/29.jpg)
NOT “PUBLIC RECORD”1. Electronically captured image of an individual's
signature2. Date of birth3. Drivers license number4. Personnel records5. Criminal Investigations 6. Confidential voter addresses
![Page 30: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/30.jpg)
RETENTIONDifferent public records (and even
confidential ones) have different retention schedules. GS § 132-2
bit.ly/CBERetention
![Page 31: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/31.jpg)
PUBLIC ACCESS
Provide access to public records upon request “as promptly as possible” without inquiring into the requester’s purpose.GS § 132-6
![Page 32: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/32.jpg)
PUBLIC ACCESS Provide in the medium requested: “No request for copies of public records in a particular medium shall be denied on the grounds that the custodian has made or prefers to make the public records available in another medium.” GS § 132-6
![Page 33: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/33.jpg)
PUBLIC ACCESS Costs It is permissible to charge copying costs and the actual costs of clerical works, so long as the charges are reasonable. But consult with your county attorney. GS § 132-6.2(b)
![Page 34: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/34.jpg)
JUDICIAL REMEDIESCompel disclosure GS § 132-9*Court may order losing party to pay (unless CBE relied on AG Opinion, Court Order, or Published Opinion). Can be assessed personally against official if knowingly violated Public Records Law.
![Page 35: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/35.jpg)
PRACTICAL POINTSConsult with your county attorney often.Stay familiar with your county’s preferred manner of handling requests.Be aware of the broader reasons groups may be seeking information SBE staff want to help where possible.
![Page 36: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/36.jpg)
A QUICK NOTE
Press Releases
![Page 37: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/37.jpg)
LAYOUT
1
2
3
4
![Page 38: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/38.jpg)
STYLE
![Page 39: Open Meetings & Public Records JOSH LAWSON, PIO TUESDAY, MARCH 31, 2015.](https://reader030.fdocuments.us/reader030/viewer/2022032708/56649e7f5503460f94b83aef/html5/thumbnails/39.jpg)
THE GOAL