Government 102 Georgia Clerks Education Institute August 6, 2019 - - PDF document

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Government 102

Georgia Clerks Education Institute August 6, 2019

Presenter: Ken Jarrard, Esq.

County Attorney for Forsyth County, Cherokee County, Barrow County, Jackson County, Greene County, Newton County & Dawson County, & City Attorney for the City of Milton

Overview & Goals:

• Clerks Rule the World!!
• Historical continuity.
• Assist you in identifying legal issues that

may require attention.

• Update you on laws that directly impact

your job.

Federal Government

• Given its authority entirely from the United

States Constitution

• Whatever is not stated in the U.S. Constitution is

assumed to belong to the States (Tenth Amendment), therefore the Federal Government shares power with State Governments

• United States Constitution supersedes all other

laws

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State Government

• Given its authority from the United States Constitution

(mainly the 10th amendment)

• Also creates its own authority through State

Constitutions

• Every State is allowed to formulate their laws and

policies within the boundaries of the U.S. Constitution

• 50 States = 50 different government structures

Typical City/County Roles and Responsibilities

• Roads and Bridges
• Court and Jail Services
• Public Safety (Police/Fire)
• Local Codes (Animal, Noise, Junk Car, etc.)
• Zoning
• Parks and Recreation

ORDER OF LAWS

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Federal State Local Federal Laws

• U.S. Constitution
• U.S. Statutes
• U.S. Rules and Regulations
• U.S. Agency Advisory Opinions

State Laws

• Georgia Constitution
• Georgia Statutes & Jurisdictional

Legislation

• Georgia Rules & Regulations
• Georgia Attorney General Opinions

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Local Laws

• Ordinances
• Resolutions & Motions
• SOPs/Handbooks/Departmental

Operating Rules

IMPORTANT STATE CONSTITUTIONAL PROVISIONS Home Rule: Ga. Const. Art. 9, §2, ¶II

• O.C.G.A. § 36-5-3(a): The General Assembly may provide by

law for the self-government of municipalities and to that end is expressly given the authority to delegate its power so that matters pertaining to municipalities may be dealt with without the necessity of action by the General Assembly.

• Governing authority authorized to adopt “clearly reasonable
• rdinances, resolutions, or regulations relating to its property,

affairs, and local government…”

• “…for which no provision has been made by general law…”
• “…and which are not inconsistent with this Constitution or any

Charter provision applicable thereto.”

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Amendments to Charters: O.C.G.A. § 36-35-3(b)(1)

• May amend or repeal by ordinance

▫Adopted at 2 regular consecutive meetings ▫Not less than 7 nor more than 60 days apart ▫Notice published once a week for 3 weeks within 60 days preceding final adoption ▫File with Secretary of State

Limits to Home Rule: O.C.G.A. § 36-35-6(a)

• Cannot legislate or amend related to:

▫Composition, form, procedure for election or appointment, continuation in office and limitations thereon for members of the municipal governing authority ▫Action defining any offense, also an offense under the criminal laws of Georgia, providing confinement exceeding six months and fines/forfeitures exceeding $1,000.00

Limits to Home Rule: O.C.G.A. § 36- 35-6(a) (Cont.)

▫ Action adopting any form of taxation beyond that authorized by law or by the Constitution ▫ Action affecting the exercise of the power of eminent domain ▫ Action expanding the power of regulation over any business activity regulated by the Public Service Commission beyond that authorized by charter or general law or by the Constitution ▫ Action affecting the jurisdiction of any court ▫ Action changing charter provisions relating to the establishment and operations of an independent school system ▫ Or other areas preempted.

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Intergovernmental Contracts:

• Ga. Const. Art. 9, §3, ¶I
• Not to exceed 50 years
• Between governmental entities
• Related to facilities or functions the

governments are authorized to undertake

Limitation on Local Debt:

• Ga. Const. Art. 9, §5, ¶I
• Shall never exceed 10% of assessed value of

all taxable property

• Generally incur debt by vote
• Temporary loans authorized

Power to Tax:

• Ga. Const. Art. 9, §4, ¶I
• May tax for valid municipal purposes
• May collect business & occupational

license taxes & fees in the municipality

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SOME “GOTTA KNOW” LOCAL GOVERNMENT RULES Cannot Bind Future Boards: O.C.G.A. §36-30-3

• “One council may not, by an ordinance, bind itself or

its successors so as to prevent free legislation in matters of municipal government.”

• Why does such a restriction make sense?
• Some exceptions:

▫ Intergovernmental Agreements ▫ Industrial wastewater treatment services (O.C.G.A. §36-60-2) – allows cities and counties to contract for as long as 50 years! ▫ Valid multi-year contracts

Multi-Year Lease, Purchase, Lease-Purchase Agreements

• O.C.G.A. §36-60-13

▫ Must terminate at close of calendar or fiscal year ▫ Automatic renewal unless positive action ▫ Total obligation stated ▫ Title to any supplies, materials, equipment or personal property shall remain with the vendor until fully paid for by municipality

• Applies to agreements of “all kind for the acquisition of goods, materials,

real and personal property, services, and supplies” ▫ Some exceptions (may not result in a cumulative amount of debt loading in excess of 10% of the assessed value of all taxable property within such county or city)

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Ante Litem Notices

• Claims against the municipality must be

presented in writing within 6 months

• Claims against the county must be

presented in writing within one (1) year

Minutes

• O.C.G.A. §36-32-24(d):

The council shall maintain minutes of its meetings and such other records as it deems necessary.

Minutes

• O.C.G.A. §36-10-1:

All contracts entered into by the county governing authority with other persons in behalf of the county shall be in writing and entered on its minutes.

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Minutes

• While there is no legal requirement for

municipalities to ensure that all of their contracts are in writing and entered on their minutes, it is nevertheless a prudent procedure to follow.

Codification of Ordinances & Resolutions

• Rule since 2002
• Amendments to the Code of Ordinances

shall be incorporated & published at least annually

• Must be made available on the Internet or in

the county law library

Budgets & Audits O.C.G.A. §36-81-1, et seq.

• Budget must be available to public & media the DAY

submitted to governing authority (O.C.G.A. §36-81-5(d))

• Budget must have at least one public hearing – cannot adopt

until following meeting

• Act specifically anticipates that the governing authority may

hold additional hearings!

• Budget ads cannot be published where legal notices appear
• Audit must be performed each fiscal year, with some

exceptions for small municipalities

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Registration of Authorities O.C.G.A §36-80-16

• All authorities must register

annually with Department of Community Affairs

• Before January 1st of each year
• If fail to do so, the authority cannot

incur new debt

Local Government Efficiency Act O.C.G.A §36-86-1, et seq.

• Grant program by DCA
• To allow local government to conduct efficiency

studies regarding need for consolidation of government units or services, including privatization

• To fund planning of consolidations
• To fund implementation of consolidations
• DCA Rules & Regulations, Ch. 110-5-1

Ethics

• Local Ethics Ordinances
• Code of Ethics for Government

Service – O.C.G.A. §45-10-1

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O.C.G.A. §45-10-1:

Any person in government service should:

• I. Put loyalty to the highest moral principles and to country above loyalty to

persons, party, or government department.

• II. Uphold the Constitution, laws, and legal regulations of the United States

and the State of Georgia and of all governments therein and never be a party to their evasion.

• III. Give a full day's labor for a full day's pay and give to the performance of

his duties his earnest effort and best thought.

• IV. Seek to find and employ more efficient and economical ways of getting

tasks accomplished.

• V. Never discriminate unfairly by the dispensing of special favors or privileges

to anyone, whether for remuneration or not, and never accept, for himself

• r his family, favors or benefits under circumstances which might be

construed by reasonable persons as influencing the performance of his governmental duties.

O.C.G.A. §45-10-1 (Cont.)

• VI. Make no private promises of any kind binding upon the duties of
• ffice, since a government employee has no private word which

can be binding on public duty.

• VII. Engage in no business with the government, either directly or

indirectly, which is inconsistent with the conscientious performance

• f his governmental duties.
• VIII. Never use any information coming to him confidentially in the

performance of governmental duties as a means for making private profit.

• IX. Expose corruption wherever discovered.
• X. Uphold these principles, ever conscious that public office is a

public trust.

Records Retention

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O.C.G.A. § 10-12-1, et seq.

• Act applies “to any electronic record or electronic signature

created, generated, sent, communicated, received or stored on or after July 1, 2009.”

• “Each governmental agency of the state shall determine whether,

and the extent to which, it will create and retain electronic records and convert written records to electronic records.”

• “If a law requires that a record be retained, such requirements shall

be satisfied by retaining an electronic record.”

• Must accurately reflect record
• Must remain accessible for retention period required by law

Uniform Electronic Transactions Act

As used in this chapter, the term:

• (7) “Electronic record” means: a record created, generated, sent,

communicated, received, or stored by electronic means

• (9) “Governmental agency” means: an executive, legislative, or judicial

agency, department, board, commission, authority, institution, or instrumentality of the federal government or of a state or of a county, municipality, or other political subdivision of a state.

• (10) “Information” means: data, text, images, sounds, codes,

computer programs, software, data bases, or the like.

O.C.G.A. § 10-12-2. Definitions

• (13) “Record” means: information that is inscribed on a tangible medium or

that is stored in an electronic or other medium and is retrievable in perceivable form.

• (14) “Security procedure” means a procedure employed for the purpose of

verifying that an electronic signature, record, or performance is that of a specific person or for detecting changes or errors in the information in an electronic record. The term includes a procedure that requires the use of algorithms or other codes, identifying words or numbers, encryption, or callback or other acknowledgment procedures.

• (16) “Transaction” means: an action or set of actions occurring between

two or more persons relating to the conduct of business, commercial, or governmental affairs.

O.C.G.A. § 10-12-2. Definitions (cont.)

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Note: A governmental agency which is a party to a transaction subject to this chapter shall also be further subject to the records retention requirements for state and local government records established by state law.

O.C.G.A. § 10-12-3. Application of chapter; government agency records retention

(a) A record or signature shall not be denied effect or enforceability solely because it is in electronic form. (b) A contract shall not be denied legal effect or enforceability solely because an electronic record was used in its formation. (c) If a law requires a record to be in writing, an electronic record shall satisfy the law. (d) If a law requires a signature, an electronic signature shall satisfy the law.

O.C.G.A. § 10-12-7. Legal effect and enforceability of electronic record or signature

• “An electronic record or electronic signature shall be

attributable to a person if such record or signature was the act

• f the person.
• The act of the person may be shown in any manner, including

a showing of the efficacy of any security procedure applied to determine the person to whom the electronic record or electronic signature was attributable.”

O.C.G.A. § 10-12-9. Person electronic record or signature is attributable

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“If a law requires a signature or record to be notarized, acknowledged, verified, or made under oath, such requirement shall be satisfied if the electronic signature of the person authorized to perform those acts, together with all other information required to be included by other applicable law, is attached to or logically associated with the signature or record.”

O.C.G.A. § 10-12-11. Requirement of notarization, acknowledgment, verification, or oath

(a) If a law requires that a record be retained, such requirement shall be satisfied by retaining an electronic record of the information in the record which: (1) Accurately reflects the information set forth in the record after it was first generated in its final form as an electronic record or otherwise; and (2) Remains accessible for the retention period required by law. (d) If a law requires a record to be presented or retained in its original form, or provides consequences if the record is not presented or retained in its original form, that law is satisfied by an electronic record retained in accordance with subsection (a) of this Code section. (f) A record retained as an electronic record in accordance with subsection (a) of this Code section shall satisfy a law requiring a person to retain a record for evidentiary, audit, or like purposes unless a law enacted after July 1, 2009, specifically prohibits the use of an electronic record for the specified purpose. (g) This Code section shall not preclude a governmental agency of this state from specifying additional requirements for the retention of a record subject to the agency's jurisdiction.

O.C.G.A. § 10-12-12. Retention

• f records

“In a proceeding, evidence of a record or signature shall not be excluded solely because it is in electronic form.”

O.C.G.A. § 10-12-13. Exclusion of record

• r signature due to electronic form

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“Each governmental agency of this state shall determine whether, and the extent to which, it will create and retain electronic records and convert written records to electronic records.”

O.C.G.A. § 10-12-17. Agency creation and retention of electronic records; conversion

• f written records

(b) To the extent that a governmental agency uses electronic records and electronic signatures . . ., the governmental agency, giving due consideration to security, may specify:

• (1) The manner and format in which the electronic records shall be created, generated,

sent, communicated, received, and stored and the systems established for those purposes;

• (2) If electronic records must be signed by electronic means, the type of electronic

signature required, the manner and format in which the electronic signature shall be affixed to the record, and the identity of, or criteria that shall be met by, any third party used by a person filing a document to facilitate the process;

• (3) Control process and procedures as appropriate to ensure adequate preservation,

disposition, integrity, security, confidentiality, and auditability of electronic records; and

• (4) Any other required attributes for electronic records which are specified for

corresponding non‐electronic records or reasonably necessary under the circumstances.

O.C.G.A. § 10-12-18. Agency determination of whether to use electronic records and signatures; security considerations

• Must designate a records custodian
• Must establish a records retention schedule that

follows the State Archives Division’s standard records retention schedule

• County may retain longer
• May only destroy records per law or it’s a

misdemeanor

Record Retention O.C.G.A. § 50-18-90, et seq.

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(1) “Agency” means any state office, department, division, board, commission, authority, or separate unit of state government created or established by law. (2) “Court record” means all documents, papers, letters, maps, books (except books formally organized in libraries), microfilm, magnetic tape, or other material, regardless

• f physical form or characteristics, made or received pursuant to law or ordinance or,

in the necessary performance of any judicial function, created or received by an

• fficial of the Supreme Court, Court of Appeals, or any superior, state, probate, or

magistrate court.

• “Court record” includes records of the offices of the judge, clerk, prosecuting

attorney, public defender, court reporter, or any employee of the court.” (5) “Records” means all documents, papers, letters, maps, books (except books in formally organized libraries, microfilm, magnetic tape, or other material, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in performance of functions by any agency. (9) “Retention schedule” means a set of disposition instructions prescribing how long, where, and in what form a record series shall be kept.

Record Retention O.C.G.A. § 50-18-91. Definitions

(a) As used in this Code section, the term: (1) “Governing body” means the governing body of any county, municipality, or consolidated government. The term includes school boards of this state. (2) “Office or officer” means any county office or officer or any office or officer under the jurisdiction of a governing body which maintains or is responsible for records. (b) This article shall apply to local governments, except as modified in this Code section. (c) All records created or received in the performance of a public duty or paid for by public funds by a governing body are deemed to be public property and shall constitute a record of public acts.

O.C.G.A. § 50-18-99. Applicability to local governments

(e) Prior to January 1, 1984, each governing body shall approve by resolution or

• rdinance a records management plan which shall include but not be limited to:

(1) The name of the person or title of the officer who will coordinate and perform the responsibilities of the governing body under this article; (2) Each retention schedule approved by the governing body; and (3) Provisions for maintenance and security of the records. (f) The Secretary of State, through the division, shall coordinate all records management matters for purposes of this Code section. The division shall provide local governments with a list of common types of records maintained together with recommended retention periods and shall provide training and assistance as required. The division shall advise local governments of records of historical value which may be deposited in the state archives. All other records shall be maintained by the local government.

O.C.G.A. § 50-18-99. Applicability to local governments (cont.)

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(a) All records created or received in the performance of duty and paid for by public funds are deemed to be public property and shall constitute a record of public acts. (b) The destruction of records shall occur only through the

• peration of an approved retention schedule. The records

shall not be placed in the custody of private individuals or institutions or semiprivate organizations unless authorized by retention schedules. (c) The alienation, alteration, theft, or destruction of records by any person or persons in a manner not authorized by an applicable retention schedule is a misdemeanor. (d) No person acting in compliance with this article shall be held personally liable.

O.C.G.A. § 50-18-102. Disposal of records; liability

How to Read the Schedules

The columns in the schedules are:

• RECORD TITLE: The common name of the records and the information

contained therein. Record title may also include the designation “VR” identifying the record as a vital record for disaster recovery.

• DESCRIPTION: A brief summary of the records.
• RETENTION: The period of time the record or information must be kept.

Retention periods are stated from the creation of the record (i.e., Retain for 5 years) or triggered by an event (i.e., Retain for 5 years after settlement of case).

• LEGAL CITATION: The specific Federal and/or State Code which stipulates the

retention period. This information may not exist for certain records.

• RETENTION CLASSIFICATION: One of four general classifications used to group

records by disposition.

How to Read the Schedules (Continued)

The four classifications are:

• TRANSITORY: Information of a temporary nature that does not

meet the requirements for longer retention prescribed by O.C.G.A. § 50-18-94(1).

• TEMPORARY-SHORT TERM: Information that needs to be

retained less than fifteen years.

• TEMPORARY-LONG TERM: Information that needs to be

retained for fifteen years or longer, but which does not need to be retained permanently.

• PERMANENT: Information that for legal, historical, fiscal, or

administrative reasons needs to be retained forever.

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Record Title Description Retention Retention Classification

Emails, Transitory Messages of short‐term interest with no documentary

• r evidential value; examples ‐ routine requests for

publications; transmittal letters; agency event notices (holidays, parties, charitable campaigns) Retain for useful life Transitory Emails, Policy and Program Messages documenting the formulation and adoption

• f policies and procedures and the management of

agency programs or functions; examples ‐ case file management, constituent correspondence, periodic reports, budget documents Identify functional content (financial, administrative, etc.) and consult relevant common schedules Temporary ‐ Long Term Emails, Administrative Support Messages of a facilitative nature created or received in the course of administering programs; examples ‐ correspondence, daily/weekly activity reports, appointments Identify functional content (financial, administrative, etc.) and consult relevant common schedules Temporary ‐ Short Term Email Messages Text documents which are created, stored, and delivered in an electronic format; email is a communication tool, equivalent to paper, microfilm,

• etc. in status; retention of email is decided by the

CONTENT not format of the record Transitory; Administrative Support; or Policy and Program Telephone Return Message Records "While You Were Out" message slips and related data Retain for useful life Transitory Telephone and Fax Machine Contact Logs Lists of telephone and fax machine contacts and related data Retain for useful life Transitory

Record Title Description Retention Legal Citation Retention Classification Special Instructions

Court Calendar Documents relating to list of matters to be heard, dates and styles of cases (99‐0012) 1 year Temporary‐Short Term Cash Bond List List of offenses under the court's jurisdiction and bond amount set for each offense 3 years after superseded Temporary‐Short Term Citation Intake List List of citations received from public safety officers by the court Until no longer useful Temporary‐Short Term DDS Electronic Transfer List of convictions and failures to appear transferred to DDS 6 years Temporary‐Short Term DUI Notices/Photos Notice of conviction of 2nd and subsequent DUI sent to local newspaper Until no longer useful O.C.G.A. 40‐6‐391(J)(1) Temporary‐Short Term Arrest Warrants, Open Summons for an individual who has not appeared in court for sentencing 50 years for murder; 15 years for all others Temporary‐Long Term

Record Title Description Retention Legal Citation Retention Classification Special Instructions

Court Docket Books which generally contain essential information in summary form about each traffic case adjudicated 10 years from date

• f last entry

SCO0502 (81‐0630) Common Records Retention Schedule for courts MPR‐5 Temporary‐Short Term GCIC/NCIC Printouts Driver and Criminal Histories printed for use by prosecutor and judge Until no longer useful Jail List List received showing defendants incarcerated from public safety or jail Until no longer needed Dismissed Misdemeanor and Misdemeanor Traffic Case Files Documents relating to the investigation and prosecution of misdemeanor and traffic offenses under Ga. Law and alleged violations

• f city ordinances which are brought

against an individual 3 years after closure Temporary‐Short Term Within 90 days after decision not to file an accusation or citation is made: 1.Forward GCIC OBTS final disposition form to GCIC; 2.Return to clerk's

• ffice any original documents

from the clerk of the court Misdemeanor Case Files, Traffic Court Court adjudication of misdemeanor traffic citations issued by authorized public safety officers and documents specific to the case 6 years after closure O.C.G.A. Title 40, Chapters 5,6, 8, and 9 Temporary‐Short Term

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Record Title Description Retention Legal Citation Retention Classification Special Instructions

Misdemeanor Court Records‐ Case Files Documents supporting the adjudication of a case 20 years after closure Temporary‐Long Term Misdemeanor Traffic Offenses Transferred to Another Jurisdiction Citations, accusations and summons transferred to higher court for jury trial or another court of jurisdiction 6 years after closure O.C.G.A. Title 40, Chapters 5, 6, 8, and 9 Temporary‐Short Term Prisoner Mail Logs Record of all mail received by an inmate 1 year Temporary‐Short Term Arrest Warrants, Executed Summons for an individual who has not appeared in court for sentencing 3 years after court appearance Temporary‐Short Term Record Title Description Retention Legal Citation Retention Classification Special Instructions Court‐ordered Busing Plans and Maps Overall plans designating which neighborhoods are served by each school in the system and indicating bus routes, that were created originally in response to a court order Permanent Permanent

Record Title Description Retention Legal Citation Retention Classification Special Instructions

Court Orders for Opening Voting Machines Records relating to the examination procedures for voting machines 2 years Temporary ‐ Short Term List of Convicted Felons ‐ Clerk of Superior Court List of individuals who have been disenfranchised for a felony conviction 2 years Temporary ‐ Short Term Vital Record ‐ duplicate and store offsite Evidence and Property Logs Documents evidence, property stored for safekeeping, and found property acquired and maintained by the police department Evidence Log: 3 years after disposition of

• property. Logs of

Property Not Part of Any Court Proceeding: 1 year after disposition of property Temporary‐Short Term Arrest Warrants, Executed Summons for an individual who has not appeared in court for sentencing 3 years after court appearance Temporary ‐ Short Term Misdemeanor Case Files, Traffic Court Court adjudication of misdemeanor traffic citations issued by authorized public safety officers 6 years Temporary ‐ Short Term

General Guidelines

Ce r tain guide line s apply to all r e c or ds liste d in this sc he dule :

• T

he se re te ntio n pe rio ds apply to all re c o rd fo rmats. T he re te ntio n pe rio ds sho wn in this g uide line a pply to a ll re c o rds a nd info rma tio n c re a te d b y the lo c a l g o ve rnme nt re g a rdle ss o f physic a l fo rma t (pa pe r, film, e le c tro nic , e tc .).

• T

he se re te ntio n pe rio ds are the minimum re quire me nts. E a c h re te ntio n pe rio d in this sc he dule is the minimum le ng th o f time the re c o rd must b e re ta ine d. T he de c isio n to re ta in spe c ific info rma tio n lo ng e r tha n the minimum re te ntio n pe rio d sho uld b e ma de b y lo c a l g o ve rnme nt a dministra tio n a nd le g a l c o unse l. Suc h a de c isio n sho uld b e do c ume nte d in the re c o rds ma na g e me nt pla n a nd/ o r lo c a l o rdina nc e .

• T

he se re te ntio n pe rio ds are inte nde d to guide lo c al go ve rnme nts. E a c h lo c a l g o ve rnme nt must a do pt a re te ntio n sc he dule (O.C.G.A. 50-18-99(d)). Re c o rds re te ntio n pe rio ds sho uld b e e sta b lishe d to se rve the ne e ds o f the lo c a l g o ve rnme nt, b ut the re te ntio n pe rio d c a n ne ve r b e le ss tha n the minimum re te ntio n pe rio ds indic a te d in this sc he dule .

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General Guidelines (cont.)

• T

he se re te ntio n pe rio ds apply to re c o rds unde r no rmal busine ss c o nditio ns. T he re te ntio n pe rio ds in this sc he dule a pply to re c o rds c re a te d a nd use d unde r no rma l b usine ss c o nditio ns. If a pa rtic ula r se rie s

• f re c o rds is re q uire d fo r litig a tio n, a udit, o r o the r

spe c ia l a dministra tive ne e ds, it must b e re ta ine d fo r a s lo ng a s ne e de d.

• Dispo sitio n re quire me nts are state d in the fo llo wing

manne r—from the c re atio n o f the re c o rd o r fo llo wing an e ve nt o r o c c urre nc e . F

• r e xa mple , Ac c o unts

Re c e iva b le F ile s ha ve a re te ntio n o f re ta in 5 ye a rs (a fte r c re a tio n) while Ba nk L

• a n Re c o rds a re

re ta ine d fo r 5 ye a rs a fte r se ttle me nt o f the lo a n (a n e ve nt).

PROPE RT Y ACQUISIT ION & DISPOSIT ION

Disposal Ge ne r ally

• Dispo sa l– O.C.G.A. §36-37-6 (rule s re g a rding sa le o f

munic ipa l pro pe rty)

• Ge ne ra lly, must b e b y se a le d b id o r a uc tio n – O.C.G.A.

§36-37-6(a )

• E

xc e ptio ns fo r tra ding o r e xc ha ng ing re a l pro pe rty (swa ps), irre g ula r pie c e s to a b utting pro pe rty o wne rs, pro pe rty in e sta b lishe d munic ipa l industria l pa rks o r munic ipa lly de sig na te d industrial de ve lo pme nt a re a s, sa le s to o the r g o ve rnme nt a g e nc y fo r pub lic purpo se , e sta b lishing c o nse rva tio n e a se me nts & o the r e xc e ptio ns (i.e ., c o nve ying e a se me nts)

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Disposal of Roads – O.C.G.A. §32-7-4

• No tify o wne r a t time o f a c q uisitio n o r a ny ne w o wne r
• f a b utting la nd
• Owne r ha s rig ht to a c q uire
• No le ss tha n pric e pa id fo r a c q uisitio n if full pa rc e l (if

do na te d; the n the la nd ma y b e c o nve ye d fre e o f c ha rg e )

• If le ss tha n $30,000 (b y de pa rtme nt e stimate ), c a n

ne g o tia te the sa le (i.e ., no pub lic a uc tio n)

• If no purc ha se a fte r 60 da ys, se a le d b id, liste d with

a g e nt, o r a uc tio n

Abandonment of Roads – O.C.G.A. §36-7-2

• Pub lic No tic e & He a ring re q uire me nts
• Must find tha t ro a d ha s “c e a se d to b e use d b y

the pub lic to the e xte nt tha t no sub sta ntia l pub lic purpo se is se rve d b y it”

• OR find tha t “its re mo va l fro m the munic ipa l

stre e t syste m is o the rwise in the b e st pub lic inte re st”

E xc hange s of L and

• F
• r R
• a d Purpose s -

O.C.G.A. §32-3-3(b ) – c ity o ur c o unty ma y e xc ha ng e rig ht o f wa y fo r o the r g ra nts o f pro pe rty fo r ro a d purpo se s so lo ng a s wha t is b e ing re c e ive d is o f e q ua l o r g re a te r va lue tha n wha t is b e ing re linq uishe d.

• Ge ne ra l Prope rty -

O.C.G.A. §36-37-6(c ) – a utho rize s pro pe rty swa ps fo r pro pe rty o f e q ua l o r g re a te r va lue . Re q uire s a dve rtising the e xc ha ng e in the le g a l o rg a n.

7/29/2019 Ac quisition

• F

irst ste ps…

• E

mine nt Do ma in – Ga . Co nst. Art. 9, §2, ¶V

• F
• r pub lic purpo se s o n pa yme nt o f just &

a de q ua te c o mpe nsa tio n

• Pro c e dure s fo r tra nspo rta tio n ta king s – O.C.G.A.

§32-3-1 e t se q.

• Pro c e dure s fo r o the r ta king s - O.C.G.A. §22-2-1

e t se q.

PURCHASING/ PROCURE ME NT

Georgia Local Government Public Works Construction Law: O.C.G.A §36-91-1, et seq.

• Applie s if c o ntra c t g re a te r tha n $100,000 (O.C.G.A. 36-91-22(a ))
• No t a pplic a b le to :

▫ Inma te la b o r (do no t ha ve to “b id o ut” the use o f inma te la b o r) ▫ If munic ipa lity do e s no t pa y fo r la b o r ▫ F e de ra l re q uire me nts fo r fe de ra l g ra nts (yo u use the fe de ra l re q uire me nts if the y a re diffe re nt) ▫ E me rg e nc y re c o rde d o n minute s ▫ Ro a ds – Se e T itle 32 ▫ So le So urc e

7/29/2019 Public Wor ks Constr uc tion Contr ac t Re quir e me nts

• I

n writing

• Adve rtise o ppo rtunity – ne wspa pe r o r I

nte rne t

• Se a le d b ids o r pro po sa ls
• Ca n re je c t a ll & wa ive te c hnic a litie s a nd

fo rma litie s (O.C.G.A. §36-91-20(c ))

• No c ha ng e s within 72 ho urs o f o pe ning se a ls – o r

must e xte nd 72 ho urs

• Ma y inc lude c ha ng e o rde rs witho ut a dditio na l

b id/ pro po sa l re q uire me nts

Bonds

• Bid bonds - to “insure ” tha t the b idde r c a n pe rfo rm

wha t the y a re b idding to pe rfo rm (O.C.G.A. §36-91-50)

• Pe r

for ma nc e bonds – a b o nd to ma ke a c la im a g a inst

if the c o ntra c to r pe rfo rms the wo rk po o rly o r impro pe rly a nd the g o ve rnme nt must use a no the r c o ntra c to r to c o rre c t. (O.C.G.A. §36-91-70)

• Pa yme nt bonds - a b o nd to e nsure tha t the c o ntra c to r

pa ys a ll o f the ir sub c o ntra c to rs a nd supplie rs. T he y c la im a g ainst the b o nd a nd no t the g o ve rnme nt. (O.C.G.A. §36-91-90)

Pe nalty?

• I

lle g a l no t to do c o mpe titive a wa rd re q uire me nts

• I

f c o ntra c to r kno ws munic ipa lity fa ile d to c o mply, c o ntra c to r is no t e ntitle d to pa yme nt

7/29/2019 Road Constr uc tion Proje c ts

• Co ntra c ts must b e in writing (O.C.G.A. §32-4-111)
• All c o ntra c ts must b e le t b y pub lic se a le d b ids, unle ss

le ss tha n $20,000 o r me e ting re q uire me nts fo r o the r sta tuto ry e xe mptio ns (O.C.G.A. §32-4-113 thro ug h -114)

• If c o ntra c t g re a te r tha n $5,000, must ha ve

pe rfo rma nc e b o nd & pa yme nt b o nd (O.C.G.A. §32-4- 119)

• City ma y o b ta in a “b id b o nd”, whic h c a n b e ke pt a s

liq uida te d da ma g e s if c o ntra c to r re fuse s to sig n (O.C.G.A. §32-4-117)

Pur c hasing Pr e fe r e nc e s: O.C.G.A. §36- 84- 1

• Whe n purc ha sing supplie s, ma te ria ls,

e q uipme nt, o r a g ric ultura l pro duc ts, sha ll g ive pre fe re nc e s to Ge o rg ia ma nufa c ture rs & pro duc e rs

• “As fa r a s ma y b e re a so na b le a nd

pra c tic a l”

PL ANNING, ZONING & L AND USE

7/29/2019 Zoning Pr

• c e dur

e s L aw

• O.C.G.A. §36-66-1 e t se q. a utho rize d b y Ga .

Co nst. Art 9, §2, ¶I V

• Autho rize s a dministra tive o ffic e rs, b o die s, o r

a g e nc ie s to a ssist with zo ning po we rs

• Pla nning Co mmissio n
• Zo ning Bo a rd o f Appe a ls
• Othe r b o a rds & c o mmitte e s
• Autho rize s rule s & re g ula tio ns – Zo ning

Ordina nc e

What is a “Zoning De c ision”?

• Ordina nc e & Zo ning Ma p
• Ame ndme nt to o rdina nc e
• Zo ning o f pro pe rty fro m o ne zo ning

c la ssific a tio n to a no the r

• Spe c ia l use pe rmit

Pr

• c e dur

e s for Zoning De c isions

• Adve rtise he a ring a t le a st 15 da ys & no mo re tha n 45 da ys prio r to

me e ting

• If c itize n re zo ning pro pe rty, sig n must b e po ste d a t le a st 15 da ys in

a dva nc e

• Pub lic he a ring – a t le a st o ne

▫ By Bo a rd o r is Pla nning Co mmissio n o k?

• If de fe a te d, c a nno t b e re c o nside re d fo r 6 mo nths

7/29/2019 Adoption of He ar ing Polic ie s

• “Sha ll” a do pt po lic ie s g o ve rning pub lic

he a ring s

• Po lic e s must spe c ify minimum time pe rio d

fo r e a c h side ; a t le a st 10 minute s pe r side

Conflic t of Inte r e st in Zoning Ac tions

• O.C.G.A. §36-67A-1 e t se q.
• Disc lo sure o f fina nc ia l inte re sts – if a me mb e r o f

the zo ning a utho rity ha s a fina nc ia l inte re st in the pro pe rty b e ing zo ne d; the y must a nno unc e a nd re c use .

• Disc lo sure o f c a mpa ig n c o ntrib utio ns

Anne xation

• 100% (O.C.G.A. §36-36-20) – if 100% o f a ll o wne rs
• f the la nd to b e a nne xe d re q ue st it.
• 60% (O.C.G.A. §36-36-30) – a pplic a tio n b y 60% o f
• wne rs o f la nd a nd 60% o f e le c to rs re siding in the

a re a to b e a nne xe d

• Re so lutio n & Re fe re ndum – fo r urb a n purpo se s

a nd re q uire s a suc c e ssful re fe re ndum b y tho se tha t c a n vo te in the a re a to b e a nne xe d

• L
• c a l Ac t o f Ge ne ra l Asse mb ly

7/29/2019

5- Day De adline Re gar ding County Pr

• pe r

ty (O.C.G.A. §36- 36- 7)

• Co unty must no tify c ity o f a ny c o unty-o wne d pro pe rty within the

a re a to b e a nne xe d

• Anne xa tio n do e s no t diminish o wne rship & c o ntro l o f c o unty-
• wne d pro pe rtie s
• If c o unty pro pe rty is “no lo ng e r usa b le fo r se rvic e to the

uninc o rpo ra te d a re a o f the Co unty…” ▫ Pro vide s se rvic e so le ly to uninc o rpo ra te d ▫ Co unty a do pts re so lutio n ▫ Co unty sha ll b e c o mpe nsa te d a t fa ir ma rke t va lue ▫ If no a g re e me nt fo r 180 da ys, spe c ia l ma ste r de c ide s va lue

Impac t on County Road (O.C.G.A. §36- 36- 7(b))

• I

f la nd a nne xe d o n b o th side s o f a c o unty ro a d, c ity must a ssume o wne rship, c o ntro l, c a re & ma inte na nc e o f the rig ht-o f-wa y unle ss pa rtie s a g re e o the rwise b y jo int re so lutio n

L and Dispute Re solution Pr

• c e ss:

O.C.G.A. §36- 36- 110 e t se q.

• Co unty ma y o b je c t b a se d o n “ma te ria l inc re a se

in b urde n” o n the c o unty dire c tly re la te d to a ny

• ne o r mo re o f the fo llo wing :

▫ T he pro po se d c ha ng e in zo ning o r la nd use ▫ Pro po se d inc re a se in de nsity ▫ I nfra struc ture de ma nds re la te d to the pro po se d c ha ng e in zo ning o r la nd use

7/29/2019 Obje c tion Base d on Zoning

• I

f b a se d o n zo ning : ▫ Must re sult in “sub sta ntia l c ha ng e in inte nsity o f a llo wa b le use o r a c ha ng e to a sig nific a ntly diffe re nt a llo wa b le use ”; o r ▫ A use whic h sig nific a ntly inc re a se s the c o st o f infra struc ture o r sig nific a ntly diminishe s the use ful life o f a c a pita l o utla y pro je c t furnishe d b y the c o unty to a nne xe d a re a ; a nd ▫ Diffe rs sub sta ntia lly fro m the e xisting use s sug g e ste d b y the c o unty’ s c o mpre he nsive pla n o r zo ning o rdina nc e

Binding Ar bitr ation Pr

• c e ss
• DCA ha s po o ls o f a rb itra to rs
• 4 c o unty, 4 c ity, 3 a c a de mic s c ho se n

ra ndo mly b y DCA

• 2/ 1 strike s
• Co unty pa ys 75% & re ma inde r

a ppo rtio ne d b y pa ne l

Ar bitr ation Pane l Re sults

• Pa ne l ma ke s finding s & re c o mme nda tio ns

tha t a re re c o rde d in de e d re c o rds

• Ca n a ppe a l to Supe rio r Co urt, b ut o nly b a se d

upo n e rro rs, b ia s/ misc o nduc t o f a rb itra to r, o r pa ne l a b use o f disc re tio n

• Any una ppe a le d Orde r o f Arb itra tio n Pa ne l is

b inding (O.C.G.A. §36-36-116)

7/29/2019

What Happe ns to Zoning Upon Anne xation?

• City must zo ne the pro pe rty
• Ca n c ity a do pt c o unty zo ning o rdina nc e ?
• Wha t if no zo ning ?
• No c ha ng e to mo re inte nse la nd use fo r o ne

ye a r a fte r a nne xa tio n & initia l zo ning

Compr e he nsive Plan: O.C.G.A § 36- 70- 1

• Minimum Sta nda rds & Pro c e dure s e sta b lishe d

b y DCA

• Ge a re d to size o f jurisdic tio n
• Must a me nd whe n c o nditio ns sig nific a ntly

c ha ng e , b ut a t le a st e ve ry 10 ye a rs

• Pe na lty? L
• ss o f q ua lifie d lo c a l g o ve rnme nt

c e rtific a tio n

Se r vic e De live r y Str ate gy: O.C.G.A § 36- 70- 20

• Must ide ntify se rvic e s & g e o g ra phic a re a o f

se rvic e s

• De sc rib e funding fo r e a c h se rvic e
• Re q uire me nts to e nsure fa ir ra te s a c ro ss se rvic e

a re a s

• Dispute re so lutio n pro c e ss
• Upda te s to Se rvic e De live ry Stra te g y re q uire d in

c o njunc tio n with upda te s to c o mpre he nsive pla n o r whe n se rvic e de live ry c ha ng e s

7/29/2019

Ge or gia De ve lopme nt Impac t F e e Ac t: O.C.G.A. §36- 71- 1 e t se q.

• Just wha t it sa ys: F

e e s c ha rg e d to minimize impa c t o f de ve lo pme nt ▫ Must ha ve o rdina nc e , Ca pita l I mpro ve me nt e le me nt in Co mpre he nsive Pla n, & c re a te a n I mpac t F e e Adviso ry Co mmitte e ▫ Ado ptio n re q uire s 2 pub lic he a ring s a t le a st 2 we e ks a pa rt (O.C.G.A § 36-71-6) ▫ I mpa c t F e e Cre dits & Re funds

County Offic ials

• T

he Co unty Cle rk: the c le rk is re spo nsib le fo r re c o rding the b o a rd o f c o mmissio ne rs’ o ffic ia l a c tio ns, pre pa ring c o rre spo nde nc e a nd re po rts, mainta ining c o unty re c o rds, a nd a ny o the r re spo nsib ilitie s a nd dutie s a s pro vide d in the lo c a l a c t.

• Co unty Ma na g e r: ma ny Ge o rg ia c o untie s e mplo ye e a

ma na g e r o r a dministra to r a s the c hie f a dministra tive

• ffic ia l fo r the c o unty. T

his individua l is re spo nsib le fo r the da y-to -da y o pe ra tio ns o f the c o unty.

• Co unty Atto rne y: the prima ry func tio n o f this po sitio n is to

a dvise the g o ve rning a utho rity a nd o the r c o unty o ffic e rs

• n the ir po we rs a nd dutie s unde r the la w, to pre pa re
• rdina nc e s a nd le g a l do c ume nts, to re vie w pro po se d

c o ntra c ts, a nd to re pre se nt the c o unty in c o urt.

County Administrative Officials

7/29/2019

• She riff
• Cle rk o f Supe rio r Co urt
• Judg e o f Pro b a te Co urt
• T

a x Co mmissio ne r

Constitutional Officers

• Dutie s o f the o ffic e o f she riff:
• To execute and return the processes and orders of the courts;
• To attend all sessions of the superior court and all sessions of the probate

court whenever required by the judge;

• To be present on election days at all election locations from the opening to

the closing of the polls;

• To publish sales, citations and other

proceedings as required by law and to keep a file containing all such official advertisements

Sheriff- O.C.G.A. § 15-16-10

• T
• ke e p a n e xe c utio n do c ke t fo r e nte ring a de sc riptio n
• f a ll e xe c utio ns re c e ive d, the da te s o f the ir de live ry,

a nd the a c tio ns ta ke n o n the m;

• T
• ke e p a b o o k whic h c o nta ins a re c o rd o f a ll sa le s

ma de b y pro c e ss o f the c o urt o r b y a g re e me nt unde r the sa nc tio n o f the c o urt a nd whic h de sc rib e s the pro pe rty a nd the pro c e ss unde r whic h so ld, the da te o f the le vy a nd sa le , the purc ha se r, a nd the pric e ;

• T
• re c e ive fro m the pre c e ding she riff a ll une xe c ute d

writs a nd pro c e sse s a nd pro c e e d to e xe c ute the m a nd to c o mple te o the r unfinishe d dutie s;

• T
• se rve a s the c o unty ja ilo r (O.C.G.A. § 42-4-1)

Sheriff- O.C.G.A. § 15-16-10

7/29/2019

• T
• de ve lo p a nd imple me nt a c o mpre he nsive pla n fo r

c o urtho use se c urity sub je c t to b udg e t a ppro ve d b y the c o mmissio ne rs; a nd

• T
• pe rfo rm a ll o the r dutie s impo se d o n tha t o ffic e b y la w.

***De putie s- the She riff ha s the a utho rity to a ppo int de putie s to a ssist in c a rrying o ut the dutie s o f the o ffic e . Unle ss a she riff ha s a g re e d to pa rtic ipa te in a c ivil se rvic e syste m, de puty she riffs a re c o nside re d e mplo ye e s o f the she riff, no t

• f the c o unty. O.C.G.A. § 15-16-23***

Sheriff- O.C.G.A. § 15-16-10

• T

he po we rs a nd dutie s o f the c le rk o f supe rio r c o urt a re a lmo st e ntire ly ministe ria l a nd inc lude the ma inte na nc e o f c o urt re c o rds, the re g istra tio n

• f pro pe rty tra nsa c tio ns, o ve rsig ht o f the b o a rd o f

e q ua liza tio n, a nd the re c o rding o f sub divisio n pla ts.

• E

le c te d fo r fo ur-ye a r te rms o f o ffic e ;

• T

he c o unty must furnish the c le rk with o ffic e supplie s, e q uipme nt, furniture , re c o rd b o o ks, a nd

• the r ite ms ne c e ssa ry to ma inta in the o ffic e .

Clerk of the Superior Court- O.C.G.A. § 15-6-50 et seq.

T he judg e o f the pro b a te c o urt is c ha rg e d with the pe rfo rma nc e o f judic ia l, ministe rial, a nd c le ric a l dutie s a nd ha s o rig ina l, e xc lusive , a nd g e ne ra l jurisdic tio n o ve r: (1) T he pro b a te o f wills; (2) T he g ra nting o f le tte rs te sta me nta ry a nd o f a dministratio n a nd the re pe a l o r re vo c a tio n o f the sa me ; (3) All c o ntro ve rsie s in re la tio n to the rig ht o f e xe c uto rship o r a dministratio n; (4) T he sa le a nd dispo sitio n o f the pro pe rty b e lo ng ing to , a nd the distrib utio n o f, de c e a se d pe rso ns' e sta te s; (5) T he a ppo intme nt a nd re mo va l o f g ua rdia ns o f mino rs, c o nse rva to rs o f mino rs, g ua rdia ns o f inc a pa c ita te d a dults, a nd c o nse rva to rs o f inc a pa c ita te d a dults a nd pe rso ns who a re inc o mpe te nt b e c a use o f me nta l illne ss o r me nta l re ta rda tio n;

Judge of the Probate Court- O.C.G.A. § 15- 9- 30(a)

7/29/2019

(6) All c o ntro ve rsie s a s to the rig ht o f g ua rdia nship a nd c o nse rva to rship, e xc e pt tha t the pro b a te c o urt sha ll no t b e a n a ppro pria te c o urt to ta ke a c tio n unde r O.C.G.A. § 19-7-4; (7) T he a uditing a nd pa ssing o f re turns o f a ll e xe c uto rs, a dministra to rs, g ua rdia ns o f pro pe rty, c o nse rva to rs, a nd g ua rdia ns; (8) T he disc ha rg e o f fo rme r sure tie s a nd the re q uiring o f ne w sure tie s fro m a dministra to rs, g ua rdia ns o f pro pe rty, c o nse rva to rs, a nd g ua rdia ns; (9) All ma tte rs a s ma y b e c o nfe rre d o n the m b y Cha pte r 3 o f T itle 37; (10) All o the r ma tte rs a nd thing s a s a ppe rta in o r re la te to e sta te s o f de c e a se d pe rso ns a nd to pe rso ns who a re inc o mpe te nt b e c a use o f me nta l illne ss o r me nta l re ta rda tio n; a nd (11) All ma tte rs a s ma y b e c o nfe rre d o n the m b y the Co nstitutio n a nd la ws.

Judge of the Pr

• bate Cour

t- O.C.G.A. § 15- 9- 30 (cont.)

• E

le c te d fo r fo ur ye a r te rms

• Ha ve va rio us o the r po we rs pursua nt to O.C.G.A.

§ 15-9-30(b )- fo r e xa mple , a dministe r o a ths to pub lic o ffic e rs, issue ma rria g e lic e nse s, a c c e pt, file , a ppro ve a nd re c o rd b o nds o f pub lic o ffic e rs

Judge of the Probate Court

• T

he sta te c o nstitutio n a utho rize s the Ge ne ra l Asse mb ly to c o nso lida te the o ffic e s o f ta x re c e ive r a nd ta x c o lle c to r into the o ffic e o f ta x c o mmissio ne r, a nd e ve ry c o unty in Ge o rg ia ha s c o nso lida te d the po sitio ns.

• T

he ta x c o mmissio ne r is e le c te d to a fo ur-ye a r te rm.

• Othe r e nume ra te d dutie s a re fo und a t O.C.G.A.

§ 48-5-121 e t se q.

Tax Commissioner

7/29/2019

L

• c a l E

le c te d Judic ia l Offic e rs:

• Judge (s) of the Supe r

ior Cour ts- e le c te d o n a no n-pa rtisa n b a sis a nd ho ld

• ffic e fo r fo ur ye a rs. the supe rio r c o urt is the hig he st ra nking c o urt in the

sta te with o rig ina l a nd g e ne ra l tria l jurisdic tio n. T he sta te is divide d into 49 judic ia l c irc uits, e a c h o f whic h c o nsist o f a t le a st o ne c o unty.

• Distr

ic t Attor ne y-e le c te d to fo ur ye a r te rms o f o ffic e . Re pre se nts the sta te in a ll c rimina l c a se s in supe rio r c o urt a nd in a ll c a se s ta ke n up fro m the supe rio r c o urts to the c o urt o f a ppe a ls a nd the supre me c o urt. Othe r dutie s inc lude a dvising g ra nd jurie s a nd a ssisting the a tto rne y g e ne ra l in c e rta in pro se c utio ns.

• Judge (s) of the State Cour

t- e le c te d o n a no n-pa rtisa n b a sis a nd ho ld

• ffic e fo r fo ur ye a rs. Sta te c o urts a re e sse ntia lly c o unty c o urts tha t

e nfo rc e sta te la ws (e .g ., no n-fe lo ny c rimina l c a se s, c ivil c a se s whe re e xc lusive jurisdic tio n is no t ve ste d in the supe rio r c o urt)

• Solic itor

Ge ne r al of the State Cour t- e le c te d to a fo ur ye a r te rm o f o ffic e . I n c o untie s with a sta te c o urt, the so lic ito r g e ne ra l re pre se nts the sta te in a ll c rimina l c a se s in tha t c o urt unle ss a lo c a l la w de sig na te s tha t the distric t a tto rne y will do so .

• Chie f Ma g istra te- e le c te d to a fo ur ye a r te rm a nd a ppo ints o the r

ma g istrate s.

Other County Officials

• Circ uit pub lic de fe nde r
• Co ro ne r/ Me dic a l e xa mine r
• Surve yo r
• T

re a sure r

• E

me rg e nc y ma na g e me nt dire c to r

• Co unty po lic e
• Gra nd jury

Other elected and appointed officers

• Bo a rd o f T

a x Asse sso rs

• Bo a rd o f E

q ua liza tio n

• Co unty Appra isa l Sta ff
• Bo a rd o f He a lth
• Bo a rd o f F

a mily a nd Childre n Se rvic e s

• Re g io na l Pla nning Bo a rds fo r Me nta l

He a lth/ Co mmunity Se rvic e Bo a rds

• Pla nning Co mmissio n
• Bo a rd o f Zo ning Appe a ls a nd Va ria nc e s
• Pub lic L

ib ra ry Bo a rd

County Boards and Authorities

7/29/2019

• Bo a rd o f T

ruste e s o f the Co unty L a w L ib ra ry

• Pa rks o r Re c re a tio n Bo a rds
• De ve lo pme nt Autho rity
• Ho spita l Autho rity
• Ho using Autho rity
• Airpo rts/ Airpo rt Autho rity
• 9-1-1 Autho rity
• Bo a rd o f E

duc a tio n

• Supe rinte nde nt o f Sc ho o ls
• Re g io na l Co mmissio ns- inte rg o ve rnme ntal re la tio ns

County Boards and Authorities

Motions, Re solutions, & Pr

• c lamations

Motions

• T

he mo st c o mmo n pro c e dura l me tho d o f e xe rc ising yo ur a utho rity is b y ma king mo tio ns.

• I

t is a lwa ys de sira b le to put yo ur mo tio ns in writing . Of c o urse , yo ur me e ting s a re re c o rde d a nd re po rte d, b ut to e nsure tha t the re is no t a mista ke , it is pre fe ra b le to put mo tio ns in writing a nd g ive the m to the c le rk o r re po rte r fo r pla c e me nt in the re c o rd. T his e nsure s the re is no q ue stio n a b o ut wha t wa s inte nde d.

• Co nsiste nc y sho uld b e yo ur g o a l. Ma ke sure tha t yo ur

de c isio ns a nd c o nditio ns a re impo se d in a n e ve n ha nde d ma nne r.

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Quick Tips for Making Motions

• 1. Re me mbe r the mo tio n will b e re duc e d to b la c k a nd

white .

• 2. Avo id “so mo ve d” unle ss it is unmistaka bly c le a r

wha t is g o ing o n.

• 3. I

f vo ting to a ppro ve a n a c tio n, just ma ke sure to ide ntify wha t yo u a re a ppro ving (i.e . the Re so lutio n, the Ordina nc e , the pla n, the c o ntra c t)

• 4. I

f de nying so me thing , pa rtic ularly in the la nd use c o nte xt, try to g ive re a so ns a rising fro m the c o de yo u a re wo rking unde r.

• 5. Re me mbe r tha t a ma in mo tio n is o n the b o tto m with

re spe c t to prio rity. A mo tio n to a djo urn, re c e ss, po stpo ne o r a me nd will ta ke prio rity.

Accuracy of Motion

• Ma ny time s the a g e nc y me mb e rs a re e ng a g e d in

e a rne st de lib e ra tio n a nd de b a te a nd a re a tte mpting to c ra ft c o mpro mise b y the mo tio n. I n the g ive a nd ta ke o f de lib e ra tio n, ma ny time s E VE RYONE c a n kno w wha t the mo tio n me a nt; b ut in b la c k a nd white it do e s no t c o me o ut ve ry we ll.

• I

de ally, ha ve yo ur mo tio ns in writte n fo rma t. I f no t, pe rha ps use the sa me mo tio n la ng ua g e e a c h time . I mo ve tha t the PC ma ke a re c o mme ndatio n o f a ppro va l o f Zo ning X, with the c o nditio ns tha t we re displa ye d o n the sc re e n. Or, with the c o nditio ns displa ye d o n the sc re e n, a nd to inc lude the re q ue ste d 10 fo o t side ya rd va ria nc e .

Minute adoption procedures

• F

ully a ppro pria te to c irc ula te dra ft minute s in a dva nc e ;

• F

urthe r a ppro pria te to q ue stio n the a c c ura c y o f the minute s.

• F

urthe r it is a ppro pria te fo r the minute s to b e c ha ng e d fro m wha t wa s o rig ina lly c irc ula te d;

• Ho we ve r, a ny sug g e ste d c ha ng e is ONL

Y a s g o o d a s it is a g re e d upo n b y the re st o f the me mb e rs.

• And, minute s a re impo rta nt. Ma ke no mista ke a b o ut

tha t. T he y a re , le g a lly, the o ffic ia l re c o rd o f wha t tra nspire d a t the me e ting . Ho we ve r, if a Bo a rd me mb e r ma ke s a sug g e stio n tha t the dra ft minute s b e mo difie d in a ma nne r tha t me a ns the y a re diffe re nt tha n wha t a c tua lly o c c urre d; the n tha t is no t a ppro pria te .

• T
• uc hsto ne o f minute s. T

he y must re fle c t wha t a c tually tra nspire d a t the me e ting ; g o o d, b a d o r ug ly.

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Meeting efficiency

• No ma g ic b ulle t he re .
• F

irst o f a ll, e ffic ie nc y is in so me re spe c ts in the e ye o f the b e ho lde r. F

• r o ne me mb e r, e ffic ie nc y ma y

me a n a ve ry q uic k me e ting with little disc ussio n a nd q uic k vo te s.

• F
• r a no the r me mb e r, e ffic ie nc y ma y me a n tha t the

me e ting is “run” pro pe rly, b ut the re is muc h, muc h, muc h disc ussio n.

• F
• r a no the r me mb e r it mig ht b e a me lding o f the se

two c o nc e pts.

• E

ffic ie nc y is in the e ye o f the b e ho lde r.

• Ho we ve r, if the re is no t una nimity o n the to pic o f

wha t is e ffic ie nc y, the n the re a re pro c e dura l ste ps tha t c a n b e e mplo ye d to e nsure tha t the me e ting sta ys o n ta rg e t:

Meeting efficiency (Cont’d)

• Cha irma n – a s the pre siding o ffic e r c a n e nc o ura g e the me mb e rs

to b e c o nc ise a nd e ffic ie nt in the ir de lib e ra tio ns, e tc .,

• T

he Co mmissio ne r c o uld c o nside r a do pting pro c e dura l de vic e s to inc e ntivize e ffic ie nt disc ussio ns (i.e , mo tio ns to c a ll the q ue stio n; mo tio ns to suspe nd de b a te ; mo tio ns to se t a time c e rta in fo r de lib e ra tio n). Ho we ve r, the se to o ls a re o nly e ffe c tive if the y wo rk.

• Ho we ve r, tho se to o ls no twithsta nding , the b e st wa y to e nsure the

b usine ss o f the PC is ha ndle d e ffic ie ntly, is to ha ve a c o mmo n unde rsta nding b e twe e n a ll the me mb e rs tha t a n e ffic ie ntly run b o a rd is the so rt o f thing tha t instills c o nfide nc e into the pub lic ; a nd we c a n a g re e tha t this is a la uda b le g o a l.

• F

ina lly, a no the r wa y to inc e ntivize e ffic ie nc y is to re a lly e xplo it wo rk se ssio ns. Ask q ue stio ns, ro ll up the sle e ve s a nd re a lly dig in de e p. Ag a in, a wo rk se ssio n is no t sub stitute fo r the a c tua l me e ting ; b ut it is a n inva lua b le to o l to a ddre ss q ue stio ns in a wa y tha t inc e ntive s mo re e ffic ie nt de c isio n ma king in the b ig ro o m.

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Ope n Me e tings

Public Policy of the Open Meetings Act

• T

he Ope n Me e ting s o r “Sunshine ” Ac t wa s e na c te d to e nsure tha t the pro c e e ding s o f a ll pub lic a g e nc ie s a re c o nduc te d in a n o pe n a nd pub lic ma nne r, so tha t the pe o ple ma y b e info rme d a b o ut the a c tio ns o f the ir g o ve rnme nts a nd re ta in c o ntro l o f the m.

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Function of the Act

• T

he Ac t pro vide s a fra me wo rk fo r ma na g ing b usine ss b y pub lic a g e nc ie s thro ug h po sting a g e nda s, ke e ping minute s, a nd de a ling with pe rso nne l issue s.

• T

he Ac t pro vide s a me c ha nism fo r a n a g g rie ve d c itize n who b e lie ve s a g o ve rnme nta l a g e nc y ha s c o mmitte d a vio la tio n o f the Ac t.

Who Must be Granted Access?

• T

he Pub lic – At All T ime s.

• Any ra dio o r te le visio n sta tio n ma y b ro a dc a st a n
• pe n me e ting , a s c a n a priva te c itize n. T

he pub lic b o dy ma y re a so na b ly c o ntro l the pla c e me nt a nd use o f c a me ra s so a s no t to unduly inte rfe re with the me e ting .

• E

a c h g o ve rning b o dy ma y a do pt re a so na b le rule s fo r a tte nda nc e o f the pub lic a t its me e ting s.

Who Must Comply with the Open Meetings Act?

What organizations are c ove re d?

• All o rg a niza tio ns c re a te d unde r sta tute o r b y re so lutio n o f

a lo c a l b o a rd, c o unc il, c o mmissio n, o r o the r g o ve rnme ntal unit e xe rc ising po lic y-ma king a utho rity.

• E

ve ry c o unty, munic ipa l c o rpo ra tio n, sc ho o l distric t, o r

• the r po litic a l sub divisio n o f this sta te .
• E

ve ry de pa rtme nt, a g e nc y, b o a rd, b ure a u, o ffic e , c o mmissio n, a utho rity, o r simila r b o dy o f e a c h suc h c o unty, munic ipa l c o rpo ra tio n o r o the r po litic a l sub divisio n o f the sta te .

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What is a “Meeting”?

• Ga the ring o f a Quo rum o f the Me mb e rs o f the g o ve rning

b o dy o f a n a g e nc y a t whic h any o ffic ial busine ss, po lic y o r public matte r o f the age nc y is fo rmulate d, pre se nte d, disc usse d, o r vo te d upo n.

• T

he g a the ring o f a q uo rum o f a ny c o mmitte e o f the me mb e rs o f the g o ve rning b o dy o f a n a g e nc y o r a quo rum o f any c o mmitte e c re a te d b y the g o ve rning b o dy a t whic h a ny o ffic ial busine ss, po lic y, o r public matte r o f the c o mmitte e is fo rmulate d, pre se nte d, disc usse d o r vo te d upo n.

• T

he sta tuto ry inc lusio n o f a q uo rum o f a ny c o mmitte e c re a te d b y the g o ve rning a utho rity c o nstituting a me e ting irre spe c tive o f whe the r the c o mmitte e ha s me mb e rs o f the g o ve rning b o dy o n it, is a sig nific a nt c ha ng e in the la w.

What is NOT a Meeting

T he g a the ring o f a q uo rum o f the g o ve rning b o dy o r a c o mmitte e fo r the purpo se o f:

• Ma king inspe c tio ns o f physic a l fa c ilitie s o r pro pe rty

unde r the jurisdic tio n o f the a g e nc y – whe re no o the r b usine ss is disc usse d o r o ffic ia l a c tio n is ta ke n;

• Atte nding a sta te wide , multi-jurisdic tio na l o r re g io na l

me e ting to pa rtic ipa te in se mina rs o r c o urse s o f tra ining

• n a g e nc y ma tte rs – whe re no o ffic ia l a c tio n is ta ke n;
• Me e ting with o ffic ia ls o f the le g isla tive o r e xe c utive

b ra nc he s o f the sta te o r fe de ra l g o ve rnme nt a t sta te o r fe de ra l o ffic e s a nd a t whic h no o ffic ia l a c tio n is to b e ta ke n b y the me mb e rs;

What is NOT a Meeting (cont.)

• T

ra ve ling to a ny o f the a b o ve a sse mb lie s so lo ng a s no

• ffic ia l b usine ss, po lic y, o r pub lic ma tte r is fo rmulate d,

pre se nte d, disc usse d o r vo te d upo n b y the q uo rum;

• Atte nding a so c ia l, c e re mo nia l, c ivic o r re lig io us e ve nt –

no munic ipa l b usine ss;

• I

nc ide nta l c o nve rsa tio ns unre la te d to the b usine ss o f the a g e nc y.

• E
• ma il c o mmunic a tio ns a mo ng me mb e rs o f a n a g e nc y,

pro vide d, ho we ve r, tha t suc h c o mmunic a tio ns sha ll b e sub je c t to disc lo sure pursua nt to the Ope n Re c o rds Ac t;

• Sta ff me e ting s he ld fo r inve stig a tive purpo se s unde r

dutie s impo se d b y la w.

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What is NOT a Meeting (cont.)

• Ga the ring s invo lving a n a g e nc y & o ne o r mo re ne utra l

pa rtie s in me dia tio n o f a dispute b e twe e n the a g e nc y & a ny o the r pa rty. In suc h a g a the ring , the ne utra l pa rty ma y c a uc us jo intly o r inde pe nde ntly with the pa rtie s to the me dia tio n to fa c ilita te a re so lutio n o f the c o nflic t, & a ny suc h c a uc us sha ll no t b e sub je c t to

• pe n me e ting s re q uire me nts.
• Cave at: Any de c isio n o r re so lutio n a g re e d to b y a n

a g e nc y a t a ny suc h c a uc us sha ll no t b e c o me e ffe c tive until ra tifie d in a pub lic me e ting & the te rms o f a ny suc h de c isio n o r re so lutio n a re disc lo se d to the pub lic .

But Wait!

T he e xc lusio ns/ e xe mptio ns disc usse d a b o ve sha ll no t a pply if it is sho wn tha t the prima ry purpo se

• f the g a the ring o r g a the ring s is to e va de o r

a vo id the re q uire me nts fo r c o nduc ting a me e ting while disc ussing o r c o nduc ting o ffic ia l b usine ss.

What Meetings Must be Open? (and, is there an exception to this rule)

• Me e ting s o f the g o ve rning b o die s a nd

c o mmitte e s o f a ll pub lic a g e nc ie s must b e o pe n to the pub lic , unle ss a spe c ific sta tuto ry e xc e ptio n a pplie s. T he se sta tuto ry e xc e ptio ns a utho rize the g o ve rning b o dy o r c o mmitte e to e nte r into a n “e xe c utive se ssio n”.

• I

n the re write , e xe c utive se ssio n is no w de fine d a s “a po rtio n o f a me e ting lawfully c lo se d to the public .”

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Participation in Meetings

• Histo ric a lly, the Ope n Me e ting s Ac t pro hib ite d me e ting s

via te le c o nfe re nc e , e xc e pt fo r c e rta in sta te wide a g e nc ie s. Unde r the re write , a n a g e nc y ma y c o nduc t a te le c o nfe re nc e me e ting unde r the fo llo wing c irc umsta nc e s:

• F
• r e me rg e nc y c o nditio ns invo lving pub lic sa fe ty o r the

pre se rva tio n o f pro pe rty;

• T

he pub lic no tic e re q uire me nts must b e me t;

• T

he pub lic must ha ve simulta ne o us a c c e ss to the te le c o nfe re nc e me e ting .

May a Member Participate Via Teleconference or Other Electronic Method Where a Quorum of the Agency is Physically Assembled?

• Unde r the ne w la w, the a nswe r is c le a rly ye s.
• Only ma y do so if (1) a wa y fro m the jurisdic tio n, o r (2)

ne c e ssa ry fo r he a lth re a so ns.

• Ma y o nly do so twic e a ye a r, a b se nt a n e me rg e nc y

c o nditio n o r the me mb e r ha s a writte n o pinio n b y a he a lth c a re pro fe ssio na l tha t re a so ns o f he a lth pre ve nt the me mb e r’ s physic a l a tte nda nc e .

Caution: Situations to Watch!

• Se mina rs, Wo rk Se ssio ns a nd Re tre a ts
• Pre -Me e ting Me e ting s
• Bre a ks during Re g ula r Me e ting s
• 2 x 2 Me e ting s

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Making the Public AWARE

• F
• r

R e gular me e tings – the following is r e quir e d:

T he a g e nc y sha ll pre sc rib e the time , pla c e a nd da te s o f re g ula r me e ting s o f the a g e nc y. Suc h info rma tio n sha ll b e a va ila b le to the g e ne ra l pub lic a nd a no tic e c o nta ining suc h info rma tio n sha ll b e po ste d at le ast o ne we e k in advanc e a nd ma inta ine d in a c o nspic uo us pla c e a va ila b le to the pub lic a t the re g ula r pla c e o f a n a g e nc y o r c o mmitte e me e ting as we ll as o n the age nc y’s we bsite , if any.

Making the Public AWARE (cont.)

• F
• r OT

HE R tha n Re g ula r me e ting s:

Writte n o r o ra l no tic e sha ll b e g ive n a t le a st 24 ho urs in a dva nc e o f the me e ting to the le g a l o rg a n in whic h no tic e s o f she riff’ s sa le s a re pub lishe d in the c o unty whe re re g ula r me e ting s a re he ld – o r a pa pe r tha t ha s the e q uiva le nt c irc ula tio n o f the le g a l o rg a n. If the le g a l o rg a n pub lishe s le ss tha n 4 time s pe r we e k, the n suffic ie nt no tic e sha ll b e po sting o f writte n no tic e a t le a st 24 ho urs a t the pla c e o f re g ula r me e ting a nd, upo n writte n re q ue st fro m the me dia , no tic e b y te le pho ne , e ma il, fa c simile , o r to the me dia a t le a st 24 ho urs in a dva nc e .

Making the Public AWARE (cont.)

F

• r OT

HE R than Re gular me e tings with L E SS T HAN 24 hours a dva nc e notic e :

• T

he to uc hsto ne he re is “re a so na b le no tic e .”

• No tic e must b e re a so na b le unde r the c irc umsta nc e s,

to inc lude (1) no tic e to the c o unty le g a l o rg a n o r its e q uiva le nt, (2) re c o rding in the minute s the ne e d fo r suc h a n e me rg e nc y me e ting , (3) pro viding te le pho nic , fa c simile o r e ma il no tific a tio n to o the r me dia o utle ts tha t ha ve a pla c e o f b usine ss in the Co unty a nd tha t ha ve re q ue ste d suc h no tic e .

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What is Required for an Agenda?

• Must pro duc e Writte n Ag e nda prio r to a ny me e ting ,
• T

he Pub lic Bo dy o r c o mmitte e must pro vide fo r a ll ma tte rs e xpe c te d to b e c o nside re d,

• Ag e nda sha ll b e a va ila b le upo n re q ue st, a nd
• Po ste d a t the me e ting site , a s fa r in a dva nc e o f the

me e ting a s re a so na b ly po ssib le , b ut no t mo re tha n two we e ks (14 da ys) prio r.

• F

a ilure to inc lude a n ite m do e s no t sto p its c o nside ra tio n b y the Pub lic Bo dy.

Requirement for Minutes

• Pub lic a g e nc ie s must ke e p writte n minute s o f a ll

me e ting s, a nd must ma ke the m a va ila b le to the pub lic .

• T

he se minute s must inc lude a ll me a sure s pro po se d a nd the re sults o f a ll vo te s ta ke n.

• Vo ting b y se c re t o r writte n b a llo t is pro hib ite d.

Minutes – Technical Requirements

• A SUMMARY o f the sub je c ts a c te d o n a nd tho se me mb e rs pre se nt a t a

me e ting sha ll b e writte n a nd ma de a va ila b le within two (2) b usine ss da ys

• f a djo urnme nt; a nd
• T

he minute s sha ll b e pro mptly re c o rde d a nd b e o pe n to pub lic inspe c tio n

• nc e a ppro ve d, b ut no t la te r tha n the fo llo wing re g ula r me e ting .
• T

he minute s sha ll, a t a minimum, inc lude : ▫ Na me s o f the me mb e rs pre se nt; ▫ A de sc riptio n o f e a c h mo tio n o r o the r pro po sa l ma de , a nd a re c o rd o f a ll vo te s; ▫ T he ide ntify o f the pe rso n ma king a nd se c o nding the mo tio n o r o the r pro po sa l [ne w r e quir e me nt]; a nd ▫ A re c o rd o f a ll vo te s. Ho we ve r, if una nimo us, the la w a ssume s tha t we kno w who wa s a t the me e ting . Ho we ve r, if the vo te is split, ide ntify who wa s fo r a nd a g a inst.

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Minutes in Executive Session

• T

ra ditio na lly, minute s we re no t re q uire d fo r e xe c utive se ssio n, e xc e pt in the c o nte xt o f la nd a c q uisitio n

• Ne w rule s re q uire minute s o f e xe c utive se ssio n, whic h must

inc lude : ▫ a spe c ific a tio n a nd b rie f de sc riptio n o f e a c h issue disc usse d ▫ the le g isla tio n is no t spe c ific re g a rding vo te s – b ut the pre fe rre d rule is to re c o rd mo tio ns a nd vo te s the sa me a s in o pe n se ssio n ▫ if a tto rne y-c lie nt privile g e d, re c o rd fa c t tha t a privile g e d disc ussio n o c c urre d & its sub je c t, b ut the sub sta nc e o f the disc ussio n ne e d no t b e re c o rde d.

• E

xe c utive se ssio n minute s sha ll not b e o pe n to the pub lic , b ut a re to b e pre se rve d in c a se o f a c o urt c ha lle ng e .

Voting

OLD LAW

• All votes in open session, except

binding voting in closed session allowed for land acquisition and litigation purposes.

• Voting in executive session for

personnel matters was not authorized and could be challenged and stricken within 90 days of vote. NEW LAW

• All votes at any meeting shall be

taken in public; however, votes regarding settlement, negotiations to purchase land, options to purchase land, and appraisals may be taken in executive session, but no settlement, lease, disposal or acquisition shall become binding until voted on in public.

Exceptions to the Open Meetings Act

• A g o ve rning b o dy o f a pub lic a g e nc y ma y ho ld a n

e xe c utive se ssio n (c lo se d me e ting ) during a re g ula r, spe c ia l

• r e me rg e nc y me e ting , whe n the spe c ific re a so n fo r suc h

c lo sure is e nte re d upo n the o ffic ia l minute s. T

• c lo se a

me e ting , the re must b e a vo te b y a ma jo rity o f a q uo rum to c lo se the me e ting a nd the minute s sha ll re fle c t:

• T

he na me s o f the me mb e rs pre se nt; a nd

• T

he na me s o f the me mb e rs tha t vo te d to c lo se the me e ting ; a nd

• T

he re a so n fo r the c lo sure .

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Executive Session Affidavit

• Whe n a n e xe c utive se ssio n o c c urs: the pe rso n pre siding
• ve r suc h me e ting – o r the me mb e rship o f the e ntire

a g e nc y if the a g e nc y’ s po lic ie s so pro vide – sha ll e xe c ute a nd file a no ta rize d a ffida vit a ffirming tha t the sub je c t ma tte r o f the me e ting wa s a utho rize d b y pe rtine nt la w.

• I

f a disc ussio n o c c urs in e xe c utive se ssio n o n a to pic no t a utho rize d b y the la w, the pre siding o ffic e r sha ll de c la re the disc ussio n o ut o f o rde r a nd the disc ussio n sha ll c e a se . I f the disc ussio n c o ntinue s, the me e ting sha ll b e a djo urne d.

Closed Meetings “Executive Session” Topics

L itig a tion Ma tte rs

• Whe n c o nsulting with le g a l c o unse l re g a rding pe nding o r

po te ntia l litig a tio n, se ttle me nt, c la ims, a dministra tive pro c e e ding s, o r o the r judic ia l a c tio n b ro ug ht o r to b e b ro ug ht b y o r a g a inst a ny a g e nc y o r a ny o ffic e r o r e mplo ye e o r in whic h the a g e nc y o r a ny o ffic e r o r e mplo ye e ma y b e dire c tly invo lve d.

• Ca nno t c lo se a me e ting fo r a dvic e / c o nsultatio n o n

whe the r to c lo se a me e ting .

• T
• disc uss se ttle me nt o f a ny ma tte r whic h ma y b e pro pe rly

disc usse d in e xe c utive se ssio n, b ut a vo te in e xe c utive se ssio n to se ttle sha ll no t b e b inding until a sub se q ue nt vo te is ta ke n in o pe n se ssio n.

Closed Meetings “Executive Session” Topics (cont.)

L and Ac quisition Matte r s

• Me e ting s whe n a ny a g e nc y is disc ussing o r vo ting to :

▫ Autho rize ne g o tia tio ns to purc ha se , dispo se o f, o r le a se pro pe rty; ▫ Autho rize the o rde ring o f a n a ppra isa l re la te d to the a c q uisitio n o r dispo sa l o f re a l e sta te ; ▫ E nte r into a c o ntra c t to purc ha se , dispo se o f, o r le a se pro pe rty sub je c t to a ppro va l in a sub se q ue nt pub lic vo te ; ▫ E nte r into a n o ptio n to purc ha se , dispo se o f, o r le a se re a l e sta te sub je c t to a ppro va l in a pub lic vo te

Cave at: No vo te in e xe c utive se ssio n to a c q uire , dispo se o f, o r le a se re a l e sta te sha ll b e b inding o n a n a g e nc y until a sub se q ue nt vo te is ta ke n in

• pe n se ssio n. T

he me re a utho rizatio n o f ne g o tia tio ns & to se c ure a ppra isa ls ha ve no re q uire me nt.

7/29/2019

Closed Meetings “Executive Session” Topics (cont.)

Pe r sonne l matte r s – me e ting s whe n disc ussing o r de lib e ra ting upo n the :

• Appo intme nt;
• E

mplo yme nt;

• Co mpe nsa tio n;
• Hiring ;
• Disc iplina ry a c tio n;
• Dismissa l o r pe rio dic e va lua tio n o r ra ting o f a pub lic o ffic e r o r

e mplo ye e ; o r

• [ne w se c tion] inte rvie wing a pplic a nts fo r the po sitio n o f e xe c utive

he a d o f a n a g e nc y.

• Vote s on any matte r

involving pe r sonne l issue s must be take n in ope n se ssion and othe r wise will not be binding.

Closed Meetings “Executive Session” Topics (cont.)

• Po rtio ns o f me e ting s during whic h tha t po rtio n
• f a re c o rd ma de e xe mpt fro m pub lic

inspe c tio n o r disc lo sure pursua nt to the Ope n Re c o rds Ac t is to b e c o nside re d b y a n a g e nc y a nd the re a re no re a so na b le me a ns b y whic h the a g e nc y c a n c o nside r the re c o rd witho ut disc lo sing the e xe mpt po rtio ns if the me e ting we re no t c lo se d.

Enforcement

• T

he Supe rio r Co urt ha s jurisdic tio n o ve r Ope n Me e ting s Ac t c o mpla ints.

• T

he Atto rne y Ge ne ra l ma y b ring a c ivil o r c rimina l c o mpla int to e nfo rc e c o mplia nc e , a s ma y a ny c itize n, firm, c o rpo ra tio n o r o the r e ntity.

• Unle ss a c tio n ta ke n with sub sta ntia l justific a tio n, the a g e nc y sha ll

b e re spo nsib le fo r pre va iling pa rty a tto rne y fe e s a nd litig a tio n c o sts.

• Any pe rso n kno wing ly a nd willfully c onduc ting or partic ipating in a

me e ting in vio la tio n o f the Ope n Me e ting s Ac t sha ll b e g uilty o f a misde me a no r a nd fa c e up to a $1,000 fine pe r vio la tio n.

• A c ivil pe na lty o f up to $1,000 pe r vio la tio n ma y b e a sse sse d whe n

the vio la tio n wa s ne g lig e nt.

• A c ivil o r c rimina l pe na lty o f up to $2,500 pe r o ffe nse will b e

impo se d fo r a dditio na l vio la tio ns within a 12 mo nth pe rio d fro m the da te tha t the first pe na lty wa s impo se d.

7/29/2019

Who can be Sued?

• T

he Pub lic E ntity a nd me mb e rs o f the g o ve rning b o dy

• Anyo ne c o nduc ting o r pa rtic ipa ting in the me e ting
• Any a c tio n c o nte sting a re so lutio n, rule , re g ula tio n,
• rdina nc e , o r o the r fo rma l a c tio n o f a n a g e nc y b a se d
• n a n a lle g e d vio la tio n o f this pro visio n sha ll b e

c o mme nc e d within 90 da ys o f the da te suc h c o nte ste d a c tio n wa s ta ke n; o r, if the me e ting wa s he ld in a ma nne r no t pe rmitte d b y la w, within 90 da ys fro m the da te the pa rty a lle g ing the vio la tio n kne w o r sho uld ha ve kno wn a b o ut the a lle g e d vio la tio n so lo ng a s suc h da te is no t mo re tha n six mo nths a fte r the da te the c o nte ste d a c tio n wa s ta ke n.

What Legal Remedies may be Available?

• Injunctive Relief
• Mandamus
• Civil Penalties (Attorney

Fees)

• Criminal Penalties
• Invalidating Official Action
• Forfeiture of Office
• Contempt of Court

Defenses to the Lawsuit

• Sub sta ntia l Co mplia nc e
• Advic e o f Co unse l
• No npa rtic ipa tio n in the Vio la tio n
• Go o d F

a ith (de fe nse in c rimina l a c tio n)

• Ha rmle ss o r De Minimus Vio la tio n

7/29/2019

Practice Pointers

• Be c o me fa milia r with the Ac t’ s Re q uire me nts – Addre ss q ue stio ns

a b o ut the la w to le g a l c o unse l.

• Assure yo urse lf tha t the pub lic b o dy fo llo ws the Ac t’ s

re q uire me nts fo r no tifying the pub lic a nd pre ss a nd fo r ma king a nd pre se rving re c o rds.

• Pre sume tha t me e ting s will b e o pe n, unle ss the re is a c le a r

sho wing o f ne e d fo r a c lo se d me e ting spe c ific a lly a utho rize d b y the Ac t.

• Whe n vo ting to c lo se a me e ting :

▫ Spe c ify whic h e xe mptio n is b e ing use d to c lo se the me e ting ; ▫ Ha ve this no te d in the minute s; a nd ▫ Stic k to the to pic .

• T

a ke fina l a c tio n in pub lic .

Ope n Re c or ds Ac t

Public Policy of the Open Records Act

• “T

he Ge ne ra l Asse mb ly finds a nd de c la re s tha t the stro ng pub lic po lic y o f this sta te is in fa vo r o f o pe n g o ve rnme nt; tha t o pe n g o ve rnme nt is e sse ntia l to a fre e , o pe n, a nd de mo c ra tic so c ie ty, a nd tha t pub lic a c c e ss to pub lic re c o rds sho uld b e e nc o ura g e d to fo ste r c o nfide nc e in g o ve rnme nt a nd so tha t the pub lic c a n e va lua te the e xpe nditure o f pub lic funds a nd the e ffic ie nt a nd pro pe r func tio ning o f its institutio ns. T he Ge ne ra l Asse mb ly furthe r finds a nd de c la re s tha t the re is a stro ng pre sumptio n tha t pub lic re c o rds sho uld b e ma de a va ila b le fo r pub lic inspe c tio n witho ut de la y. T his a rtic le sha ll b e b ro a dly c o nstrue d to a llo w fo r inspe c tio n o f g o ve rnme nta l re c o rds.”

7/29/2019

Importance of Access

• T

he Ac t a llo ws the c itize ns, the pub lic , o r a nyo ne to kno w ho w the g o ve rnme nt is do ing its b usine ss & func tio ning a s a pub lic a g e nc y. T he re c o rds a re a wa y tha t the c itize ns c a n unde rsta nd wha t the ir g o ve rnme nt is do ing .

What is a “Public Record”

• Ge o rg ia la w do e s no t re stric t the c o nc e pt o f a “pub lic

re c o rd” b y fo c using o n the c o nte nt, fo rma l a ppro va l o r fo rma t o f do c ume nt.

• Pub lic re c o rd me a ns “a ll do c ume nts, pa pe rs, le tte rs,

ma ps, b o o ks, ta pe s, pho to g ra phs, c o mpute r b a se d o r g e ne ra te d info rma tio n, da ta , da ta fie lds, o r simila r ma te ria l pre pare d and maintaine d o r re c e ive d b y a n a g e nc y o r b y a priva te pe rso n o r e ntity in the pe rfo rma nc e o f a se rvic e o r func tio n fo r o r o n b e ha lf o f a n a g e nc y o r whe n suc h do c ume nts ha ve b e e n tra nsfe rre d to a priva te pe rso n o r e ntity b y a n a g e nc y fo r sto ra g e o r future g o ve rnme ntal use .”

What is the Appropriate Format of an Open Records Act Request?

• A re q ue st ma y b e ma de e ithe r o ra lly o r in writing , to inc lude e ma il,

fa c simile , o r b y a ny o the r me tho d a ppro ve d b y the a g e nc y. E ma il & fa c simile de live ry a re o nly a ppro pria te if the a g e nc y use s e ma il & fa c simile c o mmunic a tio ns in the o rdina ry c o urse o f b usine ss.

• Ho we ve r, a n a g e nc y ma y (b ut is no t re q uire d) to re q uire tha t a ll writte n

re q ue sts b e ma de upo n the a g e nc y’ s c ho ic e o f o ne o f the fo llo wing : ▫ T he a g e nc y’ s dire c to r; ▫ T he a g e nc y’ s c ha irpe rso n; ▫ T he a g e nc y’ s c hie f e xe c utive o ffic e r; ▫ T he a g e nc y’ s se nio r o ffic ia l a t a ny sa te llite o ffic e ; ▫ A c le rk spe c ific a lly de sig na te d a s the c usto dia n o f a g e nc y re c o rds; o r ▫ A duly de sig na te d o pe n re c o rds o ffic e r o f a n a g e nc y.

• NOT

E : T he la c k o f a va ila b ility o f a ny o f the a b o ve pe rso ns ma y no t de la y a n a g e nc y’ s re spo nse .

7/29/2019 Both Inspection and Copying are Contemplated

• All pub lic re c o rds sha ll b e o pe n fo r inspe c tio n &

c o pying , e xc e pt tho se whic h b y o rde r o f a c o urt o f this sta te o r b y la w a re spe c ific a lly e xe mpte d fro m disc lo sure .

• Citize ns ha ve the rig ht to b o th inspe c t the o rig ina ls o f

do c ume nts & to c o py the m.

• At the time o f inspe c tio n, a pe rso n is e ntitle d to ma ke

c o pie s o r o the r e le c tro nic re pro duc tio ns (i.e ., sc a ns) o f the re c o rds using the ir o wn e le c tro nic de vic e s.

Important Caveat

T he e nfo rc e me nt pro visio ns in the Ope n Re c o rds Ac t sha ll b e a va ila b le o nly to e nfo rc e c o mplia nc e & punish no nc o mplia nc e whe n a writte n re q ue st is ma de c o nsiste nt with this sub se c tio n & sha ll no t b e a va ila b le whe n ma de o ra lly.

How Much Detail in the Request?

• Ma ny time s this is no t a n issue , a s the re q ue st is suffic ie ntly

c le a r.

• I

f unc le a r, typic a lly pa rtie s re q ue sting re c o rds a re ve ry willing to pro vide furthe r c la rity.

• Whe re yo u se e c o nfusio n is re q ue sts fo r e le c tro nic re c o rds.

T he ne w la w pro vide s: Re q ue sts fo r e le c tro nic me ssa g e s (e ma il, te xts) should c o nta in info rma tio n a b o ut the me ssa g e s tha t is re a so na b ly c a lc ulate d to a llo w the re c ipie nt o f the re q ue st to lo c a te the me ssa g e s so ug ht, inc luding , if kno wn, the na me , title o r o ffic e o f the spe c ific pe rso n o r pe rso ns who se e le c tro nic me ssa g e s a re so ug ht & to the e xte nt po ssib le , the spe c ific da ta b a se s to b e se a rc he d.

7/29/2019 What if the Request is Sent to Someone Other Than the Records Custodian?

• I

f a n a g e nc y de sig na te s a re c o rds o ffic e r, the thre e -da y re spo nsive pe rio d do e s no t b e g in until the writte n re q ue st is de live re d to tha t o ffic e .

• I

f a n o pe n re c o rds o ffic e r is de sig na te d, the a g e nc y ha s a n o b lig a tio n to instruc t a pa rty re q ue sting re c o rds o f the na me o f tha t o ffic e r e ithe r o ra lly o r in writing .

• I

f a re c o rds o ffic e r is so de sig na te d, the a g e nc y sha ll a lso ha ve a n o b lig a tio n to no tify the le g a l o rg a n o f suc h de sig na tio n & sha ll pro mine ntly displa y the re c o rds

• ffic e r o n the a g e nc y’ s we b site .

So Who Re plie s to the Re que st?

• I

f a n a g e nc y ha s de sig na te d a re c o rds o ffic e r, the n tha t pe rso n will re spo nd.

• I

f no t, the n the c usto dia n o f the re q ue ste d re c o rds, o r pe rha ps the c ity a tto rne y, sho uld re spo nd.

• Re vie ws e a c h re q ue st, o rg a nize s the

do c ume nts, & re plie s to e nsure c o mplia nc e with the la w.

How L

• ng Doe s the

Age nc y Have to Re spond?

• A re a so na b le a mo unt o f time to de te rmine

whe the r o r no t the re c o rds a re sub je c t to a c c e ss & to pe rmit inspe c tio n & c o pying . I n no e ve nt sha ll this time e xc e e d thre e (3) b usine ss da ys.

7/29/2019 What to do if Re c or ds ar e not Available in 3 Days

• Whe re re spo nsive re c o rds e xist, & a re no t e xe mpte d,

b ut a re no t a va ila b le within thre e b usine ss da ys o f the re q ue st, a writte n de sc riptio n o f suc h re c o rds, to g e the r with a time ta b le fo r the ir inspe c tio n & c o pying , sha ll b e pro vide d within tha t pe rio d. T he re c o rds sha ll the n b e pro duc e d a s q uic kly a s pra c tic a b le .

What ar e Options for Re sponding?

• I

f no re spo nsive re c o rds, the n a dvise .

• I

f re c o rds e xist, b ut c a nno t b e a sse mb le d in thre e da ys, the n yo u pro duc e the de sc riptio n & time ta ble a s me ntio ne d pre vio usly within 3 da ys. I f so me re c o rds c a n b e pro duc e d imme dia te ly, b ut no t o the rs, the n yo u pro duc e wha t yo u c a n.

• I

f re c o rds a re imme dia te ly a va ila b le , the n yo u pro duc e in 3 da ys.

• At the time o f pro duc tio n, yo u must spe c ify the spe c ific

c o de se c tio n tha t a llo ws e ithe r the withho lding o f re c o rds

• r the re da c tio n o f info rma tio n within re c o rds.

Cave at to the Above Options

• I

f a n a g e nc y e stima te s tha t the c o st to pro duc e re spo nsive re c o rds will c o st mo re tha n $25.00, the a g e nc y sha ll no tify the re q ue sting pa rty within thre e (3) b usine ss da ys o f this c o st e stima te , & the a g e nc y ma y

de fe rits se a rc h until the re q ue sting pa rty ha s c o nfirme d

its willing ne ss to pa y the e stima te d c o st – UNL E SS –

• T

he re q ue sting pa rty ha s sta te d in the ir re q ue st tha t the y a g re e o n the fro nt e nd to b e re spo nsib le fo r a n a mo unt in e xc e ss o f the e stima te d se a rc h & re trie va l c o sts.

• One F

I NAL c a ve a t: I f the a g e nc y e stima te s tha t the c o st to se a rc h & a sse mb le re spo nsive do c ume nts will e xc e e d $500.00, the a g e nc y ma y de ma nd a dva nc e pa yme nt prio r to b e g inning the se a rc h, re trie va l, re vie w o r pro duc tio n.

7/29/2019

L awful Re asons to De lay 3-Day Pr

• duc tion of Re c or

ds (not r e sponding – just pr

• duc tion)
• Re c o rds do no t e xist;
• Ag re e me nt o f re q ue sting pa rty;
• Re c o rds a re no t sub je c t to re trie va l within 3 da ys;
• Pre re trie va l e stima te pro vide d (fo r a mo unt g re a te r tha n $25.00)

– a wa iting a g re e me nt to pa y;

• Awa iting pre pa yme nt if e stima te o ve r $500.00;
• Re q ue sting pa rty ha s pre vio us unpa id b a la nc e with a g e nc y,

a nd the re fo re , the la w a llo ws a g e nc y to de ma nd pre pa yme nt;

• De la y a wa iting c o urt filing b y c o mpa ny tha t b e lie ve s

info rma tio n he ld b y a g e nc y is tra de se c re t info rma tio n, so lo ng a s tra de se c re t a ffida vit is pro vide d.

What if a Pr ivate F ir m is Holding the Re c ords?

• A g o ve rnme nta l b o dy c a nno t pre ve nt the

e xa mina tio n o r c o pying o f a pub lic re c o rd b y c o ntra c ting with a no ng o ve rnme nta l b o dy to pe rfo rm a ny o f its dutie s o r func tio ns.

• Disc lo sure is re q uire d a s if re c e ive d o r

ma inta ine d b y suc h a g e nc y, pub lic a g e nc y, o r pub lic o ffic e.

Spe c ial Rule s - Compute r s

• Compute r

Pr

• gr

ams: No rig ht to a c c e ss &

inspe c t a ny c o mpute r pro g ra m o r c o mpute r so ftwa re use d o r ma inta ine d in the c o urse o f

• pe ra tio n o f a pub lic o ffic e o r a g e nc y.
• Compute r

Re c or ds: Re c o rds ma inta ine d b y

c o mpute r sha ll b e ma de a va ila b le whe re pra c tic a b le b y e le c tro nic me a ns, inc luding I nte rne t a c c e ss, sub je c t to re a so na b le se c urity re stric tio ns.

• Compute r

Inde xe s: Any c o mpute rize d inde x o f

de e d re c o rds sha ll b e printe d e ve ry 30 da ys.

7/29/2019 Situations to Watc h

• E

ma il

• Se ttle me nt Ag re e me nts
• Yo ur le tte rs
• Ha ndwritte n no te s

What F e e s May be Asse sse d by the Age nc y?

(administr ative c osts for r e tr ie val)

• T

he a g e nc y ma y impo se a re a so na b le c ha rg e fo r the se a rc h, re trie va l, re da c tio n, & pro duc tio n o r c o pying c o sts fo r the pro duc tio n o f re c o rds;

• An a g e nc y must use the mo st e c o no mic a l me a ns to ma ke

re c o rds a va ila b le ;

• T

he c ha rg e fo r the se a rc h, re trie va l, o r re dac tion o f re c o rds sha ll no t e xc e e d the pro ra te d ho urly sa la ry o f the lo we st pa id full-time e mplo ye e who , in the re a so na b le disc re tio n o f the c usto dia n o f re c o rds, ha s the ne c e ssa ry skill & tra ining to pe rfo rm the re q ue st – le ss the first 15 minute s o f time .

• T

he spe c ific a utho rity in the Ac t to c ha rg e fo r the c o st to re da c t re c o rds is ne w.

Copy Costs

• A fe e ma y b e c ha rg e d fo r the c o pying o f re c o rds o r

da ta ;

• 10¢ pe r pa g e fo r le tte r o r le g a l size do c ume nts; [this is

a re duc tio n fro m 25¢ pe r pa g e ]

• In the e ve nt o f o ve rsize do c ume nts, the a c tua l c o st to

the a g e nc y fo r c o pie s;

• F
• r e le c tro nic re c o rds, the a c tua l c o st o f dig ita l

me dia to re pro duc e the e le c tro nic c o nte nt.

7/29/2019

What if the Re que sting Par ty Re c e ive s a Pr e r e tr ie val E stimate , Agr e e s to it, & T he n Will Not Pay?

• T

he a g e nc y ha s the rig ht to c o lle c t a ny la wfully a sse sse d c ha rg e s a g a inst the re q ue sting pa rty “in a ny ma nne r a utho rize d b y la w fo r the c o lle c tio n o f ta xe s, fe e s, o r a sse ssme nts” b y the a g e nc y.

• An a g e nc y ma y re q uire pre pa yme nt fo r

c o mplia nc e with a ll future re q ue sts fo r pro duc tio n o f re c o rds fro m tha t pe rso n until the c o sts fo r the prio r pro duc tio n o f re c o rds ha ve b e e n pa id o r the dispute re g a rding pa yme nt ha s b e e n re so lve d.

What Happe ns if the F e e is Dispute d?

• Custo dia n must justify fe e .
• Ma y a n a g e nc y impo se fe e s tha t

a re hig h & disc o ura g e re q ue sto rs?

Spe c ial Rule s in Ne w L aw

• Re q ue sts ma de b y litig a nts during c ivil o r

a dministra tive litig a tio n whe re the a g e nc y is a pa rty: ▫ Must b e ma de in writing ; ▫ Co pie d o n c o unse l o f re c o rd fo r the a g e nc y a t the sa me time a s it is de live re d to the a g e nc y; a nd ▫ T he a g e nc y sha ll se rve a c o py o f its re spo nse o n the re q ue sting pa rty & its a tto rne y o f re c o rd in the litig a tio n (unle ss the a tto rne y o f re c o rd de c line s).

7/29/2019 Spe c ial Rule s in Ne w L aw (c ont.)

E le c tro nic Re c o rds

• Ag e nc ie s must pro duc e :

 E le c tro nic c o pie s; o r  Printo uts o f e le c tro nic da ta ; o r  Da ta fro m da ta b a se fie lds fro m the c o mpute r pro g ra ms the a g e nc y ha s in its po sse ssio n.

• An a g e nc y sha ll no t re fuse a re q ue st fo r e le c tro nic re c o rds

me re ly b e c a use pro duc ing suc h will re q uire (1) inputting ra ng e , (2) se a rc h, (3) filte r, (4) re po rt pa ra me te rs, o r simila r c o mma nds

• r instruc tio ns into a n a g e nc y’ s c o mpute r syste m, so lo ng a s

suc h c o mma nds o r instruc tio ns c a n b e e xe c ute d using e xisting c o mpute r pro g ra ms tha t the a g e nc y use s in the o rdina ry c o urse

• f b usine ss.

Spe c ial Rule s in Ne w L aw (c ont.)

• A re q ue sto r ma y re q ue st e le c tro nic da ta

in the sa me fo rma t a s ma inta ine d b y the a g e nc y – o r – sub je c t to te c hnic a l fe a sib ility, ma y re q ue st tha t the a g e nc y pro duc e the e le c tro nic da ta in a sta nda rd e xpo rt fo rma t suc h a s fla t file e le c tro nic Ame ric a n Sta nda rd Co de fo r I nfo rma tio n I nte rc ha ng e (ASCI I ) fo rma t.

Spe c ial Rule s in Ne w L aw (c ont.)

• Ac c e ss to pub lic re c o rds via we b site s:

▫ I n lie u o f pro viding se pa ra te printo uts o r c o pie s

• f re c o rds o r da ta , a n a g e nc y ma y pro vide

a c c e ss to re c o rds thro ug h a we b site a c c e ssib le b y the pub lic . Ho we ve r if da ta fie lds a re re q ue ste d, the a g e nc y ma y no t re fuse to pro vide suc h da ta o n the g ro unds tha t it is

• the rwise o n the we b site .

▫ T he pub lic ha s a rig ht to e le c tro nic da ta in its

• rig ina l fo rm, if re q ue ste d.

7/29/2019

No Re quir e me nt to Cr e ate a Doc ume nt T hat Doe s Not Alr e ady E xist

• T

he lo ng sta nding rule re ma ins tha t a n a g e nc y sha ll no t b e re q uire d to pre pa re ne w re po rts, summa rie s, o r c o mpila tio ns no t in e xiste nc e a t the time o f the re q ue st.

Re c or ds or T ype s of Data T hat May be Withhe ld

• T

he e xe mptio ns unde r the Ope n Re c o rds Ac t a re the mo st c o mple x pa rt o f this le g isla tio n, b e c a use the y e nc o mpa ss a b ro a d spe c trum

• f po lic y o b je c tive s, priva c y, & pub lic sa fe ty

ra tio na le s. So me e xe mptio ns a re pure ly disc re tio na ry. So me e xe mptio ns a re b a se d upo n o the r fe de ra l & sta te la w pro te c ting da ta a g a inst re le a se . Othe r e xe mptio ns pro te c t the live s o f la w e nfo rc e me nt pe rso nne l o r se nsitive infra struc ture re la te d to na tio na l se c re ts.

Most Common E xe mptions Routine ly Use d by L

• c al

Gove r nme nts

• L

a w e nfo rc e me nt re c o rds tha t mig ht re ve a l c o nfide ntia l so urc e s

• r the re le a se o f whic h mig ht e nda ng e r physic a l sa fe ty
• L

a w e nfo rc e me nt, pro se c uto ria l o r re g ula to ry a g e nc ie s’ re c o rds during a pe nding inve stig a tio n o r pro se c utio n (e xc e pt initia l inc ide nt re po rts)

• Individua l Ge o rg ia Unifo rm Mo to r Ve hic le Re po rts, e xc e pt upo n

a sta te me nt o f ne e d

• Co nfide ntia l e va lua tio ns sub mitte d to o r e xa mina tio ns pre pa re d

b y a g o ve rnme nta l a g e nc y & pre pa re d in c o nne c tio n with the a ppo intme nt o r hiring o f a pub lic o ffic e r o r e mplo ye e

• Inve stig a tio n ma te ria l re la te d to the suspe nsio n o r firing o f a

pub lic o ffic e r o r e mplo ye e , until 10 da ys fo llo wing its pre se nta tio n to a g e nc y

7/29/2019

Most Common E xe mptions Routine ly Use d by L

• c al

Gove r nme nts (c ont.)

• Pe nding , re je c te d, o r de fe rre d se a le d b ids o r pro po sa ls &

de ta ile d c o st e stima te s re la te d the re to until fina l a wa rd o f c o ntra c t o r until the b id pro c e ss is a b a ndo ne d o r te rmina te d, o r until the a g e nc y ta ke s a pub lic vo te o n the b id a wa rd

• Re c o rds tha t wo uld re ve a l individua ls unde r c o nside ra tio n fo r

the e xe c utive he a d o f a n a g e nc y, e xc e pt tha t 14 da ys prio r to ta king a fina l vo te o n suc h a ppo intme nt, info rma tio n re g a rding up to 3 c a ndida te s sha ll b e sub je c t to inspe c tio n & c o pying

• Re c o rds tha t wo uld re ve a l the na me , ho me a ddre sse s,

te le pho ne numb e rs, se c urity c o de s, e - ma il a ddr e sse s, o r a ny

• the r da ta re g a rding a ne ig hb o rho o d wa tc h o r pub lic sa fe ty

no tific a tio n pro g ra m o r se c urity syste ms

Most Common Exemptions Routinely Used by Local Governments (cont.)

• Re c o rds tha t re ve a l a n individua l’ s so c ia l se c urity numb e r,

mo the r’ s b irth na me , c re dit c a rd info rma tio n, de b it c a rd info rma tio n, b a nk a c c o unt info rma tio n, a c c o unt numb e r, utility a c c o unt numb e r, pa sswo rd use d to a c c e ss his o r he r a c c o unt, fina nc ia l da ta o r info rma tio n, insura nc e o r me dic a l info rma tio n in a ll re c o rds, unliste d te le pho ne numb e r if so de sig na te d in a pub lic re c o rd, pe rso na l e - ma il a ddre ss o r c e llula r te le pho ne numb e r, da y & mo nth

• f b irth, & info rma tio n re g a rding pub lic utility, te le visio n,

inte rne t o r te le pho ne a c c o unts he ld b y priva te c usto me rs, pro vide d tha t no n-ite mize d b ills sho wing a mo unts o we d & a mo unts pa id sha ll b e a va ila b le , e xc e pt a b o na fide me dia o rg a niza tio n ma y a c c e ss so c ia l se c urity a nd da y & mo nth o f b irth info rma tio n.

Most Common E xe mptions Routine ly Use d by L

• c al

Gove r nme nts (c ont.)

• Re c o rds c o nc e rning pub lic e mplo ye e s tha t re ve a l the

pub lic e mplo ye e ’ s ho me a ddre ss, ho me te le pho ne numb e r, da y & mo nth o f b irth, so c ia l se c urity numb e r, insura nc e o r me dic a l info rma tio n, mo the r’ s b irth na me , c re dit c a rd info rma tio n, de b it c a rd info rma tio n, a c c o unt numb e r, utility a c c o unt numb e r, pa sswo rd use d to a c c e ss his o r he r a c c o unt, fina nc ia l da ta o r info rma tio n

• the r tha n c o mpe nsa tio n b y a g o ve rnme nt a g e nc y,

unliste d te le pho ne numb e r if so de sig na te d in a pub lic re c o rd, & the ide ntity o f the pub lic e mplo ye e ’ s imme dia te fa mily me mb e rs o r de pe nde nts.

• T

his pa ra g ra ph o nly a pplie s o n pub lic re c o rds tha t spe c ific a lly ide ntify the pub lic e mplo ye e b y the ir jo b , title

• r o ffic e .

7/29/2019

Most Common E xe mptions Routine ly Use d by L

• c al

Gove r nme nts (c ont.)

• Re c o rds the disc lo sure o f whic h mig ht c o mpro mise se c urity

a g a inst sa b o ta g e o r c rimina l o r te rro rist a c ts & the no ndisc lo sure

• f whic h is ne c e ssa ry fo r the pro te c tio n o f life , sa fe ty o r pub lic

pro pe rty. ▫ Se c urity pla ns & a sse ssme nts ▫ Pla ns fo r pro te c tio n a g a inst te rro rism ▫ L

• c a tio ns o f se c urity de vic e s

▫ Re c o rds re g a rding tra ining re la tive to g o ve rnme nt se c urity me a sure s

• 911 re c o rds if the re le a se o f suc h re c o rds wo uld c o mpro mise a

c o nfide ntia l so urc e o r e nda ng e r the physic a l sa fe ty o f a ny pe rso n

• T

ra de se c re t info rma tio n, if ide ntifie d a s suc h & if the a g e nc y c o nc urs.

Most Common E xe mptions Routine ly Use d by L

• c al

Gove r nme nts (c ont.)

• Re c o rds pro te c te d b y the Attorne y Clie nt Privile ge &

Attorne y Work Produc t do c trine a s re c o g nize d b y sta te la w,

e xc e pt fo r: ▫ F a c tual finds o f a n a g e nc y a tto rne y inve stig a tio n, unre late d to pe nding litig a tio n, se ttle me nt, c la ims, a dministra tive pro c e e ding s o r o the r a c tio ns ▫ L e g a l c o nc lusio ns o f suc h a n inve stig a tio n re ma in privile g e d

• I

nfo rmatio n withhe ld unde r Atto rne y Clie nt Privile g e ma y b e c ha lle ng e d in a c o urt pro c e e ding & the withhe ld c o mmunic a tio ns ma y b e re vie we d in c a me ra b y the c o urt.

• Ce rta in pro te c te d ta x info rma tio n (b usine ss re turns, e tc .)

What if a Re c or d Contains Some Confide ntial Infor mation?

• I

f a re c o rd c o nta ins so me info rma tio n tha t is c o nfide ntia l b y la w, the re ma ining po rtio n o f the re c o rd sho uld b e pro vide d. Me re inc lusio n

• f so me info rma tio n tha t is c o nfide ntia l b y la w

do e s no t ma ke a n e ntire re c o rd e xe mpt fro m disc lo sure .

7/29/2019 E nfor c e me nt

• T

he Supe rio r Co urt ha s jurisdic tio n o ve r Ope n Re c o rds Ac t c o mpla ints.

• T

he Atto rne y Ge ne ra l ma y b ring a c ivil o r c rimina l c o mpla int to e nfo rc e c o mplia nc e , a s ma y a ny c itize n, firm, c o rpo ra tio n o r o the r e ntity.

• Unle ss a c tio n ta ke n with sub sta ntia l

justific a tio n, the a g e nc y sha ll b e re spo nsib le fo r pre va iling pa rty a tto rne y fe e s a nd litig a tio n c o sts.

Pe naltie s

• Any pe rso n kno wing ly a nd willfully frustrating or

atte mpting to frustrate ac c e ss to re c ords by making re c ords diffic ult to re vie w sha ll b e g uilty o f a

misde me a no r & fa c e up to a $1,000 fine pe r vio la tio n.

• A c ivil pe na lty o f up to $1,000 pe r vio la tio n ma y a lso b e

a sse sse d fo r ne g lig e nt vio la tio ns.

• A c ivil o r c rimina l pe na lty o f up to $2,500 pe r o ffe nse

will b e impo se d fo r a dditio na l vio la tio ns within a 12- mo nth pe rio d fro m the da te tha t the first pe na lty wa s impo se d.

Who Can be Sue d?

• The Public Entity
• Employees or public officials
• Records custodian or records officer

7/29/2019 What L e gal Re me die s may be Available ?

• I

njunc tive Re lie f

• Ma nda mus
• Civil Pe na ltie s (inc luding Atto rne y

F e e s)

• Crimina l Pe na ltie s
• Co nte mpt o f Co urt

De fe nse s to the L awsuit

• Sub sta ntia l Co mplia nc e
• Advic e o f Co unse l
• F

a ilure to Ma ke Spe c ific De ma nds

• Re c o rds Do No t E

xist

• Ac te d in Go o d F

a ith

7/29/2019 Que stions?