state of rhode island - uprise ri · center authority , 774 a.2d 40 (r.i. 2001), based upon this...

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STATE OF RHODE ISLAND

OFFICE OF ATTORNEY GENERAL

ACCESS TO PUBLIC RECORDS ACT

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OPEN MEETINGS ACT

Peter F. KilmartinATTORNEY GENERAL

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INDEX

SECTION I The Access to Public Records Act

Findings – (2018) 1-7

Access to Public Records Act Statute 8-20

SECTION II The Open Meeting Act

Findings – (2018) 21-29

Open Meetings Act Statute 30-40

SECTION III Procedures & Forms

Public Records Request Guidelines 41 Public Records Request Form 42 Rules and Regulations Regarding Training Under the Access to Public Records Act 43-44

CertificateofCompliance 45

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SECTION I

ACCESS TO

PUBLIC RECORDS ACT

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ACCESS TO PUBLIC RECORDS ACT FINDINGS – 2018PR 18-01 DiGregorio v. Town of North Kingstown The Complainant alleged that the Town violated the APRA when it twice

producedthesamedocumentwithslightlydifferentspacing.Wefoundthat theTown timely responded to both of theComplainant’sAPRArequestsbyproviding the requesteddocument.The slightlydifferentspacingwasdue todifferences in the forwardingaddressbutdidnotalter the document’s content.We also found that theComplainant’sAPRA requests failed to specifywhich formathewas requesting.Forthesereasons,wefoundnoviolation.

Issued February 13, 2018.

PR 18-02 Lombardo v. Town of Westerly TheComplainantallegedtheTownofWesterlyviolatedtheAPRAwhen

itdeniedhisrequestfor“allpublicdocumentsconcerningtheMasterAgreementbetweentheTownofWesterly,RhodeIslandandWesterlyLocal#503,InternationalBrotherhoodofPoliceOfficersJuly1,2016toJune30,2019.” TheTownexemptednumerousdocumentsunderR.I.Gen Laws § 38-2-2(4)(H) claiming they related to reports and statements of strategyornegotiation involving labornegotiationsandcollectivebargaining,aswellasR.I.Gen.Laws§38-2-2(4)(K),assuchdraftsorrevisions constitute “preliminary drafts, notes, impressions, workingpapers.” Althoughdocumentsrelatedtothenegotiationprocessareexempt frompublicdisclosure,see Providence Journal v.ConventionCenter Authority,774A.2d40(R.I.2001),baseduponthisDepartment’sin camerareview,wedeterminedtherearefivedocuments(eightpages)that were deemed by the Town to be responsive that this Department didnotbelievefellwithinthepurviewofR.I.Gen.Laws§§38-2-2(4)(K)or (H) This Department directed the Town to release these documents within ten (10) business days

VIOLATION FOUND Issued February 20, 2018.

PR 18-03B Gill v. Tiverton Town Council (Supplement to PR 17-57) In Gill v Tiverton Town Council,wefoundtheTownCouncilviolated

the APRA when it claimed it did not maintain or possess the document the Complainant requested, namely a statement that Councilor Lebeau referred to at the July 10, 2017 TownCouncilmeeting. We directedMr Lebeau and/or the Town Council to provide the Complainant with acopyof thedocumentwithin ten (10)businessdaysofourfinding.TheTown’s legalcounselemailedtheComplainantaone-sidedcolorphotograph, which purported to be document in question Both the

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Complainantand thisOfficewereunsatisfiedwith the responseas itappearedthatthedocumentmayhavehadwritingonthebackside.Assuch,wedirectedthatwithinten(10)businessdaysofthissupplementalfinding,acopyofbothsidesofthisdocumentmustbeprovidedtotheComplainant and this Office, along with an affidavit from CouncilorLebeau that the provided document represents a true and accurate copy ofbothsidesofthedocumentpreviouslyphotographedandprovidedtotheComplainant.IftheTownCouncilclaimsthatthebacksideofthedocumentdoesnotcontainresponsiveinformation,thesupplementalfindingdetailsthealternativemeasuresthatmustbetaken.

VIOLATION FOUND Issued March 6, 2018.

PR 18-04 Tanish v. Warwick School Department TheWarwickSchoolDepartment(“SchoolDepartment”)didnotviolate

the APRA when it failed to respond to the Complainant’s October9, 2017 APRA request that he transmitted by email The evidence appeared uncontradicted that the School Department did not receive theComplainant’selectronicAPRArequest. TheAPRAprovidesthat“[a] public body receiving a request shall permit the inspection or copyingwithinten(10)businessdaysafterreceivinga request.” See R I Gen Laws § 38-2-3(e)(emphases added) The School Department submitted an affidavit and a supporting email evidencing that theemail was never received by the School Department Since the School Departmentrespondedtothisrequestwithinten(10)businessdaysofreceivingit (throughthefilingofthisAPRAcomplaint),wefoundnoviolations

Issued March 12, 2018.

PR 18-05 Simoneau v. City of Warwick Complainant alleged that the City violated the APRAwhen it failed

to provide certain documents responsive to his request Because the Complainant was already in possession of documents responsive tohis request, we investigated whether the Complainant’s allegationsrepresentedaknowingandwillful,orreckless,violationof theAPRAthat would subject the City to civil penalties See Farinelli v. City ofPawtucket, PR 16-27. After reviewing all of the evidence presented,we found that theCity’s responsewas based, in part, on amistakenmisconstruction of the Complainant’s APRA request. We also foundcredibletheaffidavitevidencesubmittedbytheCitythatitscomputersystem did not produce responsive documents because the documents weremislabeled.Assuch,wefoundnowillfulandknowing,orreckless,violations


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PR 18-06 Crenshaw v. Rhode Island Department of Public Safety Complainant alleged that the DPS violated the APRAwhen it failed

to provide all responsive documents in its possession Because the Complainant already had all documents responsive to his request, we investigated whether the Complainant’s allegations representeda knowing andwillful, or reckless, violation of theAPRA thatwouldsubject the DPS to civil penalties See Farinelliv.CityofPawtucket, PR 16-27.Afterreviewingalloftheevidencepresented,wefoundthattheDPS did provide documents responsive to the requests Moreover, the DPS’seffortstofurtherassisttheComplainantafterrespondingtohisrequestsbyansweringquestionsbeliesany“specificintent”toviolatethe APRA See Carmodyv.RhodeIslandConflictofInterestComm’n, 509A.2d453,459(R.I.1986).Assuch,wefoundnowillfulandknowing,orreckless,violations.


PR 18-07 Fernandes v. Foster Center Volunteer Fire CenterOM 18-07 TheComplainantallegedthattheFCVFCviolatedtheOMAbyfailing

to post sufficient notice and failing to post sufficient and/or timelymeeting minutes for numerous meetings. With respect to theseOMA allegations, Complainant provided no indication that these allegeddefectsspecificallydisadvantagedhim,insteadprovidingonlyconclusoryassertions.Becausebareassertionsofinterestareinsufficienttodemonstrate“aggrieved”status,wefoundthatComplainanthadnotmet his burden under the Graziano standard See R I Gen Laws § 42-46-8(a);see also Graziano v Rhode Island State Lottery Commission, 810A.2d215(R.I.2002).WenextaddressedComplainant’sallegationthat theFCVFC failed to respond tohisAPRA request.Theevidenceindicated that the FCVFC is a separate and independent entity without an established agency relationship with any governmental entity As such, we found that FCVFC is not a “public body” under the APRA.Therefore,wefoundnoviolations.

Issued March 19, 2018. PR 18-08 Harris v. City of Providence The Complainant alleged that the City violated the APRA when it made

approximately 500 redactions when producing over 5,000 calendarentries Based on our in camera review, we found each redactionproper under the APRA Numerous entries – such as those regarding interviewees who were not hired, those regarding a public official’ssafety, and those regarding the attorney-client privilege – wereappropriately redacted in a manner consistent with our precedent and case law Other entries were appropriately redacted where the public interest in disclosure did not outweigh the implicated privacy interests SeeR.I.Gen.Laws§38-2-2(A)(I)(b).WealsonotedthattheComplainant

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did not submit any evidence that any City employee had engaged in any improper conduct nor did our in camera review disclose any such evidence.WeconcludedthattheinformationredactedbytheCitydidnotadvancethepublicinterestinknowing“whattheirgovernmentisupto,”U.S.Dept.ofJusticev.ReportersCommitteeforFreedomofthePress, 489 U S 749, 773 (1989), and/or was otherwise properly redacted Wefoundnoviolations.

Issued April 2, 2018.

PR 18-09 Harris v. City of Providence The Complainant alleged that the City violated the APRA when it

responded to her request by seeking prepayment and stating thatreview and redaction would take 123 hours. Based on the evidencepresented,includingthelargescopeoftherequest,wefoundthatthisestimate was reasonable SeeR.I.Gen.Laws§38-2-4(b).Specifically,wenotedthattheComplainant’srequestforapproximately7,400calendarentriesequatedtooneminuteofreviewandredactionperentry.BasedontheCity’sdocumentedtimerespondingtoaprevioussimilarrequestconcerningcalendarentries,wefoundthattheCity’sestimatedidnotviolate the APRA


PR 18-10 Peckham v. City of Pawtucket The Complainant alleged that the City violated the APRA when it

failed toprovideadocument responsive tohis request.AlthoughwehadconcernswhethertheComplainant’srequestfellwithintheambitof the APRA, we noted that because the Complainant already hadthe requested document, we only needed to determine whether his allegationsrepresentedaknowingandwillful,orreckless,violationofthe APRA that would subject the City to civil penalties See R I Gen Laws§38-2-8.Havingframedthisnarrowissue,andafterreviewingalltheevidencepresented,wefoundnoevidenceofawillfulandknowing,orreckless,violation.WenotedthatmisconstruinganAPRArequest“isamistakenact,notawillful,knowing,orrecklessone.”Simoneau v City ofWarwick,PR18-05.WealsonotedthattheCity’sdeterminationthatitdid not maintain the requested document – even though it subsequently provided the requested document – may very well have been correct Finally,wefoundthattheCity’sinitialintendedresponsethatitdidnot have any responsive documents was preceded by an adequate search Accordingly,wefoundnoviolations.

Issued May 16, 2018.

PR 18-11 Pierson v. Central Coventry Fire District TheCentralCoventryFireDistrictviolatedtheAPRAwhenitfailedto

respondtotheComplainant’sAPRArequestdatedSeptember18,2017.

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The evidence revealed that the Complainant made an APRA request on September 15, 2017, which the Fire District responded to on September 18, 2017 at 4:00 PM The Complainant made another APRA request forasimilarly-relateddocumentonSeptember18,2017at9:14PMtowhich the Fire District failed to respond. This Department directedtheFireDistricttorespondtotheComplainant’sSeptember18,2017APRArequestwithinten(10)businessdaysofthisfindinginamannerconsistentwiththisfindingandtheAPRA.

VIOLATION FOUND Issued May 31, 2018.

PR 18-12 Paiva v. Rhode Island Department of Corrections Aninmateincarceratedforlifeinprisonrequestedthejobapplications

oftwocorrectionalofficersandafterbeingdeniedcertaininformation,namely the name of the elementary school or secondary school lastattended, the type of high school, the highest and lowest salary forprioremployment,andthedatesofprioremployment,filedacomplaintwiththisOffice.BaseduponGallop v Adult Correctional Institutions, slip op (R I May 8, 2018), the Complainant is civilly dead and has no righttofileanAccesstoPublicRecordsActcomplaint.IndependentofGallop,thepublicinterestindisclosureoftherequestedinformationisnotoutweighedbytheprivacyinterest,andtherefore,isexemptfromdisclosure See R I Gen Laws § 38-2-2(4)(A)(I)(b)

Issued June 5, 2018.

PR 18-13 DiGregorio v. Town of Exeter The Town of Exeter (“Town”) did not violate the APRA when the

evidencerevealedthattheComplainant’sAPRArequestwasmadetoamemberofapublicbody. TherequestwaspersonallydirectedtoaTownCouncilmember.TheCouncilorbyhimselfisnotapublicbody.As such, theComplainant’sAPRA request representeda legalnullityandwefoundnoviolationrelatingtothisAPRArequest.See Robinson v.Malinoff, 770 A 2d 873 (R I 2001)


PR 18-14 Residences at Slatersville Mill v. Town of North SmithfieldOM 18-19 Because the subject-matter of this Complaint is the same subject-

matterofalawsuitpendingintheRhodeIslandSuperiorCourtbytheComplainant,thisOfficedismissedtheComplaintfiledwiththisOfficesinceitisduplicativewiththelawsuitthathasalreadybeenfiled.


PR 18-15 Cote v. Warwick Fire Department The Complainant alleged that the Fire Department violated the

APRAwhen itdeniedhis request fordocumentsonthegrounds that

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they did not exist. TheComplainant alleged that the documents didexist.WefoundthattheComplainant’srequestunequivocallysoughtcompletedforms.SincenocompletedformsexistedatthetimeoftheComplainant’srequest,theFireDepartmentdidnotviolatetheAPRAbyfailingtoprovidenon-existentdocuments.See e g , Murphy v City ofProvidence,PR15-07;O’Rourkev.BradfordFireDistrict, PR 13-11 Accordingly,wefoundnoviolation.


PR 18-16 Boynton v. Rhode Island Interscholastic League TheComplainantallegedthattheRIILfailedtorespondtohisrequests

fordocuments.TheRIILmaintainedthattheyarenota“publicbody”under theAPRA. Indeterminingwhether theRIIL is a“public body”pursuanttotheAPRA,wefoundthattheRIILisnot“actingonbehalfof and/or in place of” a governmental entity. R.I. Gen. Laws § 38-2-2(1) Indeed, no evidence was presented that any school committee hasexpresslydelegatedanyservicestotheRIIL.Instead,theevidencedemonstratedthat,asa501(c)(3)nonprofitcorporation,theRIILelectsitsownmembersandmaintainscontrolofitsfinances.Asmembershipis voluntarily determined by a school’s principal, including privateschools, the RIIL operates completely independent from any schoolcommittee.ThesefactsarecorroboratedbytheRhodeIslandSupremeCourt’sdecisioninHebert v Ventetuolo, 480 A 2d 403, 407 (R I 1984) Therefore,we found that theRIILwasnota“publicbody”under theAPRA,and,accordingly,foundnoviolations.


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ACCESS TO PUBLIC RECORDS ACT ADVISORY OPINIONS – 2018ADV PR 18-01 In Re: Exeter Volunteer Fire Company No. 2 The ExeterVolunteer Fire CompanyNo. 2 sought an APRA advisory

opinionconcerningwhethertheCompanyisa“publicbody”subjecttothe APRA Based on R I Gen Laws § 38-2-2(1) and Reilly & Olneyville NeighborhoodAssociationv.ProvidenceDepartmentofPlanningandDevelopment and/or Providence Redevelopment Agency, PR 09-07B, we lookedatwhether theCompanyactsonbehalfofand/or inplaceof any public agency. The evidence demonstrated, inter alia, that in 2014theGeneralAssemblyamendedthelawgoverningtheExeterFireDistrictsuchthattheDistricthastheauthoritytodirecttheactionsofthe Company Accordingly, on the evidence presented, we opined that theCompanywasa“publicbody”undertheAPRA.


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CHAPTER 2 ACCESS TO PUBLIC RECORDS38-2-1. Purpose. — The public’s right to access to public records and the

individual’s right to dignity and privacy are both recognized to beprinciplesoftheutmostimportanceinafreesociety.Thepurposeofthischapteristofacilitatepublicaccesstopublicrecords.Itisalsotheintentofthischaptertoprotectfromdisclosureinformationaboutparticularindividuals maintained in the files of public bodies when disclosurewouldconstituteanunwarrantedinvasionofpersonalprivacy.

38-2-2. Definitions. — As used in this chapter: (1) “Agency”or“publicbody”meansanyexecutive,legislative,judicial,

regulatory, or administrative body of the state, or any political subdivisionthereof;including,butnotlimitedto,anydepartment, division,agency,commission,board,office,bureau,authority,any school,fire,orwaterdistrict,orotheragencyofRhodeIslandstate or localgovernmentwhichexercisesgovernmentalfunctions,any authority asdefined in section42-35-1(b),or anyotherpublicor private agency, person, partnership, corporation, or business entity actingonbehalfofand/orinplaceofanypublicagency.

(2) “Chief administrativeofficer”means thehighest authority of the public body

(3) “Publicbusiness”meansanymatteroverwhichthepublicbodyhas supervision, control, jurisdiction, or advisory power

(4) “Publicrecord”or“publicrecords”shallmeanalldocuments,papers, letters,maps, books, tapes, photographs, films, sound recordings, magnetic or other tapes, electronic data processing records, computerstoreddata (includingelectronicmailmessages,except specificallyforanyelectronicmailmessagesofortoelectedofficials withorrelatingtothosetheyrepresentandcorrespondenceoforto elected officials in their official capacities) or other material regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction ofofficialbusinessbyanyagency.Forthepurposesofthischapter, thefollowingrecordsshallnotbedeemedpublic:

(A) (I) (a) All records relating to a client/attorney relationship and to a doctor/patient relationship, including all medical informationrelatingtoanindividualinanyfiles;

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(b)Personnelandotherpersonal individually-identifiable records otherwise deemed confidential by federal or state law or regulation,orthedisclosureofwhichwouldconstituteaclearly unwarranted invasion of personal privacy pursuant to 5 U.S.C.552et.seq.;provided,however,withrespecttoemployees, andemployeesof contractors and subcontractorsworkingon publicworksprojectswhicharerequiredtobelistedascertified payrolls,thename,grosssalary,salaryrange,totalcostofpaidfringe benefits, gross amount received in overtime, and any other remuneration in addition to salary, job title, job description, dates of employment and positions held with the state municipality, or public works contractor or subcontractor on publicworksprojects,employmentcontract,worklocation,and/ or project, business telephone number, the city or town of residence, and date of termination shall be public. For the purposes of this section “remuneration” shall include any paymentsreceivedbyanemployeeasaresultoftermination,or otherwise leaving employment, including, but not limited to, paymentsforaccruedsickand/orvacationtime,severancepay, or compensation paid pursuant to a contract buy-out provision

(II) Notwithstanding the provisions of this section, or any other provision of the general laws to the contrary, the pension recordsofallpersonswhoareeithercurrentorretiredmembers of any public retirement systems as well as all persons who become members of those retirement systems after June 17, 1991shallbeopenforpublicinspection.“Pensionrecords”as used in this section shall include all records containing information concerning pension and retirement benefits of current and retired members of the retirement systems and future members of said systems, including all records concerningretirementcreditspurchasedandtheabilityofany member of the retirement system to purchase retirement credits, but excluding all information regarding the medical condition of any person and all information identifying the member’s designated beneficiary or beneficiaries unless anduntilthemember’sdesignatedbeneficiaryorbeneficiaries have received or are receiving pension and/or retirement benefitsthroughtheretirementsystem.

(B) Tradesecretsandcommercialorfinancialinformationobtained fromaperson,firm,orcorporationwhichisofaprivilegedor confidentialnature.

(C) Child custody and adoption records, records of illegitimate

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births, and records of juvenile proceedings before the family court

(D) All records maintained by law enforcement agencies for criminal law enforcement and all records relating to the detection and investigation of crime, including those maintained on any individual or compiled in the course of a criminal investigation by any law enforcement agency. Provided, however, such records shall not be deemed public only totheextentthatthedisclosureoftherecordsorinformation(a) could reasonablybeexpected to interferewith investigations ofcriminalactivityorwithenforcementproceedings,(b)would deprive a person of a right to a fair trial or an impartial adjudication, (c) could reasonably be expected to constitute anunwarrantedinvasionofpersonalprivacy,(d)couldreason- ably be expected to disclose the identity of a confidential source,includingastate,local,orforeignagencyorauthority, or any private institution which furnished information on a confidential basis, or the information furnished by a confidential source, (e) would disclose techniques and proceduresforlawenforcementinvestigationsorprosecutions, orwoulddiscloseguidelinesforlawenforcementinvestigations orprosecutionsor(f)couldreasonablybeexpectedtoendanger thelifeorphysicalsafetyofanyindividual.Recordsrelatingto management and direction of a law enforcement agency and recordsorreportsreflectingtheinitialarrestofanadultandthe charge or charges brought against an adult shall be public

(E) Anyrecordswhichwouldnotbeavailablebylaworruleofcourt to an opposing party in litigation

(F) Scientific and technological secrets and the security plans of militaryandlawenforcementagencies,thedisclosureofwhich wouldendangerthepublicwelfareandsecurity.

(G) Anyrecordswhichdisclosetheidentityofthecontributorofa bonafideandlawfulcharitablecontributiontothepublicbody wheneverpublic anonymityhasbeen requestedof thepublic body with respect to the contribution by the contributor

(H) Reports and statements of strategy or negotiation involving labor negotiations or collective bargaining

(I) Reportsandstatementsofstrategyornegotiationwithrespect totheinvestmentorborrowingofpublicfunds,untilsuchtime

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as those transactions are entered into

(J) Anyminutesofameetingofapublicbodywhicharenotrequired tobedisclosedpursuanttochapter46oftitle42.

(K) Preliminary drafts, notes, impressions, memoranda, working papers,andworkproducts,includingthoseinvolvingresearchat stateinstitutionsofhighereducationoncommercial,scientific, artistic, technical or scholarly issues, whether in electronic or otherformat;provided,however,anydocumentssubmittedata publicmeetingofapublicbodyshallbedeemedpublic.

(L) Testquestions,scoringkeys,andotherexaminationdataused to administer a licensing examination, examination for employmentorpromotion,oracademicexaminations;provided, however, that a person shall have the right to review the results ofhisorherexamination.

(M)Correspondence of or to elected officials with or relating to those they represent and correspondence of or to elected officialsintheirofficialcapacities.

(N) Thecontentsofrealestateappraisals,engineering,orfeasibility estimates and evaluationsmade for or by an agency relative to theacquisitionofpropertyor toprospectivepublic supply and construction contracts, until such time as all of the property has been acquired or all proceedings or transactions have been terminated or abandoned; provided the law of eminentdomainshallnotbeaffectedbythisprovision.

(O) Alltaxreturns.

(P) Allinvestigatoryrecordsofpublicbodies,withtheexceptionof law enforcement agencies, pertaining to possible violations ofstatute,rule,orregulationotherthanrecordsoffinalactions takenprovidedthatall recordsprior to formalnotificationof violations or noncompliance shall not be deemed to be public

(Q) Recordsof individual test scoresonprofessional certification and licensingexaminations;provided,however, thataperson shallhavetherighttoreviewtheresultsofhisorherexamination.

(R) Requests for advisory opinions until such time as the public body issues its opinion

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(S) Records, reports, opinions, information, and statements requiredtobekeptconfidentialbyfederallaworregulationor statelaw,orruleofcourt.

(T) Judicialbodiesareincludedinthedefinitiononlyinrespectto their administrative function provided that records kept pursuanttotheprovisionsofchapter16oftitle8areexempt fromtheoperationofthischapter.

(U) Library recordswhich by themselves orwhen examinedwith other public records, would reveal the identity of the library userrequesting,checkingout,orusinganylibrarymaterials.

(V) PrintoutsfromTELE-TEXTdevicesusedbypeoplewhoaredeaf orhardofhearingorspeechimpaired.

(W)Allrecordsreceivedbytheinsurancedivisionofthedepartment of business regulation from other states, either directly or throughtheNationalAssociationofInsuranceCommissioners, if those records are accorded confidential treatment in that state.Nothingcontainedinthistitleoranyotherprovisionof law shall prevent or be construed as prohibiting the commissioner ofinsurancefromdisclosingotherwiseconfidentialinformation totheinsurancedepartmentofthisoranyotherstateorcountry; atanytime,solongastheagencyorofficereceivingtherecords agreesinwritingtoholditconfidentialinamannerconsistent withthelawsofthisstate.

(X) Creditcardaccountnumbersinthepossessionofstateorlocal government are confidential and shall not be deemed public records

(Y) Any documentary material, answers to written interrogatories, or oral testimony provided under any subpoena issued under RhodeIslandGeneralLaw§9-1.1-6.

(Z) Any individually identifiable evaluations of public school teachers employeesmade pursuant to state or federal law or regulation

(AA) All documents prepared by school districts intended to be usedbyschooldistrictsinprotectingthesafetyoftheirstudents frompotentialandactualthreats.

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38-2-3. Right to inspect and copy records — Duty to maintain minutes of meetings — Procedures for access. —

(a) Exceptasprovidedin§38-2-2(4),allrecordsmaintainedorkepton filebyanypublicbody,whetherornotthoserecordsarerequiredby any law or by any rule or regulation, shall be public records and every person or entity shall have the right to inspect and/or copy those records at such reasonable time as may be determined by the custodianthereof.

(b) Anyreasonablysegregableportionofapublic recordexcludedby subdivision38-2-2(4)shallbeavailableforpublicinspectionafter thedeletionoftheinformationwhichisthebasisoftheexclusion. Ifanentiredocumentor record isdeemednon-public, thepublic bodyshallstateinwritingthatnoportionofthedocumentorrecord containsreasonablesegregableinformationthatisreleasable.

(c) Eachpublicbodyshallmake,keep,andmaintainwrittenorrecorded minutesofallmeetings.

(d) Each public body shall establish written procedures regarding accesstopublicrecordsbutshallnotrequirewrittenrequests for publicinformationavailablepursuanttoR.I.G.L.section42-35-2or forotherdocumentspreparedfororreadilyavailabletothepublic.

These procedures must include, but need not be limited to, the identificationofadesignatedpublicrecordsofficerorunit,howto makeapublic records request,andwhereapublic record request should bemade, and a copy of these procedures shall be posted onthepublicbody’swebsiteifsuchawebsiteismaintainedandbe madeotherwisereadilyavailabletothepublic.Theunavailabilityof adesignatedpublicrecordsofficershallnotbedeemedgoodcause forfailuretotimelycomplywitharequesttoinspectand/orcopy public records pursuant to subsection (e). A written request for publicrecordsneednotbemadeonaformestablishedbyapublic bodyiftherequestisotherwisereadilyidentifiableasarequestfor public records

(e) A public body receiving a request shall permit the inspection orcopyingwithinten(10)businessdaysafterreceivingarequest. Iftheinspectionorcopyingisnotpermittedwithinten(10)business days,thepublicbodyshallforthwithexplaininwritingtheneedfor additionaltimetocomplywiththerequest.Anysuchexplanation mustbeparticularizedtothespecificrequestmade.Insuchcases the public body may have up to an additional twenty (20) business days to comply with the request if it can demonstrate that the

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voluminousnatureoftherequest,thenumberofrequestsforrecords pending,orthedifficultyinsearchingforandretrievingorcopying the requested records, is such that additional time is necessary to avoid imposing an undue burden on the public body

(f) Ifapublicrecordisinactiveuseorinstorageand,therefore,not available at the time a person or entity requests access, the custodian shallsoinformthepersonorentityandmakeanappointmentfor the person or entity to examine such records as expeditiously as they may be made available

(g) Anypersonorentityrequestingcopiesofpublicrecordsmayelectto obtain them in any and all media in which the public agency is capable of providing them. Any public body whichmaintains its records in a computer storage system shall provide any data properly identifiedinaprintoutorotherreasonableformat,asrequested.

(h) Nothing in this section shall be construed as requiring a public body to reorganize, consolidate, or compile data not maintained by thepublic body in the form requested at the time the request to inspectthepublicrecordswasmadeexcepttotheextentthatsuch recordsareinanelectronicformatandthepublicbodywouldnotbe unduly burdened in providing such data

(i) Nothinginthissectionisintendedtoaffectthepublicrecordstatus ofinformationmerelybecauseitisstoredinacomputer.

(j) Nopublicrecordsshallbewithheldbasedonthepurposeforwhich the records are sought, nor shall a public body require, as a condition offulfillingapublicrecordsrequest,thatapersonorentityprovide a reason for the request or provide personally identifiable informationabouthim/herself.

(k) Attheelectionofthepersonorentityrequestingthepublicrecords, the public body shall provide copies of the public records electronically, by facsimile, or by mail in accordance with the requesting person or entity’s choice, unless complying with that preference would be unduly burdensome due to the volume of records requested or the costs that would be incurred The person requesting delivery shall be responsible for the actual cost of delivery,ifany.

38-2-3.1. Records required.— All records required to be maintained pursuant to

thischaptershallnotbereplacedorsupplementedwiththeproductofa“real-timetranslationreporter.”

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38-2-3.2. Arrest logs. –(a)Notwithstandingtheprovisionsofsubsection38-2-3(e), the following information reflectingan initialarrestofanadultandchargeorchargesshallbemadeavailablewithinforty-eight(48)hoursafterreceiptofarequestunlessarequestismadeonaweekendorholiday,inwhicheventtheinformationshallbemadeavailablewithinseventy-two(72)hours,totheextentsuchinformationisknownbythepublic body:

(1) Fullnameofthearrestedadult;

(2)Home address of the arrested adult, unless doing so would identifyacrimevictim;

(3)Yearofbirthofthearrestedadult;

(4)Chargeorcharges;

(5)Dateofthearrest;

(6)Timeofthearrest;

(7)Genderofthearrestedadult;

(8)Raceofthearrestedadult;and

(9)Nameofthearrestingofficerunlessdoingsowouldidentifyan undercoverofficer.

(b)Theprovisionsofthissectionshallapplytoarrestsmadewithinfive (5) days prior to the request

38-2-3.16. Compliance by agencies and public bodies.–NotlaterthanJanuary1,2013,andannuallythereafter,thechiefadministratorofeachagencyand each public body shall state in writing to the attorney general that all officers and employees who have the authority to grant or denypersons or entities access to records under this chapter have been provided orientation and training regarding this chapter The attorney generalmay, inaccordancewith theprovisionsof chapter35of title42, promulgate rules and regulations necessary to implement the requirementsofthissection.

38-2-4. Cost. —(a)Subjecttotheprovisionsofsection38-2-3,apublicbodymustallowcopiestobemadeorprovidecopiesofpublicrecords.Thecostpercopiedpageofwrittendocumentsprovidedtothepublicshallnot exceed fifteen cents ($.15) per page for documents copyable on

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common business or legal size paper A public body may not charge morethanthereasonableactualcostforprovidingelectronicrecordsorretrievingrecordsfromstoragewherethepublicbodyisassessedaretrievalfee.

(b) A reasonable charge may be made for the search or retrieval of

documents.Hourlycostsforasearchandretrievalshallnotexceed fifteendollars($15.00)perhourandnocostsshallbechargedforthe firsthourofasearchorretrieval.Forthepurposesofthissubsection, multiplerequestsfromanypersonorentitytothesamepublicbody within a thirty (30) day time period shall be considered one request

(c) Copiesofdocumentsshallbeprovidedandthesearchandretrieval ofdocumentsaccomplishedwithinareasonabletimeafterarequest. Apublicbodyuponrequest,shallprovideanestimateofthecostsof arequestfordocumentspriortoprovidingcopies.

(d) Upon request, the public body shall provide a detailed itemization ofthecostschargedforsearchandretrieval.

(e) Acourtmayreduceorwaivethefeesforcostschargedforsearch orretrievalifitdeterminesthattheinformationrequestedisinthe public interest because it is likely to contribute significantly to public understanding of the operations or activities of the governmentandisnotprimarilyinthecommercialinterestofthe requester

38-2-5. Effect of chapter on broader agency publication — Existing rights

— Judicial records and proceedings. — Nothing in this chapter shall be:

(1) Construedaspreventinganypublicbodyfromopeningitsrecords concerningtheadministrationofthebodytopublicinspection;

(2) ConstruedaslimitingtherightofaccessasitexistedpriortoJuly1, 1979,ofanindividualwhoisthesubjectofarecordtotheinformation containedherein;or

(3) Deemed in anymanner to affect the status of judicial records as theyexistedpriortoJuly1,1979,nortoaffecttherightsoflitigantsin either criminal or civil proceedings, including parties to administrative proceedings, under the laws of discovery of this state

38-2-7. Denial of access. —(a)Anydenialoftherighttoinspectorcopyrecords,

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inwholeor inpartprovided forunder this chapter shall bemade tothepersonorentityrequestingtherightinwritinggivingthespecificreasonsforthedenialwithinten(10)businessdaysoftherequestandindicating the procedures for appealing the denial. Except for goodcauseshown,anyreasonnotspecificallysetforthinthedenialshallbedeemed waived by the public body

(b) Failure to comply with a request to inspect or copy the public record within the ten (10) business day period shall be deemed to be a denial Exceptthatforgoodcause,thislimitmaybeextendedinaccordance with the provisions of subsection 38-2-3(e) of this chapter. All copying and search and retrieval fees shall bewaived if a public bodyfailstoproducerequestedrecordsinatimelymanner;provided, however, that the production of records shall not be deemed untimelyifthepublicbodyisawaitingreceiptofpaymentforcosts properly charged under section 38-2-4

(c) A public body that receives a request to inspect or copy records that do not exist or are not within its custody or control shall, in responding to the request in accordance with this chapter, state that it does not have or maintain the requested records

38-2-8. Administrative appeals. — (a) Any person or entity denied the right to inspectarecordofapublicbodymaypetitionthechiefadministrativeofficerofthatpublicbodyforareviewofthedeterminationsmadebyhis or her subordinate. The chief administrative officer shallmake afinaldeterminationwhetherornot to allowpublic inspectionwithinten(10)businessdaysafterthesubmissionofthereviewpetition.

(b) If the custodianof the recordsor the chief administrativeofficer determines that the record is not subject to public inspection, thepersonorentityseekingdisclosuremayfileacomplaintwiththe attorney general The attorney general shall investigate the complaint and if the attorney general shall determine that the allegations of the complaint are meritorious, he or she may instituteproceedingsforinjunctiveordeclaratoryreliefonbehalf of thecomplainant in thesuperiorcourtof thecountywherethe record is maintained Nothing within this section shall prohibit any individual or entity from retaining private counsel for the purpose of instituting proceedings for injunctive or declaratory relief in the superior court of the county where the record is maintained

(c) Theattorneygeneralshallconsiderallcomplaintsfiledunderthis chaptertohavealsobeenfiledpursuanttotheprovisionsof§42-

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46-8(a),ifapplicable.

(d) Nothingwithinthissectionshallprohibittheattorneygeneralfrom initiatingacomplaintonbehalfofthepublicinterest.

38-2-9. Jurisdiction of superior court. — (a) Jurisdictiontohearanddeterminecivilactionsbroughtunderthis

chapter is hereby vested in the superior court

(b) Thecourtmayexamineanyrecordwhichisthesubjectofasuitin cameratodeterminewhethertherecordoranypartthereofmaybe withheldfrompublicinspectionunderthetermsofthischapter.

(c) Actions brought under this chapter may be advanced on the calendar upon motion of any party, or sua sponte by the court made in accordancewiththerulesofcivilprocedureofthesuperiorcourt.

(d) The court shall impose a civil fine not exceeding two thousand dollars ($2,000) against a public body or official found to have committed a knowing andwillful violation of this chapter, and a civil fine not to exceed one thousand dollars ($1,000) against a public body found to have recklessly violated this chapter and shall award reasonable attorney fees and costs to the prevailing plaintiff.Thecourtshallfurtherorderapublicbodyfoundtohave wrongfullydeniedaccess topublic records toprovide the records at no cost to the prevailing party; provided, further, that in the eventthatthecourt,havingfoundinfavorofthedefendant,finds further that the plaintiff’s case lacked a grounding in fact or in existing law or in good faith argument for the extension, modification,orreversalofexistinglaw,thecourtmayawardattorneys fees and costs to the prevailing defendant. A judgment in the plaintiff’sfavorshallnotbeaprerequisitetoobtaininganawardof attorneys’ fees and/or costs if the court determines that the defendant’s case lacked grounding in fact or in existing law or a good faith argument for extension, modification or reversal of existinglaw.

38-2-10. Burden of proof. — In all actions brought under this chapter, the burden

shall be on the public body to demonstrate that the record in dispute canbeproperlywithheldfrompublicinspectionunderthetermsofthischapter

38-2-11. Right supplemental. —Therightofthepublictoinspectpublicrecordscreated by this chapter shall be in addition to any other right to inspect records maintained by public bodies

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38-2-12. Severability. —Ifanyprovisionofthischapterisheldunconstitutional,thedecisionshallnotaffectthevalidityoftheremainderofthischapter.Iftheapplicationofthischaptertoaparticularrecordisheldinvalid,thedecisionshallnotaffectotherapplicationsofthischapter.

38-2-13. Records access continuing. — All records initially deemed to be public records which any person may inspect and/or copy under the provisionsofthischapter,shallcontinuetobesodeemedwhetherornot subsequent court action or investigations are held pertaining to the matters contained in the records

38-2-14. Information relating to settlement of legal claims. — Settlement agreementsofanylegalclaimsagainstagovernmentalentityshallbedeemed public records

38-2-15. Reported violations. — Every year the attorney general shall prepare a report summarizing all the complaints received pursuant to this chapter, which shall be submitted to the legislature and which shall include information as to how many complaints were found to bemeritoriousandtheactiontakenbytheattorneygeneralinresponsetothose complaints

38-2-16. 38 Studios, LLC investigation. — Notwithstanding any other provision of this chapter or state law, any investigatory records generated orobtained by the Rhode Island state police or the Rhode Island attorney generalinconductinganinvestigationsurroundingthefundingof38Studios, LLC by the Rhode Island economic development corporation shallbemadeavailabletothepublic;provided,however:

(1) With respect tosuch records,birthdates, social securitynumbers, homeaddresses,financialaccountnumber(s)orsimilarlysensitive personally identifiable information, but not the names of the individualsthemselves,shallberedactedfromthoserecordsprior toany release.Theprovisionsof§12-11.1-5.1 shallnotapply to informationdisclosedpursuanttothissection.

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SECTION II

OPEN MEETINGS ACT

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OPEN MEETINGSACT FINDINGS – 2018OM 18-01 Caldwell v. East Greenwich Town Council / McNamara v. East

Greenwich Town Council Complainants alleged that the Town Council violated the OMA when a

rolling quorum occurred outside the public purview and when an agenda itemontheTownCouncil’sJuly17,2017meetingfailedtosufficientlyspecify“thenatureof thebusiness tobediscussed.”R.I.Gen.Laws§42-46-6(b).With respect to the rolling quorum allegation, the TownCouncilsubmitteduncontrovertedevidenceinaffidavitformthatnoneof the Town Council members discussed or were told the thoughts,actions,oropinionsofanyothermembersoftheTownCouncil.Withno evidence of a “collective discussion,” we did not find a rollingquorumand,consequently,didnotfindanOMAviolation.Withrespectto the notice allegation, consistent with Rhode Island Supreme Court precedent,we found that the agenda item“TownManager’s Report”provided no indication that collective bargaining agreements would be discussed.Therefore,theTownCouncilviolatedtheOMA.However,wedidnotfindevidenceofawillfulorknowingviolationandnoactionwastakenunderthisagendaitem.

VIOLATION FOUND Issued January 12, 2018.

OM 18-02 Aveyard v. East Greenwich Town Council / Kitchin v. East Greenwich Town Council

The Complainants alleged that the Town Council violated the OMA when it voted to terminate their respective positions at its June 26,2017executivesessionmeeting,yettheagendawasnotspecificenoughto adequately information the public of the nature of the businessto be discussed The agenda indicated that the Town Council would conveneintoexecutivesessionpursuanttoR.I.Gen.Laws§42-46-5(a)(2),“[s]essionspertainingtocollectivebargainingorlitigation,orworksessionpertaining tocollectivebargainingor litigation.” Our reviewofthemeetingminutesrevealedthatthediscussionconcernedaTownrestructuringplanthatincludedlayoffsofmunicipalemployees. TheTownallegedthistopicwasproperforexecutivesessionsincetheTownSolicitoradvisedtheTownCouncilmembersofanylegalimplicationsin terminating Town employees. We concluded, however, after theTown Council discussed litigation issues that could have surrounded the terminations, the discussion and/or vote to implement its plan (and byextensionComplainants’terminations)didnotrelateto“litigation.”Sincewe found that the terminationsviolated theOMA,wedirectedtheTownCounciltore-consideritsJune26,2017actionataproperly

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noticed subsequent meeting. We found no evidence to support theallegationthataquorumoftheTownCouncilmetoutsidethepurviewof a properlynoticedpublicmeetingon June 5, 2017, or on June 19,2017

VIOLATION FOUND Issued January 12, 2018.

OM 18-03 Salvatore v. Town of Cumberland The Complainant alleged that the Mayor’s Advisory Council was a

“publicbody”under theOMAandwasmeetingoutsideof thepublicpurview Based on Solas v Emergency Hiring Council, 774 A 2d 820 (R I 2001) and Pontarelli v Rhode Island Board Council on Elementary and Secondary Education,151A.3d301(R.I.2016),wefoundthattheAdvisoryCouncilisnota“publicbody”withinthemeaningoftheOMA.WenotedthattheAdvisoryCouncilsharesnumerouskeyfeatureswiththe CRC in Pontarelli: the Advisory Council is an “informal, strictlyadvisorycommittee”;thereisnorequirementthattheAdvisoryCouncilmeetpursuant toany set scheduleorat anyparticular intervals; theAdvisory Council was not created by executive order, cf. Solas, 774 A.2dat825;andtheAdvisoryCouncil’s“solefunctionistoadvisethe[Mayor],who in turnhas tomakea recommendationto thecouncil.”These similarities with the CRC in Pontarelli conclusively place the AdvisoryCounciloutsideoftheOMAumbrella.Therefore,wefoundnoviolations


OM 18-04 Paul v. Coventry Planning Commission The Complainant alleged the Coventry Planning Commission

(“Commission”)violatedtheOMAwhenaquorumoftheCommissionmetanddiscussedpublicbusinessduringtherecessofoneofitsopenmeetings Following the recess, the Commission Chairman announced that the Commission reached an agreement to continue the discussion andvoteonaparticularagendaitemtoafuturemeeting.Baseduponthis Department’s review of the videotape, it appears that duringtheCommission’s recess, although three (3) individuals spoke to theChairman,forapproximatelyfifteen(15)seconds,itdidnotappearthatadiscussionoccurredamongstaquorumoftheCommissionmembers.R.I.Gen.Laws§42-46-2. Additionally,wedoubted that the subject-matterofthisallegedmeeting–reschedulingameeting–fellwithintheambitoftheOMA.SeeR.I.Gen.Laws§42-46-5(b)(1).


OM 18-05 Furness v. Scituate Town Council ComplainantallegedthataquorumoftheTownCouncilregularlymet

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outsideofscheduledTownCouncilmeetingsregardingpublicbusiness.Based on the corroborated affidavits, we found no credible evidencethat a quorum of the Town Council had met outside of the publicpurview.Instead,itappearedthattheComplainant’sallegationswerebased on unsupported circumstantial evidence and inferences drawnfromFacebookpostings.Notingthatthiswasinsufficient,wefoundnoviolation


OM 18-06 Westerly Residents for Thoughtful Development v. Westerly Town Council

Complainant alleged that the Town Council violated the OMA when it changedanagenda itemwith less than forty-eighthours’noticeandwhenanagendaitemwasinsufficient.BecausetheComplainantdidnotprovideanyindicationthattheallegedviolationsspecificallypreventedherorothermembersofherorganizationfromattendingthemeetings,andfailedtoprovideanyevidencethattheyweredisadvantagedbytheallegedviolations,wefoundthatComplainanthadnotmetherburdenunder the Graziano standard SeeR.I.Gen.Laws§42-46-8(a);see also Graziano v Rhode Island State Lottery Commission, 810 A 2d 215 (R I 2002).Assuch,wefoundthatComplainantwasnotan“aggrieved”partyandthereforehadnostandingtoallegetheOMAviolationscontainedin her complaint See Curt-Hoardv.WoonsocketSchoolBoard, OM 14-20 Notwithstanding, even assuming, arguendo, that the Complainant hadstandingtobringtheseallegations,wefoundnoviolationsbecausethere was no evidence that the agenda item was changed or that the agenda item failed to “fairly inform the public of the nature of thebusiness to be discussed or actedupon[.]”Anolik v. ZoningBoard ofReviewoftheCityofNewport,64A.3d1171,1175(R.I.2013).


OM 18-07 Fernandes v. Foster Center Volunteer Fire CenterPR 18-07 TheComplainantallegedthattheFCVFCviolatedtheOMAbyfailing

to post sufficient notice and failing to post sufficient and/or timelymeeting minutes for numerous meetings. With respect to theseOMA allegations, Complainant provided no indication that these allegeddefectsspecificallydisadvantagedhim,insteadprovidingonlyconclusoryassertions.Becausebareassertionsofinterestareinsufficienttodemonstrate“aggrieved”status,wefoundthatComplainanthadnotmet his burden under the Graziano standard See R I Gen Laws § 42-46-8(a);see also Graziano v Rhode Island State Lottery Commission, 810A.2d215(R.I.2002).WenextaddressedComplainant’sallegationthat theFCVFC failed to respond tohisAPRA request.Theevidenceindicated that the FCVFC is a separate and independent entity without an established agency relationship with any governmental entity As

such, we found that FCVFC is not a “public body” under the APRA.Therefore,wefoundnoviolations.


OM 18-08 Roberts v. Woonsocket Board of Assessment Review The Woonsocket Board of Assessment Review (“Board of Review”)

violated the OMA when it convened into executive session. TheevidencewascompletelydevoidofanyopencallasisrequiredpursuanttoR.I.Gen.Laws§42-46-4(a).SeeR.I.Gen.Laws§42-46-5(a).BecauseweconcludethattheBoardofReviewviolatedtheOMAwhenitdidnotcomplywiththerequirementofan“opencall”andprovidednoevidenceorargumentthatitconvenedintoexecutivesessionforanappropriatepurpose,werequiredthattheBoardofReviewreleasetheDecember19,2017executivesessionmeetingminutes.

VIOLATION FOUND Issued April 11, 2018.

OM 18-09 Langseth v. Rhode Island Commerce Corporation The Complainant alleged the Rhode Island Commerce Corporation

(“Corporation”) violated the OMA when it untimely postedminutesontheSecretaryofState’swebsitefornumerousmeetings.TheOMAprovidesthat“[a]nycitizenorentityofthestatewhoisaggrievedasaresultofviolationsoftheprovisionsofthischaptermayfileacomplaintwith the attorney general.” R.I. Gen. Laws § 42-46-8(a); see also Graziano v Rhode Island State Lottery Commission, 810 A 2d 215 (R I 2002).Here,pursuanttoR.I.Gen.Laws§42-46-8(a),andthestandardestablished in Graziano, the Complainant provided no indication that he was aggrieved during the time period when the meeting minutes should havebeenpostedbutwerenot.Infact,theComplainantinformedthisDepartmentthathedidnothaveaspecificinterestinanyofthesubjectmeetings As such, the Complainant had no standing to object and accordingly,wefoundnoviolation.


OM 18-10 Langseth v. Air Service Development Council The Complainant alleged the Air Service Development Council

(“Council”) violated the OMA when it failed to post its meetingmeetingsontheSecretaryofState’swebsiteforitsSeptember8,2017meeting in a timely manner As it did not appear that the Council had legal counsel, this Department attempted on three (3) occasions to obtainaformalresponsefromtheCouncil’sSpecialAdvisorregardingtheseallegations.Wereceivednosubstantiveresponse.ThroughthisDepartment’sown investigation,weconcludedthat theSeptember8,2017meetingminuteswerefiledontheSecretaryofState’swebsiteonDecember4,2017.Themeetingminutesshouldhavebeenfilednolater

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than October 13, 2017 This Department determined it was appropriate toseekasupplementalresponsefromtheCouncilconcerningwhethertheviolationwaswillfulorknowing,whichwouldsubjecttheCounciltocivil penalties

VIOLATION FOUND Issued April 19, 2018.

OM 18-11 Novak v. Western Coventry Fire District The Complainant alleged the Western Coventry Fire District (“Fire

District”)violatedtheOMAwhenitfailedtoposttheunofficialminutesforitsSeptember7,2017meetingontheSecretaryofState’swebsiteinviolationofR.I.Gen.Laws§42-46-7(b)(2).TheOMAprovidesthat“[a]nycitizenorentityofthestatewhoisaggrievedasaresultofviolationsoftheprovisionsofthischaptermayfileacomplaintwiththeattorneygeneral.”R.I.Gen.Laws§42-46-8(a);see also Graziano v Rhode Island State Lottery Commission, 810 A 2d 215 (R I 2002) Here, pursuant to R.I.Gen.Laws§42-46-8(a),andthestandardestablishedinGraziano, itwasunclearhowtheallegedviolationspecificallydisadvantagedtheComplainant. ThisDepartment found that theComplainantwasnotan“aggrieved”partyandthereforedidnothavestandingtoallegetheOMA violation See Fernandes v Foster Center Volunteer Fire Center, OM18-07;Langseth v Rhode Island Commerce Corporation, OM 18-09

Issued May 9, 2018.

OM 18-12 Spodnik v. West Warwick Town Council TheComplainantallegedtheWestWarwickTownCouncilviolatedthe

OMAwhentheagendaforitsJanuary16,2018meetingwaspostedlessthanforty-eight(48)hoursinadvanceofthemeetinginviolationofR.I.Gen.Laws§42-46-6(b).TheOMAprovidesthat“[a]nycitizenorentityofthestatewhoisaggrievedasaresultofviolationsoftheprovisionsof this chaptermay file a complaint with the attorney general.” R.I.Gen.Laws§42-46-8(a);see also Graziano v Rhode Island State Lottery Commission, 810 A 2d 215 (R I 2002) Here, pursuant to R I Gen Laws § 42-46-8(a),andthestandardestablishedinGraziano, it was unclear how theallegedviolationspecificallydisadvantagedtheComplainant.ThisDepartmentfoundthattheComplainantwasnotan“aggrieved”partyandthereforedidnothavestandingtoallegetheOMAviolation.See Ayottev.RhodeIslandCommissionontheDeafandHardofHearing, OM17-12;Novakv.WesternCoventryFireDistrict, OM 18-11


OM 18-13 Belmore v. Newport City Council Complainant alleged that the City Council violated the OMA when it

discussed the process for selecting a new councilmember outside ofthe public purview. Complainant also alleged that the interviews of

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candidatesinexecutivesessionwasimproper.Thesubmittedaffidavitsrevealed that numerous City Councilors had conversations regarding theopenCityCouncil seat, all outside thepublicpurview.We foundthat these individual interactions collectively added up to a quorum oftheCityCouncil.See Inre:PawtucketCityCouncil, ADV OM 05-01 BydiscussingtheprocessforselectingthenewCityCounciloroutsidethe public purview, the City Council violated the OMA As such, this Department directed the City Council to provide a supplemental response addressing why the violations we found should not be considered“willful or knowing”violations.Wealso found that the interviewsofcandidateswereappropriateforexecutivesessionpursuanttoR.I.Gen.Laws§42-46-5(a)(1).


OM 18-13B Belmore v. Newport City Council ThissupplementalfindingaddressedwhethertheOMAviolationsfound

in Belmore v Newport City Council,OM18-13werewillfulorknowing.After reviewing all the evidence presented, we found insufficientevidenceofawillfulorknowingviolation.WeconcurredwiththeCitySolicitor’s contention that this matter presented “a hodge-podge ofdiscussions in which there is no indication that councilors involved knewwhoelsewasinvolvedotherthantheonesthattheyhadtalkedto.”While ultimately violative of the OMA, in our opinion, the CityCouncil’sactionsreflectedacarelessand freewheelingprocess,notawillfulorknowingviolationoftheOMA.


OM 18-14 Sinapi v. Warwick School Committee TheWarwickSchoolCommitteeviolatedtheOMAwhenitdiscusseda

non-noticediteminexecutivesession.See Pontarelli v Rhode Island Board Council on Elementary and Secondary Education et al , 151 A 3d 301 (R.I. 2016). More specifically, theSchoolCommitteediscussedarecent Rhode Island Department of Education decision and whetheror not the School Committee was going to appeal the decision It was unclear to this Department why the School Committee could not have scheduled a special meeting to discuss the decision and potential appeal. While thismayverywell bean isolated incident, thisOfficedirectedtheSchoolCommitteetosupplyitwiththeagendaandofficialminutes for all of the School Committee’s February 2018 andMarch2018minutesforourin camera review SeeR.I.Gen.Laws§42-46-8(e).Shouldadditionalsimilarviolationsbefound,thisOfficedoesnotruleouttakingappropriateaction,nordoesitruleoutfutureunannouncedrequestsforagendas/minutestoreview.

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OM 18-15 Davis v. Cranston City Council The Cranston City Council violated the OMA when it referred a

resolution,namely“NoGunsinSchools”totheOrdinanceCommittee,yet later in themeeting– after the Complainant left themeeting–decidednottoforwardthisresolutiontotheOrdinanceCommittee.

VIOLATION FOUND Issued June 1, 2018.

OM 18-16 Waring v. Portsmouth Town Council The Complainant alleged that the Town Council violated the OMA

whentheagendaforitsSeptember11,2017meetingwasinsufficientlyspecificwithrespecttoasoundvarianceandwhentheSeptember11,2017meetingminuteswereinsufficientand/orinaccurate.Withrespecttotheallegednoticedefect,wefoundthattheComplainantattendedthemeetinginquestionandthathefailedtosufficientlyarticulatehowhewasaggrievedbytheallegeddefect.Accordingly,wefoundthattheComplainant was not aggrieved SeeR.I.Gen.Laws§42-46-8(a);see also Graziano v Rhode Island State Lottery Commission, 810 A 2d 215 (R I 2002) Even assuming, arguendo, that the Complainant had standing tobringhisallegationregardingan insufficientagenda,we foundnoviolationbecausetheagendaitem“fairlyinform[ed]thepublicofthenatureofthebusinesstobediscussedoractedupon[.]”Anolikv.ZoningBoardofReviewoftheCityofNewport,64A.3d1171,1175(R.I.2013).Withrespecttotheallegationregardinginsufficientmeetingminutes,wesimilarlyfoundnoviolationbecausetheminutescontainedalltherequisiteinformationandaccuratelyrecordedtheTownCouncilvote.SeeR.I.Gen.Laws§42-46-7(a).


OM 18-17 Block v. Rhode Island Board of Elections Thecomplainantalleged that theBoardofElectionsfiled itsofficial/

approvedminuteson theSecretaryof State’swebsite in anuntimelymannerforfourteenmeetings.Severalofthesemeetingswerecancelledordidnotconstitutemeetings.Inaddition,fornineofthesemeetings,thecomplainantfiledhiscomplaintwiththisOfficeafterthestatuteoflimitationsforfilingalawsuithadalreadyexpired.See R I Gen Laws § 42-46-8. For the one remainingmeeting– anApril 2017meeting– we determined that the complainant was not aggrieved since the complainantindicatedthatthe“criticalwindow”ofhisinterestwasinthe“summerof2016”and“beforethe2016generalelection.”TheApril2017 minutes were outside the window described by the complainant, andtherefore,hefailedtodemonstratehewasaggrieved.See Graziano

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v Rhode Island State Lottery Commission, 810 A 2d 215 (R I 2002) Issued June 14, 2018.

OM 18-18 Frank DiGregorio v. Exeter Town Council TheComplainant alleged the Exeter TownCouncil (“TownCouncil”)

violatedtheOMAwhenitsagendadidnotsufficientlyinformthepublicofthenatureofthebusinesstobediscussed.SeeR.I.Gen.Laws§42-46-6(b).Basedonourreviewoftheagendaandtheopensessionminutes,wefoundnothingthatindicatedtheagendaitemprovided“vagueandindefinitenoticetothepublic.”Anolikv.ZoningBd.ofReviewoftheCityofNewport,64A.3d1171,1175(R.I.2013).


OM 18-19 Residences at Slatersville Mill v. Town of North SmithfieldPR 18-14 Because the subject-matter of this Complaint is the same subject-

matterofalawsuitpendingintheRhodeIslandSuperiorCourtbytheComplainant,thisOfficedismissedtheComplaintfiledwiththisOfficesinceitisduplicativewiththelawsuitthathasalreadybeenfiled.


OM 18-20 Gladstone v. City of Pawtucket The Complainant alleged that the City violated the OMA when it

formeda stakeholdergroup thatmetorwillmeetoutside thepublicpurview The uncontroverted evidence demonstrated that no meeting of the stakeholders group had occurred. Therefore, the OMA wasnot implicated Furthermore, based on the undisputed evidence, the stakeholdersgroupacknowledgedthatitissubjecttotheOMAandhadtakenstepstocomplywiththeOMA’srequirements.Forthesereasons,wefoundnoviolation.


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OPEN MEETINGS ACTADVISORY OPINIONS – 2018ADV OM 18-01 In Re: South Foster Volunteer Fire Company LegalcounselfortheSouthFosterVolunteerFireCompany(“SFVFC”)

sought an OMA advisory opinion concerning whether the SFVFC is a “publicbody”subjecttotheOMA.BasedonSolas v Emergency Hiring Council, 774 A 2d 820 (R I 2001) and Pontarelli v Rhode Island Board Council on Elementary and Secondary Education, 151 A 3d 301 (R I 2016), as well as this Department’s previous findings, we looked totheSFVFC’s federal income tax forms,Articles of Incorporation, andBy-Laws to assist our analysis The evidence demonstrated, inter alia, thattheSFVFCisanonprofitcorporationthatselectsitsownmembersindependentofanygovernmentalorpublicapprovalprocess,thattheSFVFCprovidesnomedicalbenefitsandnopensionsto itsmembers,andthattheSFVFCdoesnothaveanytaxingauthority.Basedonthespecificevidencepresented,weopinedthattheSFVFCisnota“publicbody”undertheOMA.


ADV OM 18-02 In re: Open Meetings Agenda Posting TheRhodeIslandSecretaryofStatesoughtguidanceastowhetherusing

anelectronickiosktopostOpenMeetingsActinformationwasproper.We concluded that the proposed electronic kiosk that is physicallypresentoutsidetheStateLibrarycomplieswithR.I.Gen.Laws§42-46-6(c).WealsofoundthattheOMAdidnotprohibittheelectronickioskfromlinkingtotheSecretaryofState’swebsite.


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CHAPTER 46OPEN MEETINGS42-46-1. Public policy. — It is essential to themaintenance of a democratic

societythatpublicbusinessbeperformedinanopenandpublicmannerand that the citizensbe advisedof andawareof theperformanceofpublic officials and the deliberations and decisions that go into themakingofpublicpolicy.

42-46-2. Definitions. — As used in this chapter:

(1) “Meeting”meanstheconveningofapublicbodytodiscussand/or act upon a matter over which the public body has supervision, control, jurisdiction,oradvisorypower.Asusedherein,theterm“meeting” expresslyinclude,withoutlimitingthegeneralityoftheforegoing, so-called“workshop,”“working,”or“work”sessions.

(2) “Opencall”meansapublicannouncementbythechairpersonofthe committeethatthemeetingisgoingtobeheldinexecutivesession andthechairpersonmustindicatewhichexceptionof§42-46-5is being involved

(3) “Public body” means any department, agency, commission, committee, board, council, bureau, or authority or any subdivision thereofofstateormunicipalgovernmentoranylibrarythatfunded atleasttwenty-fivepercent(25%)ofitsoperationalbudgetinthe priorbudgetyearwithpublicfunds,andshallincludeallauthorities definedin§42-35-1(b).Forpurposesofthissection,anypolitical party,organization,orunitthereofmeetingorconveningisnotand shouldnot be considered tobe apublic body;provided,however that no such meeting shall be used to circumvent the requirements ofthischapter.

(4) “Quorum,” unless otherwise defined by applicable law, means a simplemajorityofthemembershipofapublicbody.

(5) “Prevailing plaintiff’ include those persons and entities deemed “prevailingparties”pursuantto42U.S.C.§1988.

(6) “Openforum”meansthedesignatedportionofanopenmeeting, ifany,onaproperlypostednoticereservedforcitizenstoaddress commentstoapublicbodyrelatingtomattersaffectingthepublic business

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42-46-3. Open meetings. —Everymeetingofallpublicbodiesshallbeopentothepublicunlessclosedpursuantto§§42-46-4and42-46-5.

42-46-4. Closed meetings. — (a) By open call, a public body may hold a meeting closed to the public upon an affirmative vote of the majority of itsmembers A meeting closed to the public shall be limited to matters allowedtobeexemptedfromdiscussionatopenmeetingsby§42-46-5.Thevoteofeachmemberonthequestionofholdingameetingclosedtothepublicandthereasonforholdingaclosedmeeting,byacitationtoasubdivisionof§42-46-5(a),andastatementspecifyingthenatureofthebusinesstobediscussed,shallberecordedandenteredintotheminutesofthemeeting.Nopublicbodyshalldiscussinclosedsessionanypublicmatterwhichdoesnotfallwithinthecitationsto§42-46-5(a)referredtobythepublicbodyinvotingtoclosethemeeting,evenifthesediscussionscouldotherwisebeclosedtothepublicunderthischapter

(b)Allvotestakeninclosedsessionsshallbedisclosedoncethesession is reopened; provided, however, a vote taken in a closed session need not be disclosed for the period of time during which its disclosure would jeopardize any strategy negotiation or investigation undertakenpursuanttodiscussionsconductedunder§42-46-5(a).

42-46-5. Purposes for which meeting may be closed — Use of electronic communications — Judicial proceedings — Disruptive conduct. —

(a) A public body may hold a meeting closed to the public pursuant to § 42-46-4foroneormoreofthefollowingpurposes:

(1) Anydiscussionsofthejobperformance,character,orphysical or mental health of a person or persons provided that such personorpersonsaffectedshallhavebeennotifiedinadvance in writing and advised that they may require that the discussion be held at an open meeting

Failuretoprovidesuchnotificationshallrenderanyactiontaken against the person or persons affected null and void. Before going into a closed meeting pursuant to this subsection, the public body shall state for the record that any persons to be discussed have been so notified and this statement shall be notedintheminutesofthemeeting.

(2) Sessions pertaining to collective bargaining or litigation, or worksessionspertainingtocollectivebargainingorlitigation.

(3) Discussionregardingthematterofsecurity includingbutnot

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limitedtothedeploymentofsecuritypersonnelordevices.

(4) Any investigative proceedings regarding allegations of misconduct, either civil or criminal

(5) Any discussions or considerations related to the acquisition orleaseofrealpropertyforpublicpurposes,orofthedisposition ofpubliclyheldpropertywhereinadvancedpublicinformation wouldbedetrimentaltotheinterestofthepublic.

(6) Anydiscussionsrelatedtoorconcerningaprospectivebusiness orindustrylocatinginthestateofRhodeIslandwhenanopen meetingwouldhaveadetrimentaleffectontheinterestofthe public

(7) Amatter related to the question of the investment of public fundswhere the premature disclosurewould adversely affect thepublic interest.Publicfundsshall includeanyinvestment plan or matter related thereto, including but not limited to state lotteryplansfornewpromotions.

(8) Anyexecutivesessionsofalocalschoolcommitteeexclusively forthepurposes(i)ofconductingstudentdisciplinaryhearings or (ii) of reviewing othermatterswhich relate to the privacy of students and their records, including all hearings of the variousjuvenilehearingboardsofanymunicipality;provided, however, that any affected student shall have been notified in advance in writing and advised that he or she may require that the discussion be held in an open meeting

Failure to provide such notification shall render any action taken against the student or students affectednull and void. Beforegoingintoaclosedmeetingpursuanttothissubsection, thepublicbodyshallstatefortherecordthatanystudentstobe discussed have been so notified and this statement shall be notedintheminutesofthemeeting.

(9) Anyhearingson,ordiscussionsof,agrievancefiledpursuantto a collective bargaining agreement

(10)Anydiscussionofthepersonalfinancesofaprospectivedonor to a library

(b)No meeting of members of a public body or use of electronic communication, including telephonic communication and tele-

33

phone conferencing, shall be used to circumvent the spirit or requirements of this chapter; provided, however, thesemeetings and discussions are not prohibited

(1) Provided,furtherhowever,thatdiscussionsofapublicbodyvia electronic communication, including telephonic communication and telephone conferencing, shall be permitted only to schedule a meeting

(2) Provided, further however, that a member of a public body may participate by use of electronic communication or telephone communication while on active duty in the armed servicesoftheUnitedStates.

(3) Provided,furtherhowever,thatamemberofthatpublicbody, whohas a disability as defined in chapter 87 of title 42 and:

(i) cannotattendmeetingsofthatpublicbodysolelybyreason ofhisorherdisability;and

(ii) cannot otherwise participate in the meeting without the use ofelectroniccommunicationortelephonecommunication as reasonable accommodation, may participate by use of electronic communication or telephone communication in accordance with the process below

(4) The governor’s commission on disabilities is authorized and directed to:

(i) establish rulesand regulations fordeterminingwhethera memberofapublicbodyisnototherwiseabletoparticipate in meetings of that public body without the use of electronic communication or telephone communication as a reasonable accommodation due to that member’s disability;

(ii) grant a waiver that allows a member to participate by electronic communication or telephone communication onlyifthemember’sdisabilitywouldpreventhim/herfrom being physically present at the meeting location, and the use of such communication is the only reasonable accommodation;and

(iii)anywaiverdecisionsshallbeamatterofpublicrecord.

34

(c) Thischaptershallnotapplytoproceedingsofthejudicialbranchof state government or probate court or municipal court proceedings in any city or town

(d)This chapter shall not prohibit the removal of any person who willfullydisruptsameetingtotheextentthatorderlyconductofthe meeting is seriously compromised

42-46-6. Notice. — (a) Allpublicbodiesshallgivewrittennoticeoftheirregularlyscheduled

meetingsatthebeginningofeachcalendaryear.Thenoticeshall include thedates, times, andplacesof themeetingsand shallbe providedtomembersofthepublicuponrequestandtothesecretary ofstateatthebeginningofeachcalendaryearinaccordancewith subsection(f).

(b)Public bodies shall give supplemental written public notice of anymeetingwithinaminimumofforty-eight(48)hours,excluding weekendsandstateholidaysinthecountofhours,beforethedate. This notice shall include the date the notice was posted, the date, timeandplaceofthemeeting,andastatementspecifyingthenature ofthebusinesstobediscussed.Copiesofthenoticeshallbemain- tained by the public body for a minimum of one year. Nothing contained herein shall prevent a public body, other than a school committee,fromaddingadditionalitemstotheagendabymajority voteofthemembers.Schoolcommitteesmay,however,additems for informationalpurposesonly,pursuanttoarequest,submitted inwriting,byamemberofthepublicduringthepubliccomment session of the school committee’s meetings. Said informational items may not be voted upon unless they have been posted in accordance with the provisions of this section. Such additional itemsshallbeforinformationalpurposesonlyandmaynotbevoted on except where necessary to address an unexpected occurrence thatrequiresimmediateactiontoprotectthepublicortoreferthe mattertoanappropriatecommitteeortoanotherbodyorofficial.

(c) Written public notice shall include, but need not be limited to posting a copy of the notice at the principal office of the public body holding themeeting, or if no principal office exists, at the building in which the meeting is to be held, and in at least one other prominentplacewithinthegovernmentalunit,andelectronicfiling ofthenoticewiththesecretaryofstatepursuanttosubsection(f); however,nothingcontainedhereinshallpreventapublicbodyfrom holding an emergency meeting, upon an affirmative vote of the majorityofthemembersofthebodywhenthemeetingisdeemed

35

necessary to address an unexpected occurrence that requires immediate action toprotect thepublic. If an emergencymeeting is called, a meeting notice and agenda shall be posted as soon as practicable and shall be electronically filed with the secretary of state pursuant to subsection (e) and, upon meeting, the public bodyshallstatefortherecordandminuteswhythemattermustbe addressedinlessthanforty-eight(48)hoursinaccordancewith§ 42-46-6(b)andonlydiscuss the issueor issueswhichcreatedthe needforanemergencymeeting.Nothingcontainedhereinshallbe used in the circumvention of the spirit and requirements of this chapter

(d) Nothing within this chapter shall prohibit any public body, or the members thereof, from responding to comments initiated by a memberof thepublicduringaproperlynoticedopenforumeven if the subjectmatterofa citizen’s commentsordiscussionswere not previously posted, provided such matters shall be for informationalpurposesonlyandmaynotbevotedonexceptwhere necessary to address an unexpected occurrence that requires immediateactiontoprotectthepublicortoreferthemattertoan appropriate committee or to another body or official. Nothing contained in this chapter requires any public body to hold an open forum session, to entertain or respond to any topic nor does it prohibit any public body from limiting comment on any topic at suchanopenforumsession.Nopublicbody,orthemembersthereof, mayusethissectiontocircumventthespiritorrequirementsofthis chapter

(e) A school committee may add agenda items not appearing in the published notice required by this section under the following conditions:

(1) Therevisedagendaiselectronicallyfiledwiththesecretaryof state pursuant to subsection (f), and is posted on the school district’swebsiteandthetwo(2)public locationsrequiredby this section at least forty-eight (48) hours in advance of the meetinginaccordancewith§42-46-6(b);

(2) The new agenda items were unexpected and could not have beenaddedintimefornewspaperpublication;

(3) Uponmeeting,thepublicbodystatesfortherecordandminutes why theagenda itemscouldnothavebeenadded in time for newspaperpublicationandneedtobeaddressedatthemeeting;

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(4) A formal process is available to provide timely notice of the revised agenda to any person who has requested that notice, andtheschooldistricthastakenreasonablestepstomakethe publicawareofthisprocess;and

(5) The published notice shall include a statement that any changes in theagendawillbepostedon the schooldistrict’sweb site and the two (2) public locations required by this section and will beelectronicallyfiledwiththesecretaryofstateatleastforty- eight(48)hoursinadvanceofthemeetinginaccordancewith§ 42-46-6(b).

(f) All notices requiredby this section to befiledwith the secretary ofstateshallbeelectronicallytransmittedtothesecretaryofstate in accordance with rules and regulations which shall be promulgated by the secretary of state. This requirement of the electronic transmissionandfilingofnoticeswiththesecretaryofstateshall takeeffectone(1)yearafterthissubsectiontakeseffect.

(g) If a public body fails to transmit notices in accordancewith this section, thenanyaggrievedpersonmayfileacomplaintwith the attorneygeneralinaccordancewith§42-46-8.

42-46-7. Minutes. — (a) Allpublicbodiesshallkeepwrittenminutesofalltheirmeetings.

The minutes shall include, but need not be limited to:

(1) Thedate,time,andplaceofthemeeting;

(2) Themembersofthepublicbodyrecordedaseitherpresentor absent;

(3) Arecordbyindividualmembersofanyvotetaken;and (4) Any other information relevant to the business of the public

bodythatanymemberofthepublicbodyrequestsbeincluded orreflectedintheminutes.

(b) (1)Arecordofallvotestakenatallmeetingsofpublicbodies,listing how each member voted on each issue, shall be a public record and

shall be available, to the public at the office of the public body, withintwo(2)weeksofthedateofthevote.Theminutesshallbe public records and unofficial minutes shall be available, to the publicattheofficeofthepublicbody,withinthirtyfive(35)daysof themeetingoratthenextregularlyscheduledmeeting,whichever

37

isearlier,exceptwherethedisclosurewouldbeinconsistentwith§§ 42-46-4 and 42-46-5 or where the public body by majority vote extendsthetimeperiodforthefilingoftheminutesandpublicly states the reason

(2) Inadditiontotheprovisionsofsubdivision(b)(1),allvolunteer fire companies, associations, fire district companies, or any other organization currently engaged in the mission of extinguishing fires and preventing fire hazards, whether it is incorporated or not, and whether it is a paid department or not, shallpostunofficialminutesoftheirmeetingswithintwenty- one(21)daysofthemeeting,butnotlaterthanseven(7)days prior to the next regularly scheduled meeting, whichever is earlier,onthesecretaryofstate’swebsite.

(c) Theminutesofaclosedsessionshallbemadeavailableatthenext regularlyscheduledmeetingunlessthemajorityofthebodyvotes tokeeptheminutesclosedpursuantto§§42-46-4and42-46-5.

(d)Allpublicbodiesshallkeepofficialand/orapprovedminutesofall meetingsofthebodyandshallfileacopyoftheminutesofallopen meetingswith the secretary of state for inspection by the public within thirty-five (35) days of the meeting; provided that this subsection shall not apply to public bodies whose responsibilities are solely advisory in nature

(e) Allminutesandunofficialminutes requiredby this section tobe filedwiththesecretaryofstateshallbeelectronicallytransmitted to thesecretaryofstate inaccordancewithrulesandregulations which shall bepromulgatedby the secretaryof state. If apublic bodyfailstotransmitminutesorunofficialminutesinaccordance withthissubsection,thenanyaggrievedpersonmayfileacomplaint withtheattorneygeneralinaccordancewith§42-46-8.

42-46-8. Remedies available to aggrieved persons or entities. — (a) Any citizen or entity of the statewho is aggrieved as a result of

violations of the provisions of this chaptermay file a complaint with the attorney general The attorney general shall investigate the complaintandiftheattorneygeneraldeterminesthattheallegations ofthecomplaintaremeritoriousheorshemayfileacomplainton behalfofthecomplainantinthesuperiorcourtagainstthepublic body

(b)Nocomplaintmaybefiledbytheattorneygeneralafteronehundred eighty(180)daysfromthedateofpublicapprovaloftheminutesof

38

the meeting at which the alleged violation occurred, or, in the case ofanunannouncedorimproperlyclosedmeeting,afteronehundred eighty(180)daysfromthepublicactionofapublicbodyrevealing the alleged violation, whichever is greater

(c) Nothing within this section shall prohibit any individual from retainingprivate counsel for thepurposeoffilinga complaint in thesuperiorcourtwithinthetimespecifiedbythissectionagainst the public body which has allegedly violated the provisions of thischapter;provided,however,thatiftheindividualhasfirstfiled a complaint with the attorney general pursuant to this section, and the attorney general declines to take legal action, the individual mayfilesuitinsuperiorcourtwithinninety(90)daysoftheattorney general’s closing of the complaint or within one hundred eighty (180)daysoftheallegedviolation,whicheveroccurslater.

(d)The court shall award reasonable attorney fees and costs to a prevailing plaintiff, other than the attorney general, except where special circumstances would render such an award unjust

Thecourtmayissueinjunctivereliefanddeclarenullandvoidany actionsofapublicbodyfoundtobeinviolationofthischapter.In addition, the court may impose a civil fine not exceeding five thousanddollars($5,000)againstapublicbodyoranyofitsmembers found to have committed a willful or knowing violation of this chapter

(e)Nothingwithinthissectionshallprohibittheattorneygeneralfrom initiatingacomplaintonbehalfofthepublicinterest.

(f) Actionsbroughtunderthischaptermaybeadvancedonthecalendar uponmotionofthepetitioner.

(g)Theattorneygeneralshallconsiderallcomplaintsfiledunderthis chaptertohavealsobeenfiledunder§38-2-8(b)ifapplicable.

42-46-9. Other applicable law. —The provisions of this chapter shall be inadditiontoanyandallotherconditionsorprovisionsofapplicablelawandarenottobeconstruedtobeinamendmentoforinrepealofanyother applicable provision of law, except § 16-2-29, which has beenexpresslyrepealed.

42-46-10. Severability. —Ifanyprovisionofthischapter,ortheapplicationofthischaptertoanyparticularmeetingortypeofmeeting,isheldinvalidor unconstitutional, the decision shall not affect the validity of the

39

remainingprovisionsortheotherapplicationsofthischapter.

42-46-11. Reported violations. — Every year the attorney gen¬eral shall prepare a report summarizing the complaints received pursuant to this chapter, which shall be submitted to the legislature and which shall include informationastohowmanycomplaintswerefoundtobemeritoriousand the action taken by the attorney general in response to thosecomplaints

42-46-12. Notice of citizen’s rights under this chapter. — The attorney general shall prepare a notice providing concise information explaining therequirementsofthischapterandadvisingcitizensoftheirrighttofilecomplaintsforviolationsofthischapter.Thenoticeshallbepostedinaprominent location in each city and town hall in the state

42-46-13. Accessibility for persons with disabilities. — (a) All public bodies, to comply with the nondiscrimination on the basis

ofdisabilityrequirementsofR.I.Const.,Art. I,§2andapplicable federalandstatenondiscriminationlaws(29U.S.C.§794,chapter 87ofthistitle,andchapter24oftitle11),shalldevelopatransition plan setting forth the steps necessary to ensure that all open meetings of said public bodies are accessible to persons with disabilities

(b) The state building code standards committee shall, by September 1,1989adoptanaccessibilityofmeetingsforpersonswithdisabil- ities standard that includes provisions ensuring that the meeting location is accessible to and usable by all persons with disabilities

(c) Thissectiondoesnotrequirethepublicbodytomakeeachof its existingfacilitiesaccessibletoandusablebypersonswithdisabil- ities so long as all meetings required to be open to the public pursuanttochapter46ofthistitleareheldinaccessiblefacilitiesby thedatesspecifiedinsubsection(e).

(d)Thepublicbodymaycomplywiththerequirementsofthissection through such means as reassignment of meetings to accessible facilities, alteration of existing facilities, or construction of new facilities.Thepublicbodyisnotrequiredtomakestructuralchanges inexistingfacilitieswhereothermethodsareeffectiveinachieving compliance with this section

(e) The public body shall comply with the obligations established under this section by July 1, 1990, except that where structural changes in facilities are necessary in order to comply with this

40

section, such changes shall be made by December 30, 1991, but in anyeventasexpeditiouslyaspossibleunlessanextensionisgranted bythestatebuildingcommissionerforgoodcause.

(f) Each municipal government and school district shall, with the assistanceofthestatebuildingcommission,completeatransition plancoveringthelocationofmeetingsforallpublicbodiesunder their jurisdiction. Each chief executive of each city or town and thesuperintendentofschoolswillsubmittheir transitionplanto thegovernor’scommissionondisabilitiesforreviewandapproval. Thegovernor’scommissionondisabilitieswithassistancefromthe state building commission shall approve or modify, with the concurrence of themunicipal government or school district, the transition plans

(g)Theprovisionsof§§45-13-7—45-13-10,inclusive,shallnotapply to this section

42-46-14. Burden of proof. — In all actions brought under this chapter, the burden shall be on the public body to demonstrate that the meeting in disputewasproperlyclosedpursuantto,orotherwiseexemptfromthetermsofthischapter.

ATT

OR

NEY GENE

RA

L

ST

AT

E

OF RHODE IS

LA

ND

SECTION III

PROCEDURES & FORMS

41

DEPARTMENT OF ATTORNEY GENERAL PETER F. KILMARTIN, ATTORNEY GENERAL

150 South Main Street - Providence RI 02903

PUBLIC RECORDS REQUEST GUIDELINES OPEN GOVERNMENT UNIT

The Department of Attorney General adheres to the Access to Public Records Act, R.I. Gen. Laws

§38-2-1, et. seq., and has instituted the following procedures for the public to obtain public records.

1. To reach us by telephone please call (401) 274-4400 and ask to be connected to the Open

Government Unit. Requests for records must be mailed to the Open Government Unit, which is the

Unit within the Department of Attorney General designated to handle these matters, except as

provided in paragraph 4. The mailing address is: Department of Attorney General, ATTN: Open

Government Unit, 150 South Main Street, Providence, RI 02903. Requests may also be hand

delivered to the Department of Attorney General at the reception desk (150 South Main Street) and

addressed to the Open Government Unit or requests may be emailed to [email protected].

2. The regular business hours of the Department are 8:30 a.m. to 4:30 p.m. If you come in after

regular business hours, please complete the Public Records Request Form at the front desk and it

will be given to the Unit the following day.

3. You are not required to provide identification or the reason you seek the information, and your

right to access public records will not depend upon providing identification or reasons.

4. In order to ensure that you are provided with the public records you seek in an expeditious manner,

unless you are seeking records available pursuant to the Administrative Procedures Act or other

documents prepared for or readily available to the public, we ask that you complete the Public

Records Request Form located at the front desk, or on our website, www.riag.ri.gov or otherwise

submit your request in writing. If you are seeking documents available pursuant to the

Administrative Procedures Act or other documents prepared for or readily available to the public

and do not wish to submit a written request, you must contact an attorney in the Open Government

Unit to make your request.

5. You may also obtain a copy of the Attorney General’s Guide to Open Government, which can be

found at: http://www.riag.ri.gov (then proceed to the link entitled “Open Government”).

6. Please be advised that the Access to Public Records Act allows a public body ten (10) business

days to respond, which can be extended an additional twenty (20) business days for “good cause.”

We appreciate your understanding and patience.

7. If you feel that you have been denied access to public records, you have the right to file a review

petition with the Attorney General. You may also file a lawsuit in Superior Court.

8. The Department of Attorney General is committed to providing you with public records in an

expeditious and courteous manner.

42

DEPARTMENT OF ATTORNEY GENERAL PETER F. KILMARTIN, ATTORNEY GENERAL

150 South Main Street - Providence RI 02903

PUBLIC RECORDS REQUEST FORM

UNDER THE ACCESS TO PUBLIC RECORDS ACT

Date ____________ Request Number ____________

Name (optional) ________________________________________________________________

Address (optional) ______________________________________________________________

_____________________________________________________________________________

Telephone (optional) ____________________________________________________________

Requested Records: _____________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

OFFICE USE ONLY

Request taken by: ______________ Request Number __________

Date: _____________ Time: __________ Records to be available on: ____________ Mail _________ Pick Up __________

Records provided: __________ Costs: __________ copies __________ search and retrieval

Forward this Document to the Open Government Unit

Department of Attorney General - Public Records Request Receipt

If you desire to pick up the records, they will be available on _______________ at the front desk. If, after review of your request, the Department determines that the requested records are

exempt from disclosure for a reason set forth in the Access to Public Records Act, the

Department reserves its right to claim such exemption.

Note: If you chose to pick up the records, but did not include identifying information on this

form (name, etc.), please inform the receptionist at the front desk of the date you made the request, records requested and request number.

Thank you.

43

RULES AND REGULATIONSRegarding Training under the Access to Public Records Act

1. TheChiefAdministrativeOfficer,asdefinedbytheAccesstoPublicRecordsAct,mustcertifyannually,asprovidedinR.I.Gen.Laws§38-2-3.16(“compliancebyagenciesandpublicbodies”),thatpersonswhohavetheauthoritytograntordenyAccesstoPublicRecordsActrequestshavereceivedtrainingfortheupcomingcal-endaryear.Individualsmustbecertifiedeachcalendaryear.

2. Anypersonwhohasnotreceivedtrainingpriortothebeginningofthecalendaryear, but who during the calendar year becomes authorized to grant or deny Access to Public Records Act requests, shall receive training as required under the Access toPublicRecordsActassoonaspracticable,butnotlessthanone(1)monthafterbeing authorized to grant or deny Access to Public Records Act requests Such time maybeextendedatthediscretionoftheDepartmentofAttorneyGeneralfor“goodcause.”TheChiefAdministrativeOfficermustcertifytotheAttorneyGeneralthattraining has been received when training has been completed

3. AuthorizedtrainingmustbeconductedbytheDepartmentofAttorneyGeneral.TheDepartmentofAttorneyGeneralwilloffervarioustrainingprogramsthrough-out each calendar year and such training programs will be conducted at various locations throughout the State Public bodies or governmental entities wishing to scheduletrainingsessionsmaycontacttheDepartmentofAttorneyGeneral.Pub-licentitieswishingtoscheduleAccesstoPublicRecordsActtrainingshouldmakeeveryefforttoscheduletrainingsessionstoaslargeagroupaspracticable.TheDepartmentofAttorneyGeneralreservesthesolediscretiontodeterminewhetherand when to schedule a training session

4. ForpurposesoftheseRulesandRegulationstherequirementfortrainingmaybesatisfiedbyattendinganAttorneyGeneraltraininginpersonorbyviewingarecentvideoofanAccesstoPublicRecordsActpresentationgivenbytheDepartmentofAttorneyGeneral.AnypersonsatisfyingtheAccesstoPublicRecordsActtrainingrequirementmustcertifytotheChiefAdministrativeOfficerthatheorsheviewedthe entire Access to Public Records Act presentation, or attended the live training program,andsuchcertificationshallbeforwardedbytheChiefAdministrativeOf-ficertotheDepartmentofAttorneyGeneral.

5. [email protected],ormailedtotheDepart-mentofAttorneyGeneral,Attn:PublicRecordsUnit,150SouthMainStreet,Provi-dence,RhodeIsland02903.CertificationformsareavailableontheDepartmentofAttorneyGeneralWebsite.

44

6. TheAttorneyGeneralmayannuallyprepareandpostalistofallcertificationsre-ceivedbytheofficebypublicbodies.

7. TheDepartmentofAttorneyGeneralmayassessareasonablechargeforthecerti-ficationrequiredbyR.I.Gen.Laws§38-2-3.16,istodefraythecostofsuchtrainingand related materials

45

39

State of Rhode Island

Department of the Attorney General

CERTIFICATE OF COMPLIANCE

ACCESS TO PUBLIC RECORDS ACT SECTION 38-2-3.16

COMPLIANCE BY AGENCIES AND PUBLIC BODIES

SECTION A – TO BE COMPLETED BY CHIEF ADMINISTRATOR

This certifies that _______________________________ of ________________________________, has

completed the Access to Public Records training on the _____ day of _______________, 20____, and is in

compliance with § 38-2-3.16.

The above has completed training by means of: _____ Live Presentation _____ Video Presentation

_______________________________ ___________________________

Chief Administrator Department/Entity

_______________________________

Dated

SECTION B – TO BE COMPLETED BY CERTIFIED PERSONNEL

I certify that I have viewed the video presentation and/or a live presentation and am in compliance with § 38-

2-3.16 of the Access to Public Records Act. In addition, I certify that the information I have provided on this

statement is true and correct.

Date of Training: _____________________ Signed: _________________________

Email Address: ____________________________________

[Email address will be used only to provide notice of future Open Government seminars]

**Please List ANY and ALL Entities for which you are certifying compliance. For instance, the Clerk’s

Office, the Police Department, the School Department, the entire City/Town/Department.

___________________________________ _________________________________

___________________________________ _________________________________

Upon completion please return to this office by either emailing to [email protected]; facsimile

401-222-3016 or mail to Department of Attorney General, Open Government Unit, 150 South Main Street,

Providence, Rhode Island 02903.

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