2018-02-28 CC Packet - Laserfiche WebLink

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What is a "Meeting" under Open Meeting Law? A "meeting" is where a quorum of a City Committee or the Council discuss, decide, or receives information relating to the body's official business. "Meetings" must be Open to the Public. MEETINGS: • Physical gatherings LEGAL* • '.. Group emails—"Reply All"'.. ILLEGAL • Serialcommunications ILLEGAL o' Phone/texts from one Member to the next, and to the next ILLEGAL o' "Chain emails" sent from one Member to the next,and to the next ILLEGAL Why are these"Meetings" ILLEGAL? *Lawful meetings require Notice to the Public (Time and Place) • Regular Meetings o Per a schedule on file at City Hall • Closed or Special Meetings 0 3-days posted notice 0 1-day mailed notice to Members 0 3-days mailed/published notice to anyone requesting notice of special meetings • AND, written materials used by the body during a meeting must be available to the Public What is NOT a "Meeting" under the OML? • Social gatherings ... • City Training ... ... where official business of your body is NOT discussed Penalties • Violator to pay$300 fine per violation (City cannot pay this) • Violator Forfeits office after 3+separate, intentional violations • City to pay reasonable costs, disbursements, and attorney fees up to $13,000 o Sometimes, City must pay mandatory Attorney fees for obvious violations *** Watch out for the "meeting after the meeting"or the "meeting in the parking lot" *** Best Practices Gatherings: Why take the risk? If you think you'll be gathering with other Members of your body, simply ask Staff to post notice of a potential public meeting. In the past we have posted meeting notices for park and skate events, funerals - we once posted a meeting notice to hang out in Tom Lee's garage. Emails: Let Staff do the emailing! The City Administrator, Staff and Attorney can communicate with your entire body outside of a meeting. If it is necessary to send information outside of a meeting, ask Staff to help by sending and receiving emails with the entire body. Always use your City email for City businessr avoid using your personal email or texting devices.