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General counsel re-issues annual reminder on open meetings, open records and conflict-of-interest rules
Summary
General counsel Ashley Thomas reminded commissioners that all commission documents are subject to public records requests, that meetings are governed by the Open Meetings Act (generally requiring in-person quarterly meetings), and that conflict-of-interest disclosures were due April 15.
Ashley Thomas, general counsel, delivered the commission's annual refresher on open meetings, open records and conflicts of interest.
"Everything's a record. All commission documents, all communication, our agendas, disclosure forms, our emails," Thomas said, reminding commissioners that using personal email for commission business can create records that must be searched in response to a public-records request. Thomas noted that because the commission is a state agency it is subject to the Open Meetings Act, which generally requires meetings to be held in public and in person; occasional exceptions such as informal workshops or certain advisory meetings exist but must be handled with required notices and a statement of necessity filed with the Secretary of State when applicable.
Thomas said the commission maintains minutes of meetings and that violations of the Open Meetings Act can nullify decisions, requiring that actions be taken again in compliance with the statute. She also reviewed the commission's annual conflict-of-interest disclosure process and reminded commissioners to update forms if circumstances change. "If there's ever any question about whether or not something needs to be disclosed or if you need to recuse yourself from a vote just ask that you reach out to myself or to Tess and we'll sort of discuss that," Thomas said.
Thomas noted the deadline for signed conflict-of-interest forms was April 15 and that commissioners present at the meeting had submitted them; staff will follow up with those not present.
Chair Richards thanked Thomas and commissioners had no follow-up questions during the meeting.
