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Council receives annual training on Open Meetings Act and GRAMA; staff warned about social media and records handling
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Summary
Legal staff delivered the council’s required annual training, emphasizing that the public’s business must be done openly, that a quorum creates a meeting even informally, that social-media coordination may create an unlawful meeting, and that GRAMA broadly defines records and has undergone a statutory language change earlier this year.
Taylorsville council members received the city’s annual training on the Open and Public Meetings Act and the Government Records Access and Management Act (GRAMA) during the Oct. 15 meeting.
A deputy city attorney summarized two guiding principles: "this is the people's business" and deliberations about public business must be open. He told members that a meeting occurs whenever a quorum (three members for Taylorsville) deliberates and warned that casual, coordinated conversation — including some social-media exchanges — can inadvertently create a meeting that must be publicly noticed.
The presenter reviewed agenda requirements, including a 24-hour notice rule and the need for specificity in short titles so the public can understand what will be discussed. He advised members to avoid tweeting or texting positions they would not want published, because such communications can be obtained and may be treated as official when they relate to public business.
Ryan, the staff presenter on GRAMA, reviewed what qualifies as a government record under state law (digital files, audio recordings, maps, photographs and other documentary materials) and explained categories used to classify records (public, private, controlled, protected, limited). He noted a change earlier this year: statutory language that used to state GRAMA’s legislative intent was removed in May; presenters said that, in practice, the change has not materially altered day-to-day handling but could affect future judicial interpretation.
Council members asked procedural questions about how requests are processed. Presenters said requests are routed through the recorder's office, that records are reviewed with counsel where appropriate, and that appeals of GRAMA decisions now go to an administrative law judge. The presenters recommended preserving records proactively, consulting counsel when unsure, and providing reasonable accommodations (for example, an ASL interpreter) when required by disability law; they noted providing a Spanish interpreter for language preference is optional and not required by the disability-focused accommodation rules discussed.
The training concluded without a council vote; officials were advised to post meeting schedules, avoid ex parte deliberations, and contact legal staff for guidance on specific records or access questions.