Alabama Open Records Study Task Force

Subcommittee on Procedures to Access Public Records

Monday, January 30, 2006

Shelby County Legislative Office - 3:30 p.m.

Members present: Rep. Cam Ward, chairperson; Scott Demick, Scott Morris, Sandy Robinson, Lynn Thrower, Sharon Tinsley, Stephen Gidiere, Felicia Mason, Douglas Lunsford, Tom Turley, Greg Cochran, Sandra Nichols, Gilbert Johnston, Barbara Evans.

Rep. Ward called the meeting to order and outlined the scope and purpose of subcommittee – focusing on the procedures of obtaining public records. He explained the overall goal of the task force is to have legislation prepared to be introduced in March of 2007. Rep. Ward also stressed the importance of sharing ideas and for all groups to have a “seat at the table.”

The first order of business was to elect a permanent chairman and a secretary. Rep. Ward was elected chairman and Felicia Mason was elected secretary.

Rep. Ward passed out copies of the procedures section of the Open Records Laws from Georgia and Virginia for committee members to review. He reminded committee members that his committee would deal only with procedures and that other committees are responsible for exceptions, penalties, etc.

The committee then heard from guests including the FOIA officer from NASA/Marshall Space Flight Center and representatives from Shelby County and the Administrative Office of the Courts. Comments included the need to consider the time constraints of the staff members responsible for answering records requests.

Rep. Ward then opened the discussion to the committee asking for consideration on form, fees and time frame (response time). Alabama currently has no form or procedure in place. The committee agreed that whatever was suggested should be simple and easy to use for both the public and the provider. Other questions discussed whether the form should be mandatory and how much information is needed on a form.

Relating to response time, the committee considered Georgia which allows three business days to respond and Virginia which allows five business days. FOIA allows 20 working days, and the request must be in writing although not a specific form.

Fees are set by some states as not to exceed .25 cents per page, for example, and others allow for “reasonable” charges including staff time and other resources.

A general consensus among committee members suggested the law should set certain minimum requirements and allow agencies to set guidelines within the set standards.

Rep. Ward closed the meeting stating a sample form would be circulated to all committee members before the next meeting, which he suggested would be some time in early March. He said he would like to see the committee vote on a proposed sample form at that meeting.

The meeting was adjourned.

Respectfully submitted

Felicia Mason, Secretary

Feb. 3, 2006