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HomeMy WebLinkAboutMINUTES - 08131996 - D10 �. 10 To: BOARD OF SUPERVISORS sE L _ Contra F"QUI BETTER GOVERNMENT TASK FORCE -` Costa •s County DATE: August 8 1996 APPROVAL OF CRITERIA FOR SELECTION OF A PUBLIC INFO MATION SUBJECT: ADVISER, PROCESS TO BE FOLLOWED, AND SELECTION OF A PUBLIC INFORMATION ADVISER SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. APPROVE the attached criteria for selection of a Public Information Adviser to mediate disputes between the County and the general public or media regarding access to documents, meetings or other information made accessible by the Ralph M. Brown Act, the Public Records Act, or the County's Better Government Ordinance. 2. APPROVE the attached process to be followed to attempt to mediate disputes between the County and the general public or media regarding access to documents, meetings or other information made accessible by the Ralph M. Brown Act, the Public Records Act, or the County's Better Government Ordinance. 3. AGREE to use the Better Government Task Force as a forum on information access policy issues in order to receive the advice and recommendations of the Task Force before the Board of Supervisors acts on such policy issues. 4. APPOINT Beth A. Grimm as Public Information Adviser. 5. REQUEST the Better Government Task Force to continue to monitor the implementation of the Better Government Ordinance and advise the Board of Supervisors of any changes which the Task Force believes are necessary in order to improve the understanding and operation of the ordinance. CONTINUED ON ATTACHMENT: YES S15MATURE: RECOMMENDATION OF COUNTY ADNI 4R, TiR 4— RECO OF BOARD COMMITTEE APPROVE OTHE SIGNATURES ACTION OF BOARD ONAPPROVED AS RECOMMENDED X OTHER X The Board APPROVED the recommendations as set forth above; and AUTHORIZED the Chair, Board of Supervisors to send a letter of appreciation to Beth A. Grimm for accepting the commitmento-of a Public Information Advisor Position. VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS(ABSENT -------------- ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED August 13, 1996 Contact: PHI BATCHELOR,CLERK OF THEBOARD OF cc: County Administrator ISORS AND COUNT INIST OR Members, Better Government Task Force (Via CAO Public Information Adviser(Via CAO) County Department Heads(Via CAO) BACKGROUND: On February 14, 1995, the Board of Supervisors formed a Better Government Task Force of nine members, composed as follows: 2 members representing the Society of Professional Journalists, one an attorney and one a local journalist. 1 member selected from names submitted by the Radio-Television News Directors Association. 1 member representing the League of Women Voters. 1 member designated by the Board of Supervisors. 2 County department heads nominated by the County Administrator 2 members of the General Public who have demonstrated interest in or have experience in the issues of citizen access and participation in local government. On October 10, 1995, the remaining appointments were made to the Task Force. Since October, the Better Government Task Force has met on eight occasions. The Task Force has been briefed on County programs, advisory boards and contract agencies to whom the Better Government Ordinance applies and has met with several County department heads to receive a briefing on information services, their availability, costs and retention and destruction schedules. However, most of the Task Force's time has been devoted to the development of an ombudsman function which could be used to mediate disputes between the County and the media or individual citizens or organizations who believe that they have been improperly denied access to meetings, documents or information. As a result of the Task Force's work, the attached criteria for selection of what is being referred to as a Public Information Adviser has been developed. A process has also been outlined for how the mediation process would operate. The County Bar Association has assisted the Task Force in recruiting applicants for the pro bono position of Public Information Adviser. The Task Force is recommending the appointment of Ms. Beth Grimm as the County's Public Information Adviser. Additional alternate Advisers will be recommended for appointment in the future as the workload dictates the need for additional individuals. Attached are the following documents: 1. The proposed criteria for a Public Information Adviser. 2. The proposed process for mediation of disputes by the Public Information Adviser. 3. The resume of Beth Grimm. The Task Force requests that the Board of Supervisors approve the above recommendations. With their approval, the Task Force will turn to reviewing the implementation of the Ordinance and determining what additional actions they believe are needed in order to make the Ordinance fully operational in the County and to advertise the availability of the Public Information Adviser to mediate disputes. -2- RECOMMENDED CRITERIA FOR PUBLIC INFORMATION ADVISER 1 . The adviser should be an attorney or judge who understands and is committed to the mediation process as an alternative to an adversarial court action. 2. Some knowledge on the part of the adviser of County Government, the Ralph M. Brown Act, the Public Records Act, and the County's Better Government Ordinance would be helpful, but the right temperament is more important than the scope or depth of knowledge of specific documents. 3. The important thing is to try to work out a mutually acceptable solution as quickly as possible, without necessarily determining or allocating fault. 4. The role of the adviser should be both to assist the public in obtaining access to public documents and to mediate disputes over the availability of those documents. 5. The adviser should be able to respond fairly rapidly to a call for mediation. Either a resolution should be achieved or a decision rendered within two weeks, assuming the cooperation of both parties. 6. If no mutually acceptable solution is achieved within the available time limits, the adviser should provide a written advisory opinion to both parties outlining the issue, what steps toward mediation were taken, and the nature and scope of the remaining differences and how the adviser would recommend resolving the dispute. A copy of this opinion should be filed with the Clerk of the Board of Supervisors, the Better Government Task Force and the County Counsel. 7. The adviser should have no conflict of interest, either legal or perceived, in working with County Government as well as a variety of representatives of the general public and the print and electronic media. 8. The adviser should be willing to work pro bono. 9. The adviser shall periodically report to the Task Force on all of his or her activities, whether a written decision was issued or not, as directed by the Task Force. APPROVED BY THE BETTER GOVERNMENT TASK FORCE AUGUST 7, 1996 D- ) D RECOMMENDED PROCESS FOR MEDIATION 1 . Any individual or organization who requests a document or information from a County agency can expect that the provisions of the Better Government Ordinance will be complied with. 2. Any County agency, department or individual employee who concludes that a written request for access to a document, meeting or other information made accessible by the Ralph M. Brown Act, the Public Records Act, or the County's Better Government Ordinance must be denied shall provide the requesting party with a written response as required by the Better Government Ordinance which includes the fact that the individual can request mediation of the dispute and which provides the name, address and telephone number of the Public Information Adviser. 3. Any party who believes that he or she has been improperly denied access to a document, meeting or other information made accessible by the Ralph M. Brown Act, the Public Records Act, or the County's Better Government Ordinance may contact the Public Information Adviser in writing within 30 days of the date of written notice of the decision to deny access to the information and providing the name, address and telephone number of the Public Information Adviser to request mediation of the dispute. 4. Upon being contacted by one party, the Public Information Adviser shall contact the other party and attempt to resolve the dispute through mediation of the differences between the parties. This can occur via telephone with the parties, through separate meetings with the parties, through a meeting with both parties or through such other means as the Public Information Adviser believes are appropriate to the circumstances of a given situation. D-)0 5. The Public Information Adviser shall either resolve the dispute to the mutual satisfaction of both parties within two weeks of being notified by the first party, unless the time is extended by the Public Information Adviser, or shall issue a written advisory opinion to both parties outlining the issue, what steps toward mediation were taken, and the nature and scope of the remaining differences and how the Adviser would recommend resolving the dispute. A copy of the advisory opinion shall be forwarded to each party and a copy shall be filed with the Clerk of the Board of Supervisors, the Better Government Task Force and the County Counsel. 6. A simple reporting log shall be maintained by the Public Information Adviser which chronologically records each complaint which is received by the Adviser, the Department or Office involved, the nature of the complaint and what resolution or action was taken. This log shall be provided to the Task Force periodically, as directed by the Task Force. APPROVED BY THE BETTER GOVERNMENT TASK FORCE AUGUST 7, 1996 2 CONTRA COSTA. COUNTY 1001 GALAXY WAY.Surra 10zt,CONrC6RIS,CA-WORNTA 94520-SIS6 . LISA M.GRAVES i COMAoes Kx'BC ve�irEtYDr 1f�bnrsJ6ipCoor�marr (510)686-6900 ENMY DAY. (516)686-9867,RAX RRMINAMMtu>M PrograR rs#�ader[�artff�ru May 23, 1996 Dan Bornstein P.O.Box 5088 Walnut Creels CA 94596 Bear Dan: Enclosed is a letter and background information on one of our members,Beth Grimm, who is interested in the ombudsperson position you and I have been trying to fill. As dismissed, we would be happy to invite all mediators qualified under our ADR Provider Program to apply for the position(s). This way, the ultimate choice can be made on your end. Please let me know. M • 4 , tive Director enclosure 1 9 9 6 G F F I C E R. S D I R IS C. T g R ti Praaedaru:Palmer R_Madden Scerermy:Peter A Manl7n M L Brown Rul ad A.Fraakd Thomas G.Md u Shlin Colin L Coffay Tammy-lye c llerani Rictmd C.Runes Wcc Prctidrw;Robot M.Slaacry Truamrer,Maria Rivera David I Ixvy Linda 1.Scifczt 200 ' 39hd ^M 1400HSM311 5,31411 03140213 „ 1 b :6 96 , E -inr -D- to 47 d C °n e3' ID uq 3 Q9 3 a I-D d C w 7 �. 3 .moi -0 ` - 74 M IV vs �« t9 G. 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(] :: : : q `.It) s .� _ CD co y a r ° � ° ter-. `Ttn $, sv � o � -► � � � � a a � `� a Qsp� a tfi CP W IS n — w ZZ.p n pC v� 0 M1 - c. a sF ° � � 2p.+~ C� Zrrr .� -w'► Ea in -p0+ — r' mrn -n y -n O Z -4 .y cO Q Tr m � -M 74 � CJ 's'� to X ;v >m 2 . x = r n o Q Z z p.T o „ n •p � r* ry M G.� ! ` O :fir n a 11r. GONC MA' ER -SUBJECT: NEEDFOR--oMSOUNWWe lMSONI-.'.TG,-HEIP-.RESOLVE ISSUES IM- T DOME• UP'REIATEDE'TO-ACCESS:'3'O-?AEET.l t S AND GOWMNMENTAL RECORDS. PERTINENT SKILLS: FAMILIARIH ;AMAd11D..PUBLIC ACCESS TO RECORDS LAWS, mEDiAnON/CONUUAVIONi*W.*,]TATIONINEGOnA-UON EVERIENCEA191) SKILLS;.PUBO RELATIONS 6(P [&M- DESIRE;. -PROVIDE VOLUNTM SE61d TO-COMMUNITY _ RLE t W- ',IffF"WCE`MYSELE: �.f�ave;repr ted '�asgcwat s foe; � s:and more �dur, afore and more {tu rners f Mi.WiiW'tfiere!a1i or[toit.ot-wy Pie invulvm'Wspuhrremlu0bh bet�Ireetr/among Ya�[aus:�ardes iii�le dii .do plana ers, mon bean! wepAMM iv&ers; '- . ♦. Ai tho.PubiiG R'elativrrs'Ciiairpersan for f id.�e`e(jfWia1J aff -.•AcOie•CRmmPtee XCIAJC),1 ame bom 1Trs*1Vcd in idog no tegizia tar-fer 1+ea�s ii�Ii o 'tfinei,�ioEit tfie tati�AN1t iEat oft,i11.CIU. 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I-provide lege i'services of all varieties to c�o�miuuiii�yossodata ons boards of d reetars and-persons who live in the con mtinitim I do meclatio is s we!1-95 lifiigation (where necessary I pro�ride assistance with meetings issues.,Vd qugsdons,a+dndrdsU*tiv;e•pr&i3ntive law teehnigaes(to avoid troutile)and recall meetings-for boa Wsi'and for groups of concerned homeowners. Mat separates rite from the rest?I thoroughly'ezvy what-1do and work very closely with,my clients:I Work from a.p6rspec:tiveof'ogeraU 1iroblegri aoI df g rather than providing an isolated opinion on what a paftgraph in the CC&Rs says or does hot say. I am very.sensitive to time deadlines and excellent at psic►rWzing',so.ybuget whka ydd need,when.you new it In addition, I volunteer for the.Contra Cbsta Conflicts Resolution Panel and the Contra Coata. County Courts doing mediations and MSL-development. 504 ' 39hd 1400HSM3N S314I 1 JD 1d0N3 EV :6 96 , E Jnr •.'.. ti- '•:a' :•::�._ •..:.- ., wv•::.-'� _y"Y' c''.L 1. 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' Nit .� 9. >r ~ia'r l acv t.1 :=1 •'f- w ; "41a r- n t ,�,r. r arc rain w Prior to aud:dui ing' iY early vV0 ttc a :a coi assaciatiQn attorney:I,also: practiced School haw fcir airell�taourn fir>a.'Lipresite�i school districts in . ue otiations anit alsb'advisi tlr�uiitt til the troom Asst aid A.ccess't'o • •• •Records statutes.�As'.s•a�►atir�wu[y,�ssoc�atioi�s.sitornej!�Chave regze�ente� .' • . • - hps i�vners a, iatio rs'auct:h�ineo .afi re:irtmmi disputes rcl$ted to records - it �ctiau an d m ins 1-91 €. sut.Puitial portion o ,riiy practice invotyes dispute i lu#ioii t v t g.v anw. lir uc#ing mec�wcicrs, _ d amcia.Orkbdacd, and - :govemzuclag�xes:, : .0 T1s a legist�tive�dvpt�#g,=I :perso y�ri favor.of'anit'invntved:�'Passa of ib 5 ,eti ed lye Iarxii !.1;:Imo;t t '+e ooiiu �4*4 ,v impute msolutlz�ri.prior.:'• _ ; = i i Est ft tllStt smute a da fbier= an au tlwF,i v� tk ` to Yk? p 10'S . ' g a�ad iiit 6;6 midelyd'sstri`tiutted . . $ �" •� rcikmai asMt€�iri:tr #SteJttc o> �eais'a :' toi>vtriveii in'ttie Y. ':. P' PW '. iiidust = 'aiirss iii iaw •, ' tit��tet. i; aics, s Stell as the%2uts - and: ts:prae c t Cir i p t#ii let ; i r z4m 3 ad ii�iiis •assiic shoes, **he ►er ctti�e'cinder taiid'=E "lig if ,<+r�b acid a icctati i i1<teti'2 taiiak fii hepwwowws b�►rd'menihers,ma gerss ' attorneXs,Em—citheaF'p > flak'lvii f CID law am practical.: - ISSUM Asa volunteer Bp&__cr.fo•r'Wustr.y.W Pk X coiltihue to educate arA4diumifnate ii]f�c►ttttfttia n helpful fP•tliose.iii<volved id:aii. spects o; community associations: Blum +" Iii thy Iaw practice,Icor +ehalo many situations thaf bc4dire sidtls ala ombAman would iieed'uegatiatioit faalifatiOR!peopl�'�id cia�tninicatio�a's 'skills. ' L_00 ' 3oud WOMSP13H S31-111 Wn>4 4 c+, c ac n