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Fourth Substitute H.B. 222

Senator Curtis S. Bramble proposes the following substitute bill:


             1     
OPEN AND PUBLIC MEETINGS -

             2     
ELECTRONIC NOTICE

             3     
2007 GENERAL SESSION

             4     
STATE OF UTAH

             5     
Chief Sponsor: John Dougall

             6     
Senate Sponsor: Curtis S. Bramble

             7     
             8      LONG TITLE
             9      General Description:
             10          This bill modifies the Open and Public Meetings Act to amend provisions related to
             11      electronic notice of public meetings and to establish a Utah Public Notice Website.
             12      Highlighted Provisions:
             13          This bill:
             14          .    modifies notice requirements in the Interlocal Cooperation Act to ensure
             15      compliance with notice provisions of the Open and Public Meetings Act;
             16          .    requires a public body to provide public notice of its meetings on the Utah Public
             17      Notice Website;
             18          .    provides exceptions for posting notice on the Utah Public Notice Website by a
             19      municipality or a district that has a budget of less than $1 million;
             20          .    prohibits a court from voiding a final action of a public body due to a technology
             21      failure affecting posting public notice on the Internet under certain circumstances;
             22          .    amends the duties of the Division of Archives and Records Service;
             23          .    authorizes the Division of Archives and Records Service, with the technical
             24      assistance of the Department of Technology Services, to establish and maintain the
             25      Utah Public Notice Website;


             26          .    provides requirements for the website;
             27          .    provides that responsibility for the content of notices posted and the timing of
             28      notices posted is the responsibility of the public body posting the notice; and
             29          .    makes technical changes.
             30      Monies Appropriated in this Bill:
             31          None
             32      Other Special Clauses:
             33          This bill coordinates with H.B. 65, Special and Local Districts Amendments, by
             34      providing for changing terminology.
             35      Utah Code Sections Affected:
             36      AMENDS:
             37          11-13-223, as last amended by Chapter 14, Laws of Utah 2006
             38          52-4-202, as renumbered and amended by Chapter 14 and last amended by Chapter
             39      265, Laws of Utah 2006
             40          52-4-302, as renumbered and amended by Chapter 14, Laws of Utah 2006
             41          63-2-901, as last amended by Chapter 280, Laws of Utah 1992
             42      ENACTS:
             43          63F-1-701, Utah Code Annotated 1953
             44          63F-1-702, Utah Code Annotated 1953
             45     
             46      Be it enacted by the Legislature of the state of Utah:
             47          Section 1. Section 11-13-223 is amended to read:
             48           11-13-223. Open and public meetings.
             49          (1) To the extent that an interlocal entity is subject to or elects, by formal resolution of
             50      its governing body to comply with the provisions of Title 52, Chapter 4, Open and Public
             51      Meetings Act, it may for purposes of complying with those provisions:
             52          (a) convene and conduct any public meeting by means of a telephonic or
             53      telecommunications conference; and
             54          (b) give public notice of its meeting pursuant to Section 52-4-202 [by:].
             55          [(i) posting written notice at the principal office of the governing body of the interlocal
             56      entity, or if no such office exists, at the building where the meeting is to be held; and]


             57          [(ii) providing notice to at least one newspaper of general circulation within the
             58      boundaries of the municipality in which that principal office is located, or to a local media
             59      correspondent.]
             60          (2) In order to convene and conduct a public meeting by means of a telephonic or
             61      telecommunications conference, each interlocal entity shall if it is subject to or elects by formal
             62      resolution of its governing body to comply with Title 52, Chapter 4, Open and Public Meetings
             63      Act:
             64          (a) in addition to giving public notice required by Subsection (1) provide:
             65          (i) notice of the telephonic or telecommunications conference to the members of the
             66      governing body at least 24 hours before the meeting so that they may participate in and be
             67      counted as present for all purposes, including the determination that a quorum is present; and
             68          (ii) a description of how the members will be connected to the telephonic or
             69      telecommunications conference;
             70          (b) establish written procedures governing the conduct of any meeting at which one or
             71      more members of the governing body are participating by means of a telephonic or
             72      telecommunications conference;
             73          (c) provide for an anchor location for the public meeting at the principal office of the
             74      governing body; and
             75          (d) provide space and facilities for the physical attendance and participation of
             76      interested persons and the public at the anchor location, including providing for interested
             77      persons and the public to hear by speaker or other equipment all discussions and deliberations
             78      of those members of the governing body participating in the meeting by means of telephonic or
             79      telecommunications conference.
             80          (3) Compliance with the provisions of this section by a governing body constitutes full
             81      and complete compliance by the governing body with the corresponding provisions of Sections
             82      52-4-201 and 52-4-202 , to the extent that those sections are applicable to the governing body.
             83          Section 2. Section 52-4-202 is amended to read:
             84           52-4-202. Public notice of meetings -- Emergency meetings.
             85          (1) A public body shall give not less than 24 hours public notice of each meeting
             86      including the meeting:
             87          (a) agenda;


             88          (b) date;
             89          (c) time; and
             90          (d) place.
             91          (2) (a) In addition to the requirements under Subsection (1), a public body which holds
             92      regular meetings that are scheduled in advance over the course of a year shall give public
             93      notice at least once each year of its annual meeting schedule as provided in this section.
             94          (b) The public notice under Subsection (2)(a) shall specify the date, time, and place of
             95      the scheduled meetings.
             96          (3) (a) Public notice shall be satisfied by:
             97          [(a)] (i) posting written notice:
             98          (A) at the principal office of the public body, or if no principal office exists, at the
             99      building where the meeting is to be held; and
             100          (B) beginning April 1, 2008 and except as provided in Subsection (3)(b), on the Utah
             101      Public Notice Website created under Section 63F-1-701 ; and
             102          [(b)] (ii) providing notice to:
             103          [(i)] (A) at least one newspaper of general circulation within the geographic
             104      jurisdiction of the public body; or
             105          [(ii)] (B) a local media correspondent.
             106          (b) A public body of a municipality under Title 10, Utah Municipal Code, a special
             107      district under Title 17A, Special Districts, or a local district under Title 17B, Chapter 2, Local
             108      Districts, is encouraged, but not required, to post written notice on the Utah Public Notice
             109      Website, if the municipality or district has a current annual budget of less than $1 million.
             110          (c) A public body is in compliance with the provisions of Subsection (3)(a)(ii) by
             111      providing notice to a newspaper or local media correspondent under the provisions of
             112      Subsection 63F-1-701 (4)(d).
             113          (4) A public body is encouraged to[: (a)] develop and use additional electronic means
             114      to provide notice of its meetings under Subsection (3)[(b);].
             115          [(b) provide public notice to all other media agencies that make a periodic written
             116      request to receive them; and]
             117          [(c) post public notice of its meetings on the Internet.]
             118          (5) (a) The notice requirement of Subsection (1) may be disregarded if:


             119          (i) because of unforeseen circumstances it is necessary for a public body to hold an
             120      emergency meeting to consider matters of an emergency or urgent nature; and
             121          (ii) the best notice practicable is given.
             122          (b) An emergency meeting of a public body may not be held unless:
             123          (i) an attempt has been made to notify all of its members; and
             124          (ii) a majority of its members approves holding the meeting.
             125          (6) (a) A public notice that is required to include an agenda under Subsection (2) shall
             126      provide reasonable specificity to notify the public as to the topics to be considered at the
             127      meeting. Each topic shall be listed under an agenda item on the meeting agenda.
             128          (b) Except as provided in Subsection (5) and Subsection (6)(c), a public body may not
             129      consider a topic in an open meeting that is not:
             130          (i) listed under an agenda item under Subsection (6)(a); and
             131          (ii) included with the advanced public notice in accordance with this section.
             132          (c) A topic not listed on the open meeting agenda that is raised during an open meeting
             133      may be discussed but no final action may be taken by the public body during that meeting.
             134          Section 3. Section 52-4-302 is amended to read:
             135           52-4-302. Suit to void final action -- Limitation -- Exceptions.
             136          (1) (a) Any final action taken in violation of Section 52-4-201 , 52-4-202 , or 52-4-207
             137      is voidable by a court of competent jurisdiction.
             138          (b) A court may not void a final action taken by a public body for failure to comply
             139      with the posting written notice requirements under Subsection 52-4-202 (3)(a)(i)(B) if:
             140          (i) the public body otherwise complies with the provisions of Section 52-4-202 ; and
             141          (ii) the failure was a result of unforeseen Internet hosting or communication technology
             142      failure.
             143          (2) Except as provided under Subsection (3), a suit to void final action shall be
             144      commenced within 90 days after the date of the action.
             145          (3) A suit to void final action concerning the issuance of bonds, notes, or other
             146      evidences of indebtedness shall be commenced within 30 days after the date of the action.
             147          Section 4. Section 63-2-901 is amended to read:
             148           63-2-901. Division of Archives and Records Service created -- Duties.
             149          (1) There is created the Division of Archives and Records Service within the


             150      Department of Administrative Services.
             151          (2) The state archives shall:
             152          (a) administer the state's archives and records management programs, including storage
             153      of records, central microphotography programs, and quality control;
             154          (b) apply fair, efficient, and economical management methods to the collection,
             155      creation, use, maintenance, retention, preservation, disclosure, and disposal of records and
             156      documents;
             157          (c) establish standards, procedures, and techniques for the effective management and
             158      physical care of records;
             159          (d) conduct surveys of office operations and recommend improvements in current
             160      records management practices, including the use of space, equipment, automation, and supplies
             161      used in creating, maintaining, storing, and servicing records;
             162          (e) establish standards for the preparation of schedules providing for the retention of
             163      records of continuing value and for the prompt and orderly disposal of state records no longer
             164      possessing sufficient administrative, historical, legal, or fiscal value to warrant further
             165      retention;
             166          (f) establish, maintain, and operate centralized microphotography lab facilities and
             167      quality control for the state;
             168          (g) provide staff and support services to the records committee;
             169          (h) develop training programs to assist records officers and other interested officers and
             170      employees of governmental entities to administer this chapter;
             171          (i) provide access to public records deposited in the archives;
             172          (j) administer and maintain the Utah Public Notice Website established under Section
             173      63F-1-701 ;
             174          [(j)] (k) provide assistance to any governmental entity in administering this chapter;
             175      and
             176          [(k)] (l) prepare forms for use by all governmental entities for a person requesting
             177      access to a record.
             178          (3) The state archives may:
             179          (a) establish a report and directives management program; and
             180          (b) establish a forms management program.


             181          (4) The executive director of the Department of Administrative Services may direct the
             182      state archives to administer other functions or services consistent with this chapter.
             183          Section 5. Section 63F-1-701 is enacted to read:
             184     
Part 7. Utah Public Notice Website

             185          63F-1-701. Utah Public Notice Website -- Establishment and administration.
             186          (1) As used in this part:
             187          (a) "Division" means the Division of Archives and Records Service of the Department
             188      of Administrative Services.
             189          (b) "Public body" has the same meaning as provided under Section 52-4-103 .
             190          (c) "Website" means the Utah Public Notice Website created under this section.
             191          (2) There is created the Utah Public Notice Website to be administered by the Division
             192      of Archives and Records Service.
             193          (3) The website shall consist of an Internet website provided to assist the public to find
             194      posted public notices of a public body of the state and its political subdivisions as required
             195      under Title 52, Chapter 4, Open and Public Meetings Act, and under other state statutes or state
             196      agency rules.
             197          (4) The division, with the technical assistance of the Department of Technology
             198      Services, shall create the website which shall:
             199          (a) allow a public body, or other certified entity, to easily post any public notice
             200      information that the public body or other entity is required to post under statute;
             201          (b) allow the public to search the public notices by:
             202          (i) public body name;
             203          (ii) date of posting of the notice;
             204          (iii) date of any meeting or deadline included as part of the public notice; and
             205          (iv) any other criteria approved by the division;
             206          (c) allow the public to search and view past, archived public notices;
             207          (d) allow a person to subscribe to receive updates and notices associated with a public
             208      body or a particular type of notice;
             209          (e) be easily accessible by the public from the State of Utah home page;
             210          (f) have a unique and simplified website address;
             211          (g) be directly accessible via a link from the main page of the official state website; and


             212          (h) include other links, features, or functionality that will assist the public in obtaining
             213      and reviewing information in relation to public notices posted on the website, as may be
             214      approved by the division.
             215          (5) The division shall be responsible for:
             216          (a) establishing and maintaining the website, including the provision of equipment,
             217      resources, and personnel as is necessary;
             218          (b) providing a mechanism for public bodies or other certified entities to have access to
             219      the website for the purpose of posting and modifying notices; and
             220          (c) maintaining an archive of all notices posted to the website.
             221          (6) The timing for posting and the content of the public notices posted to the website
             222      shall be the responsibility of the public body or other entity posting the notice.
             223          Section 6. Section 63F-1-702 is enacted to read:
             224          63F-1-702. Notice and training by the Division of Archives and Records Service.
             225          (1) The division shall provide notice of the provisions and requirements of this chapter
             226      to all public bodies that are subject to the provision of Subsection 52-4-202 (3)(a)(ii).
             227          (2) The division shall, as necessary, provide periodic training on the use of the Utah
             228      Public Notice Website to public bodies that are authorized to post notice on the website.
             229          Section 7. Coordinating H.B. 222 with H.B. 65 -- Changing terminology.
             230          (1) If this H.B. 222 and H.B. 65, Special and Local Districts Amendments, both pass, it
             231      is the intent of the Legislature that the Office of Legislative Research and General Counsel, in
             232      preparing the Utah Code database for publication, modify Subsection 52-4-202 (3)(b) to read:
             233          "(b) A public body of a municipality under Title 10, Utah Municipal Code, a local
             234      district under Title 17B, Limited Purpose Local Government Entities - Local Districts, a special
             235      service district under Title 17A, Chapter 2, Part 13, Utah Special Service District Act, or a
             236      dependent district under Title 17A, Chapter 3, Dependent Districts, is encouraged, but not
             237      required, to post written notice on the Utah Public Notice Website, if the municipality or
             238      district has a current annual budget of less than $1 million."
             239          (2) The coordinating clause in this H.B. 222 supersedes the coordinating clause for this
             240      section provided in H.B. 65, Special and Local Districts.


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