1 | 1 | | H.B. 443 |
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2 | 2 | | LEGISLATIVE GENERAL COUNSEL |
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3 | 3 | | 6 Approved for Filing: R.H. Rees 6 |
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4 | 4 | | 6 02-10-23 3:22 PM 6 |
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5 | 5 | | H.B. 443 |
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6 | 6 | | 1 GOVERNMENT RECORDS OMBUDSMAN AMENDMENTS |
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7 | 7 | | 2 2023 GENERAL SESSION |
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8 | 8 | | 3 STATE OF UTAH |
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9 | 9 | | 4 Chief Sponsor: Anthony E. Loubet |
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10 | 10 | | 5 Senate Sponsor: ____________ |
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11 | 11 | | 6 |
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12 | 12 | | 7LONG TITLE |
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13 | 13 | | 8General Description: |
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14 | 14 | | 9 This bill modifies provisions relating to government records. |
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15 | 15 | | 10Highlighted Provisions: |
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16 | 16 | | 11 This bill: |
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17 | 17 | | 12 <modifies a provision relating to government records ombudsman mediation of |
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18 | 18 | | 13disputes between requesters and responders; |
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19 | 19 | | 14 <requires the government records ombudsman to certify the conclusion of certain |
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20 | 20 | | 15mediations; |
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21 | 21 | | 16 <requires a notice of access denial to include a statement relating to the requester's |
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22 | 22 | | 17right to request mediation; and |
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23 | 23 | | 18 <suspends a requester's time to file a notice of appeal for a specified period of time if |
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24 | 24 | | 19the requester has requested mediation. |
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25 | 25 | | 20Money Appropriated in this Bill: |
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26 | 26 | | 21 None |
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27 | 27 | | 22Other Special Clauses: |
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28 | 28 | | 23 None |
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29 | 29 | | 24Utah Code Sections Affected: |
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30 | 30 | | 25AMENDS: |
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31 | 31 | | 26 63A-12-111, as last amended by Laws of Utah 2019, Chapter 254 |
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32 | 32 | | 27 63G-2-203, as last amended by Laws of Utah 2022, Chapter 128 |
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33 | 33 | | *HB0443* H.B. 443 02-10-23 3:22 PM |
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34 | 34 | | - 2 - |
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35 | 35 | | 28 63G-2-205, as renumbered and amended by Laws of Utah 2008, Chapter 382 |
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36 | 36 | | 29 63G-2-401, as last amended by Laws of Utah 2019, Chapters 254 and 334 |
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37 | 37 | | 30 63G-2-403, as last amended by Laws of Utah 2019, Chapter 254 |
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38 | 38 | | 31 |
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39 | 39 | | 32Be it enacted by the Legislature of the state of Utah: |
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40 | 40 | | 33 Section 1. Section 63A-12-111 is amended to read: |
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41 | 41 | | 34 63A-12-111. Government records ombudsman. |
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42 | 42 | | 35 (1) (a) The director of the division shall appoint a government records ombudsman. |
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43 | 43 | | 36 (b) The government records ombudsman may not be a member of the State Records |
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44 | 44 | | 37Committee created in Section 63G-2-501. |
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45 | 45 | | 38 (2) The government records ombudsman shall: |
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46 | 46 | | 39 (a) be familiar with the provisions of Title 63G, Chapter 2, Government Records |
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47 | 47 | | 40Access and Management Act; |
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48 | 48 | | 41 (b) serve as a resource for a person who is making or responding to a records request or |
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49 | 49 | | 42filing an appeal relating to a records request; |
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50 | 50 | | 43 [(c) upon request, attempt to mediate disputes between requestors and responders; and] |
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51 | 51 | | 44 (c) upon a request from a requester or responder, and with the consent of both the |
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52 | 52 | | 45requester and responder, mediate a dispute between a requester and responder, including a |
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53 | 53 | | 46dispute between a requester and a governmental entity regarding the governmental entity's |
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54 | 54 | | 47access denial, as defined in Section 63G-2-400.5; and |
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55 | 55 | | 48 (d) on an annual basis, electronically transmit a written report to the Government |
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56 | 56 | | 49Operations Interim Committee on the work performed by the government records ombudsman |
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57 | 57 | | 50during the previous year. |
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58 | 58 | | 51 (3) The government records ombudsman may not testify, or be compelled to testify, |
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59 | 59 | | 52before the State Records Committee created in Section 63G-2-501, another administrative |
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60 | 60 | | 53body, or a court regarding a matter that the government records ombudsman provided services |
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61 | 61 | | 54in relation to under this section. |
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62 | 62 | | 55 (4) Upon the conclusion of a mediation under Subsection (2)(c) or when the |
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63 | 63 | | 56government records ombudsman concludes that the required consent for the mediation is |
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64 | 64 | | 57lacking, the government records ombudsman shall: |
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65 | 65 | | 58 (a) certify in writing that the mediation: 02-10-23 3:22 PM H.B. 443 |
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66 | 66 | | - 3 - |
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67 | 67 | | 59 (i) did not take place because of a lack of the required consent; or |
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68 | 68 | | 60 (ii) is concluded; and |
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69 | 69 | | 61 (b) provide a copy of the written certification to the requester and the responder. |
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70 | 70 | | 62 Section 2. Section 63G-2-203 is amended to read: |
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71 | 71 | | 63 63G-2-203. Fees. |
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72 | 72 | | 64 (1) (a) Subject to Subsection (5), a governmental entity may charge a reasonable fee to |
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73 | 73 | | 65cover the governmental entity's actual cost of providing a record. |
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74 | 74 | | 66 (b) A fee under Subsection (1)(a) shall be approved by the governmental entity's |
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75 | 75 | | 67executive officer. |
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76 | 76 | | 68 (2) (a) When a governmental entity compiles a record in a form other than that |
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77 | 77 | | 69normally maintained by the governmental entity, the actual costs under this section may include |
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78 | 78 | | 70the following: |
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79 | 79 | | 71 (i) the cost of staff time for compiling, formatting, manipulating, packaging, |
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80 | 80 | | 72summarizing, or tailoring the record either into an organization or media to meet the person's |
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81 | 81 | | 73request; |
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82 | 82 | | 74 (ii) the cost of staff time for search, retrieval, and other direct administrative costs for |
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83 | 83 | | 75complying with a request; and |
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84 | 84 | | 76 (iii) in the case of fees for a record that is the result of computer output other than word |
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85 | 85 | | 77processing, the actual incremental cost of providing the electronic services and products |
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86 | 86 | | 78together with a reasonable portion of the costs associated with formatting or interfacing the |
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87 | 87 | | 79information for particular users, and the administrative costs as set forth in Subsections |
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88 | 88 | | 80(2)(a)(i) and (ii). |
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89 | 89 | | 81 (b) An hourly charge under Subsection (2)(a) may not exceed the salary of the lowest |
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90 | 90 | | 82paid employee who, in the discretion of the custodian of records, has the necessary skill and |
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91 | 91 | | 83training to perform the request. |
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92 | 92 | | 84 (3) (a) Fees shall be established as provided in this Subsection (3). |
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93 | 93 | | 85 (b) A governmental entity with fees established by the Legislature: |
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94 | 94 | | 86 (i) shall establish the fees defined in Subsection (2), or other actual costs associated |
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95 | 95 | | 87with this section through the budget process; and |
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96 | 96 | | 88 (ii) may use the procedures of Section 63J-1-504 to set fees until the Legislature |
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97 | 97 | | 89establishes fees through the budget process. H.B. 443 02-10-23 3:22 PM |
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98 | 98 | | - 4 - |
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99 | 99 | | 90 (c) Political subdivisions shall establish fees by ordinance or written formal policy |
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100 | 100 | | 91adopted by the governing body. |
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101 | 101 | | 92 (d) The judiciary shall establish fees by rules of the judicial council. |
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102 | 102 | | 93 (4) A governmental entity may fulfill a record request without charge and is |
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103 | 103 | | 94encouraged to do so if it determines that: |
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104 | 104 | | 95 (a) releasing the record primarily benefits the public rather than a person; |
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105 | 105 | | 96 (b) the individual requesting the record is the subject of the record, or an individual |
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106 | 106 | | 97specified in Subsection 63G-2-202(1) or (2); or |
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107 | 107 | | 98 (c) the requester's legal rights are directly implicated by the information in the record, |
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108 | 108 | | 99and the requester is impecunious. |
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109 | 109 | | 100 (5) (a) As used in this Subsection (5), "media representative": |
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110 | 110 | | 101 (i) means a person who requests a record to obtain information for a story or report for |
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111 | 111 | | 102publication or broadcast to the general public; and |
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112 | 112 | | 103 (ii) does not include a person who requests a record to obtain information for a blog, |
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113 | 113 | | 104podcast, social media account, or other means of mass communication generally available to a |
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114 | 114 | | 105member of the public. |
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115 | 115 | | 106 (b) A governmental entity may not charge a fee for: |
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116 | 116 | | 107 (i) reviewing a record to determine whether it is subject to disclosure, except as |
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117 | 117 | | 108permitted by Subsection (2)(a)(ii); |
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118 | 118 | | 109 (ii) inspecting a record; or |
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119 | 119 | | 110 (iii) the first quarter hour of staff time spent in responding to a request under Section |
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120 | 120 | | 11163G-2-204. |
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121 | 121 | | 112 (c) Notwithstanding Subsection (5)(b)(iii), a governmental entity is not prevented from |
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122 | 122 | | 113charging a fee for the first quarter hour of staff time spent in responding to a request under |
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123 | 123 | | 114Section 63G-2-204 if the person who submits the request: |
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124 | 124 | | 115 (i) is not a Utah media representative; and |
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125 | 125 | | 116 (ii) previously submitted a separate request within the 10-day period immediately |
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126 | 126 | | 117before the date of the request to which the governmental entity is responding. |
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127 | 127 | | 118 (6) (a) A person who believes that there has been an unreasonable denial of a fee |
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128 | 128 | | 119waiver under Subsection (4) may: |
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129 | 129 | | 120 (i) seek mediation of the fee dispute under Subsection 63A-12-111(2)(c); and 02-10-23 3:22 PM H.B. 443 |
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130 | 130 | | - 5 - |
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131 | 131 | | 121 (ii) appeal the denial in the same manner as a person appeals when inspection of a |
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132 | 132 | | 122public record is denied under Section 63G-2-205. |
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133 | 133 | | 123 (b) The adjudicative body hearing [the] an appeal under Subsection (6)(a)(ii): |
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134 | 134 | | 124 (i) shall review the fee waiver de novo, but shall review and consider the governmental |
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135 | 135 | | 125entity's denial of the fee waiver and any determination under Subsection (4); and |
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136 | 136 | | 126 (ii) has the same authority when a fee waiver or reduction is denied as it has when the |
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137 | 137 | | 127inspection of a public record is denied. |
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138 | 138 | | 128 (7) (a) All fees received under this section by a governmental entity subject to |
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139 | 139 | | 129Subsection (3)(b) shall be retained by the governmental entity as a dedicated credit. |
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140 | 140 | | 130 (b) Those funds shall be used to recover the actual cost and expenses incurred by the |
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141 | 141 | | 131governmental entity in providing the requested record or record series. |
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142 | 142 | | 132 (8) (a) A governmental entity may require payment of past fees and future estimated |
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143 | 143 | | 133fees before beginning to process a request if: |
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144 | 144 | | 134 (i) fees are expected to exceed $50; or |
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145 | 145 | | 135 (ii) the requester has not paid fees from previous requests. |
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146 | 146 | | 136 (b) Any prepaid amount in excess of fees due shall be returned to the requester. |
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147 | 147 | | 137 (9) This section does not alter, repeal, or reduce fees established by other statutes or |
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148 | 148 | | 138legislative acts. |
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149 | 149 | | 139 (10) (a) Notwithstanding Subsection (3)(c), fees for voter registration records shall be |
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150 | 150 | | 140set as provided in this Subsection (10). |
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151 | 151 | | 141 (b) The lieutenant governor shall: |
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152 | 152 | | 142 (i) after consultation with county clerks, establish uniform fees for voter registration |
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153 | 153 | | 143and voter history records that meet the requirements of this section; and |
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154 | 154 | | 144 (ii) obtain legislative approval of those fees by following the procedures and |
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155 | 155 | | 145requirements of Section 63J-1-504. |
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156 | 156 | | 146 Section 3. Section 63G-2-205 is amended to read: |
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157 | 157 | | 147 63G-2-205. Denials. |
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158 | 158 | | 148 (1) If [the] a governmental entity denies [the] a record request, in whole or part, [it] the |
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159 | 159 | | 149governmental entity shall provide a notice of denial to the requester either in person or by |
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160 | 160 | | 150sending the notice to the requester's address. |
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161 | 161 | | 151 (2) The notice of denial shall contain the following information: H.B. 443 02-10-23 3:22 PM |
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162 | 162 | | - 6 - |
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163 | 163 | | 152 (a) a description of the record or portions of the record to which access was denied, |
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164 | 164 | | 153provided that the description does not disclose private, controlled, or protected information or |
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165 | 165 | | 154information exempt from disclosure under Subsection 63G-2-201(3)(b); |
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166 | 166 | | 155 (b) citations to the provisions of this chapter, court rule or order, another state statute, |
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167 | 167 | | 156federal statute, or federal regulation that exempt the record or portions of the record from |
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168 | 168 | | 157disclosure, provided that the citations do not disclose private, controlled, or protected |
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169 | 169 | | 158information or information exempt from disclosure under Subsection 63G-2-201(3)(b); |
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170 | 170 | | 159 (c) (i) a statement that the requester has the right to appeal the denial to the chief |
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171 | 171 | | 160administrative officer of the governmental entity; and |
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172 | 172 | | 161 [(d)] (ii) the time limits for filing an appeal, and the name and business address of the |
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173 | 173 | | 162chief administrative officer of the governmental entity[.]; and |
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174 | 174 | | 163 (d) a statement that the requester has a right under Section 63A-12-111 to request the |
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175 | 175 | | 164government records ombudsman to mediate the dispute between the requester and the |
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176 | 176 | | 165governmental entity. |
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177 | 177 | | 166 (3) Unless otherwise required by a court or agency of competent jurisdiction, a |
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178 | 178 | | 167governmental entity may not destroy or give up custody of any record to which access was |
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179 | 179 | | 168denied until the period for an appeal has expired or the end of the appeals process, including |
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180 | 180 | | 169judicial appeal. |
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181 | 181 | | 170 Section 4. Section 63G-2-401 is amended to read: |
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182 | 182 | | 171 63G-2-401. Appeal to chief administrative officer -- Notice of the decision of the |
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183 | 183 | | 172appeal. |
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184 | 184 | | 173 (1) (a) A requester or interested party may appeal an access denial or the denial of a fee |
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185 | 185 | | 174waiver under Subsection 63G-2-203(4) to the chief administrative officer of the governmental |
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186 | 186 | | 175entity by filing a notice of appeal with the chief administrative officer within 30 days after: |
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187 | 187 | | 176 (i) for an access denial: |
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188 | 188 | | 177 (A) the governmental entity sends a notice of denial under Section 63G-2-205, if the |
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189 | 189 | | 178governmental entity denies a record request under Subsection 63G-2-205(1); or |
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190 | 190 | | 179 [(ii)] (B) the record request is considered denied under Subsection 63G-2-204(9), if |
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191 | 191 | | 180that subsection applies[.]; or |
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192 | 192 | | 181 (ii) for a denial of a fee waiver, the date the governmental entity notifies the requester |
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193 | 193 | | 182that the fee waiver is denied. 02-10-23 3:22 PM H.B. 443 |
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194 | 194 | | - 7 - |
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195 | 195 | | 183 (b) The time for a requester to file a notice of appeal under Subsection (1)(a) is |
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196 | 196 | | 184suspended for the period of time that: |
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197 | 197 | | 185 (i) begins the date the requester submits a request under Section 63A-12-111 for the |
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198 | 198 | | 186government records ombudsman to mediate the dispute between the requester and the |
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199 | 199 | | 187governmental entity; and |
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200 | 200 | | 188 (ii) ends the earliest of the following dates: |
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201 | 201 | | 189 (A) the date that the government records ombudsman certifies in writing that the |
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202 | 202 | | 190mediation did not occur because of a lack of consent to the mediation; |
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203 | 203 | | 191 (B) the date that the government records ombudsman certifies in writing that the |
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204 | 204 | | 192mediation is concluded; and |
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205 | 205 | | 193 (C) the date that is 30 days after the date described in Subsection (1)(b)(i). |
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206 | 206 | | 194 [(b)] (c) If a governmental entity claims extraordinary circumstances and specifies the |
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207 | 207 | | 195date when the records will be available under Subsection 63G-2-204(4), and, if the requester |
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208 | 208 | | 196believes the extraordinary circumstances do not exist or that the date specified is unreasonable, |
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209 | 209 | | 197the requester may appeal the governmental entity's claim of extraordinary circumstances or date |
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210 | 210 | | 198for compliance to the chief administrative officer by filing a notice of appeal with the chief |
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211 | 211 | | 199administrative officer within 30 days after notification of a claim of extraordinary |
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212 | 212 | | 200circumstances by the governmental entity, despite the lack of a "determination" or its |
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213 | 213 | | 201equivalent under Subsection 63G-2-204(9). |
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214 | 214 | | 202 (2) A notice of appeal shall contain: |
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215 | 215 | | 203 (a) the name, mailing address, and daytime telephone number of the requester or |
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216 | 216 | | 204interested party; and |
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217 | 217 | | 205 (b) the relief sought. |
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218 | 218 | | 206 (3) The requester or interested party may file a short statement of facts, reasons, and |
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219 | 219 | | 207legal authority in support of the appeal. |
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220 | 220 | | 208 (4) (a) If the appeal involves a record that is the subject of a business confidentiality |
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221 | 221 | | 209claim under Section 63G-2-309, the chief administrative officer shall: |
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222 | 222 | | 210 (i) send notice of the appeal to the business confidentiality claimant within three |
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223 | 223 | | 211business days after receiving notice, except that if notice under this section must be given to |
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224 | 224 | | 212more than 35 persons, it shall be given as soon as reasonably possible; and |
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225 | 225 | | 213 (ii) send notice of the business confidentiality claim and the schedule for the chief H.B. 443 02-10-23 3:22 PM |
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226 | 226 | | - 8 - |
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227 | 227 | | 214administrative officer's determination to the requester or interested party within three business |
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228 | 228 | | 215days after receiving notice of the appeal. |
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229 | 229 | | 216 (b) The business confidentiality claimant shall have seven business days after notice is |
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230 | 230 | | 217sent by the administrative officer to submit further support for the claim of business |
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231 | 231 | | 218confidentiality. |
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232 | 232 | | 219 (5) (a) The chief administrative officer shall make a decision on the appeal within: |
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233 | 233 | | 220 (i) (A) 10 business days after the chief administrative officer's receipt of the notice of |
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234 | 234 | | 221appeal; or |
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235 | 235 | | 222 (B) five business days after the chief administrative officer's receipt of the notice of |
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236 | 236 | | 223appeal, if the requester or interested party demonstrates that an expedited decision benefits the |
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237 | 237 | | 224public rather than the requester or interested party; or |
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238 | 238 | | 225 (ii) 12 business days after the governmental entity sends the notice of appeal to a person |
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239 | 239 | | 226who submitted a claim of business confidentiality. |
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240 | 240 | | 227 (b) (i) If the chief administrative officer fails to make a decision on an appeal of an |
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241 | 241 | | 228access denial within the time specified in Subsection (5)(a), the failure is the equivalent of a |
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242 | 242 | | 229decision affirming the access denial. |
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243 | 243 | | 230 (ii) If the chief administrative officer fails to make a decision on an appeal under |
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244 | 244 | | 231Subsection (1)(b) within the time specified in Subsection (5)(a), the failure is the equivalent of |
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245 | 245 | | 232a decision affirming the claim of extraordinary circumstances or the reasonableness of the date |
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246 | 246 | | 233specified when the records will be available. |
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247 | 247 | | 234 (c) The provisions of this section notwithstanding, the parties participating in the |
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248 | 248 | | 235proceeding may, by agreement, extend the time periods specified in this section. |
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249 | 249 | | 236 (6) Except as provided in Section 63G-2-406, the chief administrative officer may, |
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250 | 250 | | 237upon consideration and weighing of the various interests and public policies pertinent to the |
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251 | 251 | | 238classification and disclosure or nondisclosure, order the disclosure of information properly |
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252 | 252 | | 239classified as private under Subsection 63G-2-302(2) or protected under Section 63G-2-305 if |
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253 | 253 | | 240the interests favoring access are greater than or equal to the interests favoring restriction of |
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254 | 254 | | 241access. |
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255 | 255 | | 242 (7) (a) The governmental entity shall send written notice of the chief administrative |
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256 | 256 | | 243officer's decision to all participants. |
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257 | 257 | | 244 (b) If the chief administrative officer's decision is to affirm the access denial in whole 02-10-23 3:22 PM H.B. 443 |
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258 | 258 | | - 9 - |
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259 | 259 | | 245or in part, the notice under Subsection (7)(a) shall include: |
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260 | 260 | | 246 (i) a statement that the requester or interested party has the right to appeal the decision, |
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261 | 261 | | 247as provided in Section 63G-2-402, to: |
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262 | 262 | | 248 (A) the State Records Committee or district court; or |
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263 | 263 | | 249 (B) the local appeals board, if the governmental entity is a political subdivision and the |
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264 | 264 | | 250governmental entity has established a local appeals board; |
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265 | 265 | | 251 (ii) the time limits for filing an appeal; and |
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266 | 266 | | 252 (iii) the name and business address of: |
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267 | 267 | | 253 (A) the executive secretary of the State Records Committee; and |
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268 | 268 | | 254 (B) the individual designated as the contact individual for the appeals board, if the |
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269 | 269 | | 255governmental entity is a political subdivision that has established an appeals board under |
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270 | 270 | | 256Subsection 63G-2-701(5)(c). |
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271 | 271 | | 257 (8) A person aggrieved by a governmental entity's classification or designation |
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272 | 272 | | 258determination under this chapter, but who is not requesting access to the records, may appeal |
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273 | 273 | | 259that determination using the procedures provided in this section. If a nonrequester is the only |
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274 | 274 | | 260appellant, the procedures provided in this section shall apply, except that the decision on the |
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275 | 275 | | 261appeal shall be made within 30 days after receiving the notice of appeal. |
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276 | 276 | | 262 (9) The duties of the chief administrative officer under this section may be delegated. |
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277 | 277 | | 263 Section 5. Section 63G-2-403 is amended to read: |
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278 | 278 | | 264 63G-2-403. Appeals to the State Records Committee. |
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279 | 279 | | 265 (1) (a) A records committee appellant appeals to the State Records Committee by filing |
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280 | 280 | | 266a notice of appeal with the executive secretary of the State Records Committee no later than 30 |
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281 | 281 | | 267days after the date of issuance of the decision being appealed. |
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282 | 282 | | 268 (b) Notwithstanding Subsection (1)(a), a requester may file a notice of appeal with the |
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283 | 283 | | 269executive secretary of the State Records Committee no later than 45 days after the day on |
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284 | 284 | | 270which the record request is made if: |
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285 | 285 | | 271 (i) the circumstances described in Subsection 63G-2-401(1)[(b)](c) occur; and |
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286 | 286 | | 272 (ii) the chief administrative officer fails to make a decision under Section 63G-2-401. |
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287 | 287 | | 273 (2) The notice of appeal shall: |
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288 | 288 | | 274 (a) contain the name, mailing address, and daytime telephone number of the records |
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289 | 289 | | 275committee appellant; H.B. 443 02-10-23 3:22 PM |
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290 | 290 | | - 10 - |
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291 | 291 | | 276 (b) be accompanied by a copy of the decision being appealed; and |
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292 | 292 | | 277 (c) state the relief sought. |
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293 | 293 | | 278 (3) The records committee appellant: |
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294 | 294 | | 279 (a) shall, on the day on which the notice of appeal is filed with the State Records |
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295 | 295 | | 280Committee, serve a copy of the notice of appeal on: |
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296 | 296 | | 281 (i) the governmental entity whose access denial is the subject of the appeal, if the |
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297 | 297 | | 282records committee appellant is a requester or interested party; or |
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298 | 298 | | 283 (ii) the requester or interested party who is a party to the local appeals board |
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299 | 299 | | 284proceeding that resulted in the decision that the political subdivision is appealing to the |
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300 | 300 | | 285committee, if the records committee appellant is a political subdivision; and |
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301 | 301 | | 286 (b) may file a short statement of facts, reasons, and legal authority in support of the |
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302 | 302 | | 287appeal. |
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303 | 303 | | 288 (4) (a) Except as provided in Subsections (4)(b) and (c), no later than seven business |
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304 | 304 | | 289days after receiving a notice of appeal, the executive secretary of the State Records Committee |
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305 | 305 | | 290shall: |
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306 | 306 | | 291 (i) schedule a hearing for the State Records Committee to discuss the appeal at the next |
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307 | 307 | | 292regularly scheduled committee meeting falling at least 16 days after the date the notice of |
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308 | 308 | | 293appeal is filed but no longer than 64 calendar days after the date the notice of appeal was filed |
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309 | 309 | | 294except that the committee may schedule an expedited hearing upon application of the records |
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310 | 310 | | 295committee appellant and good cause shown; |
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311 | 311 | | 296 (ii) send a copy of the notice of hearing to the records committee appellant; and |
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312 | 312 | | 297 (iii) send a copy of the notice of appeal, supporting statement, and a notice of hearing |
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313 | 313 | | 298to: |
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314 | 314 | | 299 (A) each member of the State Records Committee; |
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315 | 315 | | 300 (B) the records officer and the chief administrative officer of the governmental entity |
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316 | 316 | | 301whose access denial is the subject of the appeal, if the records committee appellant is a |
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317 | 317 | | 302requester or interested party; |
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318 | 318 | | 303 (C) any person who made a business confidentiality claim under Section 63G-2-309 for |
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319 | 319 | | 304a record that is the subject of the appeal; and |
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320 | 320 | | 305 (D) all persons who participated in the proceedings before the governmental entity's |
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321 | 321 | | 306chief administrative officer, if the appeal is of the chief administrative officer's decision 02-10-23 3:22 PM H.B. 443 |
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322 | 322 | | - 11 - |
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323 | 323 | | 307affirming an access denial. |
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324 | 324 | | 308 (b) (i) The executive secretary of the State Records Committee may decline to schedule |
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325 | 325 | | 309a hearing if the record series that is the subject of the appeal has been found by the committee |
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326 | 326 | | 310in a previous hearing involving the same governmental entity to be appropriately classified as |
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327 | 327 | | 311private, controlled, or protected. |
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328 | 328 | | 312 (ii) (A) If the executive secretary of the State Records Committee declines to schedule |
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329 | 329 | | 313a hearing, the executive secretary shall send a notice to the records committee appellant |
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330 | 330 | | 314indicating that the request for hearing has been denied and the reason for the denial. |
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331 | 331 | | 315 (B) The State Records Committee shall make rules to implement this section as |
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332 | 332 | | 316provided by Title 63G, Chapter 3, Utah Administrative Rulemaking Act. |
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333 | 333 | | 317 (c) The executive secretary of the State Records Committee may schedule a hearing on |
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334 | 334 | | 318an appeal to the State Records Committee at a regularly scheduled State Records Committee |
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335 | 335 | | 319meeting that is later than the period described in Subsection (4)(a)(i) if that committee meeting |
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336 | 336 | | 320is the first regularly scheduled State Records Committee meeting at which there are fewer than |
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337 | 337 | | 32110 appeals scheduled to be heard. |
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338 | 338 | | 322 (5) (a) No later than five business days before the hearing, a governmental entity shall |
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339 | 339 | | 323submit to the executive secretary of the State Records Committee a written statement of facts, |
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340 | 340 | | 324reasons, and legal authority in support of the governmental entity's position. |
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341 | 341 | | 325 (b) The governmental entity shall send a copy of the written statement by first class |
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342 | 342 | | 326mail, postage prepaid, to the requester or interested party involved in the appeal. The executive |
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343 | 343 | | 327secretary shall forward a copy of the written statement to each member of the State Records |
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344 | 344 | | 328Committee. |
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345 | 345 | | 329 (6) (a) No later than 10 business days after the day on which the executive secretary |
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346 | 346 | | 330sends the notice of appeal, a person whose legal interests may be substantially affected by the |
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347 | 347 | | 331proceeding may file a request for intervention with the State Records Committee. |
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348 | 348 | | 332 (b) Any written statement of facts, reasons, and legal authority in support of the |
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349 | 349 | | 333intervener's position shall be filed with the request for intervention. |
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350 | 350 | | 334 (c) The person seeking intervention shall provide copies of the statement described in |
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351 | 351 | | 335Subsection (6)(b) to all parties to the proceedings before the State Records Committee. |
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352 | 352 | | 336 (7) The State Records Committee shall hold a hearing within the period of time |
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353 | 353 | | 337described in Subsection (4). H.B. 443 02-10-23 3:22 PM |
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354 | 354 | | - 12 - |
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355 | 355 | | 338 (8) At the hearing, the State Records Committee shall allow the parties to testify, |
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356 | 356 | | 339present evidence, and comment on the issues. The committee may allow other interested |
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357 | 357 | | 340persons to comment on the issues. |
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358 | 358 | | 341 (9) (a) (i) The State Records Committee: |
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359 | 359 | | 342 (A) may review the disputed records; and |
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360 | 360 | | 343 (B) shall review the disputed records, if the committee is weighing the various interests |
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361 | 361 | | 344under Subsection (11). |
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362 | 362 | | 345 (ii) A review of the disputed records under Subsection (9)(a)(i) shall be in camera. |
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363 | 363 | | 346 (b) Members of the State Records Committee may not disclose any information or |
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364 | 364 | | 347record reviewed by the committee in camera unless the disclosure is otherwise authorized by |
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365 | 365 | | 348this chapter. |
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366 | 366 | | 349 (10) (a) Discovery is prohibited, but the State Records Committee may issue subpoenas |
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367 | 367 | | 350or other orders to compel production of necessary evidence. |
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368 | 368 | | 351 (b) When the subject of a State Records Committee subpoena disobeys or fails to |
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369 | 369 | | 352comply with the subpoena, the committee may file a motion for an order to compel obedience |
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370 | 370 | | 353to the subpoena with the district court. |
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371 | 371 | | 354 (c) (i) The State Records Committee's review shall be de novo, if the appeal is an |
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372 | 372 | | 355appeal from a decision of a chief administrative officer: |
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373 | 373 | | 356 (A) issued under Section 63G-2-401; or |
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374 | 374 | | 357 (B) issued by a chief administrative officer of a political subdivision that has not |
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375 | 375 | | 358established a local appeals board. |
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376 | 376 | | 359 (ii) For an appeal from a decision of a local appeals board, the State Records |
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377 | 377 | | 360Committee shall review and consider the decision of the local appeals board. |
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378 | 378 | | 361 (11) (a) No later than seven business days after the hearing, the State Records |
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379 | 379 | | 362Committee shall issue a signed order: |
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380 | 380 | | 363 (i) granting the relief sought, in whole or in part; or |
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381 | 381 | | 364 (ii) upholding the governmental entity's access denial, in whole or in part. |
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382 | 382 | | 365 (b) Except as provided in Section 63G-2-406, the State Records Committee may, upon |
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383 | 383 | | 366consideration and weighing of the various interests and public policies pertinent to the |
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384 | 384 | | 367classification and disclosure or nondisclosure, order the disclosure of information properly |
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385 | 385 | | 368classified as private, controlled, or protected if the public interest favoring access is greater 02-10-23 3:22 PM H.B. 443 |
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386 | 386 | | - 13 - |
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387 | 387 | | 369than or equal to the interest favoring restriction of access. |
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388 | 388 | | 370 (c) In making a determination under Subsection (11)(b), the State Records Committee |
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389 | 389 | | 371shall consider and, where appropriate, limit the requester's or interested party's use and further |
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390 | 390 | | 372disclosure of the record in order to protect: |
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391 | 391 | | 373 (i) privacy interests in the case of a private or controlled record; |
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392 | 392 | | 374 (ii) business confidentiality interests in the case of a record protected under Subsection |
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393 | 393 | | 37563G-2-305(1), (2), (40)(a)(ii), or (40)(a)(vi); and |
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394 | 394 | | 376 (iii) privacy interests or the public interest in the case of other protected records. |
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395 | 395 | | 377 (12) The order of the State Records Committee shall include: |
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396 | 396 | | 378 (a) a statement of reasons for the decision, including citations to this chapter, court rule |
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397 | 397 | | 379or order, another state statute, federal statute, or federal regulation that governs disclosure of |
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398 | 398 | | 380the record, if the citations do not disclose private, controlled, or protected information; |
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399 | 399 | | 381 (b) a description of the record or portions of the record to which access was ordered or |
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400 | 400 | | 382denied, if the description does not disclose private, controlled, or protected information or |
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401 | 401 | | 383information exempt from disclosure under Subsection 63G-2-201(3)(b); |
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402 | 402 | | 384 (c) a statement that any party to the proceeding before the State Records Committee |
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403 | 403 | | 385may appeal the committee's decision to district court; and |
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404 | 404 | | 386 (d) a brief summary of the appeals process, the time limits for filing an appeal, and a |
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405 | 405 | | 387notice that in order to protect its rights on appeal, the party may wish to seek advice from an |
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406 | 406 | | 388attorney. |
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407 | 407 | | 389 (13) If the State Records Committee fails to issue a decision within 73 calendar days of |
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408 | 408 | | 390the filing of the notice of appeal, that failure is the equivalent of an order denying the appeal. A |
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409 | 409 | | 391records committee appellant shall notify the State Records Committee in writing if the records |
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410 | 410 | | 392committee appellant considers the appeal denied. |
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411 | 411 | | 393 (14) A party to a proceeding before the State Records Committee may seek judicial |
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412 | 412 | | 394review in district court of a State Records Committee order by filing a petition for review of the |
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413 | 413 | | 395order as provided in Section 63G-2-404. |
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414 | 414 | | 396 (15) (a) Unless a notice of intent to appeal is filed under Subsection (15)(b), each party |
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415 | 415 | | 397to the proceeding shall comply with the order of the State Records Committee. |
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416 | 416 | | 398 (b) If a party disagrees with the order of the State Records Committee, that party may |
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417 | 417 | | 399file a notice of intent to appeal the order. H.B. 443 02-10-23 3:22 PM |
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418 | 418 | | - 14 - |
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419 | 419 | | 400 (c) If the State Records Committee orders the governmental entity to produce a record |
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420 | 420 | | 401and no appeal is filed, or if, as a result of the appeal, the governmental entity is required to |
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421 | 421 | | 402produce a record, the governmental entity shall: |
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422 | 422 | | 403 (i) produce the record; and |
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423 | 423 | | 404 (ii) file a notice of compliance with the committee. |
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424 | 424 | | 405 (d) (i) If the governmental entity that is ordered to produce a record fails to file a notice |
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425 | 425 | | 406of compliance or a notice of intent to appeal, the State Records Committee may do either or |
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426 | 426 | | 407both of the following: |
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427 | 427 | | 408 (A) impose a civil penalty of up to $500 for each day of continuing noncompliance; or |
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428 | 428 | | 409 (B) send written notice of the governmental entity's noncompliance to the governor. |
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429 | 429 | | 410 (ii) In imposing a civil penalty, the State Records Committee shall consider the gravity |
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430 | 430 | | 411and circumstances of the violation, including whether the failure to comply was due to neglect |
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431 | 431 | | 412or was willful or intentional. |
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