Source: https://www.tdcaa.com/journal/i-read-the-texas-open-meetings-act-so-you-dont-have-to/
Timestamp: 2019-04-23 20:18:04+00:00

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Though it sounds like the set-up to a joke, the above situation isn’t funny to prosecutors familiar with the Texas Open Meetings Act (TOMA). That’s because two county commissioners and a judge make a quorum, their conversation constitutes a “meeting,” and now the local county attorney has a TOMA violation to deal with.
Long before we could tune into basic cable to keep up with the Kardashians’ every move, the Legislature passed TOMA to insure that we could keep up with our government. Adopted in 1967, the act essentially gives the public near-complete access to the meetings of a governing body. The law is based on the principle that citizens have the right to be informed about and participate in their own governance, and reviewing courts conduct their analysis of TOMA issues with this principle in mind.
Today, reality TV and social media have led to the expectation that we are informed about everything from a favorite celebrity’s baby name to an update (with photos!) of the salad that a random high-school classmate had for dinner. In this world, should we really be surprised that our citizens want to know the who, what, where, when, and why of their local government?
On the surface, that sounds pretty simple. However, anybody with a J.D. can tell you that things are rarely as simple as they seem. Violations of the Open Meetings Act happen. A lot. As my boss likes to say, “Lots of people are afraid that someone else is getting something that they aren’t.” We can count on those same people to let us know the second that an agenda item is not properly posted by the local school board and complain that no one is investigating members of the city council for having lunch together.
One of the worst things about TOMA violations is that their appearance can be so unpredictable. In a rural jurisdiction like mine, we might go years without dealing with a single one. Then, all of the sudden, our phones start blowing up with calls from helicopter moms who are out for blood after the school board did something they didn’t like or Lois Lane-like reporters hoping to knock Lex Luthor off his perch on the local city council.
This article is an attempt to save prosecutors headaches and forays into TOMA to research answers to common questions. Here is a glimpse at some of the ins and outs of this important legislation.
To whom and when does TOMA apply?
In my opinion, the notice requirements placed on governmental bodies are probably the single most involved aspect of the Texas Open Meetings Act. The law contains very specific guidelines concerning when notice must be given and what information that notice must contain. These requirements should not be taken lightly—strict compliance is often necessary.
Like everything else in the Open Meetings Act, these exceptions are very specific and narrowly tailored. Some of them are generally applicable to every type of governmental body while others apply specifically to just one agency. If you are going to counsel an entity on whether a closed meeting is permissible, be sure that the open meeting exception applies to that particular entity.
So the local water board met in closed meeting when it should have met during an open meeting. While in the illegal closed meeting, the board decided to spend some money, and citizens of the county are upset. What can they do about it?
If a closed meeting is called and no closed meeting exception applies, the member(s) of the governmental body who call or aid in calling or organizing the meeting, close or aid in closing the meeting, or participate in the closed meeting can be punished under §551.144. For violations under this section, the legislature provided an affirmative defense if the defendant acted in reasonable reliance on a court order or a written interpretation of this chapter contained in an opinion of a court of record, the attorney general, or the attorney for the governmental body.37 Because of that lovely little defense, don’t be surprised to hear, “Can I get that in writing?” any time you advise a governmental body that it may have a closed meeting.
Failing to produce a certified agenda or recording of a properly called closed meeting can also result in a penalty. An offense under §551.145 is punishable as a class C misdemeanor if the members participate in a closed meeting knowing that a certified agenda of the meeting is not being kept or a recording is not being made.
The Texas Open Meetings Act embodies the most basic values of democracy. Its various requirements ensure that the citizens of Texas can stay informed about and participate in their local government. However, the consistent need for strict compliance with the act means that accidental violations and, heaven forbid, intentional violations are bound to occur.
With a little bit of luck and a lot of attention to detail by your local governmental bodies, you will never have to experience a TOMA violation-induced headache. But should you be the unlucky soul who finds a TOMA casefile dropped in your lap someday, I hope you find this article helpful. You might even consider dropping in on your local governmental leaders from time to time to offer a little open-meetings knowledge, especially if you ever see a quorum walk into a bar together.
1 Tex. Gov’t Code §551.002.
2 Tex. Gov’t Code §551.0015.
3 Tex. Gov’t Code §551.001(4)(A).
4 Tex. Gov’t Code §551.001(4)(B)(i-iv); see also Esperanza Peace & Justice Ctr. v. City of San Antonio, 316 F. Supp. 2d 433 (2001) for a good discussion on the concept of quorums and when a “walking quorum” might exist.
5 Tex. Gov’t Code §551.021.
6 Tex. Gov’t Code §551.022.
7 Tex. Gov’t Code §551.023. The governmental body is allowed to set some reasonable restrictions to maintain order at meetings, so don’t be afraid to designate a specific area for cameras to be set up.
8 Tex. Gov’t Code §551.128.
9 “That’s awesome. Now I can sit at home in my bathrobe and watch every action of my commissioners court.” —An anonymous member of the Rusk County & District Attorney’s Office informed of the provision requiring Internet broadcasting for counties of 125,000 people or more.
10 If you are looking for a more specific guide as to what to put into a notice of an opening meeting, the Texas Association of Counties puts out a publication titled Open Meetings Act: Basic Information for County Officers that serves as a more comprehensive primer on the Texas Open Meetings Act.
11 Tex. Gov’t Code §551.041.
12 City of San Antonio v. Fourth Court of Appeals, 820 S.W.2d 762 (Tex. 1991).
13 Tex. Att’y Gen. Op. No. GA-0999 (2013).
14 Tex. Gov’t Code §551.042.
15 Tex. Gov’t Code §551.049.
16 Tex. Gov’t Code §551.056.
17 Tex. Gov’t Code §551.056(c)(1)–(6).
18 Tex. Gov’t Code §551.043.
19 Tex. Gov’t Code §551.045.
20 Smith County v. Thornton, 726 S.W.2d 2 (Tex. 1986).
22 Tex. Gov’t Code §551.045.
23 See www.usatoday.com/story/weather/2015/ 12/27/severe-weather-tornadoes-texas-south/ 77939562.
24 Subsection D begins with Tex. Gov’t Code §551.071.
25 Tex. Gov’t Code §551.101.
26 Tex. Gov’t Code §551.101(1)–(2).
27 Tex. Gov’t Code §551.102.
28 §551.071 applies to consultations with attorneys on matters of 1) pending or contemplated litigation, 2) a settlement offer, or 3) a matter in which the duty owed to the governmental body by the attorney is in conflict with the Texas Open Meetings Act.
29 Tex. Gov’t Code §551.103.
30 Tex. Gov’t Code §551.104.
32 Tex. Gov’t Code §551.142(a).
33 Tex. Gov’t Code §551.142(b).
35 Tex. Gov’t Code §551.141.
36 This offense is titled Conspiracy to Circumvent and is punishable under Tex. Gov’t Code §551.143.
37 Tex. Gov’t Code §551.144(c).
38 Tex. Gov’t Code §551.146(a).
39 Tex. Gov’t Code §551.146(b).

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