Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 201 - Mississippi Commission on the Status of Women's Administrative Law › Chapter 1 - Method of Operation › Rule 18-201-1.14 - Parliamentary Procedures

Current through June 25, 2024
The business of the Commission, not covered by the policies
				  and procedures of the Commission, will be conducted using the most current
				  edition of Robert's Rules of Order as a guide.
1. Any individual seeking to inspect, copy,
				mechanically reproduce, or obtain a reproduction of any public record of the
				Commission shall make a signed, written request to be mailed to the Executive
				Director of the Mississippi Commission on the Status of Women, Post Office Box
				1997, Ridgeland, Mississippi 39158-1997.
2. The written request must be typed or
				clearly hand printed on a letter sized piece of paper and shall specify in
				detail the public sought. The request should include if possible a description
				of the type of record, dates, title of publication and other information which
				may aid in locating the record.
3.
				The written request must specify what the applicant proposes to do with the
				record, i.e., inspect, copy, etc.; state the date and time for the proposed
				activity; state the number of persons scheduled to participate and shall
				provide the name, address and home and office telephone numbers of the
				applicant.
4. The Executive
				Director, upon receipt of any such request, shall review same and determine
				whether the records sought are exempt under the Mississippi Public Records Act
				and shall either produce records or access to records or deny access to or
				production of the records sought within seven (7) working days from the date of
				the receipt of the request for production of the record. If the Board is unable
				to produce public record provide a written explanation to the person making the
				request stating that the record requested will be produced and specifying with
				particularly why the records cannot be produced within the seven-day period.
				Unless there is a mutual agreement of the parties, in no event shall the date
				for the Board's production of the request for records be any later than
				fourteen (14) working days from the receipt of the original request.
5. All inspection, copying or mechanical
				reproduction shall be done in the offices of the board or such other
				responsible place within the State of Mississippi as may be designated by the
				Commission. It shall be the duty of the applicant to contact the Chair by phone
				before noon of the first working day preceding the proposed date set out in the
				application to determine if same is applicable. If not applicable, determine
				what date and time will be substituted.
6. Where possible, nonexempt material will be
				separated from exempt material and only the exempt material will be
				withheld.
7. If the Chair
				determines that the records requested are exempt or privileged under the law,
				she shall deny the request and send the person making the request a statement
				of specific reasons for the denial. Such denials shall be kept on file for
				inspection by any person for three (3) years.
8. The Chair is authorized to calculate the
				estimated cost of searching, obtaining from storage, reviewing, shipping and/or
				duplicating records to require payment in advance of such estimated charges
				prior to complying with the request. There shall be $.50 per page for each
				copy. Copies printed on both sides (front & back) shall be considered as
				two pages for copy charge purposes. Mailing copies shall be calculated at the
				applicable rate for each such mailing. If the request involves notice to be
				given to a third party, the cost of mailing such notice via certified mail
				return receipt requested shall be charged to the person requesting such public
				records. In the event the actual cost of such activity exceeds the estimate,
				the Chair is authorized to withhold mailing or delivery of said documents or to
				delay the inspection until the difference is paid.
9. There shall be no charge for inspection of
				the current Commission records maintained at the Commission office. Cost of
				obtaining records from any state storage facility and the search for the
				document shall be charged to the applicant.
10. The Chair may waive any or all of the
				foregoing requirements related to written notice, time, and method of access
				prepayment of expenses whenever the determination is made that such waiver
				would be in the public interest.
Miss. Code Ann. §
										43-59-5;
				  §
										25-41-5
				  & §
										43-59-5