Opinion ID: 3169677
Heading Depth: 2
Heading Rank: 2

Heading: Legality of the Executive Session

Text: [¶22] Each of the municipal entities—the Planning Board and the Board of Selectmen—went into executive session for the stated purpose of “Consultation with Legal Counsel.” The session was additionally described by the Planning Board as being sought for the purpose of having counsel “meet with the Planning Board in Executive Session to expand on the basis for his wording in the proposed 11 Moratorium Ordinance.” The Planning Board’s chair also stated after the executive session that the Town’s attorney had given them advice in executive session “to help them decide on how to proceed with wording of such moratorium ordinance.” The question for us is whether the court properly found and concluded that the consultation with counsel in executive session “concern[ed] the legal rights and duties” of the Planning Board and the Board of Selectmen. 1 M.R.S. § 405(6)(E). [¶23] The evidence presented regarding the purpose of the executive session supports the court’s determination that the Town met its burden to show that the executive session was held for—and limited to—the authorized purpose of consulting with counsel to draft a legally sound ordinance amendment for proposal at a later public meeting. See id. § 405(4), (5), (6)(E); see also Blethen Me. Newspapers, Inc., 2008 ME 69, ¶¶ 15-18, 947 A.2d 479; cf. Town of Burlington, 2001 ME 59, ¶ 22, 769 A.2d 857. The Town did not “finally approve[]” any ordinance or rule in executive session. 1 M.R.S. § 405(2). Rather, after consulting with counsel during the executive session, the Planning Board publicly deliberated and voted to present a proposed moratorium to the Board of Selectmen. The Board of Selectmen then held a public hearing before submitting the proposed moratorium to the vote of the Town’s residents at a special town meeting. It was not until the majority vote of the residents at the town meeting that the moratorium 12 was actually adopted. See Vella v. Town of Camden, 677 A.2d 1051, 1055 (Me. 1996). [¶24] Although Hughes argues that any meeting related to legislative drafting should be open to the public, the FOAA was not designed to prevent a government body or agency from consulting privately with legal counsel about how to comply with the laws and regulations that govern the body’s or agency’s work. See 1 M.R.S. § 405(6)(E). Indeed, it may be wise for a citizen board to consult with knowledgeable counsel regarding the board’s legal obligations—and the potential legal consequences of its actions—when preparing to conduct important municipal business. [¶25] To ensure that an executive session is strictly limited to purposes allowed by the FOAA, an executive session must be publicly announced; its purpose must be described clearly; it must be confined to statutorily authorized matters and must not expand into matters requiring public deliberation; it may not include any final approval of any official action; and records must be kept that are adequate for purposes of meaningful judicial review if statutory compliance is challenged. See 1 M.R.S. §§ 403, 405(2)-(6), 406. All of these elements were present here. The trial court did not err in determining that each Board’s consultation with legal counsel in executive session complied with the conditions specified in the FOAA. See id. § 405(2)-(5), (6)(E). 13
. [¶26] The FOAA contains no prohibition against municipal boards simultaneously entering into executive session to jointly consult with counsel about how to comply with the law in carrying out their respective duties. See id. § 405(6)(E). The court did not err in determining that each board took the steps necessary to enter into executive session. See id. § 405(3), (4), (5), (6)(E); Blethen Me. Newspapers, Inc., 2008 ME 69, ¶¶ 15-18, 947 A.2d 479. Although government actors must take care to prevent an executive session from illegally expanding into public matters that may be addressed only in an open public meeting, see 1 M.R.S. § 405(2), (4)-(6), the bare fact that boards share in the advice of counsel during a combined executive session does not offend the FOAA and demonstrates prudent fiscal management. [¶27] Accordingly, we affirm the judgment. The entry is: Town’s cross-appeal dismissed. Judgment affirmed. 14 On the briefs: William B. Devoe, Esq., and Jonathan A. Pottle, Esq., Eaton Peabody, Bangor, for appellant Hughes Bros., Inc. Charles E. Gilbert, III, Esq., Gilbert & Greif, P.A., Bangor, for appellee Town of Eddington At oral argument: William B. Devoe, Esq., for appellant Hughes Bros., Inc. Charles E. Gilbert, III, Esq., for appellee Town of Eddington Business and Consumer Docket docket number CV-2014-35 FOR CLERK REFERENCE ONLY