[Res. 0110, passed 10-1-2001]
The Board of Aldermen hereby adopts the following policy to apply to all governmental bodies and committees of this municipality.
[Res. 0110, passed 10-1-2001]
All meetings, records and votes are open to the public, except the governmental body may close any meeting, record or vote relating to the following:
(A) 
Legal actions, causes of action or litigation involving a public governmental body and any confidential or privileged communications between a public governmental body or its representatives and its attorneys. Any vote relating to litigation involving a public governmental body, however, shall be made public upon final disposition of the matter voted upon; provided, however, in matters involving the exercise of the power of eminent domain, the vote shall be announced or become public immediately following the action on the motion to authorize institution of such a legal action. Legal work product shall be considered a closed record;
(B) 
Lease, purchase, or sale of real estate by a public governmental body where public knowledge of the transaction might adversely affect the legal consideration therefor. Any vote or public record approving a contract relating to the lease, purchase or sale of real estate by a public governmental body shall be made public within 72 hours after execution of the lease, purchase or sale of the real estate;
(C) 
Hiring, firing, disciplining or promoting an employee of a public governmental body. Any vote on a final decision, however, when taken by a public governmental body, to hire, fire, promote or discipline an employee of a public governmental body must be made available to the public with a record of how each member voted within 72 hours of the close of the meeting where such action occurs; provided, however, that any employee so affected shall be entitled to prompt notice before such decision is made available to the public;
(D) 
Nonjudicial mental or physical health proceedings involving identifiable persons, including medical, psychiatric, psychological or alcoholism or drug dependency diagnosis or treatment;
(E) 
Testing and examination materials, before the test or examination is given or if it is to be given again, before so given again;
(F) 
Welfare cases of identifiable individuals;
(G) 
Preparation, including any discussions or work product, on behalf of a public governmental body or its representatives for negotiations with employee groups;
(H) 
Software codes for electronic data processing and documentation thereof;
(I) 
Specifications for competitive bidding, until either the specifications are officially approved by the public governmental body or the specifications are published for bid;
(J) 
Sealed bids and related documents, until the earlier of either when the bids are opened, or all bids are accepted or all bids are rejected;
(K) 
Individually identifiable personnel records, performance ratings or records pertaining to employees or applicants for employment, except that this exemption shall not apply to the names, positions, salaries and lengths of service of officers and employees of public agencies once they are employed as such;
(L) 
Records that are protected from disclosure by law;
(M) 
Meetings and public records relating to scientific and technological innovations in which the owner has a proprietary interest; and
(N) 
Confidential or privileged communications between a public governmental body and its auditor, including all auditor work product.
[Res. 0110, passed 10-1-2001]
All records that may be closed hereby are deemed closed records unless the governmental body votes to make them public. Before closing a meeting to the public, a majority of a quorum of the governmental body must vote to do so in a public vote. The vote of each member of the governmental body on the question of closing the meeting or vote and the reason for closing the meeting by reference to a specific exception shall be announced at a public meeting and entered into the minutes.
[Res. 0110, passed 10-1-2001]
The governmental body shall give notice of the time, date and place of a closed meeting and the reason for holding it by reference to a specific exception. The notice shall be the same as in § 36.05 below. No other business may be discussed in a closed meeting that does not directly relate to the specific reason announced to close the meeting to the public. Public governmental bodies holding a closed meeting must close only an existing portion of the meeting facility necessary to house the members of the public governmental body in the closed session, allowing members of the public to remain to attend any subsequent open session held by the public governmental body following the closed session.
[Res. 0110, passed 10-1-2001]
The governmental body shall give notice of the time, date, place and tentative agenda of each meeting. The notice shall be placed on the appropriate bulletin board at City Hall at least 24 hours, exclusive of weekends and holidays, prior to the meeting. If an emergency makes it impossible to give 24-hours' notice, the reason must be reflected in the minutes. Notice also shall be given to any representative of the news media who requests notice of a particular meeting.
[Res. 0110, passed 10-1-2001]
Each meeting shall be held at a place reasonably accessible to the public, and at a time reasonably convenient to the public, unless for good cause such a place or time is impossible or impractical. When it is necessary to hold a meeting on less than 24-hours' notice, or at a place that is not reasonably accessible to the public, or at a time that is not reasonably convenient to the public, the nature of the good cause justifying that departure from the normal requirements shall be stated in the minutes.
[Res. 0110, passed 10-1-2001]
A formally constituted subunit of a parent governmental body may conduct a meeting without notice during a lawful meeting of the parent governmental body, a recess in that meeting or immediately following that meeting, if the meeting of the subunit is publicly announced at the parent meeting and the subject of the meeting reasonably coincides with the subjects discussed or acted upon by the parent governmental body.
[Res. 0110, passed 10-1-2001; amended 3-7-2022 by Ord. No. 36-08.01]
(A) 
The City Clerk is hereby appointed custodian of records for the City of Hawk Point, Missouri, except that the Chief of Police is hereby appointed the custodian of records for law enforcement records.
(B) 
Said custodians shall respond to all requests for access to or copies of public records with the time period provided by statute except in those circumstances authorized by statute.
(C) 
The fees to be charged for access to or furnishing copies of records shall be as hereinafter provided:
(1) 
Ten cents per page plus $20 per hour for staff time.
(2) 
Research time required for fulfilling records requests may be charged at the actual cost of research time.
(3) 
Fees for providing access to public records maintained on computer facilities, recording tapes or disks, videotapes or films, pictures, maps, slides, graphics, illustrations or similar audio or visual items or devices, and for paper copies larger than 8.5 by 11 inches, shall include only the cost of copies, staff time, which shall not exceed the average hourly rate of pay for staff of the public governmental body required for making copies and programming, if necessary, and the cost of the disk, tape, or other medium used for duplication.
(4) 
Fees for maps, blueprints, or plats that require special expertise to duplicate may include the actual rate of compensation for the trained personnel required to duplicate such maps, blueprints, or plats.
(5) 
If programming is required beyond the customary and usual level to comply with a request for records or information, the fees for compliance may include the actual costs of such programming.
(D) 
It is the public policy of the City of Hawk Point that meetings, records, votes, actions and deliberations of this body shall be open to the public unless otherwise allowed by law.
(E) 
The City of Hawk Point shall comply with Sections 610.010 to 610.030 RSMo, the Sunshine Law, as now existing or hereafter amended.