1. We’ve Received a Public Information Request on a Government Employee – Now What?
Olson & Olson
15th Annual Local Government Seminar Crystal Dozier, City Secretary, City of Hunters Creek Doris Speer, City Secretary, City of Tomball January 31, 2019

2. Types of Public Information Requests
Police Reports re Accidents, Arrests
Court Information re Tickets, Defensive Driving
Fire Incident Reports
Public Works – Construction Permits, Specific Address Information
Human Resources – Personnel Files

3. Public Information Requests - HR
PIRs for employee information can be tricky While MOST of the information is subject to disclosure SOME of the information is confidential by law

4. Public Information Requests - HR

5. Public Information Requests - HR
City secretary sends PIR departments/individuals (2-3 days later) Department/individuals sends information  city secretary

6. Public Information Requests - HR
Some material may contain information that could be exempted from disclosure under TPIA. The city secretary can/will advise the requestor that TPIA allows certain redactions.

7. Public Information Requests - HR
Your job: -provide a copy of the records -file size should be relative to length of employment Our job: - make reviews and redactions - make requests to the AG when necessary

8. Public Information Requests - HR
You do not have to calculate statistics, perform legal research, or prepare answers to questions
reports through your system (Excel, Adobe pdf, etc., with a minimum of manipulation), are acceptable
If the information is embarrassing
or an invasion of privacy we will
request a special ruling from the AG.

9. Public Information Requests - HR
The information must be released within 10 business days, or some type of response must be made to the requestor

10. Public Information Requests – HR
Exceptions:
current service member’s military personnel information
public employee's personal information held by governmental body in its capacity as employer motor vehicle records
account and access device numbers
family violence shelter center, victims of trafficking shelter center, or sexual assault program
public employee's personal information held by governmental body in non-employment capacity

11. Public Information Requests - HR
Remember!
The PIR officer/city secretary needs to RUN, not walk, to the city attorney’s office if you have documents the City may not want to disclose. The CA will determine if the information is releasable. If it isn’t, the CA (or the PIR officer/city secretary) must write to the AG for a ruling in a timely manner – 10 business days.
Time is ticking!
Give a brief overview of the presentation. Describe the major focus of the presentation and why it is important.
Introduce each of the major topics.
To provide a road map for the audience, you can repeat this Overview slide throughout the presentation, highlighting the particular topic you will discuss next.

12. Penalties
Failure to provide requested information or destruction, removal or alteration of public information can result in:
civil penalties (writs of mandamus, declaratory judgments or injunctive relief),
formal complaints/legal action, and/or
criminal penalties, including fines and/or county jail time, against the governmental body and the individual employee
filed by the requestor, the county or district attorney, or the Attorney General – and constitutes official misconduct.

13. Help Us (and O&O) to Help You!
Microsoft Engineering Excellence
Help Us (and O&O) to Help You!
City Attorney or PIR/CS
Handles for Response
Dept. Liaison
Provides
Records
Public Information Request Received
PIR Officer or
City Secretary
Successful Completion of Response to PIR
Microsoft Confidential

14. We are dedicated to helping YOU!
Microsoft Engineering Excellence
We are dedicated to helping YOU!
Your PIR Officer/City Secretary is dedicated to helping you
City Secretaries receive continuous training in the Texas Public Information Act;
We offer training for anyone who desires to attend our Annual PIA Seminar at Stafford; and
Olson & Olson provides training for its partners and clients through opportunities like today’s Seminar.
Microsoft Confidential

15. TOGETHER, we are CHAMPIONS! Questions?
Microsoft Engineering Excellence
TOGETHER, we are CHAMPIONS! Questions?
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