District attorneys in Baker County and Clackamas County order disclosure of notices of tort claims

Baker County District Attorney orders school district to disclose tort claim records

Matthew B. Shirtcliff, District Attorney for Baker County

Court House
1995 Third Street – Suite 320
Baker City, Oregon 97814
Main office: (5431) 523-8205
Support Enforcement: (541) 523-6414
FAX: (541) 523-3913

Public Records Disclosure Request

Order

On January 8, 2003 Baker City Herald editor, Mark Furman

formally requested that the Baker County District Attorney conduct a

review of the Baker School District 5J’s denial of the Baker City

Herald’s request to review records. ORS 192.450 governs such a review.

The burden of proof is on the entity denying the disclosure to

demonstrate why the records should not be disclosed.

There are two requests made by the Baker City Herald in relation

to disclosure. The Herald seeks any information, including a possible

tort claim or other legal proceeding, regarding complaints made by

Dennis or Lisa Beyer related to the employment of David Giles with the

school district. The second request is for records pertaining to the

district’s investigation of any complaints that led to Mr. Giles

resignation.

The Baker School District 5J cites O.R.S. 192.501(1), the

exemption for records pertaining to litigation, as its basis for denying

disclosure of any tort claim notice. O.R.S. 192.501(1) does create a

exemption for records pertaining to litigation; however, the Oregon

Court of Appeals in Lane County School District v. Parks. 55 Or App 416,

(1981), interpreted this statute and created a rule of law which must be

reviewed in determining if a record falls within the litigation

exemption or must be disclosed.

The Court of Appeals, in Parks considered three factors in

reviewing a trial courts findings:

1. Was litigation reasonably likely to occur.

2. Did the records sought contain data which when disclosed,

might reveal a cause of action against the party or the extent or

magnitude of a cause of action, or will the records being sought

materially assist persons prosecuting such litigation against the party,

3. Do the records sought contain data developed or compiled by

the body for which litigation is anticipated for use in litigation.

At first glance it might appear the school district is correct

that the exemption would apply as a tort claim notice clearly reveals a

potential cause of action or the magnitude of one. However, the tort

claim notice does not meet the third part of the test.

In order for the record to be exempt it must be compiled,

created or developed by the party anticipating the litigation. This

would typically be a document or record the party might create

internally to prepare for litigation. In this situation, the party

anticipating litigation, the Baker School District 5J, did not create,

compile or develop the record. Instead it was created by the party who

may or may not pursue a cause of action against the school district.

This tort claim notice is not a document created by the school district

in anticipation of litigation therefore it is not exempt from disclosure

pursuant to O.R.S. 192.501(1).

The second request for disclosure made by the Baker City Herald

is for information related to the school district’s investigation into

any complaints against Mr. Giles. O.R.S. 192.501(12) creates an

exemption from disclosure of records contained in personnel discipline

actions, or materials or documents supporting that action. This

exemption only applies to completed disciplinary actions when a sanction

is imposed. This exemption does not apply when an employee resigns

during an employer investigation or in lieu of disciplinary action. [See

Portland v. Rice, 308 Or 118 (1989) and The Attorney General’s Public

Records and Meetings Manual p. 38]

David Giles resigned his employment on October 7, 2002 and it

appears that occurred prior to any completed personnel discipline

action. Normally this would preclude the exemption and the investigatory

records compiled by the district would be subject to disclosure.

However, because the Teachers Standards and Practices Commission has

instituted an investigation into this matter O.R.S. 342.176(4) is

triggered. This statute makes the documents and materials used in the

investigation and the report of the executive director confidential and

not subject to public inspection unless the commission makes a final

determination that the person charged had violated O.R.S. 342.143 or

O.R.S. 342.175. Because records compiled by the school district in its

investigation have been forwarded to the Teachers Standards and

Practices Commission they are deemed confidential pursuant to O.R.S.

342.176(4).

O.R.S. 192.502(9) becomes triggered by the investigation of the

Teachers Standards and Practices Commission. O.R.S. 192.502(9) is a

general exemption statute which indicates that records are exempt if the

record or information the disclosure of which is prohibited or

restricted or otherwise made confidential or privileged under Oregon

law. Here, other Oregon law O.R.S. 342.176(4) makes the records

confidential if they are used in the investigation by the Teachers

Standards and Practices Commission. Because the Teachers Standards and

Practices Commission is currently investigating this matter using

records compiled by the school district those records are exempt from

disclosure at this time.

CONCLUSION

The tort claim notice filed by Dennis or Lisa Beyer against the

Baker School District 5J is not exempt from disclosure under Oregon’s

public records statutes and shall be made available for inspection by

the Baker City Herald. Personnel records of Dave Giles relating to this

matter are exempt from disclosure at this time.

So ordered on

January 10, 2003

(signature)

Matthew B. Shirtcliff

District Attorney for Baker County


Clackamas County District Attorney orders county to disclose tort claim records

John S. Foote, District Attorney for Clackamas County

Clackamas County Courthouse
807 Main Street, Room 7
Oregon City, Oregon 97045
503 655-8431
FAX 503 650-8943
www.co.clackamas.or.us/da/

September 9, 2003

Noelle Crombie, Oregonian Newspaper Staff Writer

365 Warner Milne Road, Suite 110

P O Box 2500

Oregon City, Oregon 97045

James M. Coleman

Clackamas County Counsel

906 Main Street

Oregon City, Oregon, 97045

RE: Public Record Petition

Public Record Holder: James M. Coleman, Clackamas County Counsel

Petitioner: Noelle Crombie, Oregonian Newspaper Staff Writer

Date of Request: September 2, 2003

Dear Noelle Crombie and James M. Coleman:

This letter is the District Attorney’s order on your petition

for disclosure of records under the Oregon Public Records Law, ORS

192.410 to 192.505.

FINDINGS OF FACT

1. On September 2, 2003, Oregonian staff writer Noelle Crombie

(Petitioner) verbally requested a tort claim notice filed on behalf of

Damon Coates from Assistant County Counsel Ed McGlone (Public Record

Holder). Said request was denied by Public Record Holder on that same

date.

2. By letter dated and received by the District Attorney’s

Office on September 2, 2003, Petitioner requested disclosure of said

tort claim notice.

3. By fax transmission dated September 4, 2003 and received by

the District Attorney’s Office September 5, 2003, Petitioner cited the

2001 Oregon Attorney General’s Public Records and Meetings Manual

claiming that a tort claim notice does not meet the statutory exemption

for public records pertaining to litigation.

By letter dated September 9, 2003 and received by fax

transmission on that same date, Public Record Holder neither confirmed

or denied the existence of any tort claim notices and provided no

records for review. The Public Record Holder claimed ORS 192.501(1),

Records Pertaining to Litigation, as authority for its position.

CONCLUSIONS OF LAW

1. The Public Records Law is primarily a disclosure rather than

a confidentiality law. The general policy of the law favors public

access to government records. A public body that denies a records

inspection request has the burden of proving that the requested

information is exempt from disclosure. ATTORNEY GENERAL’S PUBLIC RECORDS

AND MEETING MANUAL (1999) at 18.

2. ORS 192.501(1) conditionally exempts:

Records of a public body pertaining to litigation to which the

public body is a party if the complaint has been filed, or if the

complaint has not been filed, if the public body shows that such

litigation is reasonably likely to occur. This exemption does not apply

to litigation which has been concluded, and nothing in this subsection

shall limit any right or opportunity granted by discovery or deposition

statutes to litigation or potential litigation[.]

The exemption is a narrow one and pertains only to records

“compiled or acquired by the public body for use in ongoing litigation

or *** litigation [that] is reasonably likely to occur.” The exemption

applies only to records developed or compiled by the public body for use

in the litigation. A notice of tort claim against the public body is an

indication that litigation is likely to occur. The statute exempts notes

or reports <cm+NT(thomas-m): originally underlined; here italicized

-NT>(emphasis added) prepared in response to such a notice. ATTORNEY

GENERAL’S PUBLIC RECORDS AND MEETINGS MANUAL (1999) AT 24-25; ATTORNEY

GENERAL’S PUBLIC RECORDS AND MEETINGS MANUAL (2001) AT 26-27.

DISCUSSION AND RULING

A telephone call placed by this office to the Attorney General’s

Office on September 9, 2003 has confirmed that there are no reported

cases or Attorney General’s opinions on point regarding the central

issue of whether a tort claim notice, standing alone, is exempt from

disclosure pursuant to ORS 192.501(1). Records “pertaining to

litigation” are exempted by that statute.

ORS 30.275 requires that a notice of claim must be given to a

public body prior to instituting an action for loss or injury against a

public body. A formal notice of a claim is a written communication from

a claimant or representative of a claimant ORS 30.275(4). The written

notice is notice of the litigation, it is not of the litigation itself

such as records or notes that might be generated by the public body and

exempted by ORS 192.501(1). By way of analogy, a complaint filed by a

party claiming damages against a public body would be public notice of a

legal proceeding and therefore a public record. It follows that the

notice that such a claim will be asserted against a public body would

therefore also constitute a public record.

The general policy governing Public Records Law favors public

access to government records. It is primarily a disclosure rather than a

confidentiality law. We cannot find that a tort claims notice is the

type of public records exempted form disclosure under ORS 192.501(1).

IT IS HEREBY ORDERED that to the extent that said tort claim

notice exists that petitioner’s request is allowed.

Sincerely,

(signature)

David F. Paul, #81332

Deputy District Attorney

DFP/lc

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Appeals Court rules prisoner execution preparations are public under Constitution

Court rules preparations for prisoner executions are public

FILED: September 9, 1998

IN THE COURT OF APPEALS OF THE STATE OF OREGON
OREGON NEWSPAPER PUBLISHERS
ASSOCIATION, a not for profit
association, J. LEROY YORGASON,
its President, WILLAMETTE VALLEY
CHAPTER OF SOCIETY OF PROFESSIONAL
JOURNALISTS, a not for profit
society of journalists, ROB
PRIEWE, chapter President, THE
ASSOCIATED PRESS, a not for profit
news cooperative, ELAINE NORTON
HOOKER, its Chief of Bureau for
Portland, Oregon, THE OREGON
PUBLISHING COMPANY, an Oregon
corporation, THE OREGON
ASSOCIATION OF BROADCASTERS, a
non-profit association, BILL
JOHNSTONE, its executive director,
THE STATESMAN JOURNAL, a daily
newspaper published in Salem,
Oregon, and JULIA WALLACE, its
Executive Editor,

Petitioners,

v.

DEPARTMENT OF CORRECTIONS
and STATE OF OREGON,

Respondents.

(CA A97110)

Judicial Review of Department of Corrections Administrative Rules.

Argued and submitted May 15, 1998.

Les Swanson, Jr., argued the cause and filed the briefs for petitioners.

Robert M. Atkinson, Assistant Attorney General, argued the cause for respondents. With him on the brief were Hardy Myers, Attorney General, and Michael D. Reynolds, Solicitor General.

Before Edmonds, Presiding Judge, and Armstrong, Judge, and Warden, Senior Judge.

EDMONDS, P. J.

Rules held valid.

EDMONDS, P. J.

Petitioners raise constitutional challenges to OAR 291-024-0017(2)(b), (c) and (e), OAR 291-024-0020(3)(d)(D), OAR 291-024-0065, OAR 291-024-0070 and OAR 291-024-0080, all of which were promulgated by the Department of Corrections (Department) on February 7, 1997, regarding the witnessing of executions of prison inmates. Petitioners contend that the rules violate Article I, section 8, and Article I, section 10, of the Oregon Constitution and the First and Fourteenth Amendment to the United States Constitution. We affirm.

Petitioners attack the constitutionality of the rules pursuant to ORS 183.400.(1) Under that statute, our review is limited to whether the rules violate the state and federal constitutions on their face. AFSCME Local 2623 v. Dept of Corrections, 315 Or 74, 79, 843 P2d 409 (1992).(2)

I. THE RIGHT TO VIEW PRE-EXECUTION PROCEDURES

We first address petitioners’ claim that they have a right to view procedures that occur during the preparation for an inmate’s execution. In essence, OAR 291-024-0065, OAR 291-024-0070 and OAR 291-024-0080 prevent all witnesses from viewing the inmate until after the inmate is strapped down and the intravenous catheter, through which the death-causing drugs will be administered, has been inserted. We address plaintiffs’ state constitutional claims first and then their federal constitutional claims.

Article I, section 10, of the Oregon Constitution provides, in part, that, “[n]o court shall be secret, but justice shall be administered, openly and without purchase, completely and without delay.” (Emphasis supplied.) The phrase “justice shall be administered” has been interpreted by the Supreme Court to be limited to “adjudications.” In Oregonian Publishing Co. v. O’Leary, 303 Or 297, 303, 736 P2d 173 (1987), the court explained that “[t]he primary limitation on the scope of section 10 is that it is directed only at adjudications. To the extent that adjudications are not involved, the administration of justice is not governed by it.” (Emphasis supplied.) The parties also agree that the threshold issue in this case is whether the execution of an inmate is an “adjudication” within the meaning of section 10.

The state argues that “adjudications” are limited to judicial proceedings and actions by judges. It asserts that because an execution of an inmate is not a judicial proceeding, it cannot be an “adjudication.” On the other hand, petitioners assert that “[t]he ultimate adjudication issued by an Oregon Court is the judgment of death.” They explain:

“An adjudication of death is not complete until death occurs, and the fact that the execution of the judgment of death occurs after the judgment of death is pronounced, does not insulate this single most powerful act that the state is authorized to perform from the open administration of justice provision of Article I, section 10, of the Oregon Constitution.”

The issue necessarily turns on the definition of “adjudication” for purposes of section 10.

There are a number of cases that have interpreted the clause “justice shall be administered, openly and without purchase, completely and without delay.” One of the earlier cases is State v. Endsley, 214 Or 537, 546, 331 P2d 338 (1958). In that case, the court limited section 10 issues to those “adjudicated in a circuit court.” Id. In State ex rel Oregonian Pub. Co. v. Deiz, 289 Or 277, 284, 613 P2d 23 (1980), the court held that Article I, section 10, guarantees a right of access to the public to most judicial proceedings. It explained, however, that section 10 does not guarantee access to all judicial proceedings; for example, jury deliberations have historically been closed to the public. The holding in Deiz illustrates that not all proceedings that occur in a court are “adjudications” in the sense contemplated by section 10. In Oregonian Publishing Co., the plaintiff newspaper sought access to a summary hearing in a murder trial regarding whether a witness who refused to testify on the ground that he would incriminate himself could be compelled to testify. Pursuant to a statute, the defendant trial judge ruled that the hearing was closed to the public. The court noted that, although section 10 is absolute in its terms, not every proceeding involving the administration of justice is required to be open to public scrutiny. The court said that, “[t]he primary limitation on the scope of section 10 is that it is directed only at adjudications. To the extent that adjudications are not involved, the administration of justice is not governed by it.” 303 Or at 303. The court then reasoned that because a fundamental function of a court is to determine legal rights based on the presentation of evidence and argument, the legal determination required by the statute at issue constituted an “adjudication” within the meaning of section 10. Id.

In State v. Wagner, 305 Or 115, 146, 752 P2d 1136 (1988), vacated on other grounds 492 US 914, 109 S Ct 3235, 106 L Ed 2d 583 (1989), rev’d in part on other grounds 309 Or 5, 786 P2d 93, cert den 498 US 879, 111 S Ct 212, 112 L Ed 2d 171 (1990), the defendant argued that the death penalty violated section 10 “because it is incompatible with the concept of complete justice.” In response, the court pointed out that the death penalty statutes were adopted by an overwhelming majority of Oregon voters and held that the administration of “justice” required by section 10 is served “[i]f defendant received a trial and sentence according to those and other applicable laws.” Although the issue in this case was not directly before the Wagner court, its refusal to extend section 10 protection beyond the trial and sentencing proceedings is instructive. In another case involving the death penalty, the court, relying on Wagner, held that Article I, section 10, does not mandate that post-conviction proceedings be litigated to a conclusion before a death penalty sentence could be executed. Bryant v. Thompson, 324 Or 141, 147, 922 P2d 1219 (1996). Finally, in Flowers v. Board of Parole, 124 Or App 331, 334-35, 862 P2d 1312 (1993), rev den 318 Or 325 (1994), we refused to extend the protection of section 10 to a parole board hearing because it was an administrative proceeding and not a hearing in a court of law.(3)

The case law confining section 10 protection to those proceedings in courts in which legal rights are determined based on a presentation of evidence and argument is consistent with the history underlying Article I, section 10. Section 10 has its origin in Article 40 of the Magna Carta (1215), and Lord Edward Coke’s discussion of the Magna Carta in The Second Part of the Institutes of the Lawes of England (1642) (Second Institutes), which were written to reform corruption in the common law courts. During that historical period, the King and his ministers would consult with judges on pending cases and exert political pressure on them that interfered with the integrity of the adjudicatory process. Bryant, 324 Or at 147-48. See also Jonathan M. Hoffman, By the Course of the Law: The Origins of the Open Courts Clause of State Constitutions, 74 Or L Rev 1279 (1995) (discussing the historical roots of Article I, section 10). There is no suggestion that Coke was concerned with subsequent events that took place pursuant to court orders but outside the court.

As we have indicated, the case law pertaining to and the history of section 10 do not support petitioners’ argument that the execution process is an adjudicatory proceeding within the meaning of section 10. An execution does not involve a determination of a legal right based on the presentation of evidence and argument. There is another reason why petitioners’ argument is not well taken that is self-evident. The execution of a prison inmate is not carried out by the judicial branch of government. Rather, it is a function of the executive branch of government. As indicated, all of the cases that have addressed the meaning of the phrase “justice shall be administered” in section 10 have consistently limited its applications and adjudications to judicial functions. For all of these reasons, we conclude that an execution is not an “adjudication” and that, therefore, petitioners do not have a right under section 10 to view the procedures leading up to an inmate’s execution.

Petitioners also contend that Article I, section 8, of the Oregon Constitution implicitly guarantees them the right to view the procedures leading up to an inmate’s execution. Article I, section 8, of the Oregon Constitution, provides that, “[n]o law shall be passed restraining the free expression of opinion, or restricting the right to speak, write, or print freely on any subject whatever; but every person shall be responsible for the abuse of this right.” Petitioners do not cite to any Oregon appellate case in which Article I, section 8, has been interpreted to encompass the right of public access to a government activity.(4) Instead, they rely on case law where the issue was whether the First Amendment provides a right of access for the media and the public to attend procedures occurring in criminal trials. See, e.g., Richmond Newspapers, Inc. v. Virginia, 448 US 555, 100 S Ct 2814, 65 L Ed 2d 973 (1980).

In Richmond Newspapers, the issue was whether the trial court erred when it excluded the media from pretrial hearings. The court reasoned that criminal trials were historically open to the public and that “a presumption of openness inheres in the very nature of a criminal trial under our system of justice.” Id. at 573. The court explained that, “[t]he right of access to places traditionally open to the public, as criminal trials have long been, may be seen as assured by the amalgam of the First Amendment guarantees of speech and press.” Id. at 577. Nonetheless, it acknowledged that the right to access to criminal trials is not expressly provided for in the First Amendment. Id. at 579. However, it reasoned:

“Notwithstanding the appropriate caution against reading into the Constitution rights not explicitly defined, the Court has acknowledged that certain unarticulated rights are implicit in enumerated guarantees. For example, the rights of association and of privacy, the right to be presumed innocent, and the right to be judged by a standard of proof beyond a reasonable doubt in a criminal trial, as well as the right to travel, appear nowhere in the Constitution or Bill of Rights. Yet these important but unarticulated rights have nonetheless been found to share constitutional protection in common with explicit guarantees. * * *

“We hold that the right to attend criminal trials is implicit in the guarantees of the First Amendment; without the freedom to attend such trials, which people have exercised for centuries, important aspects of freedom of speech and ‘of the press could be eviscerated.’” Id. at 580-81 (footnote omitted) (quoting Branzburg v. Hayes, 408 US 665, 681, 92 S Ct 2646, 33 L Ed 2d 626 (1972)).

Relying on the above language, petitioners assert that the language in Article I, section 8, is “stronger and more inclusive” than the language of the First Amendment, and, thus, it follows that Article I, section 8, must be interpreted to include public access to executions, including the pre-execution procedures. We disagree with petitioners’ argument. First, the language in Article I, section 8, provides that “[n]o law shall be passed restraining the free expression of opinion.” There is nothing in the language of section 8 that expressly provides support for petitioners’ argument. Thus, their argument hinges on interpreting section 8, to provide for an “implicit” right to access to government activities and involves an additional step in logic. Not only must petitioners demonstrate that the right of access to government activities is part of section 8, but they must also show that such a right extends beyond trial court proceedings to the kinds of events they desire to witness.

Petitioners’ premise that Article I, section 8, is to be interpreted more expansively than its First Amendment counterpart regarding access to public trials is incorrect. The framers of the Oregon Constitution provided separately for a right to public trials in Article I, section 10, which provides that “[n]o court shall be secret.” During the debates leading up to the formation of the Oregon Constitution, the framers discussed the federal bill of rights and how they should be incorporated into the Oregon Constitution. One constitutional delegate expressed his views as follows:

“Believing, as I do, that these declarations, thus solemnly made by a convention and ratified by the people, will always not only command universal respect, but the attention of courts, I desire that such a bill may precede or become a part of our constitution. It is a sort of manual — a sort of textbook of weighty matters, placed there multum in parvo * * *. They are there in monosyllables; and although individuals of common capacity, or of ordinary pursuits, may not be regarded as expounders of the constitutional law, yet the doctrine is contained, the declarations embodied in that bill of rights, and the meanest capacity can understand them. * * *

“For these reasons, then, I am in favor of all the essential principles of a bill of rights. The question, then, seems to be, how they shall be put in. I am in favor of having them embodied in a separate clause by themselves, for the reason that they are more easily referred to. They can be more evidently set forth by a separate and distinct article. * * *

“* * * * *

“Now, I propose to avoid the first causes of this confusion. I propose to put under the head of legislative department whatever restricts that department, and my form shall be this: The legislature shall not have power to pass a law upon this question or that question, so that when a man wishes to know what power is taken from the legislature he can see it in plain and express terms, and there can be no difficulty in understanding them.” Charles Henry Carey, ed., The Oregon Constitution and Proceedings and Debates of the Constitutional Convention of 1857, 101-03 (1926) (emphasis supplied).

The format of the Oregon Constitution is a reflection of that expression. Article I’s Bill of Rights as originally adopted contained more than 30 sections. In contrast, the Richmond Newspaper court provided for a right to access to criminal trials through the First Amendment after deciding that there were no other express provisions in the federal bill of rights that provided for such access. The court examined the history underlying modern criminal trial procedure. It traced the roots of the court system back to England before the Norman Conquest and noted that local courts at that time “were attended by the freemen of the community.” The court explained that “[s]omewhat like modern jury duty, attendance at these early meetings was compulsory on the part of the freemen, who were called upon to render judgment.” The court also relied on Lord Edward Coke’s Institutes of the Laws of England in which Coke said: “These words [In curia Domini Regis] are of great importance, for all Causes ought to be heard, ordered, and determined before the Judges of the King’s Courts openly in the King’s Courts, whither all persons may resort.” Richmond Newspaper, 448 US at 565 n 6 (quoting 2 E. Coke, Institutes of the Laws of England 103 (6th ed 1681)). The court concluded that “the historical evidence demonstrates conclusively that at the time when our organic laws were adopted, criminal trials both here and in England had long been presumptively open.” Id. at 569. As the court proceeded in its analysis in Richmond, it noted that it was important not to read into the Constitution rights not explicitly defined. Nonetheless, it said, “the Court has acknowledged that certain unarticulated rights are implicit in enumerated guarantees.” Id. at 579. It then concluded the historical right to attend trials is an implicit right within the guarantees of the First Amendment because “without the freedom to attend such trials, which people have exercised for centuries, important aspects of freedom of speech and ‘of the press could be eviscerated.’” Id. at 580 (quoting Branzburg, 408 US at 681). Thus, the impetus for the Richmond court’s decision to provide an implicit guarantee in the First Amendment of the right to attend criminal trials is lacking in Oregon. Article I, section 10, already provides for the right of access to criminal trials that petitioners contend we should read into section 8 as the predicate to holding that section 8 implicitly provides for unfettered access to pre-execution procedures. Under the circumstances, we decline petitioners’ invitation.(5) Accordingly, we reject petitioners’ argument.

Petitioners also contend that OAR 291-024-0065, OAR 291-02-0070 and OAR 291-024-0080 violate the First Amendment. First, it is important to note that petitioners, as media representatives, do not argue that the media is entitled to any special access to executions. Instead, they argue that the rules violate the First Amendment “because they prohibit any access by the public to execution procedures.” In that light, ORS 137.473(1) provides that “[a]ll executions shall take place within the enclosure of a Department of Corrections institution designated by the Director of the Department of Corrections.” OAR 291-24-0005 provides that “[a]ll executions in the State of Oregon shall take place within the enclosure of the Oregon State Penitentiary.” Petitioners do not challenge the constitutionality of ORS 137.473(1) or OAR 291-24-0005. Apparently, the import of their argument is that the First Amendment requires the state to admit the public to the Oregon State Penitentiary in order to view all stages of an execution process.

We can find no United States Supreme Court case which holds that the public has an unqualified right of access to penal institutions under the First Amendment. In Pell v. Procunier, 417 US 817, 94 S Ct 2800, 41 L Ed 2d 495 (1974), the Court held that the press did not have any special rights to gain access to the interior of a state penitentiary. In that case, prison inmates and the media challenged a rule prohibiting the media from specifically designating inmates whom they wished to interview. The rule was designed to prevent inmates from becoming “public figures” within the prison society, which would help them obtain a disproportionate degree of notoriety and influence among their fellow inmates. Id. at 831-32. The Court held the First Amendment inapplicable:

“The First and Fourteenth Amendments bar government from interfering in any way with a free press. The Constitution does not, however, require government to accord the press special access to information not shared by members of the public generally. It is one thing to say that a journalist is free to seek out sources of information not available to members of the general public, that he is entitled to some constitutional protection of the confidentiality of such sources * * * and that government cannot restrain the publication of news emanating from such sources. * * * It is quite another thing to suggest that the Constitution imposes upon government the affirmative duty to make available to journalists sources of information not available to members of the public generally. That proposition finds no support in the words of the Constitution or in any decision of this Court.” Id. at 834 (footnote omitted; citations omitted).

The Court also explained that it would defer to prison administrators to determine what regulations are appropriate for purposes of safety in a prison environment:

“Such considerations are peculiarly within the province and professional expertise of corrections officials, and, in the absence of substantial evidence in the record to indicate that the officials have exaggerated their response to these considerations, courts should ordinarily defer to their expert judgment in such matters.” Id. at 827.

In First Amendment Coalition v. Calderon, ___ F3d ___ (9th Cir 1998) (July 23, 1998), the Ninth Circuit held that a California statute, almost identical to the rules at issue in this case, does not violate the First Amendment rights of either the press or the public. The court explained:

“Procedure 770 allows witnesses to view an execution from just after the IV has been inserted into the condemned and a saline solution is running until the condemned is pronounced dead. This procedure does not cut off all access to information regarding executions. Rather, Procedure 770 allows for some access and observation, while it minimizes the exposure of the members of the execution team to the media or other witnesses, out of a concern for staff safety and institutional security.

“We stress that we are not holding that the public and the press do not have First Amendments right to view executions. Rather, our holding is limited to the facts of this case. Calderon asserts that the limitations on viewing contained in Procedure 770 are ‘directly related to prison security, staff safety, and the orderly operation of the institutional procedure.’ The procedures surrounding an execution ‘are peculiarly within the province and professional expertise of corrections officials, and, in the absence of substantial evidence in the record to indicate that officials have exaggerated their response to these considerations, courts should ordinarily defer to their expert judgment in such matters.’ Pell, 417 US at 827. We do not have substantial evidence indicating an exaggerated response here and, therefore, defer to prison officials in this matter. Whatever First Amendment protection exists for viewing executions, it is not violated by Procedure 770.” Id. at ___.

In this case, the rules themselves provide the reason for the limitation on access to pre-execution procedures. OAR 291-024-0005(3)(a) provides:

“It is the policy of the [Department] to discharge its statutory responsibility to carry out death sentences imposed under Oregon law in a manner that is consistent with Oregon statutes, and with the safe, secure and orderly management and operation of the Oregon State Penitentiary, the safety and security of Department staff and other persons directly involved in the execution process, and their families, with due regard for the dignity of the condemned inmate, and with the limitations of space and resources. Consistent with these policies, executions will be conducted in a manner designed to protect as completely as possible the anonymity of Department staff and other persons involved.”

Because this case is on review under ORS 183.400, petitioners have not established any factual record that questions the Department’s policy statement. As such, we defer to the Department’s policy, as stated in the rule, that such rules are necessary for institutional security. In light of all of the foregoing considerations, we conclude that there is no absolute First Amendment right to view pre-execution procedures. Whatever right to public access to executions that may exist, the right may be qualified by administrative regulations reasonably related to the safety of inmates, prison staff and others within the prison walls.(6) On their face, OAR 291-024-0065, OAR 291-02-0070 and OAR 291-024-0080 are constitutional exercises of the authority granted to the Department to promulgate rules to insure the safety of those involved in the administration of executions.

II. THE RIGHT OF THE DEPARTMENT TO LIMIT DISCLOSURES ABOUT PERSONS ENGAGED IN THE EXECUTION PROCESS

Petitioners also contend that OAR 291-024-0017(2)(b), (c) and (e) and OAR 291-024-0020(3)(d)(D) violate Article I, section 8, and the First Amendment because they limit freedom of expression. OAR 291-024-0017 provides:

“(1) Persons invited by the Superintendent of the Oregon State Penitentiary (‘Penitentiary’) who wish to attend and witness the execution of a Department inmate shall sign and strictly observe an access agreement drawn by the department that establishes the terms and conditions of access to the Penitentiary for the purpose of attending and witnessing the execution. * * *

“(2) Terms and Conditions of Access: The witness access agreement shall specify, at a minimum, the following terms and conditions of access to the Penitentiary:

“* * * * *

“(b) Covenant of Nondisclosure. In order to protect the safety and security of Department staff and other persons involved in the conduct of the execution and the supervision of the condemned inmate, and the safety and security of their families, and to protect the personal privacy interests of such persons and insure their anonymity, witnesses shall not disclose either directly or indirectly in any manner whatsoever the physical appearance, attributes, characteristics or any other fact that would have a tendency to reveal the identity of any person, excluding only the Superintendent, that is directly involved in the conduct of the execution or supervision of the condemned inmate * * *.

“* * * * *

“(C) * * * The covenant of nondisclosure will not apply to any information now or hereafter voluntarily disseminated by the Superintendent or Department to the public, or which otherwise becomes part of the public domain through lawful means.

“(c) Remedies. Witnesses shall agree that in the event that they disclose information in violation of the access agreement, the Department is entitled to specific performance, including immediate issuance of a temporary restraining order or preliminary injunction enforcing the access agreement, and to judgment for damages caused by the witness’ breach, and to any other remedies provided by law.

“(d) Special Terms and Conditions of Access Applicable to Media Witnesses. Media witnesses, in addition to observing the general terms and conditions of access and covenant of nondisclosure applicable to all witnesses, shall return to the Oregon Department of Corrections Media Center (‘Media Center’) at the Penitentiary immediately following the execution to brief those media representatives assembled regarding their observations of the execution and to answer the media representatives’ questions. Media witnesses shall not file their own reports until after they have completed their responsibilities as pool reporters. Any media witness who fails to adhere to the terms and conditions of the access agreement may be barred from further access to the Penitentiary for purposes of attending, witnessing and reporting on executions. The Department may, in its discretion, also bar all other representatives of the media organization represented by the media witness.”

OAR 291-024-0020(3)(d)(D) provides:

“(d) In order to enter the secure perimeter of the Penitentiary, all persons and witnessing the execution shall:

“* * * * *

“(D) Sign and agree to abide by the terms of the witness access agreement, as provided in OAR 291-024-0017.”

In substance, these rules require that all persons invited to an execution must agree to certain restrictions on their freedom of expression in order to witness an execution. The issue is whether the imposition of such restrictions violates Article I, section 8, and/or the First Amendment.

It is noteworthy that there is no statutory right for the media to attend an execution. ORS 137.473(1) provides a statutory right of access to only certain individuals. It provides, in part:

“At the request of the defendant, the superintendent shall allow no more than two clergymen designated by the defendant to be present at the execution. At the discretion of the superintendent, no more than five friends and relatives designated by the defendant may be present at the execution. The superintendent shall allow the presence of any peace officers as the superintendent thinks expedient.”

Rather, they argue that the rules act as an unconstitutional prior restraint on the expression of those who are invited to attend the execution pursuant to the statute. We assume without deciding that petitioners can attack the constitutionality of the rules even if they are not among the enumerated persons in the statute. More importantly, the rules act as a restraint on those members of the media who have been invited to witness the execution. The restrictions prevent all persons who view an execution from disclosing the identity of the officials involved in the execution process.

The Department points out that the restrictions are for the purpose of ensuring the privacy and the safety of the Department’s employees who are involved in the execution process. OAR 291-024-0005(3)(a) provides that the Department must ensure that death sentences are carried out in a manner to provide for “safety and security of Department staff and other person directly involved in the execution process.” OAR 291-024-0017(2)(b) provides that “[i]n order to protect the safety and security of Department staff and other persons involved in the condcut of the execution * * * and to protect the personal privacy interests of such persons and insure their anonymity, witnesses shall not disclose” their identity.

We turn first to petitioners’ contention that OAR 291-024-0017(2)(b), (c) and (e) and OAR 291-024-0020(3)(d)(D) violate Article I, section 8, of the Oregon Constitution. Petitioners argue that the two rules constitute an unconstitutional limitation on their right freely to express to others what they observe at an execution. They rely on the court’s holding in State ex rel Sports Management News v. Nachtigal, 324 Or 80, 921 P2d 1304 (1996). In that case, the statute in issue required the trial court to preserve the secrecy of an alleged trade secret and mandated that any person involved in the litigation not disclose an alleged trade secret without prior court approval. ORS 646.469. The court held that the statute on its face violated Article I, section 8, because it restricted the content of speech and the restrictions did not fall within a historical exception to section 8. Petitioners contend that the facts in this case are parallel to those in Nachtigal because

“[h]ere, by administrative rule, the [Department] is attempting to prevent disclosure of facts in order to preserve in secrecy the identity of persons involved in the execution process. In Nachtigal, it was a statute attempting to prevent the disclosure of trade secrets. In neither case, here or in Nachtigal, is the subject of expression, the identity of personnel or the identity of trade secrets, one that is excluded from speech and expression protected by Article I, section 8, of the Oregon Constitution. In each case, here and in Nachtigal, the focus of the law is on nondisclosure of facts.”

This case differs from Nachtigal. What petitioners fail to point out about the holding in Nachtigal is that the court determined that the statute in that case violated section 8 because it could be applied to “third-party publishers,”(7) who did not learn about a trade secret illegally or who were not under a duty to preserve a trade secret. The court explained that its holding did not encompass the situation in which the prior restraint on expression was applied only to an employee bound to a confidentiality agreement or against a publisher who had broken the criminal law to obtain trade secrets. Id. at 89 n 8. Here, the restrictions are imposed as a condition to the acceptance of the Department’s invitation to attend an execution. The information about who is involved in the execution process is not public information and is not accessible unless the witnesses or media representatives first agree to the Department’s restriction. There is no possible application of the rules to “third-party publishers.” Because petitioners are bound by an agreement that requires them to keep the identities of prison officials confidential, the holding in Nachtigal is inapposite.

Typically, when statutes or rules provide for a prior restraint on the content of expression as do the rules in this case, the statute or rule is unconstitutional unless a historical exception exists. State v. Robertson, 293 Or 402, 412, 416-17, 433-34, 649 P2d 569 (1982). However, the content/historical exception analysis does not necessarily apply under circumstances where the restraint on expression is not a general prohibition against anyone who might disclose or discuss the details of a government activity, but is a restraint on the expression of one who undertakes to exercise official responsibility that carries with it attendant obligations of confidentiality. For instance, in In re Lasswell, 296 Or 121, 125, 673 P2d 855 (1983), the issue was whether a restriction in a disciplinary rule on a prosecutor that prohibited communication about a pending prosecution was constitutional under section 8. The court explained that the Robertson test was not controlling, because the rule at issue

“is not a general prohibition against anyone who might disclose or discuss facts bearing on a pending criminal prosecution. The parts of [the rule] involved here are addressed specifically to ‘[a] lawyer * * * associated with the prosection of a criminal matter.’ And the potential sanction, though of course serious to a lawyer, is not punitive but professional. It is civil, not penal. The provisions relevant here are not even addressed to all lawyers but to prosecutors, who are officially and professionally responsible for proceeding with due regard for the prosecuted person’s right to a fair trial by an impartial jury.”

In this case, the restraint on expression contemplated by the rules is also not a general prohibition against expression. Instead, it is directed at witnesses to executions who receive a quid pro quo in exchange for their agreement to keep certain observations confidential, i.e., the ability to view an execution. The rules expressly provide that “witnesses” enter into an agreement to keep confidential the identity of the persons involved in the execution process as a condition of access to information. Moreover, the covenant of nondisclosure is limited in nature. It does not apply to “any information now or hereafter voluntarily disseminated by the Superintendent or Department to the public, or which otherwise becomes part of the public domain through lawful means.” OAR 291-024-0017(1)(C). Thus, under the rules, a witness or media representative agrees to waive limited rights of expression under section 8 in exchange for the opportunity to be present at an execution.

In that sense, the waiver contemplated by the rules is analogous to a public employee who enters into an agreement with a public body that requires that the employee personally not exercise certain constitutional rights in exchange for the privilege of working for the public body. A public body is not free to require unconstitutional prerequisites to the attainment of official positions. On the other hand, it does have the authority, without violating the constitution, to enforce rules that require employees to waive their constitutional rights so long as the waiver bears a reasonable relationship “to the promotion of efficiency, integrity, and discipline of the public service and [the rules] are not arbitrary or discriminatory.” Minielly v. State, 242 Or 490, 498-99, 411 P2d 69 (1966).

Our inquiry then is whether the underlying purposes for the rules in this case have a reasonable nexus to the restraint that they impose on expression. The rules provide that witness are not allowed to “reveal the identity of any person, excluding only the Superintendent, that is directly involved in the conduct of the execution or supervision of the condemned inmate.” Their purpose is expressed within the rule itself:

“[T]o protect the safety and security of Department staff and other persons involved in the conduct of the execution * * *, and the safety and security of the their families, and to protect the personal privacy interests of such persons and insure their anonymity.”

The Department argues that “allowing the identities of those who carry out the sentence of death to become public would increase the chances that those person would be subjected to attacks by other inmates, thereby threatening institutional security.” When it comes to determining what is in the best interest for the safety and security of the prison under the circumstances, again, we elect to defer to the Department’s judgment.

We conclude that the reach of the rules prohibiting the revelation of the identity of prison officials involved in the execution process is reasonably related to the promotion of the safety of prison officials, their families and others who work or reside within the penitentiary. Therefore, they do not violate section 8.

Petitioners also argue that the rules violate the First Amendment. Under the First Amendment, when one voluntarily assumes “a duty of confidentiality, governmental restrictions on disclosure are not subject the same stringent standards that would apply to efforts to impose restrictions on unwilling members of the public.” United States v. Aguilar, 515 US 593, 606, 115 S Ct 2357, 132 L Ed 2d 520 (1995). Instead, the Court proceeds to balance the government’s interest in imposing the restriction against the restraint on the constitutional right. For instance, the court in United States v. Marchetti, 466 F2d 1309, cert den 49 US 1063 (1972), ruled that the federal government could constitutionally impose secrecy requirements on its employees (in that case, a central intelligence agency officer) and enforce the restrictions through a system of prior censorship, so long as the information was classified and not officially disclosed to the public. On balance, we hold that the interests of safety of prison personnel outweigh the interest of reporting the identify of those involved in the execution process. As we previously discussed, the rules provided for a limited waiver rights of expression and are reasonably related to the promotion of safety of prisons officials, their families and others who work or reside within the penitentiary. Accordingly, we conclude that the rules do not violate the First Amendment.

Petitioners’ other arguments do not require discussion in light of our holdings and the rationales underlying them. In summary, we hold that OAR 291-024-0017(2)(b), (c) and (e), OAR 291-024-0020(3)(d)(D), OAR 291-024-0065, OAR 291-024-0070 and OAR 291-024-0080 do not violate Article I, section 8, or Article I, section 10, of the Oregon Constitution or the First Amendment to the United States Constitution in any way that petitioners assert.

Rules held valid.

——————————————————————————–

1. ORS 183.400 provides, in part:

“(1) The validity of any rule may be determined upon a petition by any person to the Court of Appeals in the manner provided for review of orders in contested cases. * * *

“* * * * *

“(4) The court shall declare the rule invalid only if it finds that the rule:

“(a) Violates constitutional provisions[.]”

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2. In AFSCME, 315 Or at 79, the court explained:

“We emphasize at the outset the limited scope of the Court of Appeals’ review (and ours) under ORS 183.400. Aside from questions that might arise concerning the facts surrounding the process of adopting a rule–questions not raised in this case–judicial review under ORS 183.400 is limited to the face of the rule and the law pertinent to it. Numerous individual fact situations can arise under any rule, but judicial review of the rule as applied to each of those situations is reserved to other forums. ORS 183.400(1). See, e.g., ORS 183.482, ORS 183.484 (providing for judicial review of agency orders in various fact-specific situations). Petitioners’ petition for review in this case refers to actions alleged to be occurring pursuant to the rules at issue here, but the legality of any particular application of the rules is premature, and not subject to review under ORS 183.400.”

The court applied its holding in AFSCME regarding the scope of appellate review under ORS 183.400 in GTE Northwest, Inc. v. Public Utility Commission, 321 Or 458, 464-65, 900 P2d 495 (1995), cert den 517 US 1155 (1996).

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3. Moreover, the Supreme Court has consistently defined the word “adjudication” in other contexts as an event that occurs in judicial proceedings. In Vasquez v. Courtney, 272 Or 477, 479, 537 P2d 536 (1975), the court stated that “[a]n ‘adjudication’ is defined as ‘the giving or pronouncing a judgment or decree in a cause.’ Black’s Law Dictionary (Rev 4th Ed 1968).” In State v. Hoffman, 236 Or 98, 103, 385 P2d 741 (1963), the court defined “adjudication” as “a final judgment of the court, that is, it involves an exercise of the judicial power in hearing and determining the issues and rendering a judgment thereon.”

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4. In fact, it is far from clear that section 8 extends to access to government records. In State ex rel KOIN-TV v. Olsen, 300 Or 392, 400-11 and n 17, 711 P2d 966 (1985), the court said that it is not self-evident that section 8 entitles a television station to copy a videotape of a deposition that had been played in open court and that it had not been given any persuasive rationale that would support such a claim.

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5. Justice Linde, in his concurrence in State ex rel Oregonian Pub. Co. wrote:

“[Article I, section 8,] assures reporters and editors, along with any other observer or interested citizen, the freedom to discuss what they know, or think they know, or surmise, or advocate, without fear of sanctions beyond civil damages for private harm. * * * But this unrestrained freedom to speak, write, print, and express opinions ‘on any subject whatever’ is not itself an ‘Open, Sesame’ to public offices, or records, or other information. It does not give journalists a constitutional claim to the information which it gives them the freedom to publish. That they are left to get for themselves.” 289 Or at 287.

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6. We need not decide whether members of the public have a right to attend the execution itself under the First Amendment or otherwise on the ground that, historically, executions were public events. Petitioners do not argue that they have been denied access to executions, only to the pre-execution procedure.

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——————————————————————————–

7. The plaintiff-relator in Nachtigal was the publisher of a weekly trade newsletter, which announced that a shoe manufacturer was planning to introduce a new design of running shoe. The manufacture alleged that the newsletter had obtained a copy of its internal, confidential specifications.

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Media Guide Handbook on Oregon Law and Court System

Introduction

This handbook was prepared by the Oregon Bar-Press-Broadcasters Council to increase cooperation among these professions and provide wider understanding of the Oregon court system among journalists and broadcasters.

Members of the Oregon State Bar, the Oregon Newspaper Publishers Association, and the Oregon Association of Broadcasters shared their expertise to develop this reference manual. Its purpose is to answer the most commonly asked questions concerning the media and courts.

This handbook explains concepts such as common law and statutory law. It answers questions about the ethical boundaries of the media and courts. It explains how ethics rules are enforced and who enforces them. Defamation, privacy laws, public access to government records and rules regarding cameras in the courtroom are among the topics discussed. A glossary of common legal terms concludes the handbook.

The authors have produced a short course on how courts function. The intent of this effort is to enhance understanding between those who use the courts and those who inform the public about courtroom events.

Adobe PDF icon Media Guide Handbook on Oregon Law and Court System (pdf file)

Table of Contents

1. FREE PRESS AND FAIR TRIAL
Oregon State Bar-Press-Broadcasters Council
Guidelines for Reporting and comment on Criminal Proceedings
Judicial Conference Resolution of 1977

2. COMMON LAW
Dual Function of Common Law
Distinguishing Common Law Precedent
Formalization of Common Law Appellate Opinions

3. OREGON STATE COURTS
The Judiciary
Jurisdiction
Municipal Court
Justice Court
County Court
District Court
Circuit Court
Tax Court
Land Use Board of Appeals
Court of Appeals
Supreme Court

4. FEDERAL COURTS IN OREGON
U.S. District Court for the District of Oregon
Jurisdiction
Civil Case Management
Central Calendar Cases
Assigned Cases
Special Handling
Civil Action
Motion Practice
Pretrial Order
Pretrial Conference
Juries
Clerk’s Office
Case Numbering
U.S. Magistrates
Jurisdiction and Powers of Magistrates
Bankruptcy Court
Major Areas of Difference Between State and Federal Courts in Oregon
Oregon Cases in Other Federal Courts
Federal Jurisdiction of Oregon Cases in Other States

5. STATE CIVIL TRIAL PROCEDURES
Summary Judgment
Probate Procedure
Domestic Relations Procedure
Family Abuse Prevention Act

6. STATE CRIMINAL PROCEDURE

Felony Proceedings
Misdemeanor Proceedings

7. CRIMINAL RECORDS
Public Records Laws: What Can Be Disclosed
Limitations on Access to Public Records
Procedure for Obtaining Criminal History
Setting Aside a Conviction or Record of Arrest

8. JUVENILE COURT

Delinquency Jurisdiction
Dependency Jurisdiction
Juvenile Procedure -Preliminary Hearing
Juvenile Procedure -Jurisdictional Hearing
Juvenile Procedure -Dispositional Hearing
Access to Records
Access to Hearings

9. CAMERAS IN THE COURTROOM

Media or Other Public Access Coverage of Court Events (Trial Court Rule 3.180)

10. BROADCAST MEDIA REGULATION
‘Public Interest’ Regulation
Political Editorials -Personal Attack Rule, Political Candidate Advertising
Obscene and Indecent Programming
Lotteries -State Authorized, Indian Gaming
Contests and Promotions
Children’s Programming on Television
Recorded Telephone Conversations
Prohibited Advertising on Broadcast Stations -Liquor, Tobacco, Fireworks

11. THE FEDERAL FREEDOM OF INFORMATION ACT (FOIA); FEDERAL PRIVACY ACT;
OREGON’S PUBLIC RECORDS LAW

Freedom of Information Act
Published Data
Non-Published Data
Requesting Data Under the FOIA
Vaughn Indices and Disputes and Appeals On Exemptions
Exemptions to FOIA
Comparison of FOIA and Litigation Discover Procedures
Federal Privacy Act
Exemption and Exceptions
Routine Destruction of Records
Unofficial Records
Electronic Records
Oregon’s Public Records Law
Sources of Public Record Information
The World Wide Web
Tips on Using the Public Records Law

12. DEFAMATION
What is Defamation?
Oregon’s Retraction Statute
Privileges
Media Standards in Defamation Lawsuits
Public Figure Plaintiffs
Private Figure Plaintiffs
Damages

13. ETHICS
Police Agency Personnel
Jurors
Attorneys
Judges
Federal Government Ethics Rules

14. HEALTH CARE INFORMATION: OREGON CODE OF COOPERATION
Guidelines for Hospitals and Other Healthcare Facilities
Guidelines for Physicians
Guidelines for News Media
Release of Information to the News Media
Patient Conditions Defined
Police and Accident Cases
Outpatient and Emergency Care
Psychiatric, Drug and Alcohol Abuse Cases
Organ Transplants
Maternity
Unusual Illnesses
Death
Interviews and Photographs
Patient Discharges
Newsworthy Persons

15. OREGON’S SHIELD LAW
Statutory Exceptions
Informant’s Consent
Protection Other Than Oregon’s Shield Law

16. GLOSSARY

Attorney General’s Public Records and Meetings Manual

Online Attorney General’s Public Records and Meetings Manual, 2010 Version

This is an indexed, online, version of the most recently updated manual. Use the Table of Contents or Search.

Attorney General’s 2008 Public Records and Meetings Manual (pdf file)

This 2008 manual is organized in two parts:

  • Part I discusses the Public Records Law
  • Part II discusses the Public Meetings Law

Each part is followed by its own set of appendices which include answers to commonly asked questions about the law, sample forms, summaries of court decisions, Attorney General opinions, and a reprint of the statutes. Each part of the manual also has a table of cases and a topic index.

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  1. A Quick Reference Guide to Oregon’s Public Meetings Law

A Quick Reference Guide to Oregon’s Public Records Law

A Quick Reference Guide to Oregon’s Public Records Law (pdf file)

This publication is a quick step-by-step guide to the Oregon Public Records Law for those seeking information from government as well as for those keeping the records. The guide is published as a public service by Open Oregon: a Freedom of Information Coalition in collaboration with the Oregon Attorney General’s office.

For elected and appointed local and state public officials, members of Oregon boards and commissions, citizens, and nonprofit groups.

“Every person has a right to inspect any public record of a public body in this state, except as otherwise expressly provided…”

— Oregon Public Records Law


Related posts:

  1. A Quick Reference Guide to Oregon’s Public Meetings Law
  2. Media Guide Handbook on Oregon Law and Court System
  3. Open Oregon’s two new publications, a records law guide and a revised meetings guide

A Quick Reference Guide to Oregon’s Public Meetings Law

A Quick Reference Guide to Oregon’s Public Meetings Law (pdf file)

This guide is brought to you free of charge as a joint project between Open Oregon: A Freedom of Information Coalition and Oregon Attorney General Hardy Myers. Funding for this booklet came from the National Freedom of Information Coalition through a grant from the John S. and James L. Knight Foundation.

For local and state officials, members of Oregon boards and commissions, citizens, and non-profit groups.

A Quick Reference Guide to Oregon’s Public Records Law

A NEW, UPDATED VERSION IS COMING MARCH 2019 — STAY TUNED!

publicrecordsguide (Updated)

This publication is a quick step-by-step guide to the Oregon Public Records Law for those seeking information from government as well as for those keeping the records. The guide is published as a public service by Open Oregon: a Freedom of Information Coalition in collaboration with the Oregon Attorney General’s office.

For elected and appointed local and state public officials, members of Oregon boards and commissions, citizens, and nonprofit groups.

“Every person has a right to inspect any public record of a public body in this state, except as otherwise expressly provided…”

— Oregon Public Records Law

Chapter 9: Cameras in the Courtroom

In 1999, the Oregon Supreme Court adopted a number of revisions to the state’s Uniform Trial Court Rules that refined the procedures for allowing cameras, both video and still, and audio recording devices to be used by the media in courtrooms. The adoption and revision of Uniform Trial Court Rule 3.180, followed nearly a decade of experimentation with cameras under a temporary Canon of Ethics, the establishment of a court rule and evolutionary revisions recommended by the Oregon Bar-Press-Broadcasters Council.

The text of Uniform Trial Court Rule 3.180 follows:

MEDIA OR OTHER PUBLIC ACCESS COVERAGE OF COURT EVENTS

  1. Courtrooms. Upon request or on the court’s own motion, after notice to all parties, public access coverage shall be allowed in any courtroom, except as provided under this rule.
  2. There shall be no public access coverage of the following:
    1. Proceedings in chambers.
    2. Any notes or conversations intended to be private including, but not limited to, counsel and judges at the bench and conferences involving counsel and their clients.
    3. Dissolution, juvenile, paternity, adoption, custody, visitation, support, mental commitment, trade secrets, and abuse, restraining and stalking order proceedings.
    4. At a victim’s request, sex offense proceedings.
    5. Voir dire.
    6. Any juror anywhere during the course of the trial in which he or she sits.
    7. Recesses.
  3. Limitations on Denial of Public Access Coverage in Courtrooms. A judge may deny a request for or terminate public access coverage only if the judge makes findings of fact on the record setting forth substantial reasons for the denial. The judge may prohibit public access coverage if there is a reasonable likelihood of any of the following:
    1. The public access coverage would interfere with the rights of the parties to a fair trial or would affect the presentation of evidence or outcome of the trial.
    2. Any cost or increased burden resulting from the public access coverage would interfere with the efficient administration of justice.
  4. A judge may summarily prohibit public access coverage of a particular witness only if the judge finds on the record that public access coverage would endanger the welfare of the witness or materially hamper the witness’ testimony.
  5. Areas Outside of Courtrooms. The presiding judge may allow public access coverage in any area outside the courtroom that is on the courthouse premises and under the control and supervision of the court. Courts are encouraged to designate an area or areas outside the courtroom that is on the courthouse premises for public access coverage. For areas subject to this subsection, each judicial district, by SLR, may establish, for any court location, procedures for obtaining permission for public access coverage that differ from this subsection or may designate locations where public access coverage is allowed or prohibited. SLR 3.181 is reserved for SLR adopted under this subsection.
  6. Public Access Coverage Defined. As used in this rule:
    1. “Public access coverage” means coverage by means of any public access coverage equipment.
    2. “Public access coverage equipment” means any of the following in the possession of persons other than the court or the court’s staff: television equipment; still photography equipment; audio, video, or other electronic recording equipment.
  7. Equipment and Personnel for Public Access Coverage. The court may limit the location of public access coverage equipment. One pool video camera and one pool still camera and one pool tape recorder shall be permitted.
    1. No public access coverage device shall be operated by more than one person.
    2. No person shall use public access coverage equipment that interferes or distracts from proceedings in the courtroom.
    3. The video camera must be mounted on a tripod or other device or installed in the courtroom. The tripod or other device must not be moved while the proceedings are in session. Video equipment must be screened where practicable or located and operated as directed by the court.
    4. No artificial lighting devices of any kind shall be allowed.
    5. Any pooling arrangement required by limitations on equipment and personnel imposed by the judge or by this rule must be the sole responsibility of the persons seeking public access coverage, without calling upon the judge to mediate any disputes involved therein. In the absence of agreement on such issues by persons seeking public access coverage, the judge may exclude any or all public access coverage.
  8. Upon request, any person engaging in public access coverage of a court event or in a courtroom, courthouse, its premises, or environs under the control and supervision of the court must provide to the court, without expense, or to any other person, if the requestor pays actual copying expense, a copy of any public access coverage the person performed.
  9. A judge may impose other restrictions or limitations necessary to preserve the solemnity, decorum, and dignity of the court and to protect the parties, witnesses, and jurors. A judge may terminate any or all public access coverage at any point upon finding, based on substantial reasons in the record, that this UTCR or other rules imposed by the judge have been violated.
  10. Nothing in this rule is intended to limit the court’s contempt powers.
  11. Nothing in this rule shall alter or affect the rules of the Supreme Court promulgated under “Video-Trial Project No. 88-38.” Under that project, the audio-video coverage constitutes the entire record. In all other courts, the record shall be preserved with court reporters or audiotape. Restrictions on releasing audio-video coverage in courts participating in the Video-Trial Project shall be set forth in separate rules.

NOTE: Uniform Trial Court Rule 3.180 was adopted by the entire Oregon Supreme Court, and any changes to the rule will be made only with the consent of the Supreme Court.

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Chapter 8: Juvenile Court

In Oregon, except in certain very limited circumstances, the juvenile court has exclusive jurisdiction over persons under the age of 18. The Oregon Juvenile Code refers to them as either delinquent “youths” or dependent “children.”

Delinquency Jurisdiction:

Applies to youths who have committed an act which is a violation, or if done by an adult would constitute a violation of a law or ordinance of the United States or a state, county or city.

In certain circumstances, the juvenile court may waive (or transfer) its exclusive jurisdiction over delinquent youth to adult court after hearing in which the state proves that the youth is not amenable to treatment in the juvenile system and that retaining juvenile jurisdiction will serve neither the interests of the youth or society. Additionally, most juvenile motor vehicle, boating, and game violations are routinely waived into adult court.

Youths charged with committing certain serious felonies after April 1, 1995, are automatically tried and sentenced in adult court.

Dependency Jurisdiction:

Applies to children (1) who are beyond the control of their parents, guardian or another person having custody over them, (2) whose behavior, conditions or circumstances are such as to endanger their welfare or the welfare of others, (3) who are dependent for care and support on a public or private child care agency and need the services of the court in planning for their best interests, (4) who have run away from home, (5) who have applied to be emancipated, or (6) whose parent or custodian has either abandoned them, failed to provide for their care or education, has subjected them to cruelty, depravity or unexplained physical injury, or who has failed to provide the care, guidance or protection necessary for their physical, mental or emotional well-being.

Juvenile Procedure -Preliminary Hearing:

Whenever youths and children are taken into protective custody and placed outside of their home in either detention or shelter care, they are entitled to a judicial “preliminary hearing.” Delinquent youths are entitled to a judicial preliminary hearing within 36 hours, (excluding weekends and holidays) of being placed in detention. Dependent children and their parents or guardians are entitled to a hearing within 24 hours from the time children are placed into shelter care.

At this hearing, the court notifies the parties of the allegations and sets the matter for a jurisdictional hearing. A “petition” stating the allegations is filed with the court. Counsel is appointed to represent delinquent youths. Counsel is appointed for dependent children and their parents or guardians. The court also determines where youths and children will reside pending the resolution of the matter that brought them before the court.

Delinquent youths may be held in detention for up to 56 days prior to adjudication when they (1) are alleged to have committed any offense which involves infliction of physical injury to another person, (2) are alleged to have committed any felony crime, (3) are on probation or have been conditionally released and there is probable cause to believe that they have violated either their probation or release conditions, (4) have a history of failing to appear, or (5) are alleged to be in unlawful possession of a firearm, and (1) that there is no less restrictive placement which would ensure their future appearance in court or (2) that their behavior endangers the community. Youths held in detention are entitled to a placement review hearing every 10 days.

The court may order that dependent children be immediately returned to their parents or custodians. The court may also order the children continued in shelter care upon making written findings that continued removal would be in the best interests of the children.

Juvenile Procedure — Jurisdictional Hearing:

Juvenile court jurisdictional hearings are much like a trial. Parties call witnesses and present evidence. The Oregon Rules of Evidence apply.

When a court determines that a child is under the jurisdiction of the court, this means that the child is under the authority or control of the court.

The court may take jurisdiction over delinquent youths upon a finding that the state has proven allegations of delinquent conduct The standard of proof is beyond a reasonable doubt. The juvenile court may take jurisdiction over dependent children upon a finding that allegations of child neglect or unsafe conditions have been proven by a preponderance of evidence.

Juvenile Procedure — Dispositional Hearing:

A dispositional hearing will follow the jurisdictional hearing when the court finds a youth or child is within its jurisdiction. Youths and children may be made wards of the court, placed on probation with conditions including community service and treatment and be ordered to pay restitution to their victims. Under certain circumstances they may be ordered into the custody of the Oregon Youth Authority for residential placement or placement in a state training school

Dependent children may or may not be immediately returned to their parents. Parents may be ordered to complete certain requirements necessary to ensure the safety of the child as a pre-condition for the child’s return to his or her parent’s custody. If the parents fail to remedy the conditions which allowed the court to take jurisdiction, their parental rights may be terminated.

Access to Records:

Juvenile records are generally confidential and are withheld from public inspection. They are, however, open to all parties and their attorneys.

The name, date of birth, and basis for jurisdiction over a juvenile is not confidential. Neither are the date, time, and place of any juvenile court proceeding, nor the crime charged in the case of a delinquent youth.

Juvenile court orders regarding emancipated children and orders regarding the disposition of adjudicated delinquent youths are not confidential.

Access to Hearings:

All juvenile hearings are open unless the court makes findings that public access would over crowd the courtroom or otherwise interfere with or obstruct the proceedings.

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