• 1. The goal should be to assure access, not to file and win a lawsuit. Talk with the people involved about the presumption of openness in Washington laws. Try to work things out short of litigation.
• 2. Talk with the attorney for the public agency to see if counsel thinks the law has been followed.
• 3. Document your efforts to get a record or attend a meeting where access is denied.
• 4. Seek the advice of an attorney not associated with the public agency involved. Often an attorney can briefly advise you at little or no charge.
• 5. If you file suit and are successful, the laws provide that you may recover reasonable attorney's fees and in some cases monetary penalties.

Updated: 5/03



Writings on Access
Click here to download the League of Women Voters "Observing Your Government in Action: Protecting Your Right to Know Resource Guide"

Click here to download the National Freedom of Information Coalition FOI report "Mediation Without Litigation"

Start a local COG
Checklist -
Someone needs to convene the first meeting. Someone in the media is a good choice since he/she can do promotion of the first meeting for free. We did that in a couple of editorials. From the editorials we got calls from a dozen people interested in attending the first meeting.

Orientation meeting: The first meeting should be informational. It should look at WCOG, its website and printed materials. Key publications include the WCOG brochure and the Access book. Discussion points to the scope of work for the local group.

A local leader should be chosen, with organization of the group the first order of business. Bylaws, officers, etc. flow from that.

Connect with WCOG to seek any assistance possible in orientation, advice and materials.

Set out a first year work plan. Will it be educational? Will it be lobbying? Will it be a legal challenge?



Local Coordinator & Partner Guidelines
Washington Coalition for Open Government's Guidelines

for Local Area Coordinators and Local Partner Organizations
Founded in 2002, the Washington Coalition for Open Government is a statewide non-partisan, non-profit organization whose official purpose is to promote the people's right to know in matters of public interest and the public's business. WCOG is building a network throughout the state of citizens in every community who can work together and with the Coalition in support of open government laws and practices at the local and state levels. The following are guidelines for the local area coordinators and for local organizations that wish to partner with WCOG.

SECTION ONE: GUIDELINES FOR LOCAL COORDINATORS
WCOG is designating volunteers in different parts of the state to represent it as points of contact for their fellow citizens who seek advice on open government issues or who wish to work with others on these issues. WCOG designates and continues local area coordinators based on the following expectations.

Familiarity and assistance with public records and meetings laws. Coordinators agree to familiarize themselves with, and assist other citizens regarding, Washington state's Public Records Act and its Open Public Meetings Act, based on training materials and that WCOG provides, along with WCOG's promise to respond to any questions that may come up.

Geographic assignment. WCOG will work out with each coordinator the geographic extent of his or her territory, such as being part or all of a city or county.

Contact information. In order for other citizens to make contact, an area coordinator agrees to have his or her e-mail address listed on the web site (www.washingtoncog.org) and for it to be included in other WCOG materials and mailings. He or she also agrees to provide us a phone number and street address or post office box that, although not listed on the web site, can be given by WCOG to citizens in the area as an alternative way of making contact with the area coordinator.

Meetings and other forms of outreach. Area coordinators agree to undertake outreach efforts that include occasional public meetings, and other efforts to contact potential new volunteers.

Limited use of the WCOG name. All WCOG staff and volunteers, including board members, are authorized to present themselves as WCOG representatives only insofar as they have been delegated to do so. During the period when WCOG has designated them, the local area coordinators are WCOG representatives only insofar as they are assisting among fellow citizens in their area. When speaking or writing on local public issues, an area coordinator should not present him or herself as an WCOG representative unless expressing a point of view that WCOG has officially adopted (WCOG's positions are found on its web site).

Strive to maintain open communications with local elected officials. Our coalition's resources are scarce, and one of those resources is the good will that can come from making clear that any disagreements are not personal, but are based on our belief that government in the sunshine is better for everyone.

SECTION TWO: LOCAL GROUP PARTNERSHIP WITH THE WASHINGTON COALITION FOR OPEN GOVERNMENT
The Washington Coalition for Open Government hopes that the local area coordinators will begin to form local groups for mutual support and to enhance citizens' impact on behalf of open government. WCOG welcomes these local groups as partners, based on written agreement, approved by each organization's governing body, subject to the following conditions:

(1)  The local partner group shall:  (a)  be non-profit, and preferably incorporated; (b) exist exclusively for the encouragement of open government, such as through citizen access to public records and public meetings; (c) be non-partisan, and not endorse candidates or make donations to candidates' campaigns; (d) reach out locally in order to build a grassroots network of citizens, including at least twice a year holding a public meeting that is open to the general public and in some way advertised; and (e) strive to maintain open communications with local elected officials.

(2)  WCOG shall:  (a) provide technical assistance to the local partner group in organizing, as well as in methods and issues of access to public records and open public meetings; and (b) include the local group's members, upon their request, as recipients of WCOG's open government list serv, which is a rich source of networking on information, ideas and techniques of access to public records and meetings. 

(3)  The local partner group shall, upon reasonable request, make its mailing and e-mail lists available to WCOG for occasional alerts about statewide issues and membership and donation opportunities.

(4)  The local partner group may have "Coalition for Open Government" in its name, but alternative names are welcome.

(5)  WCOG will have no legal or financial responsibility for the local partner group, and the local group will have no legal or financial responsibility for WCOG.

(6)  Local groups may join WCOG at the Bronze level (currently $100) or higher.

(7) The relationship between WCOG and the local group may be dissolved, without cause, by the sole action of either party.

[Note: the above document was adopted 1/12/07 by the Washington Coalition for Open Government's board of directors]



Conducting an Open Government forum
Suggestions for Conducting a community Forum On Open Government

The Washington Coalition for Open Government is a statewide non-partisan, non-profit organization whose official purpose is to promote the people's right to know in matters of public interest and the public's business. One of WCOG's most effective tools in this effort has been to work with local citizens to organize community forums on open government that promote understanding of the state's public records and open public meetings laws among local public officials (so that they will observe and support these laws) and among local citizens (so that they will exercise and preserve their rights under these laws, and work together toward that end).

Elements of a successful forum. Based on our experiences in organizing many of these community forums on open government, WCOG finds that a successful forum has the following elements: (1) Well-promoted and backed by the weight of the local newspaper; (2) Involves every key government agency and a significant majority of local elected and appointed officials (especially new ones); (3) The information is highly credible, based on the qualifications of the presenters; and (4) There is ample time (the forum should last two and a half hours) for give and take, and for specific questions to be discussed and debated.

Planning a successful forum. A local organizing committee should be formed of citizen members who ideally will include a representative of a media outlet. A particular effort should be made to arrange for the forum's sponsorship by one or more media outlets (newspaper, radio station, television station, etc.) that are seen as non-partisan, as they are likely to be associated already with open government issues, and can easily handle promotion duties and news coverage. It is also desirable to obtain co-sponsors from among government agencies, and among local non-partisan civic groups.

The Washington Coalition for Open Government welcomes the opportunity to partner with this local committee in organizing the forum. WCOG can provide an original of handout materials that explain public access laws and procedures. If the local organizing committee is large and active, WCOG encourages it to select and invite the speakers, which can include some provided by WCOG. If local volunteers are few, WCOG can take a larger role in planning the forum. The first action to take in beginning to plan a forum is to contact WCOG executive director Elly Snow at info@washingtoncog.org or (206) 782-0393.

60 days prior to the forum. The forum date should be set at least two months in advance, with the schedule of the presenters being the first consideration . A location should be selected and reserved. An advantage of daytime events is that the government officials who you want to attend can safely consider this part of their paid work. An advantage of early morning, evening, or weekend events is that citizens may find it more practical to attend.

It is very desirable to obtain a speaker from the Washington State Attorney General's office such as Greg Overstreet, who is a special assistant to the Attorney General for open government issues. Because the Attorney General's office is responsible, in part, for defending government agencies in access cases, it has automatic credibility with the public officials in the audience. It is also very desirable to have as a speaker an attorney who has worked on open government issues for a media outlet or for citizens. However it is crucial that the attorneys (who might be on opposite sites in a court room) avoid arguments at the forum - rather they should lay out the parameters of the law.

It is desirable at the forum to have two separate panels-one for Public Records, and one for Open Public Meetings. An Attorney General representative and one media or citizens' attorney should sit on each panel. Each panel should also have a local government official (city attorney, city manager, city councilmember, county commissioner, port director, hospital administrator, etc.), and a citizen activist.

45 days prior to the forum. By this time, the speakers and location should all be confirmed, and co-sponsors should be arranged. Identify early newsletter deadlines for including publicity about the event.

30 days prior to the forum. At this point, the local organizing committee should have generated a list of who should be invited to attend, among them (1) all local elected officials, including school board members; (2) all key government managers and department heads, including school and law enforcement officials; (3) all government clerical personnel who routinely deal with records access questions; (4) all police officers; (5) all public attorneys; (6) all local judges; (7) hospital administrators (and elected board members if a public hospital district); (8) all local media; and (9) key activist groups of any ideological persuasion.

Such an inclusive list of invitees provides a unique opportunity to get everyone likely to be involved in access issues "on the same page" based on a common body of knowledge. It is particularly valuable if a local publisher or other media figure can make introductory telephone calls to get this event on the calendar of the key people. In some cases, a key local elected official can play this role. Whoever makes these phone calls should ensure that the calls are followed up within a couple of days with a letter or e-mail detailing the event.

15 days to the forum. Two weeks before the event, advertise the community forum to a wider audience so anyone you missed from the invitations will be able to come. Keep advertising up to the day of the event. Use editorials, news stories and donated display advertising. Post the information on web sites, and use whatever e-mail lists you can. Consider the use of posters and fliers. In all publicity, be sure to include a contact e-mail, phone, and address so that people can get involved even if they cannot attend the forum.

Day of the forum. Prepare the room. Arrange for a public address system. Try to provide a projector if requested by speakers. Arrange the chairs to enhance a give-and-take discussion. Prepare snacks and coffee to recharge people's batteries, and provide water for the presenters. Record the presentation if possible so that it can be featured on local cable television or on a public radio station. Make sure that the event is covered in newspapers and on local TV/radio stations.

Have a sign-up sheet at the door and encourage everyone to sign it. It is particularly desirable to obtain contact information for potential new volunteers who you may be able to involve in future open government efforts.

After the forum. Thank those who helped organize, sponsor, or speak at the event, and explore additional partnership opportunities. Evaluate the experience and let us know what you have learned for the organizing of future forums. Contact citizens who attended and involve them in continuing activities to promote open government in your community.



Area Coordinator signup
WCOG exists because open government isn't just the concern of newspapers and other media outlets, it is in the interest of every citizen. Open records and open meetings laws will best survive and function with an informed and involved public. That's why WCOG has worked hard to bring a broad cross-section of interest groups into our coalition. In addition to publishers and broadcasters, WCOG board members include state and county elected officials, business and labor interests, lawyers, librarians, and public interest groups and activists of every ideological stripe.

Now WCOG is embarking on an ambitious effort to reach out to volunteers in every locality who care about local open government issues and wish to be notified about state-level developments. We hope that, with your unique understanding of the local landscape, you will help in two ways:

(1) We need names and contacts for a data base of citizens who might wish to weigh in about open government issues at the local and state levels. Please send us the name(s) and contact information for citizens in your area who share our passion for open, accountable government institutions.

(2) Please help us identify just the right volunteer(s) to coordinate efforts in your area to recruit volunteers and inform and involve them on open government issues. We are looking for leaders in your community--regardless of political stripe--who are concerned about access and good government issues and would be capable organizers of others and good local ambassadors for WCOG and the open government cause.

Below is a list of the local areas for which we are seeking a volunteer coordinator, and names of other citizens to be added to our data base. Names for the data base should be sent to contactlist@washingtoncog.org. Suggestions for a volunteer leader in your area should be sent to that address, with a copy to WCOG board member Chris Leman, cleman@oo.net, who can also be reached at (206) 322-5463 if you have questions or would like to discuss potential nominees for volunteer coordinator in your area.

Thank you for any help you can give. Your time will be well repaid in building a citizen network to further open government locally and statewide. You needn't be alone when you fight for improved access to government.

HELP WCOG IDENTIFY POSSIBLE VOLUNTEER COORDINATORS AND OTHER CONTACTS IN YOUR COUNTY AND KEY CITIES

The Washington Coalition for Open Government needs your help in building a volunteer network in each of Washington's counties and major cities. We are looking for coordinators for each jurisdiction who will reach out to and facilitate other volunteers in their locality. And we are building a data base in order to communicate with citizen advocates by phone, e-mail, and U.S. mail. Please send us any names and contact information, and let us know specifically about any volunteer (including yourself) who could be coordinator for a locality. Suggestions on any needed improvements in the breakdowns below are also welcome.

Thanks for any names for the data base that you can send to contactlist@washingtoncog.org. Suggestions for a volunteer leader in your area are especially needed, to that address, with a copy to cleman@oo.net (WCOG board member Chris Leman). If you have questions or would like to discuss potential nominees for volunteer coordinator in your area, call Chris at (206) 322-5463, e-mail him, or write him at 85 E. Roanoke Street, Seattle, WA 98102-3222.

Coordinators Wanted.doc . Click to download


Public Records Officers
Click here to view a list of public records officers on legislature's web site.



Open Government Teaching Aids

Shining the Light on Your Government - An Open Government Teaching Aid
Newspapers in Education Supplement, March 13, 2008

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