23FC:0096 & 23FC:0097- Leslie Wiles and Pauletta Cox/Redfield Public Library- Final Report

Before The Iowa Public Information Board

Leslie Wiles filed formal complaint 23FC:0096 on October 9, 2023, alleging that the Redfield Public Library violated both Iowa Code chapter 21 & 22 on August 11, 2023 & August 30, 2023.

Ms. Wiles alleged that a private meeting took place on August 11, 2023 in which four board members and the Library Director attended. Ms. Wiles did not see an agenda or minutes from the meeting. Ms. Wiles also alleges that another meeting was held on August 30, 2023 in which a quorum was present. There was nothing posted or any agenda and minutes of the meeting.

Ms. Wiles did not provide any information regarding an alleged violation to Iowa Code chapter 22.

Pauletta Cox filed a formal complaint 23FC:0097 on October 9, 2023, alleging that the Redfield Public Library violated both Iowa Code chapter 21 on August 11, 2023, August 30, 2023, and October 8, 2023.

Ms. Cox alleged that the complaint centers around the Redfield Public Library Board holding meetings without public notice, agendas, or minutes. On August 11, 2023 a private meeting was held with three board members and the director present. The meeting was not posted. An agenda was not posted. Minutes were not taken.

A Meeting was held on August 30, 2023 at the Redfield public library. Ms. Cox stopped by the library on that afternoon and informed the Director that this meeting was not posted. She was told “we would not call it a meeting. It could be considered a gathering.” Ms. Cox informed the Director that with many board members present it should still be considered a meeting and it needed to be posted. Ms. Cox took pictures of all of the bulletin boards showing that it was not posted.

Ms. Cox also reported that a meeting of the Redfield Public Library Board was held on October 8, 2023. She alleges that the meeting was not posted, there was no agenda, and not all of the members were notified. There was discussion held concerning meetings not being posted.

Cristin Lantz, Board Vice President authored the response from the Library Board with review by Obie Meyers, Board Secretary and Martha Bosomworth, Board President.

Ms. Lantz responded and provided information regarding the meeting on August 11, 2023: An informal meeting was held at the Redfield Public Library on Friday, August 11th to discuss a concern that was brought forth by a board member. Library Director Lori Stonehocker and board members Martha Bosomworth, Obie Meyers and Cristin Lantz were present. No other board members were contacted. We did not consider this a formal meeting. We were taking this as an opportunity to squash rumors being started regarding the integrity of the library director and library board. There was not a quorum. There was no agenda posted. Nothing was voted on.  A notice, agenda or minutes were not done for the August 11th meeting as we were considering this as an informal meeting.

Ms. Lantz responded and provided information regarding the meeting on August 30, 2023: A second meeting was held at the Redfield Public Library on Wednesday, August 30th to allow Pauletta Cox to voice concerns that she was taking individually to our library board officers. Library Director Lori Stonehocker and board members Pauletta Cox, Martha Bosomworth, Obie Meyers and Cristin Lantz were present. Lynn Baldwin was notified but did not attend. We did not consider this a formal meeting. We were trying to address a disgruntled board member. There was no agenda posted. Nothing was voted on. A notice, agenda or minutes were not done for the August 30th meeting as we were considering this an informal meeting.

Ms. Lantz responded and provided information regarding the meeting on October 8, 2023: A special meeting was held on Sunday, October 8th to address a succession of emails from disgruntled board members Leslie Wiles and Pauletta Cox. All board members were invited. All were present except for Bernie Peterson and Lynn Baldwin. We did consider this a formal meeting, while it was not one of our regular meetings. There was no formal agenda presented at the meeting and no agenda was posted. The Library Director normally posts meeting agendas for our regular meetings. Nothing was voted on. Ms. Lantz provided the agenda and minutes for October 8th meeting. A notice was not posted.

Law

Iowa Code §21.4(1)(a): …a governmental body shall give notice of the time, date, and place of each meeting including a reconvened meeting of the governmental body, and the tentative agenda of the meeting, in a manner reasonably calculated to apprise the public of that information. 

Iowa Code §21.4(2)(a): …notice conforming with all of the requirements of subsection 1 shall be given at least twenty-four hours prior to the commencement of any meeting of a governmental body unless for good cause such notice is impossible or impractical, in which case as much notice as is reasonably possible shall be given.

Iowa Code §21.3: Meetings of governmental bodies shall be preceded by public notice as provided in section 21.4 and shall be held in open session unless closed sessions are expressly permitted by law. Except as provided in section 21.5, all actions and discussions at meetings of governmental bodies, whether formal or informal, shall be conducted and executed in open session.

Each governmental body shall keep minutes of all its meetings showing the date, time and place, the members present, and the action taken at each meeting. The minutes shall show the results of each vote taken and information sufficient to indicate the vote of each member present. The vote of each member present shall be made public at the open session. The minutes shall be public records open to public inspection.

Analysis

Both of these complaints make the same allegations regarding the same meetings. IPIB staff reviewed the allegations and responses in these two complaints.  The meeting held on August 11, 2023 does not appear to have included a quorum of the Board. The meetings held on August 30, 2023 and October 8, 2023 did have a quorum present but did not provide notice to the public or provide an agenda for their meeting.  Staff finds it concerning that this Board considers that some meetings are not official meetings and therefore they do not follow the requirements included in Iowa Code chapter 21.

Staff believes that training of this Board is necessary to ensure that the public has access to business of this governmental body and the Board functions in a transparent manner. The Redfield Public Library Board violated Iowa Code chapter 21 on two occasions. There were no allegations presented regarding a violation of chapter 22.

The formal complaint was accepted by the IPIB on November 16, 2023.

Pursuant to Iowa Code §23.9, the parties negotiated and reached an informal resolution.
The parties agree to the following terms:

1. The Redfield Public Library Board will acknowledge at an open meeting that there are sufficient facts to show that the notice, agenda, and minutes of a meeting held on August 30, 2023 and October 8, 2023 was insufficient pursuant to Iowa Code §21.3 and §21.4. This acknowledgement shall be recorded in the minutes of said meeting and minutes shall be provided to the IPIB.
2. The Redfield Library Board shall conduct training during an open meeting for all board members and staff on Iowa Code chapters 21 and 22 (Sunshine Laws). The Board shall work with Adam Doll, attorney and the Iowa Public Information Board to provide the training to the Board and staff.   
3. The Redfield Library Board shall approve this resolution during an open meeting and include the full text in the minutes of said meeting.  Said minutes shall be provided to the IPIB.

The Redfield Public Library Board approved and signed this resolution on December 4, 2023. Ms. Wiles agreed to this resolution and signed it on December 4, 2023.  Ms. Cox agreed to this resolution and signed it on December 4, 2023. All parties had 60 days to meet the terms of this resolution. The Iowa Public Information Board approved this resolution on January 18, 2024. 

The Redfield Public Library Board acknowledged violations of Iowa Code chapter 21.  It approved the informal resolution at its December 4, 2023 Board meeting and included the full text in its minutes of the December 4, 2023 Board meeting.  A copy of the minutes has been provided to the IPIB.

On February 5, 2024, the Board and Director participated in training led by their counsel, Adam Doll, using training materials provided by the Iowa Public Information Board. All Board members were present. The minutes of this meeting were provided to the IPIB. 

The proof of compliance has been provided. Therefore, the IPIB should dismiss this complaint as successfully resolved.

By the IPIB Deputy Director

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Brett J. Toresdahl