Parliamentary Procedures

Parliamentary Procedures. The business of the Commission, not covered by the policies and procedures of the Commission, will be conducted using the most current edition of Robert’s Rules of Order as a guide. 1. Any individual seeking to inspect, copy, mechanically reproduce, or obtain a reproduction of any public record of the Commission shall make a signed, written request to be mailed to the Executive Director of the Mississippi Commission on the Status of Women, Post Office Box 1997, Ridgeland, Mississippi 39158-1997. 2. The written request must be typed or clearly hand printed on a letter sized piece of paper and shall specify in detail the public sought. The request should include if possible a description of the type of record, dates, title of publication and other information which may aid in locating the record. 3. The written request must specify what the applicant proposes to do with the record, i.e., inspect, copy, etc.; state the date and time for the proposed activity; state the number of persons scheduled to participate and shall provide the name, address and home and office telephone numbers of the applicant. 4. The Executive Director, upon receipt of any such request, shall review same and determine whether the records sought are exempt under the Mississippi Public Records Act and shall either produce records or access to records or deny access to or production of the records sought within seven (7) working days from the date of the receipt of the request for production of the record. If the Board is unable to produce public record provide a written explanation to the person making the request stating that the record requested will be produced and specifying with particularly why the records cannot be produced within the seven-day period. Unless there is a mutual agreement of the parties, in no event shall the date for the Board’s production of the request for records be any later than fourteen (14) working days from the receipt of the original request. 5. All inspection, copying or mechanical reproduction shall be done in the offices of the board or such other responsible place within the State of Mississippi as may be designated by the Commission. It shall be the duty of the applicant to contact the Chair by phone before noon of the first working day preceding the proposed date set out in the application to determine if same is applicable. If not applicable, determine what date and time will be substituted. 6. Where possible, nonexempt material will be separated from exempt material and only the exempt material will be withheld. 7. If the Chair determines that the records requested are exempt or privileged under the law, she shall deny the request and send the person making the request a statement of specific reasons for the denial. Such denials shall be kept on file for inspection by any person for three (3) years. 8. The Chair is authorized to calculate the estimated cost of searching, obtaining from storage, reviewing, shipping and/or duplicating records to require payment in advance of such estimated charges prior to complying with the request. There shall be $.50 per page for each copy. Copies printed on both sides (front & back) shall be considered as two pages for copy charge purposes. Mailing copies shall be calculated at the applicable rate for each such mailing. If the request involves notice to be given to a third party, the cost of mailing such notice via certified mail return receipt requested shall be charged to the person requesting such public records. In the event the actual cost of such activity exceeds the estimate, the Chair is authorized to withhold mailing or delivery of said documents or to delay the inspection until the difference is paid. 9. There shall be no charge for inspection of the current Commission records maintained at the Commission office. Cost of obtaining records from any state storage facility and the search for the document shall be charged to the applicant. 10. The Chair may waive any or all of the foregoing requirements related to written notice, time, and method of access prepayment of expenses whenever the determination is made that such waiver would be in the public interest.