Cabinet for Health & Family Services v. Todd County Standard, Inc.

488 S.W.3d 1, 44 Media L. Rep. (BNA) 1667, 2015 Ky. App. LEXIS 171, 2015 WL 8488911
CourtCourt of Appeals of Kentucky
DecidedDecember 11, 2015
DocketNO. 2012-CA-000336-MR
StatusPublished
Cited by4 cases

This text of 488 S.W.3d 1 (Cabinet for Health & Family Services v. Todd County Standard, Inc.) is published on Counsel Stack Legal Research, covering Court of Appeals of Kentucky primary law. Counsel Stack provides free access to over 12 million legal documents including statutes, case law, regulations, and constitutions.

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Cabinet for Health & Family Services v. Todd County Standard, Inc., 488 S.W.3d 1, 44 Media L. Rep. (BNA) 1667, 2015 Ky. App. LEXIS 171, 2015 WL 8488911 (Ky. Ct. App. 2015).

Opinion

OPINION

TAYLOR, JUDGE:

Cabinet for Health and Family Services (Cabinet) brings this appeal from a January 18, 2012, Order of the Franklin Circuit Court finding that the Cabinet improperly and willfully denied a request for records in violation of the Open Records Act (ORA).1 We affirm in part, reverse in part, and remand.

By letter dated February 15, 2011, the Todd County Standard (the Standard) made an open records request to the Cabinet and specifically sought records possessed by the Cabinet concerning a child, A.D.2 The Standard stated in its request that A.D. died as a result of abuse or [3]*3neglect and that • records - concerning A.D. were subject to disclosure under the child fatality provision of Kentucky Revised Statutes (KRS) 620.050(12)(a).3

The Cabinet failed to timely respond to the February 15; 2011, open- records request. ' On February 28, 2011; the Standard then sought review of its request by the Kentucky Attorney General as permitted by KRS 61.880(2)(a). ,

The Cabinet untimely responded to the Standard’s opén records request by letter dated March 3, 2011.4 Therein, the Cabinet stated that it possessed “no records concerning [A.D.’s] fatality because her fatality was not the result of abuse or neglect.” Consequently, the Cabinet produced no records relating to A.D. for review by the Standard.

In response to the Standard’s review request, by letter dated April 5, 2011,' the Attorney General forwarded to the Cabinet specific questions to glean more information about the Cabinet’s dealings with A.D. and her family in order to “facilitate our [Attorney General’s] review.” However, the Cabinet merely responded again that it possessed no records concerning the death of A.D. and stated that it was not “required to offer an explanation for the nonexistence of records.” Consequently, the Cabinet declined to offer written responses to the Attorney General’s questions.

In ll-ORD-074, rendered May 17, 2011, the Attorney General determined that the Cabinet violated the ORA both procedurally and substantively:

We will not. belabor the procedural issues this appeal presents. KRS 61.880(1). requires a public agency to notify the requester of the decision . whether it will comply with an open - records request “within’three (3) days, - excepting Saturdays, Sundays, and legal holidays” of receipt of the request. The only exception to this statutory requirement is found at KRS 61.872(5) and may only be invoked if the requested record “is in active use, in storage or not otherwise available.” That statute nevertheless requires a written response, within three business days, along with “a de- ■ tailed explanation of the cause ... for further delay' — ” It was not until “Mr. Craig made Cabinet officials aware that the response had not been made by filing this appeal and providing a copy of same to the Cabinet’s Office of Communications” that .a response was finally issued. The fact that the individual responsible for responding was out of the office, and the person asked to complete the task became ill, has no bearing on this issue. The Open Records Act does not recognize. employee absence or illness as a legitimate basis for failure to discharge the duties imposed by KRS 61.880(1). It remained the Cabinet’s duty to issue a timely written response, and its failure to do so constituted a violation of KRS 61.880(1).

Substantively, the Cabinet’s response was also deficient. . Kentucky’s courts have struggled with the dilemma posed ‘when agencies deny a record’s existénce ' rather than claiming a statutory exemption as 'the' basis for denial. The courts recognized, on the other hand, that “allowing public agencies to avoid judicial

[4]*4review by- denying a record’s existence' ... removeos] accountability from the open records process,”- and, on the other, that public agencies may be unreasonably burdened by “the unfettered possibility - of ■ fishing expeditions for hoped-for but nonexistent records....” Bowling . v, Lexington-Fayette Urban County Government, 172 §.W.3d 333, 341 (Ky.2005). The courts resolved the dilemma by determining that “before a complaining party is entitled to ...; a hearing [to disprove the agency’s denial of the existence of records,] he or she must make a prima fade showing that such records do exist.”
At the administrative level, a record’s existence can be presumed where statutory authority for its existence has been cited or can be located. KRS 61.880(2)(a) restricts the Attorney General’s review of an open records dispute to a written record consisting of the request and denial. 40 KAR 1:030 Section" 2 provides for a supplemental response to be considered in resolving the dispute. KRS 61.880(2)(c) authorizes the Attorney General to “request additional documentation from the agency for substantiation,” None of these provisions permit a hearing on the existence or nonexistence of a public record;. To insure that the Open Records Act is not “construed in such¡ a way that [it] become[s] ■ meaningless or ineffective,” Bowling at 341, we believe the existence of a statute, regulation, or case law directing the creation of the requested record creates a presumption of the record’s existence, but this, presumption is rebuttable. The agency cap overcome the presumption by explaining why the “hoped-for record” does not exist.
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In the appeal before us, a nine-year-old child died under circumstances suggesting abuse and/or foul play. The child was alleged to have been under the ■ Cabinet’s care, >and this allegation appeared in the record on appeal. KRS 620.050(1) requires the Cabinet “to con- ■ duct an internal review of any case where -child abuse or neglect resulted in a child fatality or near fatality” if the Cabinet “had prior involvement with the child or family.” Nevertheless,, the record on appeal from the Cabinet’s March 3 denial of Mr... Craig’s February 15 request was devoid of any explanation for the nonexistence of responsive records. Under these circumstances, the Cabinet was obligated to provide such an explanation in its initial denial. Failing that, it was obligated to provide written _ responses to our KRS 61.880(2)(c) inquiries to substantiate its position. Because the Cabinet for Health and Family Services’ response to Mr. Craig’s request was, at best, “limited and perfunctory,” we find that it was substantially, as well as procedurally deficient,

ll-ORD-074 at 3-5 (footnote omitted).

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488 S.W.3d 1, 44 Media L. Rep. (BNA) 1667, 2015 Ky. App. LEXIS 171, 2015 WL 8488911, Counsel Stack Legal Research, https://law.counselstack.com/opinion/cabinet-for-health-family-services-v-todd-county-standard-inc-kyctapp-2015.