In Rе: Appeal of Samantha Melamed, The Philadelphia Inquirer From a Decision of: Office of Open Records Appeal of: Samantha Melamed, The Philadelphia Inquirer
No. 914 C.D. 2021
IN THE COMMONWEALTH COURT OF PENNSYLVANIA
December 19, 2022
Argued: November 14, 2022
BEFORE: HONORABLE ANNE E. COVEY, Judge; HONORABLE CHRISTINE FIZZANO CANNON, Judge; HONORABLE BONNIE BRIGANCE LEADBETTER, Senior Judge
Samantha Melamed and The Philadelphia Inquirer (collectively, Requester)1 appeal from the Philadelphia County Common Pleas Court’s (trial court) July 23, 2021 order affirming the Office of Open Records’ (OOR) Final Determination that granted in part and denied in part Requester’s appeals from the City of Philadelphia (City) Police Department’s (PPD) denial of
On July 6, 2020, Requester emailed the Request to PPD for “[a]ny record that reflects the police personnel dismissed in 2020, including name and rank and effective date of dismissal. Please include all dismissals from Jan[uary] 1, 2020[,] until the date a response is provided.” Reproduced Record (R.R.) at 1a. Because PPD did not respond to the Request or invoke an extension to respond within five days, the Request was deemed denied.4 See Sections 901 and 902(b) of the RTKL,
On July 23, 2020, Requester appealed to the OOR, declaring, in relevant part:
[I]t is well documented that the [R]equest falls within those materials rendered public by the [RTKL]. I request final dismissals of police pеrsonnel in 2020, and the [RTKL’s] exemption for personnel records [in Section 708(b)(7)(viii) of the RTKL] states[:] “This subparagraph shall not apply to the final action of an agency that results in demotion or discharge.” [
65 P.S. § 67.708(b)(7)(viii) .]This is a time-sensitive matter, as it is the City’s position that those dismissals are no longer public once a fired officer has appealed or entered arbitration. Thus, according to the [C]ity, these public records then become un-public. While I do not agree with that position, my goal right now is not to argue that issue[,] but to obtain the records in a timely fashion - that is, ideally, within the five days required by the [RTKL]. This [R]equest, given that it is limited in scope and has been made and granted repeatedly for previous time periods, should not trigger any of the reasons for extension of time listed under the [RTKL]. The legal review has been conducted in the past, no redactions are needed, and no remote filing system is involved.
R.R. at 5a (emphasis added). The OOR invited the parties to supplement the record and directed the PPD to notify third parties of thеir ability to participate in the appeal.
By September 10, 2020 letter, PPD responded to Requester’s appeal, therein asserting that it should be dismissed
a. Per the PPD Collective Bargaining Agreement [(CBA)] with the Fraternal Order of Police [(FOP)], officers who are dismissed by PPD have the opportunity to arbitrate their dismissal[s].
b. Any records PPD maintains of officers dismissed in 2020 are not final actions of discharge because no officers that were dismissed by PPD in 2020 have completed the arbitration process. Thus, none of the pending 2020 PPD officer dismissals constitute final actions of demotions or dischаrge.
c. As soon as any of the officers dismisse[d] by PPD in 2020 complete the arbitration process, if their dismissals are upheld, the dismissal would be a final action of discharge and considered public.
R.R. at 17a.
Hartz expounded in her affidavit:
4. Per [Section 7-303 of] the [Philadelphia Code, Phila. Code § 7-303,] when a City agency wishes to terminate or demote a City employee who is a member of the Civil Service, it must have just cause for doing so.
a. The agency must first issue a notice of intent to demote or dismiss the employee. Thе employee may respond, in writing, within ten (10) days of service of the notice. Within twenty (20) days after the expiration of that 10-day period, the City may issue to the employee a notice of the effective date of the demotion or dismissal.
b. Under [Section 7-201 of] the [City’s] Civil Service [Commission (Commission)] Regulations [(Regulations), Phila. Code § 7-201], an employee may, within thirty (30) days, appeal the dismissal or demotion to the [Commission].
c. Represented employees may have a contractual right to grieve the disciplinary action and have the issue submitted to a neutral arbitrator for decision,
in lieu of decision by the [Commission]. The timeline for the grievance process is set forth in the respective collective bargaining agreement. 5. Per the City’s [CBA] with [FOP], PPD employees represented by the FOP may file a grievance with the Police Commissioner or his/her designee, challenging the discipline.
6. Per the CBA, if the grievance is not resolved by the Police Commissioner оr his/her designee, the [g]rievant may next file a grievance with the Director of Labor Relations. If the grievance is not resolved at that stage, the [FOP] may demand arbitration. The discipline remains in effect while any such demand is pending.
a. If the [FOP] elects to pursue arbitration, the decision of the arbitrator is final and binding on all parties.
7. If an arbitrator sustains the grievance, the arbitration award may - in addition to any award reinstating the grievant to his/her last position - require the City to expunge the notices of discipline - both the notice of intended discipline and the notice of the final disciplinary action - from that employee’s personnel file.
R.R. at 19a-20a.
On September 18, 2020, Requester responded:
[T]his case[] . . . deals with a record that the [City] has produced previously, pursuant to the [RTKL], but which it now deems exempt from that law.8
I believe the [RTKL] is clear in this matter, as it says the exemption for personnel files “shall not apply to the final action of an agency that results in demotion or dischargе.” [
65 P.S. § 67.708(b)(7)(viii) .] I’m not asking for access to the contents of personnel files, written criticism, or any internal information, other than access to final actions of discharge, whether or not they have subsequently been or will possibly be contested. The former employee’s quest to be reinstated does not change the final nature of those dismissals. And even if an employee is reinstated, the end result of the arbitration is public pursuant to [the RTKL], including any order for reinstatement.. . . .
Finally, еven if the [C]ity’s perspective on dismissals -- that they are only final once arbitration has concluded or the period to seek arbitration has expired -- is deemed correct, the [C]ity should be then compelled in response to this [R]equest to produce any documents related to dismissal that became final per the [C]ity’s definition, in 2020 [] (arbitration was concluded with an outcome other than reinstatement).
R.R. at 21a-22a.
On December 4, 2020, the OOR issued the Final Determination, holding “[PPD] has met its burden оf proving that no final actions resulting in demotion of [sic] discharge for police personnel who received a notice of dismissal in 2020 exist, as of the date of the Request.” OOR Final Determination at 6 (quotation marks omitted). However, “while [PPD] is not required to produce records related to the termination of personnel who are still involved in the grievance process, it must produce records of personnel whose dismissal became final during the timeframe identifiеd in the Request,
On June 28, 2021, Jacobs issued a supplemental affidavit providing Requester with a list of officer discharges that became final in 2020 after completion of the officers’ grievance arbitration processes. See Requester Br. at 5 n.1; see also R.R. at 124a-127a. Specifically, Jacobs attested that, although there were no final 2020 dismissal actions at the time PPD received the July 6, 2020 Request, on July 31, 2020, PPD dismissed Officer Luis Miranda, who did not appeal from his dismissal, and, thus, PPD provided a record of that dismissal to Requester after it was final. See R.R. at 124a. Jacobs further disclosed that PPD officer Bryan Turner’s September 10, 2018 dismissal became final on January 20, 2020; PPD officer Jessica Kovacs’ January 15, 2019 dismissal became final on March 18, 2020; and PPD officer Daniel Farrelly’s August 19, 2019 dismissal became final on December 18, 2020. See R.R. at 127a. Jacobs also reported that PPD officer Javier Montanez was initially discharged on May 20, 2020, but was reinstated on March 22, 2021, and the City was ordered to delete all references to the May 20, 2020 dismissal because it was without just cause. See R.R. at 125a.
After briefing9 and oral argument, by July 23, 2021 order, the trial court affirmed the OOR’s Final Determination, holding that, because police officer discharges are uniquely governed by the grievance arbitration process set forth in the act commonly referred to as the Policemen and Firemen Collective Bargaining Act or Act 111 (Act 111),10 then the grievance arbitrator’s decision, not PPD’s decision, is thе final action. Requester appealed to this Court.11 On October 20, 2021, the trial court issued its opinion pursuant to Pennsylvania Rule of Appellate Procedure (Rule) 1925(a) (Rule 1925(a) Opinion).
Initially, “[t]he purpose of the RTKL is “to promote access to official government information in order to prohibit secrets, scrutinize the actions of public officials, and make public officials accountable for their actions.“” Mun. of Mt. Lebanon v. Gillen, 151 A.3d 722, 730 (Pa. Cmwlth. 2016) (quoting Pa. State Educ. Ass’n v. Commonwealth, 148 A.3d 142, 155 (Pa. 2016)). To that end,
[p]ursuant to the RTKL, a public record must be accessible for inspection and duplication. Section 701(a) of the RTKL,
65 P.S. § 67.701(a) . A record in the possession of an agency . . . is presumed to be a public record, unless the record is exempt under Section 708 of the RTKL,65 P.S. § 67.708 , protected by a privilege, or exempt from disclosure under other law or court order. See Section 305(a) of the RTKL,65 P.S. § 67.305(a) . The agency bears the burden to prove that a record is exempt from public access.12 See Section 708(a)(1) of the RTKL.
Sturgis v. Dep’t of Corr., 96 A.3d 445, 446 (Pa. Cmwlth. 2014). However, “[w]hen resolving disputes regarding the disclosure of government records under the RTKL, agencies and reviewing courts must begin from a presumption of transparency.” Payne v. Pa. Dep’t of Health, 240 A.3d 221, 225 (Pa. Cmwlth. 2020). Further, “[c]onsistent with the RTKL’s goal of promoting government transparency and its remedial nature, the exceptions to disclosure of public records must be narrowly construed.” Off. of the Governor v. Davis, 122 A.3d 1185, 1191 (Pa. Cmwlth. 2015) (en banc).
Relevant to the instant matter, Section 708(b) of the RTKL declares:
[T]he following are exempt from access by a requester under this [RTKL]:
. . . .
(7) . . . [R]ecords relating to an agency employee:
. . . .
(viii) Information regarding discipline, demotion or discharge contained in a personnel file. This subparagraph shall not apply to the final action of an agency that results in demotion or discharge.
Requester argues that the clear language of Section 708(b)(7)(viii) of the RTKL mandates that PPD’s 2020 officer dismissals are final actions, and PPD may not use the CBA to subvert the RTKL.13 PPD retorts that, bаsed on Section 708(b)(7)(viii) of the RTKL’s plain meaning, a PPD dismissal is final only after the discharge is upheld through the grievance arbitration process.14 Accordingly, the issue is whether the City’s dismissal of a PPD officer pending the grievance process is a “final action of [(PPD)],”
The OOR held that PPD’s interpretation that the Request sought only records in which notices of dismissal were sent in 2020 and grievance procedures
The OOR reasoned:
In Nolen v. Phila[delphia] Police Dep[artment], the request, filed near the end of February of 2017, sought notices оf dismissal and demotion “placed in personnel folders” in 2016. [PPD] produced the notices but denied access to records related to matters that were still involved in labor disputes, holding that records were not yet “final actions” subject to the exception from the exemption. OOR Dkt. AP 2017-1039[] . . . [(July 19, 2017)]. The OOR noted the Commonwealth Court’s reliance in Silver v. Borough of Wilkinsburg, 58 A.3d 125 (Pa. C[mwlth.] [] 2012), on Webster’s Third New College Dictionary’s definition of “final action” as “forming or occurring at the end . . . or constituting the last element in a series, рrocess or procedure.” Id. The Court in Silver concluded that the “final action” in that case was the act of the agency in terminating the employee’s employment. Id. at 130. Based on this definition, the OOR held that records related to dismissals that were still in the grievance process did not qualify as “final actions.” See also Black v. Pa. State Police, OOR Dkt. AP 2016-0203 . . . [(Apr. 7, 2016)] (stating that the Notice of Imposition of Arbitration Award “constitutes the final action of an agency that results in demotion or discharge” under Section 708(b)(7)(viii) of the RTKL).16
OOR Final Determination at 7.
On appеal, the trial court affirmed the OOR’s Final Determination, but on the basis that “[p]olice departments are not typical agencies, [as] they are subject to different rules for police officer discharge[;]” in particular, Act 111’s “grievance arbitration process is mandatory” for police officers. OOR Final Determination at 5. The trial court added that, while other agencies may have different processes in place, “[i]n the unique circumstances of police officers, [] reversal or modification must come about via mandatory grievance arbitration[.]” Id. at 6-7. The trial court reasoned:
If an arbitrator, as part of a mandatory grievance arbitration, has the authority to reinstate a police officer who had been previously discharged by [PPD], [PPD’s] action cannot be the final action.
The arbitrator’s decision, and not [PPD’s] decision, is the “last element” in the process. See Silver, 58 A.3d at 127. To conclude otherwise would not only frustrate the very purpоse of Act 111, but it would be inconsistent with the RTKL exemption.
Trial Ct. Rule 1925(a) Op. at 6.
In Silver, a newspaper appealed to this Court from a trial court order upholding the OOR’s determination that granted the newspaper access to a redacted version of a municipal employee’s termination letter.17 The newspaper argued, inter alia, that because an employment termination letter is a final action resulting in discharge, the entire letter should have been produced in accordance with Section 708(b)(7)(viii) of the RTKL. On appeal, this Court affirmed the trial court’s decision, reasoning:
The RTKL does not define ”final action.” It is “a well-settled rule of statutory construction that when statutory provisions are not ambiguous, legislative intent should be effectuated by according the words their plain and ordinary meaning and not by disregarding their obvious meaning in search of a particular result.” In re Condemnation of a Permanent Right-of-Way, 873 A.2d 14, 17 (Pa. Cmwlth. 2005). According to Webster’s Third New College Dictionary 428, 12 (2008), the definition of final is “forming or occurring at the end . . . or constituting the last element in a series, process[,] or procedure[;]” and the definition of action is “the process of acting or doing . . . [a]n act or deed.”
Silver, 58 A.3d at 127 (emphasis added). Although the Silver Court concluded that a municipal agency’s discharge of an employee is the final action contemplated by Section 708(b)(7)(viii) of the RTKL, Silver did not involve a police officer subject to the mandatory Act 111 grievance arbitration process.
Section 3101.1 of the RTKL states: “If the provisions of [the RTKL] regarding access to records conflict with any other [f]ederal or [s]tate law, the provisions of [the RTKL] shall not apply.”
According to Hartz, PPD officers bargained for the right to grieve their disciplinary actions and have a neutral arbitrator conduct just cause reviews when they are discharged. See R.R. at 19a-20a.
The Pennsylvania Supreme Court has ruled:
[B]y casting the arbitrator into the role of resolving disputes arising under the [CBA], . . . the parties intended for the arbitrator to have the authоrity to interpret the terms of the [CBA], including the undefined term “just cause” and to determine whether there was just cause for discharge in [a] particular case.
Off. of Att’y Gen. v. Council 13, Am. Fed’n of State, Cnty. & Mun. Emps., AFL-CIO, 844 A.2d 1217, 1224 (Pa. 2004) (emphasis added). Moreover, this Court has recognized that “the arbitration process
In light of an Act 111 grievance arbitrator’s authority to reverse PPD’s dismissals and direct the evidence thereof be expunged, PPD is not using the CBA to subvert the RTKL by refusing to disclose police officer dismissals before a grievance has been filed and the grievance process completed. Rather, the PPD is complying with Section 708(b)(7) of the RTKL, and exempting officer discharge informatiоn in a personnel file from public inspection until “the last element in [the Act 111] series, process[,] or procedure” has occurred. Silver, 58 A.3d at 127.
The CBA that governs the employment relationship provides for mandatory arbitration in which an arbitrator is authorized to determine if PPD had just cause to end the employment relationship. Because mandatory arbitration is part of PPD’s employment termination process, if a PPD officer files a grievance in response to his dismissаl, there is no final agency decision until a grievance arbitrator renders his/her decision. Only if the officer does not file a grievance is PPD’s officer employment termination the final agency decision.
Narrowly construing the plain language of Section 708(b)(7)(viii) of the RTKL, as it must, this Court rules that PPD’s officer dismissals pending review under the Act 111 grievance arbitration are not final actions subject to disclosure. Accordingly, the trial court properly concluded as a matter of law that PPD did not havе to produce to Requester records of 2020 PPD officer dismissals that were pending the grievance arbitration process when the Request was submitted.19
Based on the foregoing, the trial court’s order is affirmed.
ANNE E. COVEY, Judge
In Re: Appeal of Samantha Melamed, The Philadelphia Inquirer From a Decision of: Office of Open Records Appeal of: Samantha Melamed, The Philadelphia Inquirer
No. 914 C.D. 2021
ORDER
AND NOW, this 19th day of December, 2022, the Philadelphia County Common Pleas Court’s July 23, 2021 order is affirmed.
ANNE E. COVEY, Judge
