Petition 4 - Executive Session Rules Before the 2027 Executive Session Vote.pdf

CITIZEN
PETITION
pursuant to Phoenix City Charter, Chapter IV, Sec. 22, requests the City Council to:
COMPLETE THE CITY’S RESPONSE TOA
PUBLIC RECORDS REQUEST REGARDING
EXECUTIVE SESSION RULES BEFORE THE
2027 EXECUTIVE SESSION VOTE
Submitted by:
Jerry Van Gasse
4610 E Via Estrella
Phoenix, AZ 85028
(602) 622-3515
board@goodgoat.net

CONTENTS
Summary
The petitioner's case: the problem, what the Pro Aeasure does, wny the Council
should adopt it, and the supporting facts.
Request for Council Action
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Ine & iagal st:
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Froposed| icp
Citizen Petition JV-20261021-14 - Presented by Jerry Van Gasse for GOODIGOAT © goodgoat net

SUMMARY
The Problem
The rules that govern executive sessions, the meetings the public cannot attend, are
not published in any City rule a resident can find. On October 15, 2026.
GOOD|GOAT asked the City for those rules: every City Code provision,
Administrative Regulation and internal procedure governing executive sessions
since January 1, 2019. State law requires the City to produce public records
promptly, but “promptly” carries no fixed date. In each of the last four years, the
Council approved the next year’s executive-session dates in November or
December. Without a deadline, the rules may arrive after the Council votes on 2027.
What the Proposed Measure Does
Directs the City Manager to complete the City’s response to public records request
R042125-101526 no later than fifteen days after the Council adopts this measure or
before the Council votes on 2027 executive-session dates, whichever comes first, with
rolling production and public status reports.
Why the Council Should Adopt It
The Council should see its own rules before it uses them.
The vote on 2027 executive-session dates is where those rules are put to work.
The request asks for rules, not secrets.
it expressly excludes the content of any executive-session discussion, minutes. recording
or legal advice.
The records exist or they don’t.
Code provisions, regulations and written procedures can be located, not researched. If
none exist, Saying so is a complete answer.
A deadline adds no new duty.
The City must already produce these records promptly. The measure gives that duty a
date.
The Facts
1. Phoenix City Code § 2-60, the Rules of Council Proceedings, contains no rule that refers to
executive sessions.
WOURCE. € IOeMUXx URRY Cade & 2-60 (codified text vie
Citizen Petition JV-20261021-14 Presented by Jerry Van Gasse for GOODIGOAT - goodgoat net ‘ Page 3 of 9

SUMPMARY
2. The Council’s yearly executive-session items were considered on Dec. 14. 2022, Dec. 6,
2023, Nov. 13, 2024 and Nov. 5, 2025. Each asked the Council to call meetings “for the
purpose of holding an Executive Session pursuant to” A.R.S. § 38-431 O3(A) on listed dates.
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3. GOOD|GOAT submitted public records request RO42125-101526. which the City received on
October 15, 2026.
4. Arizona law requires public records to be produced promptly.
6]
Citizen Petition JV-20261021-14 - Presented by Jerry Van Gasse for GOODIGOAT - goodgoat net Page 4 of 9

REQUEST FOR ACTION
COUNCIL
Petitioner Jerry Van Gasse
Address 4610 E Via Estrella
Phoenix, AZ 85028
Phone (602) 622-3515
Email board@goodgoat.net
Date presented October 21, 2026
Requested Legal Action
For the City of Phoenix Council to vote on the Proposed Measure exactly as
_
written.
Summary of Proposed Measure
Directs the City Manager to complete the City’s response to public records request
R042125-101526 no later than fifteen days after the Council adopts this measure or before the
Council votes on 2027 executive-session dates, whichever comes first, with rolling production
and public status reports.
Public Records Request Identified
Request status NEW REQUEST, SUBMITTED BEFORE THIS
PETITION
Original submission date October 15, 2026
Submission method City of Phoenix Public Records Center (online portal)
Tracking or confirmation number R042125-101526
This petition does not replace, narrow, or restart the public-records request identified above.
Council Action Required
Phoenix City Charter, Chapter IV, Section 22 provides that a written petition presented to the
Council at a regular meeting shall be acted upon by the Council in the regular course of
business, within fifteen (15) days. Section 8 provides that the Council shall act only by
resolution, ordinance, franchise, or formal recorded action. The Proposed Measure is a
formal recorded action.
Acting upon this petition requires that vote, as its own Formal Agenda item, with this Request,
the Proposed Measure and the public-records request attached. Any change in the substance of
the Proposed Measure, in whole or in part, makes it a different measure from the one proposed
by the petitioner, and a vote on it is not action on this petition. Referral, a staff report, a General
information Packet entry, continuation, a staff-projected date, production of some or all
requested records, or a consolidated vote also does not act upon this petition.
Citizen Petition JV-20261021-14 _ Presented by Jerry Van Gasse for GOODIGOAT - goodgoat.net Page 5 of 9

PROPOSED
MEASURE
=
Original submission date October 15, 2026
Tracking or confirmation number —R042125-101526
Public Records Request Regarding Executive Session Rules (Formal Action)
Request to direct the City Manager, or his designee, to complete the City’s response to the identified
public-records request no later than the earlier of (a) fifteen (15) days after the Council adopts this
Proposed Measure, or (b) the time the Council votes on any item approving, calling, or scheduling
executive sessions for calendar year 2027, and to produce responsive records on a rolling basis as they
become available rather than hold responsive records until every search, review, or record category is
complete.
Production Status
No later than five business days after adoption of this Proposed Measure, or by the final production
deadline if it occurs sooner, the City Manager shall place a production status in the public legislative file
for Citizen Petition JV-20261021-14. The status shall address every numbered record category and
identify:
1. Records already produced and their production date;
2. Records located but still under review;
3. Searches or reviews remaining;
4. Record categories for which no responsive record has been located:
5. Records or portions withheld or redacted and the specific legal authority asserted; and
6. The next production date for every incomplete category.
Final Response
The final response shall identify the disposition of every numbered record category as produced, no
responsive record located, withheld in whole or in part, or withdrawn by the requester. A category is not
complete merely because some responsive records have been produced.
Notice of Incomplete Response
If the City does not complete its response by the final production deadline, the City Manager shall place a
written notice in the legislative file no later than that date identifying the incomplete categories, the
reason each remains incomplete, the work remaining, and the City’s next proposed completion date. That
notice does not amend or extend the final production deadline.
Independent Legal Effect and Reservation of Rights
The public-records request is independently effective from its original submission and receipt. This
Proposed Measure does not resubmit, replace, narrow, expand, or restart the request.
The final production deadline is a public City commitment. It does not define or extend the requirement
of prompt production under A.R.S. §§ 39-121 and 39-121.01, constitute the requester’s agreement that the
final production deadline is prompt or reasonable, or waive any right or remedy unless the requester
expressly agrees otherwise in a separate writing.
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PROPOSED MEASURE
Public Legislative File
The City Manager shall place production indexes, withholding or redaction identifications, and the final
response in the public legislative file for Citizen Petition JV-20261021-14. Each production index shall
provide direct access to publicly available responsive records or identify the production through which
they were provided.
Citizen Petition JV-20261021-14 - Presented by Jerry Van Gasse for GOODIGOAT - goodgoat.net Page 7 of 9

PUBLIC
RECORDS REQUEST
Records requested. For the period January 1, 2019 through the date the City receives this
request, every version in effect at any time during that period of:
1. each City Code provision and Administrative Regulation governing executive sessions:
and
2. all internal policies, procedures, manuals, protocols, checklists, templates, memoranda,
guidance, training materials and other internal process documentation concerning how
executive sessions are requested, placed on an agenda, reviewed, approved, noticed,
conducted, attended, recorded, documented or preserved.
Limitation. This request does not seek the content of any executive-session discussion, minutes
or recording, or any legal advice.
Production. Please produce records electronically, in native format where available, on a rolling
basis as they are located.
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10/15/26, 12:35 PM GOOD GOAT Mail - Public Records Request :: RO42125-101526
' Public Records Request :: R042125-101526
CityOfPhoenixAZ Support <cityofphoenixaz@govaa.us> Thu, Oct 15, 2026 at 12:11 PM
To: prr@goodgoat.net <prr@goodgoat.net>
® City of Phoenix
Dear GOOD GOAT:
Thank you for your interest in public records of the City of Phoenix. Your request has been received and is being
processed in accordance with ARS §39-121 or other applicable Arizona state or federal statutes. Your request was
received on October 15, 2026 and given the reference number R042125-101526 for tracking purposes.
Records Requested: Records requested. For the period January 1, 2019 through the date the City receives this
request, every version in effect at any time during that period of:
each City Code provision and Administrative Regulation governing executive sessions; and
all internal policies, procedures, manuals, protocols, checklists, templates, memoranda, guidance, training materials
and other internal process documentation concerning how executive sessions are requested, placed on an agenda,
reviewed, approved, noticed, conducted, attended, recorded, documented or preserved.
Limitation. This request does not seek the content of any executive-session discussion, minutes or recording, or any
legal advice.
Production. Please produce records electronically, in native format where available, on a rolling basis as they are
located.
Your request will be forwarded to the relevant department(s) to locate the information you seek and to determine the
volume and any costs associated with satisfying your request. You will be contacted about the availability and/or
_ provided with copies of the records in question.
_ You can monitor the progress of your request at the link below and you'll receive an email when your request has
_ been completed.
City of Phoenix
To monitor the progress or update this request please log into the »:
Gov
hitps://mail.google.com/mail/u/0/2ik=b88a | bfb46& view=pt&search=all & permthid=thread-f: 1879 1 44130273569836&simpl=msg-f:1879144130273569836