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By Editor Becky Watts
GRIFFIN- This is the fourth in a series of articles about the Griffin Police Department and its interactions with the local media. It would be helpful for readers to read Parts I, II, and III prior to reading Part IV.
Part I of this series presents a dilemma of press releases that were not being released directly to the press. This is against the Standard Operating Procedures (SOP) of the police department which states, “Press releases shall be prepared as required by the Public Information Officer and distributed to local Newspapers and radio and television.” You can read Part I of this series by clicking here..
Part II details an investigation of requests for information between two Atlanta news media and that of the Griffin Daily News and The GRIP. The results show one local media agency that looks as if it is being targeted by the Chief and the Police Department (PD) for its articles about the Griffin Police Department. You can read Part II of this series by clicking here.
Part III of this series is an interview with Chief Michael F. Yates of the Griffin Police Department. In it, he gives his side of the story including his reasons for the disparate treatment of The GRIP newspaper and its owner and editor Sheila Mathews. The end of this article details where questions asked of Chief Yates by both The GRIP and Pike County Times were forwarded by Chief Yates to another Griffin media entity. This part of the series continues to build on the pattern of behavior that began several years ago after Chief Yates was hired at the Griffin Police Department. You can read part III of this series by clicking here: clicking here.
This part of the series is an examination of Standard Operating Procedures written and revised by Griffin Police Chief Michael F. Yates. Chapter 29 Public Information/Media Relations lays out a strict set of guidelines that advises the Police Department on how to interact with the media. Pike County Times will also examine Standard Operating Procedures (SOP) and changes that have been made since the April interview with Chief Yates as well as questions that have been asked about the changes in policy.
Griffin Police Department and the Media - PART IV
It is time to tie information from earlier this year to events that are occurring now. There have been changes to standard operating procedures (SOP) that directly affect local media, and Pike County Times seems to be asking the same questions now that were asked earlier this year.
On March 29, Pike County Times saw a discussion on Facebook where Sheila Mathews from The GRIP posted that the Public Information Officer (PIO) for Griffin PD would not return her phone call. Pike County Times responded by sending an email to PIO Chris Wilson and asking about it. The email is in its entirety below.
“Chris,
I am hearing rumblings that you will only speak to Sheila Mathews from the Grip by email.
First of all, it this true? If so, why? If not, I would appreciate a clarification.
Second, I am curious what SOP is when it comes to the media and whether all of the media is being treated the same. If this is going on, I'm wondering how long it will take before me and others are treated the same way.”
The email was sent at 6:28 p.m. and read by PIO Wilson at 8:09 p.m. When no response was received by the next day, Pike County Times forwarded the question to Chief Yates at 10:06 a.m. He read it at 10:22 a.m. and PIO Wilson also read it again that afternoon. No response was received. This will be addressed in the new SOP that regulates how members of the press can be treated by the Chief and the PIO.
In Part III of this series, Chief Yates advised that he had discretion on how individual reporters would be treated by the Griffin Police Department. After an early April interview with Chief Yates, Pike County Times sent an April 17 email to ask for something specific that noted the Chief’s discretion in how the media was treated. [Note from the Editor: This is detailed at the end of Part III of this series of articles and is printed here verbatim from that article.]
From Part III… In this email, Pike County Times asked Chief Yates to point out the specific policy or procedure that “allows you the discretion to determine the methods by which information is provided to specific reporters or media outlets.”
He answered by directing Pike County Times to Section 29.1.4 which states, “News Releases, Features, Announcements: Responsibility for planning, developing, writing and distributing information and articles about the program and activities of the department and its members rests with the Chief of Police.” He also pointed out that “the policy does not specifically dictate the manner, format, method, frequency or mechanism for the release for information nor is there any requirement that requires or even allows for a media representative to demand contact or information in any particular fashion, means or time frame only that a mechanism for contact exists.”
He then went on to say in this email that the Open Records Act does have “certain parameters in relation to the release of information but nowhere in the act is there a requirement to interview, answer questions or formulate responses other than to produce existing documents subject to disclosure under the act.” He closed by saying that generally and other than Open Records Act requirements, information is “released or exchanged based on efficiency, integrity of information, timeliness and effectiveness to accomplish our law enforcement priorities FIRST with respect to prosecution, protection of the innocent, and to insure the accused right to a fair trial is not compromised. Media contact, entertainment, and information exchange with parties that are not part of the incident is secondary.” End of Part III revamp.The interesting thing about this response is that original emailed questions as well as the Chief’s response were sent to individuals at the City such as the Open Records Clerk on one day and then forwarded to a reporter from the Griffin Daily News on the next day with a note that said, “FYI.” No response was sent by this reporter to the Chief so Pike County Times and readers of this article can only speculate on why such an action would have taken place and how a media entity would react to such an email.
It will be noted later that the Griffin Daily News seems to have a good working relationship with the Chief and the Griffin Police Department as a whole since that is the entity that the Chief used to review his updated media policy.
A Change in Media Policy
The first time that Chief Yates made changes to the Griffin Police Department Standard Operating Procedures, Chapter 29 Public Information/Media Relations policy was on July 31, 2017. The procedures laid out in that document were straight forward and easy to understand. There were ten actual pages in this document.
The second time that Chief Yates made changes to Media Standard Operating Procedures (SOP) was on May 16, 2019. The procedures laid out in that document prompted a number of questions from at least three news organizations in the area. There are twelve pages in this document.
To understand the depth of the changes, Pike County Times is going to make a comparison of the two documents before going into the questions that these changes prompted from local media representatives. A link to both documents is provided at the end of this section. Pike County Times encourages readers to review these documents rather than simply reading what has been written here in this article.
The 2017 policy is fairly straightforward, and Section 29.1.1 is listed here verbatim.
29.1.1 PUBLIC INFORMATION POLICY
It is the policy of the Griffin Police Department to cooperate fully and I impartially with the news media in their efforts to gather and disseminate factual information that is consistent with established procedures and where such activities do not subvert the ends of justice, infringe upon individual rights or privacy, or upon individual rights to a fair and impartial trial.
The following is considered public information and may be released to the public:
1. Arrestee’s:
a. Name
b. Alias
c. Age
d. Sex
e. Race
f. Occupation
g. Address
h. Police Department ID number (case number)
I. Physical condition
2. Name of arresting officer
3. Date and time of arrest
4. Booking information
5. Charge
6. Court in which case is filed
7. Summary of arrest
8. Notation of any release or transfer
9. Bond amount
10 No other information about the arrestee will be released unless approved by the Chief of Police or designee. (Sic all.)
The 2019 policy has much added verbiage, and Section 29.1.1 is listed here verbatim for a comparison. The line in bold is highlighted by Pike County Times because it is an integral part of this continuing saga in which a local media source seems to be repeatedly singled out for special treatment by Chief Yates and the Griffin Police Department.
29. 1. 1 PUBLIC INFORMATION POLICY
It is the policy of the Griffin Policy Department to cooperate transparently and professionally with the official news media organizations in their efforts to gather and disseminate factual information that is consistent with established policies and procedures that are consistent with the Georgia Open Records Act. First and foremost it is the responsibility of the Griffin Police Department and subsequently all personnel of the department who may release information to do so in a manner that protects the innocent, the rights of the accused, and individual rights to privacy to ensure that victims, witnesses and defendants remain safe in a manner that does not subvert an individual’s rights to a fair and impartial trial.
Media organizations, as well as individuals who identify as members of media, can be valuable resources to the public and to the Griffin Police Department for the purposes of public awareness, general information and may assist in identifying suspects and acquisition of import information from the public. Based on these legitimate activities, the department will cooperate fully so long as the basic mission of the department is not adversely affected or subverted. Since “media” takes various forms, it is not possible to address all media inquiries in the same fashion. Media organizations and individuals vary in their methodology from television (local and national), radio, print, social media and web based reporting with each having different deadlines and requirements for production of their material. Based on these facts it is impossible to treat all outlets exactly the same, and methods must be adapted to address individual needs of the entity and the department on a case by case basis.
The frequency, method and depth of contact with any media organization or individual is at the sole discretion of the Chief of Police or his / her authorized representative so long as these methods do not subvert the intent of the department’s mission or violate the Georgia Open Records Act. When deciding the methodology for communication with any media entity, consideration will be given to efficiency for information sharing, pattern and practice established by individuals as to integrity and accuracy of reporting, first come/first serve request for information and appropriateness of the release of information in any given situation. At the sole discretion of the Chief of Police, the department information officers will decide the most appropriate mechanism for communicating with the media both in their individual capacities and in mass. Various mechanisms for communication may include, but shall not be limited to:
1) E-Mail Communication
2) Phone Communication
3) Face to Face Interviews
4) Televised Interviews
5) Mass News releases (print, electronic, social media, web based or televised)
6) Daily Bulletins
7) Incident report dissemination
8) Special Reports generated by the Griffin Police Department
The Griffin Police Department will choose the manner and method of release given the unique factors and circumstances surrounding each request balanced with the operational needs of the department along with consideration of reasonable requests made by the entity or individual involved.
The following is considered public information and may be released to the public:
1. Arrestee’s:
a. Name
b. Alias
c. Age
d. Sex
e. Race
f. Occupation
g. Address
h. Police Department ID number (case number)
I. Physical condition
2. Name of arresting officer
3. Date and time of arrest
4. Booking information
5. Charge
6. Court in which case is filed
7. Summary of arrest
8. Notation of any release or transfer
9. Bond amount
10 No other information about the arrestee will be released unless approved by the Chief of Police or designee. (Sic all.)
The highlighted part of this policy was not in the 2017 SOP but, according to the Chief, it and other changes came about after he had discussions with local media representatives. A later email will show that he even credits Pike County Times with some of the changes that have been made to policy.
Section 29.1.6 of the 2017 SOP was pretty straight forward in describing general access at a crime scene and release of information. However, there is an added section in 29.1.6 of the 2019 SOP that reads as follows:
“Credentials: Persons who identify as members of the media should be properly identified with credentials expressing their name, organization, and business and should not be in arrears with the City for monies owed for unpaid services such as open records requests that have not been redeemed and/or resolved. If any courtesy or request by persons who are not in compliance with this section is made by the individual, the courtesy or request may be denied and such courtesy or request may not be extended in any manner other than the actions and duties required by strict compliance with the Georgia Open Records Act.”
This section prompted questions from at least three different media agencies including the Griffin Daily News which played an integral part in reviewing the new policy. The first paragraph in Section 29.1.6 in both policies included “properly identified” news media reporters and photographers but the new SOP dealing with media sources in arears to the City of Griffin for open records requests is directed at one particular media source in Griffin, The GRIP, and will be addressed at a later time. This will include the fact that the State Attorney General’s Office has been contacted in regard to withholding of records by the City and the Griffin Police Department based on this accusation even though The GRIP is challenging the accusation. This amount of over $500 even includes a sticky note with an amount on it from a previous City Clerk with no explanation for the amount that was supposed to be charged.
Section 29.1.7 entitled Media Participation in Policy also has an added change that prompted questions to the Chief.
Here is 2017’s version verbatim:
“The contents of this General Order shall be furnished to local media representatives, including all Amendments. Local news agencies are invited and encouraged to participate in the formulation of policy as it pertains to the Department’s relationship with the media.”
Here is 2019’s version:
“The contents of this General Order shall be furnished to professional local media representatives, including all amendments. Local news entities are invited and encouraged to participate in the formulation of policy as it pertains to the Department’s relationship with the media. The department will utilize this input to address any issues that may arise so long as the core mission of the department is not adversely affected.”
It will be noted in a later email that Pike County Times attempted to determine the definition of “professional” as well as determining the core mission of the department. Neither question was answered.
2017 SOP ends at Section 19.1.15. However, 2019 SOP includes several new sections that address both how information is disseminated to the media, special requests or “exclusive” interviews.
Here are the added sections that Chief Yates wrote, again verbatim:
29. 1. 16 NOTICE OF NEWS WORTHY INFORMATION
In an effort to supply newsworthy information to media outlets in a fair and equitable manner new releases and public information announcements will be posted to the City of Griffin Police Department’s Facebook page before the material is sent to media outlets electronically. Given the number of media entities involved and the fact that contacts often change without notice, this method will be used to provide a quick and easy access mechanism for media personnel. Media personnel may be included in the traditional “e-mail” media notification list for mass notification but it is the responsibility of the individual media representative to ensure that their information is accurate and up to date. The same methodology applies to issuance and dissemination of the “Daily Bulletin”.
29. 1. 17 SPECIAL REQUESTS OR “EXCLUSIVE” INTERVIEWS
From time to time a media representative may request an exclusive interview (which may be in the form of an e-mail interview, phone interview, face to face interview or report) and consideration will be given to the request on a case by case basis. Generally, when such a request is considered it will be considered on a case by case basis in response to a ‘First come - First serve” manner. Given the challenges arising from competition between media outlets and general fairness, there is no requirement to conduct an “exclusive” interview, nor does the department guarantee that the material will not be disclosed to other entities.
29. 1. 18 EXCEPTIONS TO THE GEORGIA OPEN RECORDS ACT
The Georgia Open Records Act provides for certain exceptions whereby specific information is exempt from release. The Georgia Open records Act also provides for situations where the Griffin Police Department may choose to release information that might fall within the scope of an exemption for operational purposes. In cases where the Department chooses to release information where disclosure is not required, such release will require the permission of the Chief of Police prior to release.
29. 1. 19 CONDITIONAL INTERVIEWS
From time to time information may be requested where the department, Public Information Officer or Chief of Police, determines that it is in the best interest of the department and the integrity of the information, as it applies to the department’s mission, that a request for information or interview be conducted, declined or conducted in a restrictive manner. In these cases the Chief of Police, in his/her sole capacity, will determine how, when and if such information is disseminated, shared or released so long as such is conducted in compliance with the Georgia Open Records Act. Interviews may be conducted solely in written form, by e-mail or other correspondence, recorded or video-taped so as to ensure the integrity of what is said and by whom and to prevent the parsing of statements and information which tends to change the context or intent of the information released. As there is no requirement under the Georgia Open Records Act for the department or its representatives to take part in any “interview”, in person, by phone or by correspondence, members of the department may decline such a request as deemed necessary. (Sic all.)
Section 29.1.19 also seems to be specifically singling out one Griffin media entity since there have been many complaints that Griffin PD’s PIO officers nor Chief Yates will speak to Sheila Mathews from The GRIP by any manner except email.
You can read this current SOP by clicking here: www.pikecountytimes.com/secondary/GPDSOPChapter29PublicInformation5.16.19.docx.
You can read this 2017 SOP by clicking here: www.pikecountytimes.com/secondary/GPDSOPChapter29PublicInformation7.31.17.pdf.
Fast Forward to September of 2019
On September 10, 2019, a press release went out to the media from now PIO Lt. Daniel Jett. The GRIP’s Editor, Sheila Mathews, was excluded from the press list. Furthermore, around this same time, Sheila complained that she was being excluded from Griffin PD’s daily bulletin list which is list of arrests/cases from the previous day that is sent to the same emailed list of people every day.Incidentally, that was the same day that the following article was printed online on The GRIP’s website earlier in the day as well as linked on Facebook. The article was entitled “GPD Chief fabricated, released record identifying Will Sanders as Matthew Boynton’s father” and can be read by clicking here.
Pike County Times sent an email to Lt. Jett that same day that said the following:
“I appreciate the press release as always, but I have a problem with one media outlet being excluded from the local press list because it appears that a media source is being targeted for discrimination based on the content of their writing. That statement may end up getting me banned from press releases as well, but it's wrong plain and simple. And if GPD SOP has been changed to make this ok, that is wrong too.
I appreciate you sending press releases out to the local media, and I sincerely hope that this was an oversight and not deliberate targeting.”
Pike County Times did not receive a reply from Lt. Jett, but a reply was received from Chief Mike Yates on September 12 answering my concern. It said (verbatim),
“Ms. Watts,
Lt. Jett is not in a position to address your policy concerns so perhaps I can help. First, our policy revisions take place once a year, sometimes more frequently. In the case of our media policy the revisions were approved by the City Attorney, myself and were based on suggestions made by local media. Some of the revisions were even made given suggestions you made when we discussed this matter previously. The draft policy was also submitted to local professional media for review and input where it was accepted.
No individual or media outlet has been removed from our press release list or daily bulletin list simply for the content of their writing. It should be noted that from time to time we have had differences of opinion with most media but this alone does not affect how we deal with them. Daily bulletin e-mail lists, press release e-mail lists, answering questions as they arise and interviews are professional courtesies extended to our professional media partners. There is no operational or legal requirement to produce or extend any of these courtesies but we do so as a matter of course, on a case by case basis, to insure that our professional relationships continue. Individuals may be removed from the aforementioned based on the reasons outlined in policy (I have attached a copy for your review). Lastly, it should be noted that the e-mail lists referenced were modified before recent derogatory Facebook articles were produced related to GPD, not after. As always, individual are welcome to utilize the Open Records portal for their requests and we will certainly comply and, a copy of all press releases and daily bulletins will be available in our lobby for inspection each day they are produced, free of charge to any person who wishes to review or copy them.
Thank You for Your Input and Concern,” (Sic all.)
It was signed: Chief Mike Yates. He also sent a copy of the latest media SOP that was approved and made effective on May 16, 2019.
Pike County Times then carefully read through the SOP and made comparisons to the old policy before sending emails and open records requests that asked questions about new SOP and attempted to verify information that was given regarding the new SOP.
A Comparison of Media SOP Documents
On Saturday, September 28, 2019, some open records requests were sent to the City of Griffin to prove or disprove the truth of the statements made in this email. More on that in the section entitled “Doing Homework on this New Policy.” But first, a comparison of SOP documents is needed. On Sunday, September 29, 2019, Pike County Times sent the following list of questions to Chief Yates.
“Chief Yates,
1) What is the definition of "official news media organizations" as defined in Chapter 29.1.1, and what is required to meet Griffin PD's definition of an "official news media organization?" (See policy below.)
2) What is the definition of "individuals who identify as members of the media" and why does Griffin PD differentiate between "individuals operating as local media" and the "official news media?" 3) Please define the "basic mission of the department" that must not be "adversely affected or subverted" by the media and "individuals who identify as members of the media."
4) Who defines the "integrity and accuracy of reporting" as is described in the third paragraph of Chapter 29.1.1?
“29. 1. 1 PUBLIC INFORMATION POLICY
It is the policy of the Griffin Policy Department to cooperate transparently and professionally with the official news media organizations in their efforts to gather and disseminate factual information that is consistent with established policies and procedures that are consistent with the Georgia Open Records Act. First and foremost it is the responsibility of the Griffin Police Department and subsequently all personnel of the department who may release information to do so in a manner that protects the innocent, the rights of the accused, and individual rights to privacy to ensure that victims, witnesses and defendants remain safe in a manner that does not subvert an individual’s rights to a fair and impartial trial.
Media organizations, as well as individuals who identify as members of media, can be valuable resources to the public and to the Griffin Police Department for the purposes of public awareness, general information and may assist in identifying suspects and acquisition of import information from the public. Based on these legitimate activities, the department will cooperate fully so long as the basic mission of the department is not adversely affected or subverted. Since “media” takes various forms, it is not possible to address all media inquiries in the same fashion. Media organizations and individuals vary in their methodology from television (local and national), radio, print, social media and web based reporting with each having different deadlines and requirements for production of their material. Based on these facts it is impossible to treat all outlets exactly the same, and methods must be adapted to address individual needs of the entity and the department on a case by case basis.
The frequency, method and depth of contact with any media organization or individual is at the sole discretion of the Chief of Police or his / her authorized representative so long as these methods do not subvert the intent of the department’s mission or violate the Georgia Open Records Act. When deciding the methodology for communication with any media entity, consideration will be given to efficiency for information sharing, pattern and practice established by individuals as to integrity and accuracy of reporting, first come/first serve request for information and appropriateness of the release of information in any given situation. At the sole discretion of the Chief of Police, the department information officers will decide the most appropriate mechanism for communicating with the media both in their individual capacities and in mass…”
5) In Chapter 29.1.2, what is the core mission of the department and is that the same as the "basic mission" that is mentioned in the previous section?
“29. 1. 2 PUBLIC INFORMATION FUNCTION
The Griffin Police Department will cooperate with the news media in giving them information in which they have expressed interest about the department’s operations, as well as about situations for which the department wishes to generate interest, so long as the request does not conflict with the department’s core mission and such is in compliance with Georgia Open Records Act. To satisfy this requirement, the department will:
- Assist news personnel in covering routine news stories, and at the scene of incidents;
- Be available for on call response to the news media via phone or other electronic means;
- Prepare and distribute news releases relating to departmental activities;
- Arrange for, and assist at, news conference/s;
- Coordinate and authorize the release of appropriate information victims, witnesses and suspects;
- Set up liaison and assist the media in crisis situations;
- Coordinate and authorize the release of information concerning departmental investigations and operations as soon as such release becomes appropriate.”
6) In Chapter 29.1.6, what is the definition of "properly identified news media reporters and photographers" and what is now required for the media to be granted access at a crime or incident scene?
7) Chapter 29.1.6 has been written in such a way as to deny access to a scene or to deny requests for information from the PD for any media entity that is "arrears with the City for monies owed for unpaid services such as open records requests that have not been redeemed and/or resolved." What media entity was this written about (I would appreciate seeing documentation about these arrears to substantiate your claim), and why should the PD be concerned with a possible open records dispute between a media entity and the city?
“29.1.6 ACCESS OF CREDENTIALED NEWS MEDIA REPRESENTATIVES:
General Access at Crime or Incident Scene: Members of the department shall extend reasonable courtesy to properly identified news media reporters and photographers actively covering an incident at the scene. These courtesies may permit closer access than that granted to the general public, and may provide for vehicles and equipment to be located closer, so long as such does not interfere with either the mission or with the traffic flow. Also, where there is the danger of personal injury, access shall be restricted until the officer in charge determines the area is safe.
Credentials: Persons who identify as members of the media should be properly identified with credentials expressing their name, organization, and business and should not be in arrears with the City for monies owed for unpaid services such as open records requests that have not been redeemed and/or resolved. If any courtesy or request by persons who are not in compliance with this section is made by the individual, the courtesy or request may be denied and such courtesy or request may not be extended in any manner other than the actions and duties required by strict compliance with the Georgia Open Records Act….”
8) Chapter 29.1.7 mentions "professional local media representatives." What is the PD's definition for this? (It might be better to use the same terms throughout the document when you revise it because verbiage is important and needs to be clear.)
“29.1.7 MEDIA PARTICIPATION IN POLICY
The contents of this General Order shall be furnished to professional local media representatives, including all amendments. Local news entities are invited and encouraged to participate in the formulation of policy as it pertains to the Department’s relationship with the media. The department will utilize this input to address any issues that may arise so long as the core mission of the department is not adversely affected."
9) Chapter 29.1.16 advises that all press releases will be posted to the PD's Facebook page prior to dissemination to the media. Since January of this year, I have requested that press releases be sent to the media rather than just being posted on Facebook. I have no problem with press releases being posted on Facebook first--as long as the information is sent to the media in a timely manner after release to the public through Facebook. My definition of timely manner and that of the PD may not be the same, but common sense would dictate that there not be a long amount of time between the two. What would your definition of timely manner be? [Note from the Editor: This is a continuing problem with the PD now posting information to the official police department page and then using a fake PD Facebook page entitled “Griffin Holmes” to post press releases to the various Griffin and Spalding discussion and community pages. Click here to read where Facebook asks everyone “to use the same name on Facebook that they use in everyday life.” It is not unusual for thirty minutes or more than an hour (or longer) to go by before a press release is actually released to the press by email. Hence the request for a definition of “timely manner.” This is mentioned in this article because Citizen Engagement Specialist Brian Miller responded to a request from then PIO Sgt. Chris Wilson on February 1, 2019 that the City add a press release onto the social media pages by saying that the PD releases are usually only posted to the PD Facebook page. However, it is now the case that a fake Facebook page can post on all of the Griffin and Spalding County social media pages to ensure that the story is shared on social media.]
“29. 1. 16 NOTICE OF NEWS WORTHY INFORMATION
In an effort to supply newsworthy information to media outlets in a fair and equitable manner new releases and public information announcements will be posted to the City of Griffin Police Department’s Facebook page before the material is sent to media outlets electronically. Given the number of media entities involved and the fact that contacts often change without notice, this method will be used to provide a quick and easy access mechanism for media personnel. Media personnel may be included in the traditional “e-mail” media notification list for mass notification but it is the responsibility of the individual media representative to ensure that their information is accurate and up to date. The same methodology applies to issuance and dissemination of the “Daily Bulletin”.”
The rest of my questions have to do with what is written in your reply to my original email.
10) You said draft policy was "submitted to local professional media for review and input where it was accepted." What local professional media was this?
11) Is a "professional media partner" like the definitions of "official" media as noted throughout the policy as opposed to "individuals who identify as members of the media?"
12) You note that "Individuals may be removed from the aforementioned (press release list or daily bulletin) based on the reasons outlined in policy." Please provide the code section, subsection, and paragraph of the Sunshine Laws that shows the legality of this section of your policy. [Note from the Editor: Readers can click here to read Georgia’s Sunshine Laws.]
13) Please explain what "derogatory Facebook articles" you are referring to in your letter.
And finally, 14) What is an Open Records portal at the PD?
My apologies for this being so lengthy. The more I read, the more I had questions that need to be answered to order to avoid all appearance of assuming that I know the definitions and reasons behind these changes. It is better to work together for clarity. I do need to say that I am glad to (see) press releases going back out to the press again. When the September 19, 2019 press release was not released to the press through email, I was afraid that Griffin PD was reverting back to behavior that I complained about in January. Thank you for ensuring that all of the press received this information.
Please feel free to clarify anything that you feel I might need to know. Thank you for answering my questions.”
Pike County Times received a short reply from Chief Yates on Monday, September 30. It read simply:
“The policy and terminology used is common as well as self-explanatory. There are actually only a few changes from the original/previous policy. I am sure that once your Open Records Requests are redeemed they should further answer any concerns that you may have.”
Questions from Pike County Times have not been answered though it has not been removed from the press release list to date. The same cannot be said for The GRIP however. And the Griffin Daily News had some questions about the changes in SOP that mirrored at least one concern held by Pike County Times.
Doing Homework on This New Policy
On Saturday, September 28, 2019, some open records requests were sent to the City of Griffin to prove or disprove the truth of the statements made in Chief Yates’ email.
First, Pike County Times asked for verification of information pertaining to the Chief’s email including a copy of a signature page or any documentation showing where the City Attorney signed off or approved GPD SOP Chapter 29 Public Information/Media Relations revisions that were approved on May 16, 2019.
The answer to that question was received by email from the City Open Records Officer, Teresa Watson, who advised that there “are no records responsive to your request, so none are provided.” There was no charge for that information.
Second, Pike County Times asked for a “copy of any and all emails from Chief Yates to any local media in reference to the above mentioned Public Information Policy and any suggestions for revisions sent to Chief Yates by these entities.” Since this was a difficult search for the IT Department at the City of Griffin based on the specific verbiage, Pike County Times eventually ended up narrowing the words “local media” to just the Griffin Daily News since Griffin Daily News seemed to have a good working relationship with the PD. That guess proved to be correct since the Griffin Daily News was the news entity that reviewed and approved the new Griffin Police Department Media SOP.
In response to this request, Pike County Times received a series of emails between Chief Yates and the Griffin Daily News. On May 7, 2019, Chief Yates asked Joy Gaddy, Publisher/Advertising Director of the Griffin Daily News if she had had the chance to review the new media policy that he had sent to her. He also asked if she had “any concerns or suggestions you would like for us to entertain.” He said that the new policy “is not much different than the original but does specify certain element in more detail.” (Sic all.)
Joy responded later that morning and advised that she had read it as well as sent it to News Editor Tim Daly and was awaiting his response. She advised specifically that they had discussed the following: “Credentials – Exactly what are you wanting. Would a name badge with a reporter’s name, job title, Griffin Daily News and Member of Georgia Press Association work? Are you wanting to require a photo of the reporter on the badge?” She went on to say that one of the reporters for the Griffin Daily News was concerned about “on the scene responding officers not being able to give out information and the wait time for their shift supervisor to respond.”
Chief Yates responded to the question about credentials by saying that GPD wants an ID that identifies the name and employer of reporters with no picture being required so officers will know who someone is without having to “play 20 questions when on scene and/or trying to deal with multiple reporters (like in a press conference).”
He responded to the question about on the scene officers not being able to give out information and a reporter having to wait for a supervisor by saying that if an incident is newsworthy, a supervisor should be on the scene and available. He said that Ray and Karen (reporters for the Griffin Daily News) can always call him or the PIO for information. He said that this provision is needed to keep a rookie or inexperienced person “from talking when they don’t know what they are talking about.” [Note from the Editor: Please note that both Griffin Daily News reporters are welcomed to call the Chief or PIO for information, but Sheila Mathews from The GRIP is required to send an email.]
At 3:36 p.m. Joy advised that she had spoken with Tim and “we are OK with the Public Information Policy.” Chief Yates responded at 3:58 p.m. and said the following: “Thanks a bunch! We never have issues with professionals…… policy is to help with the unprofessional.” Joy responded at 5:35 p.m. and said, “Thanks for the compliment……but……we know who will be requesting all your emails.” Chief Yates responded by his iPhone at 5:40 p.m. and said, “Making my point with all due respect to the Georgia Open Records Act.”
[Note from the Editor: At the time, Pike County Times had not begun its series on Griffin PD and the press so the only media person asking for the Chief’s emails at that time was Sheila Mathews from The GRIP. In article III of this series, Pike County Times presented email evidence of a very close working relationship between the Griffin Daily News and the Chief in which an email from Pike County Times regarding these policy changes and an email from The GRIP regarding another matter were both forwarded from Chief Mike Yates to reporter Karen Gunnels from the Griffin Daily News.]
The amount for this Open Records Request was as follows:
$23.76 Time/labor (.75 hours @ $31.68/hr) for IT at lowest-paid, full-time person capable of the work0.00 Cost of media (disc) - assessed on ORA-19-00598 yesterday (Both ORAs 597/598 on one disc)
0.00 Administrative time – first ¼ hour at no charge
$23.76 Due City of Griffin, payable by cash or check
It should be noted that this singling out of The GRIP has continued in the following months to date. The Attorney General’s Office has been involved, but nothing has changed and the situation continues to get worse.
Pike County Times is very concerned that SOP seems to single out some news organizations as not “professional” based on online method of reporting and lack of certified credentials. Based on that definition of a news organization, Pike County Times could also end up as a target of this new policy.
Closing
There have been changes to standard operating procedure with the media that seem to contradict current, written procedures with Griffin PD. It has been Pike County Times’ experience with the PD that questions will either be answered immediately or the silence is deafening with no response whatsoever.
Part V of this series will examine a series of emails between The GRIP, the PD, and the City of Griffin showing where The GRIP was removed from the press list and daily activity logs lists and was reinstated only after intervention from City Manager Kenny Smith. Pike County Times will also investigate the allegation that The GRIP owes the City of Griffin more than $500 for Open Records Requests. The GRIP has asked for intervention from the State Attorney General’s Office which, according to their website, is charged with ensuring “that local governments provide access to meetings and records that Georgia citizens are entitled to under the law” through the Open Government Mediation Program, but the Attorney General’s Office has not been helpful with any kind of mediation between the City and The GRIP. https://law.georgia.gov/open-government-mediation-program
There have also been Internal Affairs complaints that The GRIP was forced to file with Griffin PD since there did not seem to be a way to file a complaint through the City of Griffin at that time concerning a department head, but these documents will likely have to tell their own story in a separate article. For now, it’s time to continue tie the past to present day to show that the pattern of behavior against one media entity has not only continued; it is getting worse. And while this behavior has not trickled over to other media entities yet, a precedent tends to become the norm for dealing with everyone so Pike County Times is keeping a close watch on the situation.
In fact, Pike County Times began this investigative series because the treatment of one media entity could easily become the norm for everyone. Chief Yates made a statement in Part III of this series during his interview with Pike County Times that could be interpreted as a threat when he said that repeated behavior by a separate entity “would get the same results.” Was that meant to be a threat? Nothing has been provided to Pike County Times to say otherwise. But even now, Pike County Times is compelled to speak out because of the simple fact that silence implies consent.
Pike County Times is going to close on this article with many of the same questions from the first three parts of this series and a reminder that all of this evidence presented so far can be duplicated through Open Records Requests through the City of Griffin. Some of these questions will be answered outright, and others will have to be answered by the reader after reading through this entire series of articles.
Is SOP being followed in an impartial manner by the Griffin PD with all news outlets? (And why this is important anyway?) In reality, the only way to obtain information about current events in the City of Griffin—in a timely manner anyway—is to go through the City of Griffin Police Department. From obtaining the daily reports of events that go out from the PD each day to being able to interact with the PIO by phone and/or email, professional interaction is necessary for a good working relationship.
Is The GRIP being singled out for special treatment based on its reporting of the Chief of Police and the police department? Pike County Times is going to detail a complaint about the removal of The GRIP from the press release list as well as a chain of emails that include the office of the City Manager because the month of October was even worse than September as is chronicled in this article. A single action does not constitute consistent behavior, but consistent behavior can be proven by actions that continue or get worse over time.
In closing, here is a list of articles from The GRIP and various other media entities regarding Chief Mike Yates and his history with open records as well as a female reporter from a prior employment at another police department. That incident also involved social media and made national headlines at the time of the incident.
Jonesboro Sun reporter quits over tension with city police chief; his Facebook comments a factor - 8.20.14
https://arktimes.com/arkansas-blog/2014/08/20/jonesboro-sun-reporter-quits-over-tension-with-city-police-chief-his-facebook-comments-a-factor
Mayor suspends Jonesboro police chief 30 days without pay for comments about reporter - 8.22.14
https://www.arktimes.com/ArkansasBlog/archives/2014/08/22/mayor-to-suspend-jonesboro-police-chief-30-days-without-pay-for-comments-about-reporter
Jonesboro police chief resigns amid controversy - 8.25.14
https://www.kait8.com/story/26362798/jonesboro-police-chief-resigns-amid-controversy/
City of Griffin, GPD Chief Yates refuse to release records on officer allowed to resign in lieu of termination - 6.15.17
https://the-grip.net/2017/06/15/city-of-griffin-gpd-chief-yates-refuse-to-release-records-on-officer-allowed-to-resign-in-lieu-of-termination/
City manager responds to Open Records stand off - 6.29.17
https://the-grip.net/2017/06/29/city-manager-responds-to-open-records-stand-off/
City of Griffin releases records to The GRIP after seven-month dispute - 9.25.17
https://the-grip.net/2017/09/25/city-of-griffin-releases-records-to-the-grip-after-seven-month-dispute/
GPD Chief Mike Yates denies The GRIP equal access - 5.23.18
https://the-grip.net/2018/05/16/gpd-chief-mike-yates-denies-the-grip-equal-access/
Media shut out by GPD Chief Yates now subject of IA investigation - 6.11.18
https://the-grip.net/2017/09/25/city-of-griffin-releases-records-to-the-grip-after-seven-month-dispute/
Media shut out by GPD Chief Yates now subject of IA investigation - 7.11.18
https://the-grip.net/2018/06/11/media-shut-out-by-gpd-chief-yates-now-subject-of-ia-investigation/
City of Griffin refusing to release public records to The GRIP - 8.23.18
https://the-grip.net/2018/08/23/city-of-griffin-refusing-to-release-public-records-to-the-grip/
City of Griffin reverses decision denying Open Records to The GRIP - 10.9.18
https://the-grip.net/2018/10/09/city-of-griffin-reverses-decision-denying-open-records-to-the-grip/
GPD Chief says questions about his actions are “foolishness” - 10.11.19
https://the-grip.net/2019/10/11/gpd-chief-says-questions-about-his-actions-are-foolishness/
Investigative report leads to The GRIP’s removal from Griffin PD’s press lists - 10.15.19
https://the-grip.net/2019/10/15/investigative-report-leads-to-the-grips-removal-from-griffin-pds-press-lists/