Subject: Request for Copy of Minutes — New Mexico Sample Letter Dear [Recipient's Name], I hope this letter finds you well. I am writing to formally request a copy of the minutes for [Meeting/Date] that took place at [Location]. As a concerned [role/job title] involved in [relevant organization/group], I believe it is crucial to have access to these minutes for documentation and reference purposes. The upcoming project/plans or recent developments within our organization/community necessitate review of the discussions, decisions, and actions taken during the aforementioned meeting. By receiving a copy of the minutes, I will be able to better understand the topics discussed, outlined actions, and any additional information vital to my role. The enclosed keywords outline the core focus areas that should be included in the minutes: 1. Agenda: Secure a copy of the meeting's agenda to have a holistic understanding of the topics addressed. 2. Attendees: Request a comprehensive list of attendees present during the meeting, including both officials and participants. 3. Discussions: Detailed notes capturing the discussions and debates held during the meeting, highlighting any key points raised, proposals made, or opinions shared. 4. Decisions: A clear record of the decisions made by the participants, including the voting outcomes or any conflicting opinions. 5. Action Items: Summary of any tasks, deadlines, or assignments given to individuals or committees as a result of the meeting. Include responsible parties and anticipated completion dates. 6. Reports: Incorporate any presentations or reports provided during the meeting, specifying the involved parties and their findings. 7. Additional Attachments: Include any supplementary materials such as handouts, visuals, or documents that were shared during the meeting for comprehensive context. Kindly note that these minutes will be used solely for the purpose of internal reference and will not be disclosed to any third party without obtaining proper consent or following the applicable legal procedures. I kindly request you to expedite this process and provide me with the copy of the minutes, either in hard or electronic format, within [specified deadline]. If any costs or administrative procedures are associated with obtaining these documents, please inform me accordingly. Thank you for your prompt attention to this matter. I look forward to receiving the requested information and continuing to support the smooth operation of our organization/community. Sincerely, [Your Name] [Your Contact Information]
New Mexico Sample Letter regarding Copy of Minutes
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FAQ
Anyone can request public records and no statement of purpose is required. The law does place a restriction on the use of police reports. They cannot be used to solicit victims for services. The New Mexico Inspection of Public Records Act allows for three days for a response to a records request.
The Inspection of Public Records Act (IPRA), NMSA 1978, §14-2-1 to ? 12, is a New Mexico state law that provides the public access to public records. The law requires open access to almost all public records in state and local government, with a few exceptions.
The Act generally prohibits a public body from conducting public business in secret or in closed meetings and requires that such business be conducted by the public body acting as a whole at meetings open to all persons who wish to attend and listen.
Procedures for Requesting Inspection: Requests to inspect public records should be submitted to the records custodian, by email to sos.elections@state.nm.us, or by regular mail to New Mexico Capitol Annex North, 325 Don Gaspar, Suite 300, Santa Fe, NM 87501.
The Act generally prohibits a public body from conducting public business in secret or in closed meetings and requires that such business be conducted by the public body acting as a whole at meetings open to all persons who wish to attend and listen.
Public records in New Mexico cover an extensive file system that includes commonly requested information such as vital records (e.g., birth and marriage certificates), criminal records, court filings, sex offender registrations, property records, driving histories, and vehicle information.
Any library, college, university, museum or institution of the state or any of its political subdivisions may hold in confidence materials of a historical or educational value upon which the donor or seller has imposed restrictions with respect to access to and inspection of the materials for a definite period of time ...
