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The Ethics Commission is empowered by the Rhode Island Constitution to adopt ethics code provisions governing financial disclosure by public officials. (R.I. Const. art.III, Sec. 8) By statute, financial disclosure is required of all elected officials, all candidates for public office, and persons appointed to serve as an officer or member of certain state or municipal agencies. (R.I. Gen. Laws §§§ 36-14-2(l), (2), (4)(a) and (4)(b) and § 36-14-16 and 17.) Financial disclosure statements must be filed annually. Officials are required to disclose sources of income and assets, including those of a spouse and any dependent children. Officials also must disclose whether they, a spouse or dependent child hold interest in any business regulated by Rhode Island government or in any enterprise which engages in business transactions with the government. Finally, officials must disclose the name and address of any person, business or organization which is owed more than $1,000 by the official, a spouse, or a dependent child. Officials are not required to disclose the dollar amount of any income, asset, or debt.
Each year, on average, staff of the Ethics Commission process financial disclosure statements for more than 6000 officials. Computer systems are used to create and maintain lists of officials subject to the disclosure requirements. Throughout the year, staff update computer databases as elections are held, appointments are made, terms end, officials resign, new positions are created and former agencies and commissions are disbanded. Candidate lists are obtained from each of the 39 boards of canvassers during election years; lists of elected and appointed officials are obtained from city and town clerks, fire districts, and the leaders of state departments and agencies. Financial disclosure forms and instructions are mailed to new appointees and candidates as soon as the Commission receives official written notice of their appointment or eligibility. Thereafter, forms and instructions are mailed on an annual basis to persons subject to filing requirements.
All financial disclosure statements are public records and may be reviewed during regular business hours. The Commission maintains records at its offices for up to five years; records dating back beyond five years are held at an off-site storage facility. Copies of any financial disclosure record may be obtained at a cost of $0.15 per page. Additional costs for retrieval also may be charged.