During the eight days preceding a primary, general, or special election in which a committee participates, its books of account showing all contributions received, expenditures made and outstanding debts must be opened for public inspection. An inspection may occur on weekdays beginning on the eighth day before the election — excluding legal holidays — by appointment between 8 AM and 8 PM at the location designated on the committee's registration.
“Books of account” means a ledger or similar listing of contributions, expenditures and debts, such as a campaign or committee is required to file regularly with the PDC, but current as of the most recent business day.
As a practical matter, campaigns and committees might want to consider compiling PDC forms to be available on a daily basis for inspection upon request (but not required for filing), like C-3 and C-4 forms.
If a ledger of contributions, expenditures and debts is not kept sufficiently current in this eight-day period, the campaign must make available information sufficient to support such a listing, including: receipts, invoices, copies of checks and notes or documents regarding orders placed, loans, etc.
- Keep the campaign books current within one business day.
- PDC staff hopes that committees and those requesting inspections will be cooperative and accommodating.
- If it is not possible to schedule the records inspection at the day or time requested, the committee must make the records available for inspection within 24 hours of the requested time.
- Review the C-1pc #9 shortly before the inspection period starts to ensure that the address and contact information is up-to-date.
- If the committee's only copy of its books are electronic, the inspector must be given sufficient instruction to allow the inspection to proceed.
- Continuing committees will allow inspection of its books for the calendar year. Ballot measure committees will allow inspection of all campaign books.
The Committee is not required to:
- make copies of its books, whether the books are kept on paper or in electronic form,
- allow videotaping or photographs, or
- provide the name and address of contributors who gave $25 or less in the aggregate.
- Provide a name (all names, if more than one person will attend) and phone number when making the appointment.
- Show photo identification before the inspection begins. The inspection may be denied when photo ID is not provided.