Ex Parte Communications;* Investigations—Courts of Limited Jurisdiction*

(A) Except as permitted in paragraph (C) of this Rule, a judge of a court of limited jurisdiction shall not investigate the substantive facts, circumstances, or merits of a pending* or impending* matter. (B) Except as permitted in paragraph (D) of this Rule, a judge of a court of limited jurisdiction shall not initiate, permit, or consider ex parte communications.* (C) When circumstances or the interests of justice require it or when expressly authorized by law,* a judge of a court of limited jurisdiction may examine the criminal record, driving record, and on-line court records repository pertaining to a defendant in a pending or impending matter which is on file within an agency of the state of Montana for the purpose of determining whether the charge is lawful or for purposes of setting bail or sentencing. A judge may not amend the charge except on motion of the prosecutor and as otherwise provided by law. (D) When circumstances or the interests of justice require it or when expressly authorized by law, a judge of a court of limited jurisdiction may: (1) engage in ex parte communications involving administrative, ministerial or scheduling matters provided: (a) the judge reasonably believes that no party will gain a procedural or tactical advantage as a result of the ex parte communication; and (b) the judge notifies all other parties, if necessary to prevent any party from gaining a procedural or tactical advantage. (2) consult with court staff and court officials whose functions are to aid the judge in carrying out the judge’s adjudicative responsibilities, with other judges or with peace officers, prosecutors, and defense counsel provided: (a) that the judge avoids receiving factual information that is not a part of the record or part of the defendant’s criminal or driving record; and 14 (b) that the judge does not abrogate his or her responsibility to personally adjudicate the matter fairly and impartially.* (3) receive ex parte communications in proceedings in open court if the prosecutor is not present, provided: (a) that the prosecutor has not otherwise informed the judge in writing of his or her desire or willingness to appear; and (b) that the judge shall not try a case to the court or to a jury without the presence of a prosecutor. (4) verify whether a party has a valid driver’s license and mandatory automobile insurance and whether a party is complying with any restitution requirement or conditions imposed in a sentence. (5) receive ex parte communications in proceedings involving temporary orders of protection provided that the respondent has been given notice and an opportunity to appear to the extent required by law. (6) Except as set forth in subparagraphs (1) through (5), if a judge receives an ex parte communication or other information having a potentially significant bearing upon the substance of a matter, the judge shall make provision promptly to notify the parties of the content of the communication or information and provide the parties with an opportunity to respond. If such communication or information is in writing, a copy of it shall be made available to the parties and retained. (E) A judge shall make reasonable efforts, including providing appropriate supervision, to ensure that this Rule is not violated by court staff, court officials, and others subject to the judge’s direction and control. COMMENT [1] This Rule is tailored to accommodate the unique circumstances in which Montana’s courts of limited jurisdiction operate. This Rule acknowledges that these courts exist in both large metropolitan and isolated rural locations; that the judges of these courts may or may not have clerks or other staff; that prosecutors may or may not be able to be present at all proceedings of the court; that it is necessary for these judges to sometimes speak directly with a party, peace officer, administrative personnel, or insurance agent to verify or clarify administrative or ministerial facts; and that such courts must administer large case loads consisting primarily of misdemeanor criminal and traffic offenses and civil matters involving amounts limited by law. [2] This Rule provides some flexibility to the judges of courts of limited jurisdiction in dealing with procedural, administrative, and ministerial matters, while retaining requirements that the judge may not independently investigate the substantive facts or merits of any pending or impending matter; that notice and opportunity to be heard be provided if the judge receives or 15 obtains information which may have a significant bearing upon an pending or impending matter; and that the judge personally adjudicate the matter at issue impartially and fairly. While the judge may use discretion and common sense, those must be exercised in accordance with the law and keeping in mind constitutional rights of the parties. Nothing in this Rule abrogates the judge’s obligation to comply with all applicable laws, court rules, or administrative regulations. [3] The prohibition against a judge independently investigating the substantive facts or merits of any matter that is or may come before the court extends to information available in all mediums, including electronic. [4] Judges are admonished that they are members of a distinct branch of government—the judiciary; that they are always to perform their duties as neutral and detached magistrates; and that they do not function as arms of local government, law enforcement, or as members of either the prosecution or defense “team.” Judges do not and may not “represent” either party. [5] This Code also controls the conduct of a judge if and when the judge functions as the court clerk or administrator.