Chapter 111:3-6 Meetings

111:3-6-01 Procedures regarding meetings, notices of meetings, and minutes.

(A) All meetings of the board of voting machine examiners are public meetings open to the public. A member of the board must be present in person at a meeting open to the public to be considered present or to vote at the meeting and for purposes for determining whether a quorum is present at the meeting. Any executive session shall meet the requirements of division (G) of section 121.22 of the Revised Code.

(B)(1) Any person may ascertain the time and place of all regularly scheduled meetings and the time, place, and purpose of all scheduled special meetings by contacting during normal business hours the board of voting machine examiners in care of "Ohio Board of Voting Machine Examiners, c/o Office of the Ohio Secretary of State, 180 East Broad Street - 15 th Floor, Columbus, Ohio 43215, telephone (614) 466-2585, and facsimile (fax) (614) 452-4360."

(2) For all meetings, the board shall, prior to the meeting, post a "notice of meeting" in a prominent place at the office of the secretary of state and send such notice to the state house press room.

(a) For regular meetings, such notice shall be given at least two days prior to the regular meeting and shall specify the time and place of the meetings.

(b) For special meetings not of an emergency nature, such notice shall be given at least twenty-four hours before the special meeting and shall specify the time, place, and purpose of the meetings.

(c) For special meetings of an emergency nature, such notice shall be given immediately upon the calling of the meeting and shall specify the time, place, and purpose of the meetings.

(3) Any person, including representatives of the news media, may obtain reasonable advance notification of all regular or special meetings by requesting, in writing, that such notification be provided. A request for such notification shall be addressed to the chairperson of the board in care of "Ohio Board of Voting Machine Examiners, c/o Office of the Ohio Secretary of State, 180 East Broad Street - 15 th Floor, Columbus, Ohio 43215, telephone (614) 466-2585, and facsimile (fax) (614) 452-4360" and shall include the name of the person to be contacted, the person's mailing address, facsimile (fax) number, if available, and a maximum of two telephone numbers where the person can be reached or a message left for the person. The board shall maintain a list of all persons who have requested notice of meetings pursuant to this paragraph. The board shall determine the appropriate mode of notification. Telephone notice shall be complete if a message has been left for the person at either of the designated numbers.

(a) In the event of a regular meeting, the board shall notify all persons on the list of such meeting at least two days prior to the meeting.

(b) In the event of a special meeting not of an emergency nature, the board shall notify all persons on the list of such meeting by telephone or facsimile (fax) no later than twenty-four hours prior to the special meeting.

(c) In the event of a special meeting of an emergency nature, the board shall immediately notify all persons on the list of such meeting by telephone or fax. In such event, the notice need not be given twenty-four hours prior to the meeting but shall be given notice immediately upon the calling of the meeting.

(4) Any person may obtain reasonable advance notification of all meetings at which any specific type of public business is to be discussed by requesting, in writing, that such notification be provided. A request for such notification shall be addressed to the chairperson of the board in care of "Ohio Board of Voting Machine Examiners, c/o Office of the Secretary of State, 180 East Broad Street - 15 th Floor, Columbus, Ohio 43215, telephone (614) 466-2585, and facsimile (fax) (614) 452-4360" and shall include the name of the person to be contacted, his mailing address, facsimile (fax) number if available, a maximum of two telephone numbers where the person can be reached or a message left for the person, and the specific type of public business about which the person is requesting notification of the board's meeting to discuss such business. The board shall maintain a list of all persons who have requested notice of meetings pursuant to this paragraph.

(a) The board may provide advance notification under this section by mailing the agenda of meetings to all persons on the list maintained under this paragraph.

(b) The board may provide advance notification of regular or special meetings at which specific types of business are to be discussed in the same manner that the board provides advance notification of regular or special meetings under paragraph (B)(3) of this rule.

(C)

(1) The board of voting machine examiners shall keep minutes of all regular and special meetings. The minutes of regular and special meetings shall reflect the official action taken by the board and the vote thereon, except that the minutes of authorized executive session may reflect only the general subject matter of discussions in such sessions.

(2) After each meeting, the board shall cause the minutes to be promptly prepared, filed, and maintained. The minutes of each meeting shall be considered at the next regular meeting of the board for approval. After approval of the minutes by the board, the minutes shall constitute the official minutes of the board and shall be maintained by the board and held open to public inspection during normal business hours.

R.C. 119.032 review dates: 11/12/2013 and 07/31/2018
Promulgated Under: 119.03
Statutory Authority: 3506.05(H)
Rule Amplifies: 3506.05
Prior Effective Dates: 1/28/95, 1/1/02