126:1-1-01 Procedures for meetings, notices of meetings, and minutes of the controlling board.

(A) Meetings

All meetings of the controlling board are public meetings open to the public at all times, except when the controlling board holds executive sessions or closed meetings pursuant to the requirements under section 121.22 of the Revised Code. A member of the controlling 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 of determining whether a quorum is present at the meeting.

(B) Notice of meetings

(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 "the controlling board, 30 East Broad Street, 34th floor, Columbus, Ohio 43266-0411, telephoning the board at (614) 466-5721, emailing the board at ECBSupport@obm.state.oh.us, or visiting the controlling board website at www.ecb.ohio.gov." Any person planning to attend a meeting who has special parking, building access, or other accommodation needs may contact the controlling board at (614) 466-5721 prior to the hearing to advise the controlling board of those needs.

(2) Posting of notice

Prior to each meeting, the controlling board shall give notice of the meeting by sending an electronic or paper copy of the notice of the meeting to the statehouse press room.

(a) For a regular meeting, the controlling board shall give notice at least twenty-four hours prior to the regular meeting and shall specify in the notice the time and place of the meeting.

(b) For a special meeting, not of an emergency nature, the controlling board shall give notice at least twenty-four hours prior to the special meeting and shall specify in the notice the time, place, and purpose of the meeting.

(c) For a special meeting of an emergency nature, the controlling board shall give notice immediately upon the calling of the meeting and shall specify in the notice the time, place, and purpose of the meeting.

(3) Request for notice of regular or special meetings

The controlling board shall provide a copy of the notice of a regular or special meeting to any person, including representatives of the news media, who requests it. The request shall be directed to the secretary of "the controlling board, 30 East Broad Street, 34th floor, Columbus, Ohio 43266-0411, telephone (614) 466-5721 or can be made via email at ECBSupport@obm.state.oh.us," and shall include the name and mailing or email address of the person desiring the copy of the notice of meeting, and/or a maximum of two telephone numbers where the person requesting the notice of meeting can be reached or a message left. The controlling board shall maintain a list of the names of all persons who have requested notice of meetings pursuant to this paragraph.

The controlling board shall determine the appropriate mode of notice, which may include mailing or providing the controlling board's schedule of meetings, meeting agendas, or telephoning persons named on the list. If written notification is given, the controlling board shall send a copy of the public notice by United States mail or email to each person whose name is included in the list. Telephone notice shall be complete if a message has been left for the person at either of the numbers provided by the person requesting notice.

(a) In the event of a regular meeting or a special meeting not of an emergency nature, the controlling board shall notify all persons on the list of such meeting at least twenty-four hours prior to the meeting.

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

(4) Request for notice of specific type of business to be discussed

Any person may obtain reasonable advance notice of all meetings at which any specific type of public business is to be discussed by requesting that such notice be provided. A request for such notice shall be directed to "the secretary of the controlling board, 30 East Broad Street, Columbus, Ohio 43266-0411, or can be made via email at ECBSupport@obm.state.oh.us [File Link Not Available]," and shall include the name of the person to be contacted, the mailing or email address, , and/or a maximum of two telephone numbers where the person requesting the notice can be reached or a message left, and the specific type of public business about which the notice of meeting is requested. The controlling board shall maintain a list of the names of all persons who have requested notice meeting pursuant to this paragraph.

The controlling board shall provide advance notice of regular or special meetings at which specific types of business are to be discussed as provided under paragraph (B)(3) of this rule.

(C) Minutes

(1) The secretary of the controlling board, as designated in accordance with section 127.13 of the Revised Code, shall keep minutes of all regular and special meetings. The secretary of the controlling board shall cause the minutes to be promptly prepared, filed and maintained, and the minutes shall be open to public inspection during normal business hours.

(2) The minutes shall contain facts and information, including agenda items discussed and any votes or actions taken at the meeting, sufficient to permit the public to understand and appreciate the rationale behind any decision of the controlling board. The minutes need only reflect the general subject matter of discussions in authorized executive session.

Effective: 07/21/2014
R.C. 119.032 review dates: 04/11/2014 and 07/01/2019
Promulgated Under: 111.15
Statutory Authority: 121.22
Rule Amplifies: 121.22
Prior Effective Dates: 2/6/76, 1/1/98, 3/27/03