Chapter 311-5 Notice of Meetings

311-5-01 Definitions.

As used in rules 311-5-01 to 311-5-07 of the Administrative Code:

(A) "Commission" means the county sheriffs' standard car-marking and uniform commission created by section 311.25 of the Revised Code.

(B) "Day" means calendar day.

(C) "Emergency Meeting" means a meeting held in the event of an emergency requiring immediate official action.

(D) "Meeting" means any prearranged discussion of the public business of the commission by a majority of its members.

(E) "Oral notification" means notification given orally either in person or by telephone, directly to the person for whom such notification is intended, or by leaving an oral message for such person at the address, or if by telephone at the telephone number, of such person as shown on the records kept by the secretary under these rules.

(F) "Post" means to post in an area accessible to the public during the usual business hours in the press room of the statehouse in Columbus, Ohio and at any other locations which the president considers to be appropriate for providing public notice of these rules.

(G) "President" means the commission member elected in accordance with section 311.26 of the Revised Code.

(H) "Published" means published once in a newspaper having a general circulation in Franklin county, as defined in section 7.12 of the Revised Code. If at the time of any such publication there is no such newspaper of general circulation, then such publication shall be in a newspaper then determined by the secretary to have the largest circulation in Franklin county.

(I) "Regular meeting" means a meeting which occurs as a regular meeting in accordance with the by-laws of the commission.

(J) "Secretary" means an individual, who need not be a member of the commission, appointed by the president to perform the duties assigned to the secretary under this chapter and such other appropriate duties as the president may assign to the secretary.

(K) "Special meeting" means a meeting which is neither a regular meeting nor an adjournment of a regular meeting to another time or day.

(L) "Written notification" means notification in writing mailed, telegraphed, faxed, e-mailed, or otherwise delivered to the address of the person for whom such notification is intended as shown on the records kept by the secretary under agency 311 of the Administrative Code, or in any way delivered to such person. If mailed, such notification shall be mailed by first-class mail, deposited in a U.S. postal service mailbox no later than the second day preceding the day of the meeting to which such notification refers, provided that at least one regular mail delivery day falls between the day of mailing and the day of such meeting.

Effective: 09/25/2014
R.C. 119.032 review dates: 06/23/2014 and 09/15/2019
Promulgated Under: 111.15
Statutory Authority: 311.26
Rule Amplifies: 121.22
Prior Effective Dates: 1/31/1999

311-5-02 Notice of regular and special meetings.

(A) All regular and special meetings of the commission are open to the public at all times, except as provided by law. Notice of regular and special meetings of the commission shall be given at least twenty-four hours prior to the meeting and shall specify the date, time, and place of the meeting. In the event of a special meeting, the notice shall also provide the purpose of the meeting.

(B) The commission shall post notices of regular and special meetings on its website, if available.

(C) Any person or representative of the media may obtain notice of all regular and special meetings of the commission by requesting, in writing, that such notice be provided. A request for notification shall be addressed to the president. The request shall provide the name of the person or media representative to be contacted, the representative's mailing address, electronic mail address, and a maximum of two telephone numbers where the person can be reached. For representatives of the media, such notice will only be given to one representative of any particular publication or radio or television station.

(D) The president of the commission shall maintain a list of all persons and representatives of the media who have requested notice of regular and special meetings of the commission pursuant to this rule.

(E) The commission shall determine the appropriate mode of notification, which may include mailing, sending via electronic mail, or otherwise providing the commission's schedule of meetings to all persons named in the list or telephoning all persons named in the list. If written notice is given, the commission shall send a copy of the public notice by United States mail, electronic mail, or another method reasonably calculated to provide successful delivery to each person who is included in the mailing list. Telephone notice shall be complete if a message has been left for the person at the designated telephone numbers.

Replaces: 311-5-02

Effective: 09/25/2014
R.C. 119.032 review dates: 09/15/2019
Promulgated Under: 111.15
Statutory Authority: 311.26
Rule Amplifies: 121.22
Prior Effective Dates: 1/31/1999

311-5-03 Notice of emergency meetings.

(A) All emergency meetings of the commission are public meetings open to the public at all times, except as provided by law. However, notice of an emergency meeting shall not be required to be given twenty-four hours before the emergency meeting.

(B) The commission shall post notices of emergency meetings on its website, if available.

(C) The members of the commission calling the emergency meeting shall immediately give oral notification or written notification, or both, as the person or persons giving such notification determine, of the date, time, place and purpose of such emergency meeting to such person and representatives of the news media who have requested such advance notification.

(D) The president of the commission shall maintain a list of all persons and representatives of the news media who have requested notice of the commission's emergency meetings pursuant to this rule.

Replaces: 311-5-03

Effective: 09/25/2014
R.C. 119.032 review dates: 09/15/2019
Promulgated Under: 111.15
Statutory Authority: 311.26
Rule Amplifies: 121.22
Prior Effective Dates: 1/31/1999

311-5-04 Executive sessions.

(A) Pursuant to section 121.22 of the Revised Code, executive sessions of the commission are not open to the public.

(B) The commission may hold an executive session at a regular or special meeting for the purposes listed in section 121.22 of the Revised Code.

Replaces: 311-5-04

Effective: 09/25/2014
R.C. 119.032 review dates: 09/15/2019
Promulgated Under: 111.15
Statutory Authority: 311.26
Rule Amplifies: 121.22
Prior Effective Dates: 1/31/1999

311-5-05 Minutes.

(A) Minutes of the commission's regular and special meetings shall be promptly prepared, filed and maintained and shall be open to public inspection. The minutes of the commission's regular and special meetings shall consist of a summary of the meeting, reflecting discussion at the meeting and official action or actions taken by the commission and vote thereon.

(B) Minutes of the commission's emergency meetings shall state the general nature of the emergency requiring immediate official action.

(C) Minutes of the commission's executive sessions need only reflect the general subject matter of the discussion, as authorized by section 121.22 of the Revised Code.

(D) At the beginning of each meeting of the commission, the president or the designee of the president shall inform those present that the notice requirements set forth in this rule have been complied with and this shall be noted in the minutes of the commission.

Replaces: 311-5-05

Effective: 09/25/2014
R.C. 119.032 review dates: 09/15/2019
Promulgated Under: 111.15
Statutory Authority: 311.26
Rule Amplifies: 121.22
Prior Effective Dates: 1/31/1999

311-5-06 General.

(A) In addition to the provisions set forth in this chapter, any person may visit or telephone the office of the secretary during that office's regular office hours to determine, based on information available at that office, the time and place of regular meetings; the time, place and purposes of any then known special meetings; and whether the available agenda of any such future meeting states that any specific type of public business, identified by such person, is to be discussed at such meeting.

(B) Any notification provided herein to be given by the secretary may be given by any person acting in behalf of or under the authority of the secretary.

R.C. 119.032 review dates: 06/13/2014 and 06/12/2019
Promulgated Under: 111.15
Statutory Authority: 311.26
Rule Amplifies: 121.22
Prior Effective Dates: 1/31/1999

311-5-07 Records and certifications.

A certificate by the secretary as to compliance with agency-level 311 rules of the Administrative Code shall be conclusive upon this commission.

R.C. 119.032 review dates: 06/13/2014 and 06/12/2019
Promulgated Under: 111.15
Statutory Authority: 311.26
Rule Amplifies: 121.22
Prior Effective Dates: 1/31/1999