4732-1-01 Board meetings; miscellaneous forms of public notice.

(A) Any person may ascertain the time and place of any individual regularly scheduled meeting, as well as the time, place and purpose of any individual special meeting, by:

(1) Writing to the board address and enclosing a self-addressed, business-size (at least four inches by nine and one-half inches) envelope which has affixed to it the equivalence of first-class United States postage at the time of the request and appropriate for mailing that enclosed envelope. Such person requesting the above-mentioned information as to either an individual regularly scheduled meeting or an individual special meeting shall mail the request sufficiently early in time as to allow the board and its staff two weeks before such regular or special meeting, within which to process such request. The present address is: "State Board of Psychology, Public Notifier, 77 South High Street-18th Floor, Columbus, Ohio 43266-0321." Failure of the requesting party to comply with any of the above requirements relieves the board of any obligation to notify such person under paragraph (A)(1) of this rule.

(2) Calling the office of the state board of psychology (present telephone number being (614) 466-8808) during normal business hours, which are from eight a.m. to four-thirty p.m., Monday through Friday, legal holidays excepted. No collect calls will be accepted under any circumstances.

(3) Consulting a binder located in the offices of the board, presently in the "Vern Riffe Center for Government and the Arts, 77 South High Street-18th Floor, Columbus, Ohio," during normal business hours, which are from eight a.m. to four-thirty p.m., Monday through Friday, legal holidays excepted.

(B) Any representative of the news media may obtain twenty-four hours' advance notice of all special meetings, except in the event of an emergency requiring immediate official action, by requesting in writing, in the manner designated, that such notice be provided. Such notice will be given, however, to only one representative of any particular publication or radio or television station. A request for such notification shall be addressed to: "State Board of Psychology, Public Notifier, 77 South High Street-18th Floor, Columbus, Ohio 43266-0321."

(1) Such a written request for advance notice of all special meetings shall operate to require the board to give such notice for the period of time subsequent to the date of receipt by the board of such request; and

(a) Ending at one minute after midnight on the first day of January immediately succeeding such request; or

(b) Until such requesting person notifies the board in writing that he/she has left the employ of the particular publication, radio or television station, whichever period is shorter.

(2) The request shall provide the name of the individual media representative to be contacted, the mailing address and a maximum of two telephone numbers. The state board of psychology shall maintain a list of all representatives of the news media who have requested notice of special meetings pursuant to paragraph (B) of this rule.

(3) In the event of a special meeting not of an emergency nature, the state board of psychology shall notify all media representatives on the list of such meeting by doing at least one of the following:

(a) Sending written notice, which must be mailed no later than four calendar days prior to the day of the special meeting;

(b) Notifying such representatives by telephone no later than twenty-four hours prior to the special meeting; such telephone notice shall be complete if a message has been left for the representative, or if, after reasonable effort, the state board of psychology has been unable to provide such telephone notice;

(c) Informing such representative personally no later than twenty-four hours prior to the special meeting. Nothing in this paragraph shall require the board to provide personal notification at any time, except as provided in paragraph (B)(4) of this rule.

(4) In the event of a special meeting of an emergency nature, the state board of psychology shall immediately notify all media representatives on the list of such meeting.

(5) In giving the notices required by paragraph (B)(3) or (B)(4) of this rule, the state board of psychology may rely on assistance provided by any member of its staff and such notice is complete if given by such member in the manner provided in paragraph (B)(3) or (B)(4) of this rule.

(6) It shall be the sole responsibility of the particular media representative, publication, radio or television station to advise the board of:

(a) Its desire to renew its request for notification at the expiration of the period designated in paragraph (B)(1) of this rule; and

(b) Any change in the name or address of the person within such publication, radio or television station to whom the board is to direct the advance notice.

(7) Failure of any news media or representative thereof to comply with all of the above requirements shall relieve the board of any obligation under paragraph (B) of this rule, as to advance notice of any type of special public meeting.

(8) Any media representative may request notice of the time and place of all regularly scheduled meetings in accordance with paragraph (C) of this rule.

(C) Any person may, upon payment of an annual fee to be set once a year on an estimated cost per service basis, receive notice of all meetings of the board or its committees at which specific subject matters designated by such persons are scheduled to be discussed. In order to receive notification, such person must provide to the board, annually, fifteen self-addressed, business-size (at least four inches by nine and one-half inches) stamped envelopes for the mailing of the notices. Such notice shall be mailed no later than seven calendar days prior to the day of the meeting. Said self-addressed, business-size envelopes shall have affixed to them the equivalence of first-class United States postage appropriate for mailing the enclosed envelopes at the time of the request. The board may designate more general subject matters than are specified by persons requesting notice, in order to reasonably limit the variety of lists of persons to receive notices.

(1) It shall be the sole responsibility of any person requesting notice to provide the board with ample written notice of change of address or name.

(2) Such person requesting the notification provided in paragraph (C) of this rule shall mail the payment and requisite self-addressed envelopes sufficiently early in time to allow the board and its staff two weeks before the next regularly scheduled meeting or special meeting, within which to process such request.

(3) Said annual fee shall be remitted to the board solely in the following manner: cashier's check, money order, or certified check. No cash will be accepted. Said instruments shall be made payable to "Treasurer, State of Ohio." Said annual fee is non-refundable in whole or in part.

(4) Failure of the person making the request to comply with any of the above requirements shall relieve the board of, and discharge, any obligation to that person under paragraph (C) of this rule.

(5) The obligation of the board under paragraph (C) of this rule to each person fully complying with said paragraph, for each individual regularly scheduled or special meeting, shall also be deemed discharged upon mailing of notice of said meeting to the most current mailing address and name on file with the board for this purpose, as of seven days prior to the particular regularly scheduled or special meeting.

(D) The unapproved minutes of a regularly scheduled or special meeting shall be recorded and open to public inspection in the manner provided for in paragraph (A)(3) of this rule, within ten business days after their recordation. Within ten business days after their approval by the board, the approved minutes of a regularly scheduled or special meeting shall be substituted for the unapproved minutes, and the former shall be open for public inspection in the manner provided for in paragraph (A)(3) of this rule.

R.C. 119.032 review dates: 07/07/2009 and 07/01/2014

Promulgated Under: 119.03

Statutory Authority: 4732.06

Rule Amplifies: 4732.06 , 121.22

Prior Effective Dates: 9/1/81, 10/1/90