Chapter 4775-4 Ohio Motor Vehicle Collision Repair Board; Notice of Meetings and Public Hearings

4775-4-01 Notification of public hearings.

Pursuant to the Ohio Administrative Procedures Act, and prior to the adoption, amendment, or rescission of any rule or regulation by the Ohio board of motor vehicle collision repair registration, public notice thereof shall be given at least thirty days prior to the date set for the public hearing, by publication in a newspaper of general circulation. Such notice shall include the following information:

(A) A statement of the board's intentions to consider adoption, amendment or rescission of a rule.

(B) A synopsis of the proposed rule, regulation, amendment or rescission thereof or a general statement of the subject matter to which the proposed rule is related.

(C) The date, time and place of the public hearing on said proposed action.

(D) A statement of the reason or purpose for adopting, amending or rescinding the rule.

Effective: 02/20/2011
R.C. 119.032 review dates: 11/15/2010 and 10/05/2015
Promulgated Under: 119.03
Statutory Authority: 4775.04
Rule Amplifies: 4775.09
Prior Effective Dates: 1/21/99, 12/2/05

4775-4-02 Special meetings; notices to news media.

(A) 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 only be given, however, to one representative of any particular publication or radio or television station. A request for such notification shall be addressed to: "Executive Director, Ohio Board of Motor Vehicle Collision Repair Registration, 77 South High Street, 16th floor, Columbus, Ohio 43215."

(B) Such a written request for advance notice of all special meetings shall operate to require the secretary of the board to send such notice for the period of time subsequent to the date of receipt by the secretary of such request and ending at one minute after twelve a.m. on the first day of January immediately succeeding such request or until such requesting person notifies the secretary of the board in writing that he/she has left the employ of the particular publication, radio or television station, whichever period is shorter.

(C) The request shall provide the name of the individual media representative to be contacted, his/her mailing address and a maximum of two telephone numbers where he/she can be reached. The secretary of the board shall maintain a list of all representatives of the news media who have requested notice of special meetings pursuant to this rule.

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

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

(2) 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 secretary of the board has been unable to provide such telephone notice.

(3) 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 (E) of this rule.

(E) In the event of a special meeting of an emergency nature, the secretary of the board shall notify all media representatives on the list of such meeting by providing the notice as described in paragraph (D)(3) of this rule.

(F) In giving the notices required by paragraph (D) or (E) of this rule, the Ohio board of motor vehicle collision repair registration 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 (D) or (E) ofthis rule.

(G) It shall be the sole responsibility of the particular media representative, publication, radio or television station to advise the board of its desire to renew its request for notification at the expiration of the period designated in paragraph (B) of this rule and 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.

(H) Failure of any news media or representative thereof to comply with the requirements of this rule shall relieve the board of any obligation under this rule as to advance notice ofany type ofspecial public meeting.

(I) Any media representative may request notice of the time and place of all regularly scheduled meetings in accordance with the provisions of rule 4501:1-4-20 of the Administrative Code,"Meeting Notification on Yearly Basis."

Effective: 01/10/2011
R.C. 119.032 review dates: 10/05/2010 and 10/05/2015
Promulgated Under: 119.03
Statutory Authority: 4775.04
Rule Amplifies: 4775.03
Prior Effective Dates: 12/02/2005

4775-4-03 Meeting notification on yearly basis.

(A) Any person may, upon payment of a reasonable 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 schedule to be discussed. In order to receive notification, such persons must provide the secretary of 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 date of the meeting. Said self-addressed, business-size envelopes shall have affixed to them the equivalent of three first-class united states postage stamps. 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.

(B) 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.

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

(D) Said fee shall be remitted to the secretary of 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: "Ohio Motor Vehicle Collision Repair Registration Fund." Said fee is non-refundable in whole or in part.

(E) Failure of the person making the request to comply with any requirements set forth in this rule shall relieve the board of, and discharge, any obligation to that person under this rule.

(F) The obligation of the board under this rule to each person fully complying with said rule, 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.

Effective: 01/10/2011
R.C. 119.032 review dates: 10/05/2010 and 10/05/2015
Promulgated Under: 119.03
Statutory Authority: 4775.04
Rule Amplifies: 4775.03
Prior Effective Dates: 12/02/2005

4775-4-04 Minutes of meetings.

(A) The unapproved minutes of a regularly scheduled or special meeting shall be held for board approval at the following regularly scheduled meeting. Within ten 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 during regular working hours.

(B) All records of meetings will be open to the public for inspection during regular business hours which are eight a.m. to five p.m. at the "Ohio Board of Motor Vehicle Collision Repair Registration, 77 South High Street, 16th floor, Columbus, Ohio 43215."

Effective: 01/10/2011
R.C. 119.032 review dates: 10/05/2010 and 10/05/2015
Promulgated Under: 119.03
Statutory Authority: 4775.04
Rule Amplifies: 4775.03
Prior Effective Dates: 12/02/2005