Chapter 5902-2 Meetings
(A) The veterans advisory committee, established by the director of the department of veterans services in accordance with section 5902.02 of the Revised Code, will follow the Ohio open meeting laws as codified in section 121.22 of the Revised Code.
(B) Each organization as specified in division (K) of section 5902.02 of the Revised Code shall name a representative(s), and an alternate(s), to the committee to represent the organization by November first of each year and to forward the name(s) of the representative(s) to the director of the department of veterans services.
(C) The quorum requirements of the department veterans services advisory committee is established at ten members.
(D) A simple majority of the committee present is required to approve or oppose any issue before the committee.
(E) The committee meetings shall be conducted in accordance with Robert's Rules of Order.
(F) The committee shall elect a chairperson and a vice chairperson at the committee's annual meeting which shall be conducted on the last thursday of October of each year. The staff of the department of veterans services shall perform the duties, but not hold the office of secretary .
(G) In addition to the annual meeting of the committee, the committee shall conduct other regular meetings as the chairperson or the director of the department of veterans services shall deem necessary, but no less often than once per quarter at times and places determined by the chairperson or the director. The advisory committee secretary shall mail notice of each meeting to each member of the committee at least seven days prior to the scheduled date of the meeting, except in the case of a special emergency meeting, for which the seven-day notice requirement shall be shortened to forty-eight hours. Such notice may be delivered by e-mail attachment. Meeting notices shall contain the date, time, and place of the meeting, and in the case of special emergency meetings, shall include the purpose of the meeting.
(H) Changes in the rules for the operation of the veterans advisory committee requires a two-thirds vote of the committee.
(I) All votes shall be roll call and in rotating order.
(J) Minutes of the advisory committee shall be sent to members of the committee at least seven days prior to the next regularly scheduled advisory committee meeting.
(K) Any motions to be considered from a sub-committee by the advisory committee shall be made in writing, on an approved form adopted by the rules committee, and be a permanent part of the official minutes of said meetings(s).
(L) When a member of the committee fails to attend three meetings within a one year period, a notice shall be sent to that member and the organization represented by that member. This notice shall state that pursuant to section 3.17 of the Revised Code the failure of a committee member to attend three-fifths of all committee meetings within a two year period shall result in the forfeiture of that members position on the committee. The following notices will be sent as appropriate:
(1) To the committee member:
"Dear (insert name):
As of (insert date) you have failed to attend three scheduled meetings of the veterans advisory committee within the past twelve months. Because of your repeated failure to attend meetings, please be advised that that your failure to attend three-fifths of the meetings of the committee in a two year period will result, pursuant to section 3.17 of the Revised Code, in the forfeiture of your position on the committee. We look forward to your presence at the next committee meeting."
(2) To the organization:
"Dear (insert name):
This letter is to inform you that, as of (insert date), your organization's representative to the veterans advisory committee (insert name), has failed to attend three scheduled meetings of the committee within the past twelve months. Please be advised that his/her failure to attend three-fifths of the committee's meetings within a two year period will result, pursuant to section 3.17 of the Revised Code, in the forfeiture of (insert member name) position on the committee. As this would result in your organization not being represented on the committee until a replacement is appointed, we hope that you will communicate with (insert member name) and encourage his/her attendance at the next committee meeting".
(M) Public notice of the advisory committee shall be given as follows:
(1) Any person who desires to receive notice(s) of regular meetings of the advisory committee or meetings in which specific type(s) of public business is to be discussed, shall submit a request to the advisory committee in writing. The committee's secretary shall mail notice of the time and place of subsequent meetings to the person for a period of one year following receipt of the request. The request may be renewed annually in the same manner.
(2) The committee secretary shall issue a press release regarding notice of the date, time, and place of each regular meeting seven days before the meeting. The committee secretary shall issue a press release regarding notice of the date, time, place, and purpose of a special emergency meeting at least forty-eight hours before the meeting when practical.