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As used in this chapter:
(a) "Clerk" means the Clerk of Council.
(b) "Day" means a calendar day.
(c) "Meeting" means any prearranged discussion of the public business of a Municipal body by a majority of the members of the Municipal body.
(d) "Municipal body" means each of the following:
(1) Council;
(2) An Assessment Equalization Board;
(3) The Planning Commission;
(4) The Board of Zoning and Building Appeals;
(5) The Civil Service Commission; and
(6) The Recreation Board.
(7) "Municipal body" includes any committee of any such Municipal body comprised of members of such body if such committee is comprised of a majority of the members of the main Municipal body or is a decision-making committee.
(e) "Oral notification" means notification given orally, either in person or by telephone, directly to the party for whom such notification is intended, or by leaving an oral message for such party at the address, or if by telephone at the telephone number, of such party as shown on the records kept by the Clerk under this chapter.
(f) "Post" means to post in an area accessible to the public during usual business hours at the office of the Clerk, i.e. on the posting board located in the lobby of the City Administration Building.
(g) "Published" means published once in a newspaper having a general circulation in the Municipality, as defined in Ohio R.C. 7.12, except that no portion of such newspaper need be printed in the Municipality.
(h) "Special meeting" means a meeting which is neither a regular meeting, nor an adjournment of a regular or special meeting to another time or day, to consider items specifically stated on the original agenda of such regular or special meeting.
(i) "Written notification" means notification in writing that is mailed, telegraphed or delivered to the address of the party for whom such notification is intended as shown on the records kept by the Clerk under this chapter, or in any way delivered to such party. If mailed, such notification shall be mailed by first class mail, deposited in a U.S. Postal Service mailbox not 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.
(Ord. 9-82. Passed 1-25-82.)
(a) The Clerk shall annually post a statement of the time and place of regular meetings of each Municipal body for each calendar year. The Clerk shall check at reasonable intervals to ensure that such statement remains so posted during such calendar year. If, at any time during the calendar year, the time or place of regular meetings, or of any regular meeting, is changed on a permanent or temporary basis, meaning at least two meetings, a statement of the time and place of such changed regular meetings shall be so posted by the Clerk at least twenty-four hours before the time of the first changed regular meeting.
(b) The Clerk shall post a statement of the time and place of any organizational meeting of a Municipal body at least twenty-four hours before the time of such organizational meeting.
(c) Upon the adjournment of any regular or special meeting to another day, the Clerk shall promptly post notice of the time and place of such adjourned meeting.
(Ord. 9-82. Passed 1-25-82.)
(a) Except in the case of a special meeting referred to in Section 208.04(d), the Clerk shall, not later than twenty-four hours before the time of a special meeting of a Municipal body, post a statement of the time, place and purpose of such special meeting.
(b) The statement required by subsection (a) hereof and the notifications required by Section 208.04 shall state such specific or general purpose then known to the Clerk to be intended to be considered at such special meeting, and may state, as an additional general purpose, that any other business as may properly come before such Municipal body at such meeting may be considered and acted upon.
(Ord. 9-82. Passed 1-25-82.)
(a) Any news medium organization that wishes to be given advance notification of a special meeting of a Municipal body shall file with the Clerk a written request therefor.
Except in the case of an emergency requiring immediate official action, as referred to in subsection (d) hereof, a special meeting shall not be held unless at least twenty-four hours advance notice of the time, place and purpose of such special meeting is given to news media that have requested such advance notification in accordance with subsection (b) hereof.
(b) News media requests for such advance notification of special meetings shall specify: the Municipal body that is the subject of such request; the name of the medium; the address of the party to whom written notification to the medium may be mailed, telegraphed or delivered; and at least two addresses and telephone numbers (including addresses and telephone numbers at which notification may be given either during or outside of business hours) to either one of which oral notification to the medium may be given.
Any such request shall be effective for one year from the date of filing with the Clerk or until the Clerk receives written notice from such medium canceling or modifying such request, whichever is earlier. Such request may be modified or extended only by filing a completely new request with the Clerk. A request shall not be deemed to be made unless it is complete in all respects, and such request may be conclusively relied upon by the City and the Clerk.
(c) The Clerk shall give such oral notification or written notification, or both, as the Clerk determines, to news media that have requested such advance notification, in accordance with subsection (b) hereof, of the time, place and purpose of each special meeting, at least twenty-four hours prior to the time of such special meeting, and the Clerk shall record the time, place and method of notification.
(d) In the event of an emergency requiring immediate official action, a special meeting may be held without giving twenty-four hours advance notification thereof to the requesting news media. The Clerk shall immediately give oral notification or written notification, or both, as the person giving such notification determines, of the time, place and purpose of such special meeting to such news media that have requested such advance notification in accordance with subsection (b) hereof. The minutes or the call, or both, of any such special meeting shall state the general nature of the emergency requiring immediate official action.
(Ord. 9-82. Passed 1-25-82.)
Any person, upon written request and as provided in this section, may obtain reasonable advance notification of all meetings at which a specific type of public business is scheduled to be discussed.
Such person may file a written request with the Clerk specifying: the person's name; the address and telephone number at or through which the person can be reached during and outside of business hours; the specific type of public business the discussion of which the person is requesting advance notification of; the Municipal body that is the subject of such request; and the number of calendar months (not to exceed twelve) which the request covers. Such request may be canceled by request from such person to the Clerk.
(Ord. 9-82. Passed 1-25-82.)
(a) Each written request provided for in Section 208.05 must be accompanied by cash or a check or money order, payable to the City, in the amount of twenty-six dollars ($26.00) for each Municipal body covered by the request, which amount has been determined by Council to represent a reasonable fee to cover costs of providing such advance notification, and which amount shall be the fee for a period of one year.
(Ord. 22-96. Passed 1-22-96; Ord. 132-01. Passed 8-13-01.)
(b) Such request may be modified or extended only by filing a completely new request with the Clerk. A request shall not be deemed to be made unless it is complete in all respects, and such request may be conclusively relied upon by the Municipal body that is the subject of such request, and the Clerk.
(c) Written notification may be accomplished by giving advance written notification, by copies of the agendas, of all meetings of the Municipal body that is the subject of such request.
(Ord. 13-92. Passed 1-27-92.)
(a) Any person may visit or telephone the office of the Clerk during that office's regular hours to determine the time and place of regular meetings; the time, place and purpose of any then known special meeting; and whether or not 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. However, such shall not be construed as an official request for notification unless the person identifies himself or herself to the Clerk and requests the Clerk to record such request.
(b) Any notification provided in this chapter that is to be given by the Clerk may be given by any person acting on behalf of or under the authority of the Clerk, but only the Clerk or the Assistant Clerk shall record notification requests.
(c) Two telephone calls and/or one written document shall constitute a reasonable attempt at notification in compliance with this chapter.
(d) A certificate by the Clerk as to compliance with this chapter shall be conclusive upon the City and the Municipal body involved, and at the end of each year the Clerk, or a member of the Municipal body, shall submit a certificate as to compliance with this chapter as to notice and notification.
(e) The Clerk shall maintain a record of the date, manner and time, if pertinent under this chapter, of all actions taken with regard to notices and notifications under Sections 208.03 through 208.05, and shall retain copies of proofs of publication of notifications or notices published thereunder for a period of sixty days only, or until the calendar year's end, whichever is longer.
(f) To ensure compliance with this chapter as to notice and notification, the Municipal body shall designate a person whose responsibility it shall be to timely advise the Clerk of future meetings, and the subject matters to be discussed thereat, of such Municipal body, and such party shall record the time, place and manner of giving such notice in the minutes of the body.
(Ord. 9-82. Passed 1-25-82.)