(a) The Fiscal Officer shall post a schedule of the time(s) and place(s) of the regular meetings of each Public Body. The schedule of regular meetings for all Public Bodies for the calendar year, to the extent that it is known, shall be posted at least seven days prior to the first regular meeting of the year. The Fiscal Officer shall from time to time check to insure that the schedule has remained posted. If at any time changes or additions are made to the schedule, the Fiscal Officer shall promptly post such changes or additions.
(b) Upon receipt of notice of a special meeting to be held by any Public Body, the Fiscal Officer shall promptly post such notice. The posted notice shall include the time, place, and purpose(s) of the meeting.
(c) The Fiscal Officer shall also post the telephone number of the Fiscal Officer’s office (or the telephone number of any other office so designated by Council), together with a list of the telephone numbers of the offices of the various Public Bodies. These numbers shall be accompanied by a statement to the effect that the Fiscal Officer office or the individual offices listed may be called during regular business hours for information concerning the time, place and purpose(s) of any regular or special meeting.
(d) All notices which the Fiscal Officer is required to post pursuant to these rules shall be posted in a conspicuous place or places at the office of this Council. The Council may also from time to time direct the Fiscal Officer to post notices at other designated locations.
(e) The Fiscal Officer shall cause to be published once in a newspaper of general circulation within the Village all information which is required by these rules to be posted including all changes and additions to schedules; except, however, that the Fiscal Officer need not cause to be published any notification of a meeting which, due to publishing deadlines or other factors beyond his control, would not effectively notify the public until after the meeting is held.
(f) Any news media organization may request that the Fiscal Officer give notification in advance of the time, place, and purpose(s) of any special meeting of a Public Body. Notification may be by telephone or in writing, at the option of the Fiscal Officer. The Fiscal Officer may require any news media organization to file with him on a standard form any information which he deems reasonably necessary in order to adequately provide such notification, including but not limited to name, address, and phone number of the organization, and the name(s) of not more than two persons designated by the organization to receive notification. No special meeting may be held until twenty-four hours after all news media requesting such notification has received such notification, or until twenty-four hours after the Fiscal Officer has made a diligent effort to communicate notification during the Fiscal Officer regular business hours.
(g) In the event of an emergency requiring immediate official action, the member or members of the Public Body calling the meeting shall notify (or make a diligent effort to notify) the news media organizations who have filed a request for notification with the Fiscal Officer of the time, place, and purpose of the meeting. Any such member or members may, in attempting to notify the news media, rely upon the information filed with the Fiscal Officer by any news media organization.
(h) Any person may upon request and payment in advance obtain reasonable advance notification of all meetings at which any specific type of public business is to be discussed. Notification to any such person may include but is not limited to the provision of the agenda of all meetings to all persons on a mailing list. Such person must file a written request on a form provided by the Fiscal Officer, which request must include the following information: the person's name, and the address(es) and telephone number(s) (not more than two) at or through which the person can be reached during the Fiscal Officer’s regular business hours; the specific type of public business the discussion of which the person is requesting advance notification; the Public Body that is the subject of such request; and the number of calendar months (not to exceed six) which the request covers. Such request may be canceled by written request from such person to the Fiscal Officer. The Fiscal Officer shall collect in advance the sum of one hundred dollars ($100.00), which sum is fixed by Council as a reasonable fee for advance notification for any six months period and which is non-refundable. Notification may be provided by telephone or in writing, at the option of the Fiscal Officer; except, however, that the Fiscal Officer must make or attempt to make notification by telephone if notice is to be provided within forty-eight hours of the meeting.
(i) The provisions of these rules governing special meetings shall apply to the organizational meeting(s) of the Public Body.
(j) The Fiscal Officer shall distribute these rules to all of the members of the Public Bodies of the Village, together with a copy of Ohio R.C. 121.22, as amended. The Fiscal Officer shall also provide such members with instructions for the effective implementation of these rules, including but not limited to the manner in which notification of any meeting is to be communicated to the Clerk-Treasurer's office.
(k) The Fiscal Officer shall establish and maintain a complete record of all action taken pursuant to these rules.
(Ord. 76-5. Passed 3-4-76.)