(A) Definitions. For the purpose of this section, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
(1)
CLERK-TREASURER. The Clerk-Treasurer of the Village.
(2)
DAY. Calendar day.
(3)
MEETING. Any prearranged discussion of the public business of the public body by a majority of its members.
(4)
ORAL NOTIFICATION. Notification given orally either in person or by telephone, directly to the person for whom such notification is intended, or by leaving an oral message for such person at the address, or if by telephone, at the telephone number, of such person as shown on the records kept by the Clerk-
Treasurer under these rules.
(5)
POST. To post in an area accessible to the public during the usual business hours at the office of the Clerk-
Treasurer.
(6)
PUBLIC BODY. Each of the following: Council, and any committee or subcommittee of Council.
(7)
PUBLISHED. Published once in a newspaper having a general circulation in the Village, as defined in R.C. § 7.12, except that no portion of such newspaper need be printed in the Village. If at the time of any such publication there is no such newspaper of general circulation, then such publication shall be in a newspaper then determined by the Clerk-Treasurer to have the largest circulation in the Village.
(8)
SPECIAL MEETING. 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.
(9)
WRITTEN NOTIFICATION. Notification in writing mailed, electronic or delivered to the address of the person for whom such notification is intended as shown on the records kept by the Clerk-Treasurer under these rules, or in any way delivered to such person. If mailed, such notification shall be mailed by first-class mail, deposited in a U.S. Postal Service mailbox no 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.
(B) Rules for notification of meetings.
(1) The Clerk-Treasurer shall post a statement of the time(s) and place(s) of regular meetings of each public body for each calendar year not later than the second day preceding the day of the first regular meeting (other than the organizational meeting) of the calendar year of that public body. The Clerk-Treasurer shall check at reasonable intervals to ensure that such statement remains so posted during the calendar year. When the time or place of regular meetings, or of any regular meeting, is changed on a permanent or temporary basis, a statement of the time and place of such changed regular meetings shall be posted by the Clerk-Treasurer at least 24 hours before the time of the first changed regular meeting.
(2) The Clerk-Treasurer shall post a statement of the time and place of any organizational meeting of a public body at least 24 hours before the time of such organizational meeting.
(3) Upon the adjournment of any regular or special meeting to another day, the Clerk-Treasurer shall promptly post notice of the time and place of such adjourned meeting.
(C) Notice of special meetings.
(1) Except in the case of a special meeting referred to in division (D)(4) below, the Clerk-Treasurer shall, no later than 24 hours before the time of a special meeting of a public body, post a statement of the time, place and purposes of such special meeting.
(2) The statement under this division (C) and the notifications under division (D) below shall state such specific general purpose or purposes then known to the Clerk-Treasurer 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 public body at such meeting may be considered and acted upon.
(D) Notice to news media of special meetings.
(1) Any news medium organization that desires to be given advance notification of special meetings of a public body shall file with the Clerk-Treasurer a written request therefor. Except in the event of an emergency requiring immediate official action as referred to in division (4), a special meeting shall not be held unless at least 24 hours advance notice of the time, place and purposes of such special meeting is given to the news media that have requested such advance notification in accordance with division (B).
(2) News media requests for such advance notification of special meetings shall specify: the public body that is the subject of such request; the name of the medium, the name and address of the person to whom written notifications to the medium may be mailed, telegraphed or delivered; and the names, addresses and telephone numbers (including addresses and telephone numbers at which notifications may be given either during or outside of business hours) of at least two persons to either one of whom oral notifications to the medium may be given. Any such request shall be effective for one year from the date of filing with the Clerk-Treasurer or until the Clerk-Treasurer receives written notice from such medium canceling or modifying such request, whichever is earlier. Such requests may be modified or extended only by filing a complete new request with the Clerk-Treasurer. A request shall not be deemed to be made unless it is complete in all respects and such request may be conclusively relied on by the Village, the public body that is the subject of such request, and the Clerk-Treasurer.
(3) The Clerk-Treasurer shall give such oral notification or written notification, or both, as the Clerk-Treasurer determines, to the news media that have requested such advance notification in accordance with division (D)(2) above, of the time, place and purposes of each special meeting, at least 24 hours prior to the time of special meeting.
(4) In the event of an emergency requiring immediate official action, a special meeting may be held without giving 24 hours advance notification thereof to the requesting news media. The persons calling such meeting, or any one or more of such persons or the Clerk-Treasurer on their behalf, shall immediately give oral notification or written notification, or both, as the person or persons giving such notification determine, of the time, place and purposes of such special meeting to the news media that have requested such advance notification in accordance with division (D)(2) above. The minutes or the call, or both, of any special meeting shall state the general nature of the emergency requiring immediate official action.
(E) Notification of discussion of specific types of public business.
(1) Any person, upon written request and as provided herein, may obtain reasonable advance notification of all meetings at which any specific type of public business is scheduled to be discussed.
(2) Such person may file a written request with the Clerk-Treasurer specifying: the person's name, and the address(es) and telephone number(s) 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; the public body that is the subject of such request; and the number of calendar months, not to exceed three, which the request covers. Such request may be cancelled by request from such person to the Clerk-Treasurer.
(3) Such requests may be modified or extended only by filing a complete new request with the Clerk-Treasurer. A request shall not be deemed to be made unless it is complete in all respects, and such request may be conclusively relied on by the Village public body that is the subject of such request, and the Clerk-Treasurer.
(F) General.
(1) Any person may visit or telephone the office of the Clerk-Treasurer during that office's regular office hours to determine, based on information available at that office: the time and place of regular meetings; the time, place and purposes of any then known special meetings; and whether 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.
(2) Any notification provided herein to be given by the Clerk-Treasurer may be given by any person acting on behalf of or under the authority of the Clerk-Treasurer.
(3) A reasonable attempt at notification shall constitute notification in compliance with these rules.
(Res. R-1513-94, passed 4-18-94)