(A) All meetings of the Board of Appeals, other than authorized executive sessions, shall be open to public attendance.
(B) The Board will fully comply with both the letter and the spirit of R.C. § 121.22.
(C) The regularly scheduled meetings of this body shall be held on the third Wednesday of each month in the Council chambers in the city building, commencing at 7:30 p.m. Within the context of this rule, a special meeting is deemed to be any meeting scheduled or called for on a date or place or time other than as hereinabove specified. Such special meeting, as so defined solely for the purpose of this rule, may be for the purpose of:
(1) Continuing or commencing a regular meeting of the Board in discussing and acting upon all such business as may come before the Body; or
(2) A true special meeting within the context of parliamentary definition wherein the purpose of the meeting shall be to consider only specific and enumerated matters, and in which action will not be taken on matters unrelated to the matter, or matters, for which such a meeting is held. No special meeting, as defined herein, shall be held unless the Recording Secretary shall have given at least 24 hours advance notice of the date, time, place and purpose of such meeting, to those news media that have requested notification except in the event of an emergency. An emergency exists when immediate official action is necessary and in that event the member, or members, calling such a meeting shall immediately notify such news media as have requested notification of the date, time, place, and purpose of such meeting.
(3) Any person may determine the date, time, and purpose of special meetings, as defined herein, by making such a request, in writing, to the City Manager and sending forth their name, address, and telephone number. The City Manager shall notify such person of the date, time, place and purpose of special meetings, either by mail or telephone, and will in any case endeavor, with all reasonable effort and dispatch, to make such notification immediately.
(4) When time permits reasonable anticipation of timely mail delivery, the City Manager may notify such person by mail. When in the judgment of the City Manager, it seems reasonable to believe mail notification will not be timely, the City Manager will make all reasonable efforts to contact such person by telephone. Long distance calls will only be placed collect.
(D) Any person desiring information as to any specific business to be discussed at a meeting, may obtain advance notification of the proposed discussion by securing a copy of the meeting agenda by any or all of the following methods:
(1) Agendas for regularly scheduled meetings will be available, without charge, at the City Manager's office on the Monday or Tuesday preceding the regularly scheduled meeting.
(2) Agendas for special meetings will be available immediately upon their preparation at the City Manager's office without charge.
(3) Persons paying an annual fee of $10 to the city, and providing the City Manager with self- addressed business size envelopes (approximately 9 inches by 4 inches), with sufficient First Class postage affixed thereto, will be mailed all Board agendas upon their preparation, for so long as the City Manager has a supply of such required envelopes. It shall be the sole obligation of the person requesting such mailings, to determine that the City Manager has sufficient envelopes to continue mailing agendas for so long as such person desires to receive agendas. The fee required hereunder shall be a calendar year fee and shall be due once each calendar year regardless of the date upon which the request for such mailings is filed.
(1974 Code, § 36.72) (Ord. 49-88, passed 9-19-1988)