5902-2-01 Ohio open meeting laws and roberts rules of order.

 

 

 

5902-2-01                    Ohio open meeting laws and roberts rules of order.

 

 

 

The advisory committee will follow the Ohio open meeting laws and roberts rules of order as follows:

 

(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.

 

(A)(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) recommendations to the director of the department governor's office of veterans services' affairs.

 

(B)(C) The quorum requirements of the department governor's office of veterans services ' affairs advisory committee is established at ten members.

 

(C)(D) A simple majority of the committee present is required to approve or oppose any issue before the committee.

 

(D)(E) The committee meetings shall be conducted in accordance with under robert's rules of order.

 

(E)(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 governor's office of veterans services ' affairs shall whall perform the duties, but not hold the office, of secretary. .

 

(F)(G) In addition to the annual meeting of the committee, the committee shall meet conduct other regular meetings as the chairperson or the director of the department of veterans services shall deem necessary, but no less often than at least once per quarter at a times and places determined by the chairperson or the director of the veterans advisory committee. 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.

 

(G)The director of the governor's office of veterans' affairs, the chairperson, or a simple majority of the committee may call a meeting of the committee as necessary.

 

 

 

(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) Regular meetings. Regular meetings of the advisory committee shall be held at the time and place designated by the chair. The advisory committee secretary shall mail notice of each meeting to each member of the committee at least seven days prior to the scheduled time of convening. The notice shall include the date, time, and place of the meeting.

Special meetings. Special meetings of the advisory committee may be called at the chair's initiative, the director of the governor's office of veterans' affairs, or a simple majority of the committee. The committee secretary shall mail notice to each member of the committee at least forty-eight hours before the time set for convening. The notice shall include the date, time, place, and purpose of the meeting.

(M)(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 division (A) of section 5902.17

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, and pursuant to rules of operation 13/division (M)t is my duty to inform please be advised that you that your failure to attend three-fifths of the meetings of the committee in a two year period will result, pursuant to division (A) of section 5902.17 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 Failure to attend three-fifths of the committee's meetings within a two year period will result, pursuant to division (A) of section 5902.17 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 their his/her attendance at the next committee meeting".

(N)(M) Public notice of meetings. 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, except in the event of an emergency meeting requiring immediate official action. In the event of an emergency, the committee secretary shall notify the news media that have requested notification immediately of the time, place, and purpose of the meeting.

(3) Each committee shall comply with Chapters 121. and 141. of the Revised Code.

Effective:	02/14/2011
R.C. 119.032 review dates:	04/03/2013
CERTIFIED ELECTRONICALLY
Certification
02/04/2011
Date
Promulgated Under:	119.03
Statutory Authority:	5902.02
Rule Amplifies:	5902.02
Prior Effective Dates:	1/18/1997, 1/24/2003