128-1-02 Officers, elections, terms and duties.

 

 

 

128-1-02                      Officers, elections, terms and duties.

 

 

 

(A)   The chair, vice chair and secretary shall be elected at the January meeting each year to serve a term of one year. The officers shall be chosen from members of the board.

 

(1)    Chair - shall preside at all meetings of the board. He or she will have and exercise general charge and supervision of the affairs of the board, and shall do and perform such other duties as may be assigned by the board. The chair shall exercise the powers with respect to public hearings granted above.

 

(2)    Vice chair - At the request of the chair, or in the event of the absence or disability of the chair, the vice chair shall perform the duties, and possess and exercise the powers of, the chair, and have such other powers as determined by the board.

 

(3)    Secretary - shall have charge of such books, documents and papers as are customary for the office, together with other matters as the board may determine. The secretary will attend and keep the minutes for all meetings of the board, as outlined above.

 

Committees - The chair may appoint, by a motion and a second of the board members, committees that he or she determines are necessary, and he or she may discontinue same at his or her pleasure. Each committee shall have such powers and perform such duties not inconsistent with law as may be assigned to it by the board. Committee chairs and members shall be appointed by the board and serve at the board's pleasure.

 

(B)  Meetings of the board -

 

(1)   Quorum. As provided by law, five seven members of the board shall constitute a quorum, and the affirmative vote of five seven members shall be necessary for any action taken by the board.

 

(2)   Places. All regular meetings of the board shall be held in the state house or such other place as designated by the chair at a preceding meeting. The place where each special meeting shall be held shall be designated in the call thereof. Any person, upon request and payment of a reasonable fee, may obtain advance notice to all meetings at which public business is to be discussed.

 

(3)    Regular meetings. Regular meetings of the board shall be held at such time designated by the board at a preceding meeting: provided, that in any case in which it appears to the chair to be inexpedient that any regular meeting be

 

 

held as hereinabove set forth, the chair is authorized to postpone or advance such meeting until such date and time as appears to be expedient or to cancel the same by telephone notice or by written notice of such postponement or advancement or cancellation to the other members of the board at least forty-eight hours before the regularly scheduled time for such meetings. In the event any such meeting is so postponed or advanced, the chair shall give, or cause to be given, to the other members of the board like notice of the hour and date to which such regular monthly meeting is postponed or advanced.

(4)   Special meetings. Special meetings may be held at any time upon the call of the chair. He shall give notice, or cause the same to be given, to the other members of the board of the date, hour, and place of such meeting. Such notice may be given in writing, or by telegram, or orally, and shall, if possible, be given to each member sufficiently in advance of the hour fixed for the meeting that he will have time to travel to the place of meeting, and twenty-four hours in addition: except that if all the members of the board are together at one place, an oral call may issue and a special meeting may be convened immediately and without any lapse of time after such call. The chair shall call a special meeting upon the written request of any two members of the board, which meeting shall be held five days after the chair receives such written requests.

(5)    Minutes and journal. The minutes of all meetings shall be kept by the board secretary and shall be recorded in special books to be kept for that purpose. With respect to each meeting, there shall be shown the date and place at which it was held, the names of the members present, a summary of things said and done, and a record of each vote taken. Adoptions of any rules and resolutions shall also be recorded in the minutes.

(6)    Governing rules. All proceedings, including public hearings, shall be held in accordance with this rule and by "Masons Manual of Legislative Procedure" (1989 edition) when not otherwise provided herein.

(C)  Submissions for renovations: public hearings.

(1)   All submissions to the board for an improvement, addition or renovation to the capitol building, the capitol annex, the capitol grounds and the underground parking garage shall be set for a public hearing with public notice as requested by this rule. The public hearing shall be held within ninety days of the receipt of submission to the chair of the board. The public hearing may coincide with, and be part of, the regular meeting of the board. Notice requirements for public hearings shall conform to division (A) of section

119.03 of the Revised Code for the purposes, "reasonable public notice" means that a one-time announcement should be placed in a major newspaper

in the state capitol. The amendment may be a synopsis of the proposed rules or hearing agenda, and should indicate that an interested party may receive the full rule or detailed hearing agenda upon written request and a self-addressed stamped envelope.

(2)    All submissions shall be in writing and include an original and ten copies and shall include the following:

(a)    Plans, drawings or diagrams of the proposal that the board can readily review and understand. All such submissions shall be done by an architect and shall be drawn to scale.

(b)    An estimate of the costs of the proposal and its maintenance, and the source of funding for these costs.

(c)    A statement justifying how and why the proposal is consistent with the current setting of the state house grounds, or how the proposal fits an overall scheme, theme or philosophy governing the use of the state house grounds.

(d)   A timeline that would show the beginning and end of the construction of the proposal. Also, what firm or individual would be completing the actual site work and what accommodations or considerations they would need.

(e)    In determining the suitability of a submission the board shall strive to maintain a dignified setting for the Ohio capitol buildings and grounds; to provide a dignified setting for the business of the government of the state of Ohio; to encourage and/or promote interest in government activities or Ohio history; to ensure that the grounds remain aesthetically pleasing and are consistent with the overall historical significance of the capitol buildings; to ensure that no significant security or maintenance problems, or excessive expense is incurred.

(3)   After the public hearing, the board may request additional information and may request further review by the state architect or by other state or outside professional expertise. The board may also order additional public hearings on a submission.

(4)    The board must have a quorum present to consider a submission and at least five affirmative votes must be cast for a submission to be approved. Any submission that fails to receive five affirmative votes may be reconsidered by

the board one additional time unless substantially changed or amended. In that instance, the board may treat the revised submission as a new submission and proceed accordingly.

The chair shall provide copies to all board members with notice of the public hearing.

Effective:                                                     09/05/2006

CERTIFIED ELECTRONICALLY

Certification

08/25/2006

Date

Promulgated Under:                           111.15

Statutory Authority:                           R.C. 105.41

Rule Amplifies:                                  R.C. 105.41

Prior Effective Dates:                         2/26/1989