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10-76 Ordinance ~--~.,._-_._-~-_.__..~ .~ RECORD OF ORDINANCES National Graphics Corp., Cols., 0, ~ Form ]\;0. 2806-A 0'1' . N IO-'1~ Passed_ nun ;r~\.J~n l4\ 19 1\0 I(~nance 0,. ----.- ----.- AN ORDINANCE ESTABLISHING RULES FOR NOTIFICATION OF MEETINGS TO THE PUBLIC AND NEWS MEDIA AND DECLARING AN EMERGENCY, Be it ORDAINED by the Council of the Village of Dubl in, Ohio, of the elected members concurring, that: SECTION 1, The IIVillage of Dublin Rules for Notification of Meetings to the Publ ic and News Mediall, a copy of which is attached hereto and made a part hereof, be, and they are, hereby, adopted and compl iance therewith is, hereby, made a condition precedent to the holding of any meeting of any of the Municipal Bodies specified therein; and SECTION 2, This Ordinance be, and it is hereby, declared to be an emergency measure necessary for the immediate preser- vation of the public peace, health and safety of the Village for the reason that Section 121,22, O,R,C, requires the esta- blishment of these rules at the earl iest possible date, and therefore this Ordinance shall be in full force and effect from and after its passage, --- Passed this /4 day of JANVAn.-t , 1976, ~ President Pro Tempore (ljuWcj 71:, !~ Mayor-Presiding Of icer I ATTEST: ~.D~ Clerk-Treasurer ~- ~--_._-_. _. ----~~--_..- --~--_. - -----....--- ----~--_..- ---_._~~..._-_.._._---_._~..__._._.__.~.._._~_.- .~.- - --_.-. --~._-----~-- VILLAGE OF DUBLIN i RULES FOR NOTIFICATION OF MEETINGS TO THE PUBLIC AND NEWS MEDIA This Council has adopted the following Rules, pursuant to Sec. 121.22 (F), R.C., for the purposes of (a) establishing a reasonable method for any person to determine the time and place of all regularly scheduled meetings and the time, place and purpose of all special meetings, (b) making provisions for giving advance notice of special meetings to the news media that have requested notification, and (c) making provisions for persons to request and obtain reasonable advance notification of all meetings at which any specific type of public business is to be discussed. These Ru 1 es app 1 y to each Mun i c i pa 1 Ebdy, as defined in Article 1, of this Village and are in addition to any applicable legal requirements as to notices to members of a Municipal Body or to others in connection with specific meetings or specific subject matters. ARTICLE 1. DEFINITIONS. As used in these Rules: Sec. 1.01. IIClerkll means the Clerk-Treasurer of the Village. Sec. 1.011. "Administratorll means the Village Administrator. , Sec. 1.02. IIDayll means ca 1 endar day,. Sec. 1.03. IIMeetlng" means any prearranged discussion of the publl~ business of the Municipal Body by a majority of the members I of the Municipal Body. Sec. 1.04. "Municipal Bodyll means each of the followin~: l''-'-"'" -- -,.-.....~-~' , ~.~.~.-.._.~I"--.--- ',,-_., ."-~-"""""'"':'7* ..-.--.--:---..--....,.rr:-7.......~-...._. "" . -"- .-..-.-. ,_. ~ ,,?, I' i " . ' " . . , , u . . ., " -2- Council; Board of 'Control; Board of Trustees of Public Affairs; Planning and Zoning Commission; Board of Zoning Appeals; Architectural Review Board; Parks and Recreation Commission; And any other Board of Commission created subsequent to the enactment of these Rules by the Mayor or Councilor both; and committees of the above Municipal Bodies comprised of members of such Bodies if such committees (i) are comprised of a majority of the members of the main Municipal Body, or (ii) are decision- making committeeS: Sec. 1 . OS. "0ral notification: means 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 and/or Administrator under these Rules. Sec. 1.06. "Post" means to post in an area accessible to the public during the usual business hours at the office of the Clerk and at the following locations: A. Vi llage Hall 129 South High Street Dublin, Ohio 43017 B. The Dublin Branch Columbus Publ ic Library 75 North High Street Dublin, Ohio 43017 C. The Dublin Barbershop 24 South High Street Dublin, Ohio 43017 D. Dublin T.V. Inc. 36 North High Street Dublin, Ohio 43017 I E. Heritage House Antiques South High Street Dublin, Ohio 43017 ............. ~...--.-- .. 1 -, . -_.....-:--' "',.,,'" ~7....-.'---_....~~-..__._- -........ --.-..---..........-.. --~T-._.'._-,.., ,.,.- -...-:-.... , . . ' ~.. I' ! " , ' , . , , I " , ., " , -3- A notice identifying the locations at which notifications will be I posted pursuant to these Rules shall be published by the Clerk within ten calendar days after the adoption of these Rules. Sec. 1.07. "Published" means published once in a newspaper having a general circulation in the municipality, as defined in Sec. 7.12, R.C., except that no portion of such newspaper need be printed in the municipality. If at the time of any such pub- lication there is no such newspaper of general circulation, then such publication shall be in a newspaper then determined by the Clerk to have the largest circulation in the municipality. Sec. 1.08. "Special meeting" means 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 spe- cifically stated on the original agenda of such regular (or special) meeting. Sec. 1.09. "Written notification" means notification in writing mailed, telegraphed or delivered to the address of the perso~ for whom such notification is intended as shown on the records kept by the Clerk and/or Administrator under these Rules, or in any way delivered to such person. If ma i 1 ed, such notification shall be mailed by first-class mail, deposited in a U.S. Postal Service mailbox no later than the second day pre- ceding 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. ARTICLE 2. NOTICE OF REGULAR AND ORGANIZATION MEETINGS. Sec. 2.01. The Clerk shall post a statement of the time (s) and place (s) of regular meetings of each Municipal Body for each calendar year not later than the second day preceding the day of _P"" _.._._____...__~,....----..--'---~ ~. .1 ' '.__"~'_"_'_'_____'_"'-__. ."."...,..,.- --:..-..-.................,..-.--- ...,,;...,., T";O.....- ..~ ., " I' ! :,' , ~.. , ' I , I " .' : -4- the first regular meeting (other than the organizational meeting) of the calendar year of that Municipal Body. The Clerk shall check at reasonable intervals to ensure that such statement re- mains so posted during such calendar year. If at any time dur- ing the calendar year 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 so posted by the Clerk at least twenty-four hours before the time of the first changed regular meeting. Sec. 2.02. The Clerk shall post a statement of the time and place of any organizational meeting of a Municipal Body at least twenty-four hours before the time of such organizational meeting. Sec. 2.03. Upon the adjournment of any regular or special meeting to another day, the Clerk shall promptly post notice of the time and place of such adjourned meeting. Sec. 2.04. In addition to the posting of the statements as provided in Sees. 2.01 and 2.02, the Clerk shall cause to be published once a statement of the time(s) and place(s) of re-' gular meetings for the calendar year of each Municipal Body, a statement of the time and place of any changed regular.meet- ings, and a statement of the. time and place of any organizational meeting of a Municipal Body. Such publication shall occur no later than the day preceding the day of the first such regular meeting of the calendar year, the day preceding the day of the first changed regular meeting, and the day preceding the day of any such organizational meeting, as the case may be. ARTICLE 3. NOTICE OF SPECIAL MEETINGS. Sec. 3.01. Except in the case of a special meeting referred ...-. " ~ _,_-.. -_... .,- -?"T'----~-'_..~-._-_.--.----.-~.~-.......~~,T-......~..~.-.,--~--., ......--... -,..' .~..... .... -.. w....~.~,..~_~ -'-_." ."""';~.~,"'7'"..~. .- -~. . ._'. - . , . . , , " I' I " I , ' . , ,. i ' , I " , , ., :-5- to in Sec. 4.04, the Clerk shall, no later than twenty-four hours I before the time of a special meeting of a Municipal Body, post a statement of the time, place and purposes of such special meeting. Sec. 3.02. The statement under this Article 3 and the notifi- cations under Article 4 shall state such specific or general pur- pose or purposes then known to the Clerk to be intended to be con- sidered at such special meeting and may state, as an additional general purpose, ..!.hat any other business as may properly come be" fore such Municipal Body at such meeting may be considered and acted upon. ARTICLE 4. NOTICE TO NEWS MEDIA OF SPECIAL MEETINGS. Sec. 4.01. Any news medium organization that desires to be given advance notification of special meetings of a Municipal Body shall file with the Clerk and the Administrator a written re- quest therefor. Except in the event of an emergency requiring immediate of- ficial action as referred to Sec. 4.04, a special meeting shall not be held unless at least twenty-four 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 ac- cordance with Sec. 4.02. Sec. 4.02. News media requests for such advance notification of special meetings shall specify: the Municipal Body that is the subject of such reques~; the name of the .medium; the name and ad- dress of the person to whom written notifications to the medium may be mailed, telegraphed or delivered; (and) the names, addresses and f telephone numbers (including addresses and telephone numbers at which notifications may be given either during or outside of business ...-...... ...--.~-,.-.,........,.-.--.,...- --~---- "'---~':'~-".-::'-'-_.'--'~-""~'" -.......--..... - .,. ........... _..._.~_.----...... -~"".........~~_... .." .. . ' . . :. , . ~" I' ! .' . . , , I I ., .' " , " -6- ) hours) of at least two persons to either one of whom oral notifica- tions to the medium may be given. Any such request shall be effective for one year from the date of filing with the Clerk and Administrator or until the Clerk and Administrator receives written notice from such medium canceling or modifying such request, whichever is earlier. Each requesting news medium shall be informed of such period of effectiveness at the time it files it~request. Such requests may be modified or ex- tended only by filing a complete new request with the Clerk and Ad- ministrator. 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 Municipal Body that is the subject of such request, the Clerk, and the Administrator. Sec. 4.03. The Clerk and/or Administrator shall give such oral notification or written notification, or both, as the Clerk and/or Administrator determines, to the news media that have requested such advance notification in accordance with Sec. 4.02, of the time, place and purposes of each special meeting, at least twenty-four hours prior to the time of such special meeting. Sec. 4.04. In the event of an emergency requirfng immediate official action, a special meeting may be held without giving twenty- four hours advance notification thereof to the requesting news media. The persons calling such meeting, or anyone or more of such persons or the Clerk or Administrator on their b~half, shall immediately give oral notification or written notification, or both, as the per- son or persons giving such notification determine, of the time, place and purposes of such special meeting to such news media that have requested such advance notification in accordance with Sec.4.02. ..... .... .,..-.----~ .._.~,~_'_____..--:..._.------_-__'_~~._~...__~I ..-.--.----...-...... "",', ......-.........--......... ~...'1--~'''.....,._.. -:.~i""":'""...,,_. ..,'.... ,............--.. ,. . , ~.. . I' I " . . I , I " , , " , -7- l 1 The minutes or the call, or both, of any such special meeting shall state the general nature of the emergency requiring immediate of- ficial action, ARTICLE 5. NOTIFICATION OF DISCUSSION OF SPECIFIC TYPES OF PUBLIC BUSINESS. Sec. 5.01. 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. - Such person may file a written request with the Clerk and Administrator 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 Municipal Body that is the subject of such re- quest; and the number of calendar months not to exceed twelve which the request covers. Such request may be canceled by request from such person to the Clerk and Administrator. Each such written request shall be accompanied by stamped self- addressed envelopes sufficient in number to cover the number of re- gular meetings during the time period covered by the request and an - estimated number of six (6) special meetings. The Clerk shall noti- fy In writing the requesting person when the supply of envelopes is running out. and if the person desires notification after such sup- \ ply has run out such person must deliver to the Clerk an additional reasonable number of stamped self-addressed envelopes as a condition to receiving further notifications. ( Such requests may be modified or extended only by filing a com- plete new request with the Clerk and Administrator. A request shall .~. --..~---_..-.. " ~.....-..,-----~" __......,.~...,,....._...~_.,..~____..-........_....__...._-,.... -_..- ..._,.,,0. '..' ,........"..-'1'. ..~.,...". "";";:... .1.......... ~-~. -. . "H ",..~. . t,", . . . , , 1,1 ' ' , I ' , , '4.) I " , " . t . -~- ( the Administrator, or a member of the Municipal Body shall sub- mit a certificate of the Clerk or the Administrator as to com- pliance with these Rules as to notice and notification. Such certificate shall be conclusive evidence as to the facts set forth therein upon which all persons can rely that these Rules have been complied with, Sec, 6,05, The Clerk shall maintain a record of the date and manner, and ~ime if pertinent under these Rules, of all actions taken with regard to notices and notifications under Articles 3, 4 and 5 of these Rules, and shall retain copies of proofs of publication of any notifications or notices published thereunder. Sec. 6.06. Te better insure compliance with these rules as '. to netioe and netification, it shall be the responsibility of the chairman er secretary of a municipal body other than council, or the persen or persons calling the meetings, to timely advise the Clerk of future meetings, and the subject matters to be discussed thereat, i nc 1 ud i ng an Agenda of such meet i ng, of such mun i c i pa 1 body. ( _._. _____0__..__ "_._ _ ~_""'__"''''n __.. _.... . -8- - , not be deemed to be made unless It Is complete In all respects, and such request may be conclusively relied on by the Village, Municipal Body that Is the subject of such request, the Clerk, and the Administrator. Sec. 5.02. The.Clerk or the Administrator shall give such advance notification under this Article 5 by written notifica- tion, or by oral notification, or both, as the Clerk or Admini- strator determines. The contents of written notifIcatIon under this Sec. 5.02 may be a copy of the agenda of the meeting. Written notIficatIon under thIs Sec. 5.02 may be accomplished by giving advance writ- ten notification, by copies of the agendas, of all meetIngs of the Municipal Body that is the subject of such request. ARTICLE 6. GENERAL. Sec. 6.01. Any person may visit or telephone the offIce of the Clerk or Administrator 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 pur- poses of any then known special meetings; and whether the avail- able agenda of any such future meeting states that any specIfIc type of public business, Identified by such person, Is to be dJs- cussed at such meeting. Sec. 6.02. Any notificatIon provIded herein to be gIven by the Clerk or AdminIstrator may be given by any person acting In behalf of or under the authority of the Clerk or AdmInistrator. Sec. 6.03. A resonable attempt at notifIcatIon shall consti- tute notIfication In compliance wIth these Rules. Sec. 6.04. At the commencement of each meeting, the Clerk,