Frequently Asked Questions
Q: What should I do if I can’t attend a meeting? ◊ Ni s oetsi fsye nt ht iea lCthoami r pa ei nr tsaoinn oqru sotrauf mf l iaani sdo ne nassueraerel yf f ea cs tpi voes sdiebcl ies. iRo eng- mu laakr iantgt .e n d a n c e Q: Can I talk to other members about agenda items outside of a meeting? ◊ Only if a quorum is not present and the conversation does not constitute deliberation on public business. Always exercise caution — discussing City business with a majority of members outside of a noticed meeting can violate the Open Meetings Act. Q: What if I have a potential conflict of interest? ◊ Disclose it promptly and abstain from discussion and voting. When in doubt, consult the Law Director. Q: Are my emails and notes considered public records? ◊ Yes. Any document related to City business — including emails, notes, and texts — may be a public record under Ohio law. Q: Can I share materials from meetings with others? ◊ MD oe entoi nt gs hma ar et epr ri ai vl si l ea gr ee dp uobr lei cx er ceuc ot irvdes- suens lsei os sn mi naf rokr emdact oi onnf .i d e n t i a l . Q: How should I handle questions from the media or public? ◊ Rn oe tf eorni nbqeuhiarlef sotfot ht he ebCo ha radi r op re rCsiot yn. , Isf tcaof fnltiaaci st eodn ,boyr tahpepmr oepdri iaa, tdeodne opta pr trmo veindte. aYos tua mt e amyesnpte. aRke fpeer raslol ni naql luy,i rbi ue st to the City’s Communications Manager, who manages official press communications and releases.
Key Terms
◊ Agenda: The official list of items scheduled for discussion or action during a meeting. ◊ Executive Session: A closed portion of a meeting permitted only for specific legal purposes (e.g., personnel, litigation, property). ◊ Minutes: The official written record of meeting proceedings and actions. ◊ Motion: A formal proposal by a member for the body to take specific action. ◊ Quorum: The minimum number of members required to be present to conduct business, usually a majority.
◊ Recusal: Voluntarily withdrawing from discussion and voting on a matter due to a conflict of interest. ◊ Robert’s Rules of Order: A widely accepted guide fmorancnonerd.ucting meetings in a fair and orderly ◊ Sunshine Law: Ohio’s Open Meetings Act (ORC §121.22), requiring government meetings to be open to the public. ◊ Public Record: Any record created or received in the course of public business that is subject to disclosure unless specifically exempted by law.
Board & Commission Member Handbook · 15
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