(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.
(B) Each organization as
specified in division (K
J) 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)
to the director of the department of veterans services.
(C) The quorum requirements of the department
of veterans services veterans advisory committee is established at
ten members
fifty
per cent of those currently appointed to the veterans advisory
committee.
(D) A simple
majority of the committee present is required to approve or oppose any issue
before the committee.
(E) The
committee meetings shall be conducted in accordance with Robert's Rules of
Order.
(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
Thursday of
October of each year. The staff of the department of veterans services shall
perform the duties, but not hold the office
of secretary.
(G) In addition to
the annual meeting of the committee, the committee shall conduct other regular
meetings as the chairperson or the director of the department of veterans
services shall deem necessary, but no less often than once per quarter at times
and places determined by the chairperson or the director. The
veterans 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.
(H) Changes
in the rules for the operation of the veterans advisory committee requires a
two-thirds
majority vote of the
committee
those currently appointed to the
committee.
(I)
All votes shall be roll call and in rotating
order.
Voting by the veterans advisory
committee shall be conducted as follows:
(1)
For voting to
endorse, oppose, or take any other official action or stance regarding
legislation presented to the committee, all votes shall be by roll call and in
rotating order.
(2)
For voting to hold an executive session for the reasons
outlined in division (G) of section
121.22 of the Revised Code, all
votes shall be by roll call and in rotating order.
(3)
For all other
business, the committee may vote by show of hands, voice vote, or other methods
prescribed in Robert's Rules of Order unless a committee member moves to vote
by roll call and is seconded by another member.
(J) Minutes of the veterans advisory committee shall be sent to members
of the committee at least seven days prior to the next regularly scheduled
veterans advisory committee meeting.
(K) Any motions to be considered from a
sub-committee by the veterans 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)
meeting(s).
(L) When a member of the committee fails to
attend three meetings within a one year period,
the
department of veterans services, acting as committee secretary,
a notice shall
be sent
send a notice
to that member and the organization represented by that member. This notice
shall state that pursuant to section
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
member's
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,
please be advised that that your failure to attend three-fifths of the meetings
of the committee in a two year period will result, pursuant to section 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 to attend three-fifths of the committee's meetings within a two year
period will result, pursuant to section 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 his/her attendance at the next committee
meeting".
(M)
Notices of all regular and special meetings of the
veterans advisory committee shall be posted and/or disseminated by the
department of veterans services, acting as secretary to the
committee,Public notice of the advisory
committee shall be given as follows:
(1)
The department of
veterans services shall post a notice of the dates, times, and locations of
each regular meeting on the department's website at least seven days in
advance.
(2)
The department of veterans services shall post a notice
of the dates, times, and locations of each special meeting on the department's
website as far in advance of the meeting as is practical, except that the
committee shall not schedule a special meeting, except in cases of an
emergency, without giving news media who have requested notification at least
twenty-four hours' advance notice. In the event the need for a special meeting
is deemed an emergency by the chairman of the committee, the department shall
immediately notify news media who have requested advance notification of the
date, time, and location of the emergency special meeting.
(3)
Any person, upon
request to the committee and payment of a reasonable fee, may obtain reasonable
advance notice of all meetings at which any specific type of public business is
to be discussed. The requesting person may request the notification by email or
such other method(s) as is prescribed in division (F) of section
121.22 of the Revised
Code.
(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.
