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Office of Attorney General

Oklahoma Open Meeting Act: The Basics

It’s The Law

“Oklahoma Open Meeting Act” 25 O.S. §§ 301-314

There are consequences for willful violations of the Act:

Civil Implications: •  Actions taken in willful violation are invalid. 25 O.S. § 313 •  Minutes of an Executive Session will be made public where the

Open Meeting Act is willfully violated. 25 O.S. § 307(F)(2). Criminal Penalty (25 O.S. § 314): •  Misdemeanor •  Punishable by fine up to $500 and/or up to one (1) year in

county jail.

Willful Violation

RogersvExciseBd.ofGreerCounty,1984OK95,701P.2d754

•  “TheActprovidesthatanyacAontakeninwillfulviolaAonshallbeinvalid.Willfulnessdoesnotrequireashowingofbadfaith,malice,orwantonness,butrather,encompassesconscious,purposefulviolaAonsoflaworblatantordeliberatedisregardofthelawbythosewhoknow,orshouldknow...NoAceofmeeAngsofpublicbodieswhicharedecepAvelyvagueorlikelytomisleadconsAtuteawillfulviolaAon.”(Emphasisadded.)

Two critical definitions in the

Act:

Public body &

Meeting

If you don’t have a “public body” AND a “meeting”, the Act does not apply.

“Public Body” Defined

GoverningbodiesofmunicipaliAes

Boardsofcountycommissioners

BoardsofpublicandhighereducaAon

Otherboards,agencies,

commissions...

Supportedinwholeorinpartbypublic

funds

Entrustedwithexpendingpublic

funds

Administerpublicproperty

CommiVees&sub-commiVeesofthose

publicbodies

(25 O.S. § 304(1))

“Public Body” Does Not Include:

•  Judiciary •  Legislature •  Administrative staff of public bodies

(including faculty meetings and athletic staff meetings of institutions of higher ed when not meeting with public body)

•  Other specific exceptions, i.e. racing stewards, Council on Judicial Complaints, etc.

“Public Body” Does Not Include:

●Committees that are purely fact finding, informational, recommendatory, or advisory with no decision-making authority. Andrews v. Ind. School District No. 29 of Cleveland Co., 1987 OK 40, 737 P.2d 929.

●Private organizations which contract to provide goods or services to the public on behalf of a governmental agency and receive payment from public funds merely as reimbursement for goods or services provided. 2002 OK AG 37.

“Meeting” Defined

Generally:

• When“conduc+ngbusiness”ofpublicbody• Bymajorityofmembers• Beingpersonallytogether• Orbyteleconference,asauthorizedby§ 307.1

(25 O.S. § 304(2))

“MeeAng”doesnotincludeinformalgatheringsofamajorityofmemberswhennobusinessofthepublicbodyisbeingdiscussed.

Electronic and Telephonic Communications

Prohibitsdecidingortakingac+on(vo+ng)onanymaHerbyphoneore-

mail

Alsoprohibitsdecidingortakingac+ononany

maHeratan“informal”gathering

(25 O.S. § 306)

Four Types of Meetings

RegularlyscheduledmeeAngs§304(3)

SpecialmeeAngs§304(4)

EmergencymeeAngs§304(5)

ConAnuedorReconvenedMeeAngs§304(6)

(25 O.S. § 304)

Notice & Agenda

AnnuallygiveappropriateofficeadvancepublicnoAceofallregularmeeAngsbyDec.15:

24hourspriortomeeAngpostpubliclyinprominentviewNoAceandAgenda:

• Excludes Saturday, Sunday, and Oklahoma State Holidays • Must be visible entire 24 hours in advance of meeting (1997 OK AG 98) • Posted at principal office (if no office exists, posted at meeting location)

(25 O.S. § 311(A))

Regular Meetings

Newbusinessispermissible

• Notice must include date, time, & place of meetings • Date, time, &/or place can be changed with 10 days advance notice given to appropriate office

Any matter not known about or which could not have been reasonably foreseen prior to the time of posting (24 hours prior to meeting). 25 O.S. § 311(A)(9).

Notice & Agenda Continued

48hourspriortomeeAng:

•  GivenoAcetoappropriateofficeofdate,Ame,&placeofmeeAng

• MailsaidnoAcetothosewhohavefiledwriVenrequest(maychargeupto$18annually)

24hourspriortomeeAngpostpubliclyinprominentviewNoAceandAgenda

(25 O.S. § 311(A))

Special Meetings

NewbusinessisNOTpermissible

•ExcludesSaturday,Sunday,andOklahomaStateHolidays

•MustbevisibleenAre24hoursinadvanceofmeeAng(1997OKAG98)

•Postedatprincipaloffice(ifnoofficeexists,postedatmeeAnglocaAon)

Notice & Agenda Continued

(25 O.S. §§ 304(6) & 311(A)(10))

Continued or Reconvened Meetings

●Recessoriginalmee+ngandannounce+me,date,andplacewheremee+ngwillbereconvened.●Cannotadditemstoagendaforreconvenedmee+ng.Limitedtooriginalagenda.

Notice & Agenda Continued

25 O.S. §§ 304(5) & 311(A)(12))

Emergency Meetings

● Item to be discussed must involve “injury to persons or injury and damage to public or personal property or immediate financial loss”. ● Waiting to hold a special meeting with 48 hours notice would be impractical and would likely increase injury or damage or immediate financial loss. ● Must give as much advance public notice as is reasonable and possible under the circumstances.

Agendas

MustcontainsufficientinformaAonforthepublictoidenAfytheitemsofbusinessandpurpose

*“Agendasmustbewordedinplainlanguage,directlysta@ngthepurpose...thelanguageusedshouldbesimple,directandcomprehensibletoapersonofordinaryeduca@onandintelligence.”HaworthBd.OfEd.v.Havens,637P.2d902(Okla.Civ.App.1981)

–

(25 O.S. § 311(B))

HaworthBd.OfEd.v.Havens,637P.2d902(Okla.Civ.App.1981)

AgendasaidpurposeofmeeAngwasto:

1.  Appointnewboardmember

2.  Interviewanewadministrator

3.  Hireprincipals

ThecourtfoundtheagendawasdecepAvelyvagueandawillful

violaAonwheretheschoolboardhiredasuperintendent.

Agenda

Agendas cont...

Agenda Item Best Practices THIS

1.ExecuAveDirector’sReport,withpossiblediscussionand/oracAononthefollowing:

A.StatusofFY2014auditB.NewDeputyExecuAveDirector.C.RemodelofBoardoffices.

2.ReportonandpossiblediscussionofcommiVeeassignmentsmadebyBoardChair.3.ReportandpossiblediscussiononpublicinformaAonalmeeAngsheldonrecentlyenactedpermanentrules.

NOTTHIS1.ExecuAveDirector’sReport2.Miscellaneous3.OldBusiness

Executive Sessions

LimitedPermissiblePurposes:

•  PersonnelmaVers–25O.S.§307(B)(1)•  Notjobopenings(2006OKAG17)•  Nothiringindependentcontractors(2005OKAG29)•  MustidenAfyindividualoruniqueposiAon(1997OKAG61)

•  Purchaseorappraisalofrealproperty–25O.S.§307(B)(3)•  ConfidenAalcommunicaAonsw/aVorneyconcerningpending

invesAgaAon,claimoracAon–25O.S.§307(B)(4)•  Otherspecificinstances

(25O.S.§307)

Generalrule:NoexecuAvesessionsunlessspecificallyauthorizedinthissecAon(307)orotherstatute

Executive Sessions

•  Strictproceduresforagendas(§§307(E)&311(B)).Statespecificprovisionauthorizing.

•  Musttakevote&havemajoritytoconveneexecuAvesession.

•  VotescannotbetakeninexecuAvesession•  Musttake&keepminutes•  BerryvBdofGovofRegisteredDen@sts,1980OK45,611P.2d628.

Miscellaneous:

(25 O.S.§§ 307 & 311)

Executive Session Agenda Item

(Example)

– PossiblediscussionandvotetoenterExecuAveSessionpursuantto25O.S.§307(B)(4)1forconfidenAalcommunicaAonsbetweentheBoardanditsaVorneyconcerningthependingtortclaimfiledbyJohnDoe2againsttheBoardwheretheBoard’saVorneyhasdeterminedthatdisclosurewillseriouslyimpairtheabilityoftheBoardtoprocesstheclaiminthepublicinterest.31Stateapplicable307(B)provision.2IdenAfytheclaim,invesAgaAon,orproceeding.3Board’saVorneymustmakedeterminaAon.

Executive Session Agenda Item (Example)

•  PossiblediscussionandvotetoenterExecuAveSessionpursuantto25O.S.§307(B)(1)1todiscussannualreviewofExecuAveDirectorandpossiblemeritraiseincrease2forExecuAveDirector.3

A.  VotetoEnterExecuAveSessionB.  ExitExecuAveSessionandvotetore-enteropensessionC.  VoteonitemsdiscussedinExecuAveSession____________1 CitaAonofspecific307(B)provision2 SalarycanbediscussedinExecuAveSession(1996OKAG40)3 NameoruniqueposiAonidenAfied.

Votes

Vote of each member must be:

(25 O.S. § 305)

Publiclycast•  Rollcallvoterecommended

Recorded•  FailuretodosoresultsinacAonbeinginvalid.•  OldhamvDrummondBdofEd,1975OK147,542P.2d1309

Minutes

RequireswriVenminutesincluding:• Officialsummaryoftheproceeding

•  IdenAfiesallmemberspresentandabsent(2012OKAG24)

•  IdenAfiesallmaVersconsidered•  IdenAfiesallacAonstaken• ReflectsmannerandAmenoAcewasgiven

MinutesofpublicmeeAngareopentothepublic

(25 O.S. § 312)

Minutes Continued

- Muststatenatureofemergency-MustincludereasonsfordeclaringemergencymeeAng

MinutesforEmergencyMeeAngs

- AnypersonmayrecordthemeeAng-ProvideditdoesnotinterferewithmeeAng

RecordingMeeAngs(§312(C))

Miscellaneous

Apublicbodyisnotrequiredtoprovideopportunityforci+zenstospeak(2002OKAG26;1998OKAG45)

Ifpublicbodychoosestoallowpubliccomments,itisadvisabletosetpolicy

Couldlimitcommentstoagendaitemsonly

Ifpubliccommentsarenotlimitedtoagendaitems,membersmustbecarefulnottoengageindiscussion

PublicComments

Teleconference

Permissible,butcertaincondiAonsmustbemet:

• Musthavequorumofpublicbodyatagendasite•  NoAce&agendamustlistvideosite(s)•  NoAce&agendamustidenAfyeachmemberandsiteeachwillparAcipatefrom•  Off-sitelocaAonmustbeindistrict•  Publicmusthaveaccesstoallsites•  Audioandvisualateachsite•  NoexecuAvesessions

(25 O.S. § 307.1) Pending legislation to change: SB1117

Thank you !