The Woodward News

Local News

August 12, 2009

Area officials turn out for open meeting forum

If you are a member of a public body and say things that are recorded in the minutes of an executive session, what you say can be open to litigation if the records are opened for scrutiny in a court hearing.

For this reason, it is best in executive session to discuss only what is pertinent and to stay with the subject being addressed, said Gay Tudor, chief of the General Council Section of the Oklahoma Attorney General’s Office.

This and other important information were shared by Tudor and Attorney General Drew Edmondson at a special meeting on the Open Meetings Act Tuesday at High Plains Technology Center.

Sixty-seven public officials and others from around Woodward and from as far away as Alva attended the seminar.

Free copies of the Oklahoma Open Meetings and Open Records Book were given to the attendees.

“I keep it in a bureau and in my desk drawer, and when anybody questions me about open meetings and open records, I refer to this book,” Tudor said.

Tudor touched on several subjects, including times and places and advance notice of meetings.

According to the book, all meetings of public bodies shall be held at specified times and places which are convenient to the public and shall be open to the public.

An agenda has to be posted and notice of meetings must given within a specified period of time. The agendas need to be posted on the site where the meetings will be held, such as in a window or on a clear glass door.

A public body would be a governing body of all municipalities, a board of county commissioners, a board of higher education or a or a body that is supported in whole or in part by public funds, Tudor said.

Public bodies sometimes appoint sub-committees, she said.

“If a sub-committee exercises decision making, it has to follow the Open Records Act,” and give public notice, Tudor said. However, “if they give all their information to the board without decision making, it doesn’t have to be open to the public.”

Among other topics, Tudor addressed informal meetings that could occur by electronic or telephonic means, such as by telephone or e-mail.

“Business can be conducted without being aware of it,” she said. “There’s nothing wrong with e-mailing information about an upcoming meeting, but if a response to other members expresses opinions, it’s a meeting.”

Tudor covered many other topics involving the Open Meetings Act.

The 16th Edition Open Meeting and Open Records Act Book, can be ordered online at www.okpress.com/open-meetings-open records or by writing the Oklahoma Press Service, 3601 N. Lincoln Blvd., Oklahoma City, OK 73105.

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