Clinton County Veterans Services Office Policies and Procedures
Subject: Public Meetings
Policy No.: CCVSC-07
Distribution: All Staff
Re-evaluation date: July 15, 2028
No. Pages: 4
I. PURPOSE
The purpose of this policy is to establish written standards for conducting meetings of the Clinton County Veterans Service Commission.
II. POLICY
A. The Clinton County Veterans Service Commission (CCVSC) conducts its meetings in accordance with the Ohio Open Meetings Act, Ohio Revised Code (ORC) Section 121.22, commonly referred to as Ohio’s “Sunshine Law.”
B. The Commission is committed to conducting its business openly and transparently while providing veterans and the public with convenient access to meeting information.
III. REGULAR MEETINGS
Pursuant to Ohio Revised Code Section 121.22, the Clinton County Veterans Service Commission holds its regular meetings on the second Tuesday of each month beginning at 9:30 a.m., unless otherwise announced by the Commission.
If a regular meeting is canceled, it will be rescheduled within the same month.
IV. LOCATION OF MEETINGS
A. The Clinton County Veterans Service Commission will hold its regular meetings at: Clinton County Veterans Service Commission, 43 S. Walnut Street, Wilmington, Ohio 45177.
B. To promote transparency and encourage public participation, the Commission will make every reasonable effort to post the meeting agenda and any nonconfidential supporting information that is a public record on the Clinton County Veterans Service Commission’s website at least 72 hours prior to each regularly scheduled meeting. While Ohio law does not require advance publication of regular meeting agendas, the Commission has adopted this practice as a matter of public accessibility and good governance.
V. SPECIAL MEETINGS
Special meetings may be called by the Commission as necessary. In accordance with Ohio Revised Code Section 121.22(F), notice of special meetings will include the date, time, location, and purpose of the meeting. The Commission will post notice of the special meeting on the Clinton County Veterans Service Commission’s website at least 24 hours before the meeting.
In addition to the website posting, the Commission shall provide at least twenty-four hours’ advance notice of the time, place and purpose of a special meeting to each news-media organization that has requested notice. Any person, upon request and payment of any reasonable fee established by the Commission, may obtain reasonable advance notice of meetings at which a specified type of public business will be discussed.
VI. EMERGENCY MEETINGS
Emergency meetings may be conducted when immediate official action is required.
The member or members calling an emergency meeting shall immediately notify each news-media organization that has requested notice of the time, place, and purpose of the meeting.
VII. EXECUTIVE SESSIONS
For an executive session under Ohio Revised Code Section 121.22(G), the Clinton County Veterans Service Commission may enter executive session only at a regular or special meeting, upon a motion stating the specific statutory purpose, and after a roll-call vote approved by a majority of a quorum. Financial-assistance matters are governed separately by Section VIII of this policy.
VIII. FINANCIAL-ASSISTANCE MATTERS
Unless the applicant requests a public hearing, the Clinton County Veterans Service Commission shall meet in executive session for the financial-assistance matters described in Ohio Revised Code 121.22(J) and 5901.09(C). The applicant, recipient, former recipient, and representatives selected by that person shall not be excluded from the portion of the session pertaining to that person.
The Clinton County Veterans Service Commission shall vote on the grant or denial of financial assistance only in open session, and the minutes shall include the information required by Ohio Revised Code 121.22(J)(3).
IX. PUBLIC ATTENDANCE
Ohio Revised Code Section 121.22(C) provides: “All meetings of any public body are declared to be public meetings open to the public at all times.”
As a public body of the State of Ohio, the Clinton County Veterans Service Commission welcomes members of the public to attend and observe its meetings. The Commission may enter executive session only for those purposes specifically authorized under Ohio Revised Code Section 121.22(G) or (J). No formal action or vote of the Commission shall occur during executive session. All official actions and votes are conducted in open session.
X. RULES OF PUBLIC COMMENTS
The following rules apply to any individual who wishes to speak before the Clinton County Veterans Service Commission.
- Speakers will limit their remarks to three (3) minutes.
- All comments will be directed to the Clinton County Veterans Service Commission.
- Comments may be stopped for exceeding the time, repeated off-topic comments after a warning, true threats, legally obscene material, or conduct that actually disrupts the meeting.
XI. MEETING AGENDA
Meeting agendas will be posted on the Clinton County Veterans Service Commission’s website. Agendas are intended to provide the public with an overview of the matters expected to be considered by the Commission. The order of business may be modified as necessary to conduct Commission business.
XII. ROBERT’S RULES OF ORDER NEWLY REVISED
The Clinton County Veterans Service Commission will utilize “Robert’s Rules of Order Newly Revised” as a guide that remains subordinate to Ohio law.
XIII. MEETING MINUTES
Meeting minutes shall be promptly prepared, filed, and maintained and shall be open to public inspection in accordance with Ohio Revised Code 121.22(C). Approved minutes shall be posted on the Clinton County Veterans Service Commission’s website.
XIV. QUESTIONS
Questions regarding Commission meetings or requests for additional information may be directed to the Clinton County Veterans Service Commission during normal business hours at (937) 382-3233 or by visiting our office at 43 S. Walnut Street, Wilmington, Ohio 45177.
CCVSC Board Approved on Tuesday, September 8, 2026