[nfbmi-talk] mi ag oma and roberts rules hand book

[joe harcz Comcast]

June 14, 2010

Official Board Correspondence to Members Michigan Commission for the Blind board

Dear MCB Commissioners:


Here is a free resource I found for you all on the MCB board from the Michigan Attorney General. Please pass it on to Mr. Geno as I don't have his e-mail listed. However, as a courtesy and in the interest of accessability I've converted this .pdf document for your perusal.

Sincerely,

Paul "Joe" Harcz, Jr.

Attachment:

    OPEN MEETINGS ACT 
 HANDBOOK 
             Attorney General Mike Cox 
The Handbook is intended to be a quick reference guide. It is not intended to be 
encyclopedic on every subject or resolve every situation that may be encountered. 
  TABLE OF CONTENTS 
   THE BASICS 
 The Act............................................................................................................................................4 
What bodies are covered? ..............................................................................................................4 
Public notice requirements .............................................................................................................4 
Agendas and the OMA ...................................................................................................................6 
Penalties for OMA violations ........................................................................................................6 
Lawsuits to compel compliance .....................................................................................................6 
Correcting non-conforming decisions ............................................................................................6 
 DECISIONS MUST BE MADE IN PUBLIC MEETINGS 
 All decisions must be made at a meeting open to the public .........................................................7 
Meeting "informally" to discuss matters ........................................................................................7 
Canvassing board members on how they might vote ....................................................................7 
May a quorum of a board gather outside an open meeting without violating the OMA? .............8 
Advisory committees and the OMA ..............................................................................................8 
Use of e-mail or other electronic communications during an open meeting .................................9 
 CLOSED SESSIONS 
 Meeting in closed session ............................................................................................................10 
A closed session must be conducted during the course of an open meeting ...............................10 
Going into closed session .............................................................................................................11 
Leaving a closed session ..............................................................................................................11 
Decisions must be made at an open meeting, not the closed session ..........................................12 
Avoid using the terms "closed session" and "executive session" interchangeably ......................12 
Staff and others may join the board in a closed session ..............................................................12 
Forcibly removing a person from a closed session ......................................................................12 
 PUBLIC ATTENDING OPEN MEETINGS 
 Excluding individuals ..................................................................................................................13 
Identifying public attendees .........................................................................................................13 
Limiting public comment .............................................................................................................13 
Meeting location ..........................................................................................................................14 
Timing of public comment ...........................................................................................................14 
Taping and broadcasting ..............................................................................................................14 
 MINUTES 
 What must be in the minutes ........................................................................................................15 
When must the minutes be available ...........................................................................................15 
When must the minutes be approved ...........................................................................................15 
Closed session minutes ................................................................................................................15 
Inadvertent omissions from the minutes ......................................................................................16 
  PARLIAMENTARY PROCEDURES 
 Core principle ...............................................................................................................................17 
 QUORUM 
 Quorum .......................................................................................................................................17 
What is the quorum? ....................................................................................................................17 
Disqualified members ..................................................................................................................17 
Losing a quorum ..........................................................................................................................18 
Resigned members .......................................................................................................................18 
 VOTING 
 Abstain ........................................................................................................................................19 
Adjourning the meeting ..............................................................................................................19 
Chairperson voting .......................................................................................................................19 
Expired-term members .................................................................................................................19 
Imposing a greater voting requirement ........................................................................................19 
Majority .......................................................................................................................................19 
Proxy voting ................................................................................................................................20 
Roll call vote ...............................................................................................................................20 
Round-robin voting ......................................................................................................................20 
Rule of necessity ..........................................................................................................................20 
Secret ballot ................................................................................................................................21 
Tie vote .......................................................................................................................................21 
   OPEN MEETINGS ACT 
 THE BASICS 
  The Act – the Open Meetings Act (OMA) is 1976 PA 267, MCL 15.261 through 15.275. The 
OMA took effect January 1, 1977. In enacting the OMA, the Legislature promoted a new era in 
governmental accountability and fostered openness in government to enhance responsible 
decision making.1  Nothing in the OMA prohibits a public body from adopting an ordinance, resolution, rule, or 
charter provision that requires a greater degree of openness relative to public body meetings than 
the standards provided for in the OMA.2  What bodies are covered? – the OMA applies to all meetings of a public body.3 A "public 
body" is broadly defined as:  [A]ny state or local legislative or governing body, including a board, commission, 
committee, subcommittee, authority, or council, that is empowered by state 
constitution, statute, charter, ordinance, resolution, or rule to exercise 
governmental or proprietary authority or perform a governmental or proprietary 
function; a lessee of such a body performing an essential public purpose and 
function pursuant to the lease agreement.4 [Emphasis added.]  As used in the OMA, the term "public body" connotes a collective entity and does not include an 
individual government official.5 The OMA does not apply to private, nonprofit corporations.6  Public notice requirements – a meeting of a public body cannot be held unless public notice is 
given consistent with the OMA.7 A public notice must contain the public body's name, 
telephone number, and address, and must be posted at its principal office and any other locations the public body considers appropriate.8 If a public body is a part of a state department, a public 
notice must also be posted in the principal office of the state department.9 1 Booth Newspapers, Inc v Univ of Michigan Bd of Regents, 444 Mich 211, 222-223; 507 NW2d 422 (1993). 
2 MCL 15.261. 
3 MCL 15.263. When the Handbook refers to a "board," the term encompasses all boards, commissions, councils, 
authorities, committees, subcommittees, panels, and any other public body. 
4 MCL 15.262(a). The provision in the OMA that includes a lessee of a public body performing an essential public 
purpose is unconstitutional because the title of the act does not refer to organizations other than "public bodies." 
OAG, 1977-1978, No 5207, p 157 (June 24, 1977). Certain boards are excluded "when deliberating the merits of a 
case." MCL 15.263(7). See also MCL 15.263(8) and (10). 
5 Herald Co v Bay City, 463 Mich 111, 129-133; 614 NW2d 873 (2000) – a city manager is not subject to the OMA. 
Craig v Detroit Public Schools Chief Executive Officer, 265 Mich App 572, 579; 697 NW2d 529 (2005). OAG, 
1977-1978, No 5183A, p 97 (April 18, 1977). 
6 OAG, 1985-1986, No 6352, p 252 (April 8, 1986) – the Michigan High School Athletic Association is not subject 
to the OMA. See also Perlongo v Iron River Cooperative TV Antenna Corp, 122 Mich App 433; 332 NW2d 502 
(1983). 
7 MCL 15.265(1). Nicholas v Meridian Charter Twp, 239 Mich App 525, 531; 609 NW2d 574 (2000). 
8 MCL 15.264(a)-(c). 
9 MCL 15.264(c). 
10 MCL 15.265(2)-(5). 
11 OAG, 1979-1980, No 5724, p 840 (June 20, 1980). 
12 OAG No 5724. 
13 MCL 15.266. 
14 OAG, 1993-1994, No 6821, p 199 (October 18, 1994). But, as discussed in OAG No 6821, other statutes may 
require a public body to state in its notice the business to be transacted at the meeting. 
15 Lysogorski v Bridgeport Charter Twp, 256 Mich App 297, 299; 662 NW2d 108 (2003). 
16 MCL 15.272. 
17 MCL 15.273. 
18 People v Whitney, 228 Mich App 230, 244; 578 NW2d 329 (1998). 
19 MCL 15.270(3)(a). 
20 MCL 15.270(3)(b). 
21 MCL 15.270(4). 
22 MCL 15.270(5). 
23 Leemreis v Sherman Twp, 273 Mich App 691, 700; 731 NW2d 787 (2007). Felice v Cheboygan County Zoning 
Comm, 103 Mich App 742, 746; 304 NW2d 1 (1981). 
24 MCL 15.262(d). 
25 MCL 15.263(2) and (3). 
26 Booth Newspapers, Inc v Univ of Michigan Bd of Regents, 444 Mich at 229. 
27 Booth Newspapers, Inc, 444 Mich at 229 – "any alleged distinction between the [public body's] consensus 
building and a determination or action, as advanced in the OMA's definition of 'decision,' is a distinction without a 
difference." 
28 MCL 15.263(10). 
29 OAG, 1981-1982, No 6074, p 662, 663 (June 11, 1982). 
30 Wexford County Prosecutor v Pranger, 83 Mich App 197, 201, 204; 268 NW2d 344 (1978). 
31 OAG, 1977-1978, No 5298, p 434, 435 (May 2, 1978). See also OAG, 1979-1980, No 5444, p 55, 56 (February 
21, 1979) – anytime a quorum of a public body meets and considers a matter of public policy, the meeting must 
comply with the OMA's requirements. Compare OAG, 1979-1980, No 5437, p 36, 37 (February 2, 1979), where 
members of a public body constituting a quorum come together by chance, the gathering is exempt from the OMA; 
however, even at a chance meeting, matters of public policy may not be discussed by the members with each other. 
32 St Aubin v Ishpeming City Council, 197 Mich App 100, 103; 494 NW2d 803 (1992). 
33 OAG, 1979-1980, No 5437, p 36 (February 2, 1979). 
34 OAG, 1977-1978, No 5183, p 21, 35 (March 8, 1977). 
35 OAG, 1977-1978, No 5364, p 606, 607 (September 7, 1978). 
36 OAG, 1979-1980, No 5433, p 29, 31 (January 31, 1979). 
37 OAG, 1981-1982, No 6074, at p 664. 
38 OAG No 5433 at p 31. 
39 OAG, 1989-1990, No 6636, p 253 (October 23, 1989), cited with approval in Ryant v Cleveland Twp, 239 Mich 
App 430, 434-435; 608 NW2d 101 (2000) and Nicholas v Meridian Charter Twp, 239 Mich App at 531-532. If, 
however, the noncommittee board members participate in committee deliberations, the OMA would be violated. 
Nicholas, 239 Mich App at 532. 
40 OAG, 1997-1998, No 6935, p 18 (April 2, 1997); OAG No 5183 at p 40. 
41 Schmiedicke v Clare School Bd, 228 Mich App 259, 261, 263-264; 577 NW2d 706 (1998); Morrison v East 
Lansing, 255 Mich App 505; 660 NW2d 395 (2003); and OAG, 1997-1998, No 7000, p 197 (December 1, 1998) – a 
committee composed of less than a quorum of a full board is subject to the OMA, if the committee is effectively 
authorized to determine whether items will or will not be referred for action by the full board, citing OAG, 1977-
1978, No 5222, p 216 (September 1, 1977). 
42 OAG, 1989-1990, No 6636, at p 254. 
43 See Esperance v Chesterfield Twp, 89 Mich App 456, 464; 280 NW2d 559 (1979) and OAG, 1977-1978, No 
5262, p 338 (January 31, 1978). 
44 See Booth Newspapers, Inc, 444 Mich at 229; Schmiedicke, 228 Mich App at 263, 264; and Wexford County 
Prosecutor, 83 Mich App at 204. 
45 MCL 15.268. OAG, 1977-1978, No 5183, at p 37. 
46 The other permissible purposes deal with public primary, secondary, and post-secondary student disciplinary 
hearings – section 8(b); state legislature party caucuses – section 8(g); compliance conferences conducted by the 
Michigan Department of Community Health – section 8(i); and public university presidential search committee 
discussions – section 8(j). 
47 MCL 15.268(a) (Emphasis added.) 
48 MCL 15.268(c) (Emphasis added.) 
49 MCL 15.268(d). 
50 MCL 15.268(e) (Emphasis added.) 
51 MCL 15.268(f) (Emphasis added.) 
52 MCL 15.268(h). 
53 Booth Newspapers, Inc v Wyoming City Council, 168 Mich App 459, 467, 469-470; 425 NW2d 695 (1988). 
54 MCL 15.262(c). 
55 MCL 15.269(1). 
56 MCL 15.267(1). 
57 And not just those attending the meeting. OAG No 5183 at p 37. 
58 MCL 15.268. 
59 MCL 15.268(h). Proper discussion of a written legal opinion at a closed meeting is, with regard to the attorney-
client privilege exemption to the OMA, limited to the meaning of any strictly legal advice presented in the written 
opinion. People v Whitney, 228 Mich App at 245-248. 
60 MCL 15.243(1)(g). 
61 MCL 15.263(2). St Aubin v Ishpeming City Council, 197 Mich App at 103. See also, OAG, 1977-1978, No 5262, 
at p 338-339 – the OMA prohibits a voting procedure at a public meeting which prevents citizens from knowing 
how members of the public body have voted and OAG, 1979-1980, No 5445, p 57 (February 22, 1979) – a public 
body may not take final action on any matter during a closed meeting. 
62 MCL 15.262(d). 
63 OAG, 1979-1980, No 5532, p 324 (August 7, 1979). 
64 OAG, 1985-1986, No 6358, p 268 (April 29, 1986), citing Regents of the Univ of Michigan v Washtenaw County 
Coalition Against Apartheid, 97 Mich App 532; 296 NW2d 94 (1980). 
65 MCL 15.263(6). 
66 MCL 15.263(4). 
67 In addition, "[a]ll meetings of a public body . . . shall be held in a place available to the general public." MCL 
15.263(1). 
68 MCL 15.263(5). OAG, 1977-1978, No 5183, at p 34. 
69 OAG, 1977-1978, No 5332, p 536 (July 13, 1978). The rule must be duly adopted and recorded. OAG, 1977-
1978. No 5183, at p 34. 
70 OAG No 5332 at p 538. 
71 OAG, 1979-1980, No 5560, p 386 (September 13, 1979). Of course, local charter provisions or ordinances may 
impose geographical limits on public body meetings. 
72 MCL 15.263(5). 
73 Lysogorski v. Bridgeport Charter Twp, 256 Mich App at 302. 
74 OAG, 1979-1980, No 5716, p 812 (June 4, 1980). 
75 OAG, 1977-1978, No 5310, p 465, 468 (June 7, 1978). 
76 MCL 15.263(1). 
77 OAG, 1987-1988, No 6499, p 280 (February 24, 1988). 
78 MCL 15.263(1). 
79 MCL 15.269(1). 
80 Informational letter to Representative Jack Brandenburg from Chief Deputy Attorney General Carol Isaacs dated 
May 8, 2003. 
81 MCL 15.269(3). 
82 MCL 15.269(1) 
83 OAG, 1985-1986, No 6365, p 288 (June 2, 1986). This, of course, triggers the need for more closed session 
minutes. 
84 MCL 15.270, 15.271, and 15.273; Local Area Watch v Grand Rapids, 262 Mich App 136, 143; 683 NW2d 745 
(2004); OAG, 1985-1986 No 6353, p 255 (April 11, 1986). 
85 OAG, 1999-2000, No 7061, p 144 (August 31, 2000). 
86 Kitchen v Ferndale City Council, 253 Mich App 115; 654 NW2d 918 (2002). 
87 MCL 15.267(2). 
88 Willis v Deerfield Twp, 257 Mich App 541, 554; 669 NW2d 279 (2003). 
89 OAG, 1979-1980, No 5808, p 1060 (October 30, 1980). Robert's Rules of Order Newly Revised (RRONR) (10th 
ed.), p 4. We cite to Robert's Rules in this Handbook as a leading guide on parliamentary procedures. This is not to 
imply that public bodies are, as a general rule, bound by Robert's Rules. 
90 OAG, 2009-2010, No 7235, p __ (October 9, 2009). 
91 See OAG, 1977-1978, No 5238, p 261 (November 2, 1977). 
92 See OAG, 1979-1980, No 5808, at p 1061. 
93 MCL 8.3c. Wood v Bd of Trustees of the Policemen and Firemen Retirement System of Detroit, 108 Mich App 
38, 43; 310 NW2d 39 (1981). 
94 OAG, 1981-1982, No 5916, p 218 (June 8, 1981). But see MCL 15.342a, which provides a procedure for 
disqualified public officials to vote in some limited circumstances where a quorum is otherwise lacking for a public 
body to conduct business. 
95 RRONR (10th ed.), p 337-338. 
96 OAG, 1985-1986, No 6405, p 429, 430 (December 9, 1986), citing Clark v Detroit Bd of Education, 112 Mich 
656; 71 NW 177 (1897). 
97 RRONR (10th ed.), p 390-395. 
98 Dingwall v Detroit Common Council, 82 Mich 568, 571; 46 NW 938 (1890), 
99 US Const, art I, §3. 
100 RRONR (10th ed.), p 392-393 – an assembly's presiding officer can break or create a tie vote. 
101 See OAG, 1981-1982, No 6054, p 617 (April 14, 1982). 
102 Price v Oakfield Twp Bd, 182 Mich 216; 148 NW 438 (1914). 
103 OAG, 1979-1980, No 5606, p 493 (December 13, 1979), citing Greyhound Corp v Public Service Comm, 360 
Mich 578, 589-590; 104 NW2d 395 (1960). See also, Cantwell v City of Southfield, 95 Mich App 375; 290 NW2d 
151 (1980). 
104 OAG, 1979-1980, No 5738, p 870 (July 14, 1980). OAG, 2001-2002, No 7081, p 27 (April 17, 2001), citing 
Wagner v Ypsilanti Village Clerk, 302 Mich 636; 5 NW2d 513 (1942). 
105 RRONR (10th ed.), p 387. 
106 Esperance v Chesterfield Twp, 89 Mich App at 464, quoting Wexford County Prosecutor v Pranger, 83 Mich 
App 197; 268 NW2d 344 (1978). 
107 Robert's Rules concur: "Ordinarily it [proxy voting] should neither be allowed nor required, because proxy voting 
is incompatible with the essential characteristics of a deliberative assembly in which membership is individual, 
personal, and nontransferable." RRONR (10th ed.), p 414. The Michigan House and Senate do not allow proxy 
voting for their members. 
108 OAG, 2009-2010, No 7227, p __ (March 19, 2009). OAG, 1993-1994, No 6828, p 212 (December 22, 1994), 
citing Dingwall, 82 Mich at 571, where the city council counted and recorded the vote of absent members in 
appointing election inspectors. The Michigan Supreme Court rejected these appointments, ruling that "the counting 
of absent members and recording them as voting in the affirmative on all questions, was also an inexcusable 
outrage." 
109 "The fact that the Open Meetings Act prohibits secret balloting does not mean that all votes must be roll call 
votes." Esperance v Chesterfield Twp, 89 Mich App at 464 n 9. The OMA does provide that votes to go into closed 
session must be by roll call. MCL 15.267. 
110 OAG, 1977-1978, No 5222, at p 218. See also, Booth Newspapers, 444 Mich at 229, which concluded that 
"round-the-horn" deliberations can constitute decisions under the OMA. 
111 Champion's Auto Ferry, Inc v Michigan Public Service Comm, 231 Mich App 699; 588 NW2d 153 (1998). The 
Court noted that the PSC members did not have any personal financial interest in the matter. Id. at 708-709. 
112 OAG, 1981-1982, No 6005, p 439, 446 (November 2, 1981). After OAG No 6005 was issued, the Legislature 
amended section 2a of 1973 PA 196, MCL 15.342a, to provide a procedure for voting by public officials in some 
limited circumstances where a quorum is otherwise lacking for a public entity to conduct business. 
113 See MCL 15.262(d) and 15.263(2) and (3). 
114 OAG, 1977-1978, No 5262, at p 338-339. 
115 Esperance, 89 Mich App at 464. 
116 Rouse v Rogers, 267 Mich 338; 255 NW 203 (1934). RRONR (10th ed.), p 392. 
 Public notice requirements are specific to the type of meeting: 
 (1) For regular meetings of a public body, there shall be posted within 10 days 
after the first meeting of the public body in each calendar or fiscal year a public 
notice stating the dates, times, and places of its regular meetings. 
 (2) For a change in schedule of regular meetings of a public body, there shall be 
posted within three days after the meeting at which the change is made, a public 
notice stating the new dates, times, and places of its regular meetings. 
 (3) For a rescheduled regular or a special meeting of a public body, a public 
notice stating the date, time, and place of the meeting shall be posted at least 18 
hours before the meeting. 
 (4) A meeting of a public body which is recessed for more than 36 hours shall be 
reconvened only after public notice has been posted at least 18 hours before the 
reconvened meeting.10  At their first meeting of the calendar or fiscal year, each board must set the dates, times, and 
places of the board's regular meetings for the coming year. The OMA does not require any 
particular number of meetings. The board's schedule of regular meetings is not, of course, set in 
stone. The board is free to cancel or reschedule its meetings. 
 The minimum 18-hour notice requirement is not fulfilled if the public is denied access to the 
notice of the meeting for any part of the 18 hours.11 The requirement may be met by posting at 
least 18 hours in advance of the meeting using a method designed to assure access to the notice. 
For example, the public body can post the notice at the main entrance visible on the outside of 
the building that houses the principal office of the public body.12  A public body must send copies of the public notices by first class mail to a requesting party, 
upon the party's payment of a yearly fee of not more than the reasonable estimated cost of 
printing and postage. Upon written request, a public body, at the same time a public notice of a 
meeting is posted, must provide a copy of the public notice to any newspaper published in the 
state or any radio or television station located in the state, free of charge.13  Agendas and the OMA – while the OMA requires a public body to give public notice when it 
meets, it has no requirement that the public notice include an agenda or a specific statement as to 
the purpose of a meeting.14 No agenda format is required by the OMA.15  Penalties for OMA violations – a public official who "intentionally violates" the OMA may be 
found guilty of a misdemeanor16 and may be personally liable for actual and exemplary damages 
of not more than $500 for a single meeting.17 The exemptions in the OMA must be strictly 
construed. The "rule of lenity" (i.e., courts should mitigate punishment when the punishment in 
the criminal statute is unclear) does not apply to construction of the OMA's exemptions.18  A decision made by a public body may be invalidated by a court, if the public body has not 
complied with the requirements of MCL 15.263(1), (2), and (3) [i.e., making decisions at a 
public meeting] or if failure to give notice in accordance with section 5 has interfered with 
substantial compliance with MCL 15.263(1), (2), and (3) and the court finds that the 
noncompliance has impaired the rights of the public under the OMA.  Lawsuits to compel compliance – actions must be brought within 60 days after the public 
body's approved minutes involving the challenged decision are made publicly available.19 If the 
decision involves the approval of contracts, the receipt or acceptance of bids, or the procedures 
pertaining to the issuance of bonds or other evidences of indebtedness, the action must be 
brought within 30 days after the approved minutes are made publicly available.20 If the decision 
of a state public body is challenged, venue is in Ingham County.21  Correcting non-conforming decisions – in any case where a lawsuit has been initiated to 
invalidate a public body's decision on the ground that it was not made in conformity with the 
OMA, the public body may, without being deemed to make any admission contrary to its 
interest, reenact the disputed decision in conformity with the OMA. A decision reenacted in this 
manner shall be effective from the date of reenactment and is not rendered invalid by any 
deficiency in its initial enactment.22 If the board acts quickly, the reenactment may defeat a 
claim for attorney's fees, since plaintiffs would not be successful in "obtaining relief in the 
action" within the meaning of the OMA.23  DECISIONS MUST BE MADE IN PUBLIC MEETINGS 
  All decisions must be made at a meeting open to the public – the OMA defines "decision" to 
mean "a determination, action, vote, or disposition upon a motion, proposal, recommendation, 
resolution, order, ordinance, bill, or measure on which a vote by members of a public body is 
required and by which a public body effectuates or formulates public policy."24 The OMA 
provides that "[a]ll decisions of a public body shall be made at a meeting open to the public," and 
that, with limited exceptions, "[a]ll deliberations of a public body constituting a quorum of its 
members shall take place at a meeting open to the public."25  The OMA does not contain a "voting requirement" or any form of "formal voting requirement." 
A "consensus building process" that equates to decision-making would fall under the act.26 For 
example, where board members use telephone calls or sub-quorum meetings to achieve the same 
intercommunication that could have been achieved in a full board or commission meeting, the 
members' conduct is susceptible to "round-the-horn" decision-making, which achieves the same 
effect as if the entire board had met publicly and formally cast its votes. A "round-the-horn" 
process violates the OMA.27  Meeting "informally" to discuss matters – while the OMA "does not apply to a meeting which 
is a social or chance gathering or conference not designed to avoid this act,"28 a meeting of a 
public body must be open to the public. The OMA does not define the terms "social or chance 
gathering" or "conference," and provides little direct guidance as to the precise scope of this exemption.29 To promote openness in government, however, the OMA is entitled to a broad 
interpretation and exceptions to conduct closed sessions must be construed strictly.30 Thus, the closed session exception does not apply to a quorum of a public body that meets to discuss 
matters of public policy, even if there is no intention that the deliberations will lead to a decision 
on that occasion.31  Canvassing board members on how they might vote – an informal canvas by one member of a 
public body to find out where the votes would be on a particular issue does not violate the OMA, so long as no decisions are made during the discussions and the discussions are not a deliberate 
attempt to the avoid the OMA.32  May a quorum of a board gather outside an open meeting without violating the OMA? – 
yes, in some instances. In addition to a purely social gathering or chance gathering33 that does 
not involve discussions of public policy among the members of the board, a quorum may accept 
an invitation to address a civic organization,34 listen to the concerns of a neighborhood 
organization, or observe demonstrations, if the board doesn't deliberate toward, or make, a decision.35  A board quorum also may meet for a workshop, seminar, informational gathering, or 
professional conference designed to convey, to the conference participants, information about 
areas of professional interest common to all conference participants.36 These kinds of meetings 
involve a conference designed primarily to provide training or background information and 
involve a relatively broad focus upon issues of general concern, rather than a more limited focus 
on matters or issues of particular interest to a single public body.37 However, when gatherings 
are designed to receive input from officers or employees of the public body, the OMA requires 
that the gathering be held at a public meeting.38  The OMA was not violated when several members of the board of county commissioners 
attended a public meeting of the county planning committee (which had more than fifty 
members, two who were county commissioners), which resulted in a quorum of the board being 
present at the meeting (without the meeting also being noticed as a county commission meeting), 
so long as the nonmember commissioners did not engage in deliberations or render decisions.39  Advisory committees and the OMA – the OMA does not apply to committees and 
subcommittees composed of less than a quorum of the full public body if they "are merely advisory or only capable of making 'recommendations concerning the exercise of governmental 
authority.'"40  Where, on the other hand, a committee or subcommittee is empowered to act on matters in such 
a fashion as to deprive the full public body of the opportunity to consider a matter, a decision of 
the committee or subcommittee "is an exercise of governmental authority which effectuates public policy" and the committee or subcommittee proceedings are, therefore, subject to the OMA.41  If a joint meeting of two committees of a board (each with less than a quorum of the board) 
results in the presence of a quorum of the board, the board must comply in all respects with the 
OMA and notice of the joint meeting must include the fact that a quorum of the board will be 
present.42  Use of e-mail or other electronic communications among board members during an open 
meeting – e-mail, texting, or other forms of electronic communications among members of a 
board or commission during the course of an open meeting that constitutes deliberations toward 
decision-making or actual decisions violates the OMA, since it is in effect a "closed" session. 
While the OMA does not require that all votes by a public body must be by roll call, voting 
requirements under the act are met when a vote is taken by roll call, show of hands, or other 
method that informs the public of the public official's decision rendered by his or her vote. Thus, 
the OMA bars the use of e-mail or other electronic communications to conduct a secret ballot at 
a public meeting, since it would prevent citizens from knowing how members of the public body 
have voted.43  Moreover, the use of electronic communications for discussions or deliberations, which are not, 
at a minimum, able to be heard by the public in attendance at an open meeting are contrary to the 
OMA's core purpose – the promotion of openness in government.44  Using e-mail to distribute handouts, agenda items, statistical information, or other such material 
during an open meeting should be permissible under the OMA, particularly when copies of that 
information are also made available to the public before or during the meeting. 
   CLOSED SESSIONS 
  Meeting in closed session – a public body may meet in a closed session only for one or more of 
the permitted purposes specified in section 8 of the OMA.45 The limited purposes for which 
closed sessions are permitted include, among others46:  (1) To consider the dismissal, suspension, or disciplining of, or to hear complaints or 
charges brought against, or to consider a periodic personnel evaluation of, a public 
officer, employee, staff member, or individual agent, if the named person requests a closed hearing.47  (2) For strategy and negotiation sessions connected with the negotiation of a collective 
bargaining agreement if either negotiating party requests a closed hearing.48  (3) To consider the purchase or lease of real property up to the time an option to 
purchase or lease that real property is obtained.49  (4) To consult with its attorney regarding trial or settlement strategy in connection with 
specific pending litigation, but only if an open meeting would have a detrimental financial 
effect on the litigating or settlement position of the public body.50  (5) To review and consider the contents of an application for employment or 
appointment to a public office if the candidate requests that the application remain 
confidential. However, all interviews by a public body for employment or appointment 
to a public office shall be held in an open meeting pursuant to this act.51  (6) To consider material exempt from discussion or disclosure by state or federal 
statute.52 But note – a board is not permitted to go into closed session to discuss an 
attorney's oral opinion, as opposed to a written legal memorandum.53  A closed session must be conducted during the course of an open meeting – section 2(c) of 
the OMA defines "closed session" as "a meeting or part of a meeting of a public body that is closed to the public."54 Section 9(1) of the OMA provides that the minutes of an open meeting 
must include "the purpose or purposes for which a closed session is held."55  Going into closed session – section 7(1) of the OMA56 sets out the procedure for calling a 
closed session:  A 2/3 roll call vote of members elected or appointed and serving is required to 
call a closed session, except for the closed sessions permitted under section 8(a), 
(b), (c), (g), (i), and (j). The roll call vote and the purpose or purposes for calling 
the closed session shall be entered into the minutes of the meeting at which the 
vote is taken. 
 Thus, a public body may go into closed session only upon a motion duly made, seconded, and 
adopted by a 2/3 roll call vote of the members appointed and serving57 during an open meeting 
for the purpose of (1) considering the purchase or lease of real property, (2) consulting with their 
attorney, (3) considering an employment application, or (4) considering material exempt from 
disclosure under state or federal law. A majority vote is sufficient for going into closed session 
for the other OMA permitted purposes.  We suggest that every motion to go into closed session should cite one or more of the 
permissible purposes listed in section 8 of the OMA.58 An example of a motion to go into closed 
session is:  I move that the Board meet in closed session under section 8(e) of the Open 
Meetings Act, to consult with our attorney regarding trial or settlement strategy in 
connection with [the name of the specific lawsuit]. 
 Another example is the need to privately discuss with the public body's attorney a memorandum 
of advice as permitted under section 8(h) of the OMA – "to consider material exempt from 
discussion or disclosure by state or federal statute."59 The motion should cite section 8(h) of the 
OMA and the statutory basis for the closed session, such as section 13(1)(g) of the Freedom of 
Information Act, which exempts from public disclosure "[i]nformation or records subject to the 
attorney-client privilege."60  Leaving a closed session – the OMA is silent as to how to leave a closed session. We suggest 
that you recommend a motion be made to end the closed session with a majority vote needed for approval. Admittedly, this is a decision made in a closed session, but it certainly isn't a decision 
that "effectuates or formulates public policy."  When the public body has concluded its closed session, the open meeting minutes should state 
the time the public body reconvened in open session and, of course, any votes on matters 
discussed in the closed session must occur in an open meeting. 
 Decisions must be made during an open meeting, not the closed session – section 3(2) of the 
OMA requires that "[a]ll decisions of a public body shall be made at a meeting open to the 
public."61 Section 2(d) of the OMA defines "decision" to mean "a determination, action, vote, or 
disposition upon a motion, proposal, recommendation, resolution, order, ordinance, bill, or 
measure on which a vote by members of a public body is required and by which a public body 
effectuates or formulates public policy."62  Avoid using the terms "closed session" and "executive session" interchangeably – we 
suggest that a public body not use the term "executive session" to refer to a "closed session." 
The term "executive session" does not appear in the OMA, but "closed session" does. 
"Executive session" is more of a private sector term and is often used to describe a private 
session of a board of directors, which is not limited as to purpose, where actions can be taken, 
and no minutes are recorded. 
 Staff and others may join the board in a closed session – a public body may rely upon its 
officers and employees for assistance when considering matters in a closed session. A public 
body may also request private citizens to assist, as appropriate, in its considerations.63  Forcibly excluding persons from a closed session – a public body may, if necessary, exclude 
an unauthorized individual who intrudes upon a closed session by either (1) having the individual 
forcibly removed by a law enforcement officer, or (2) by recessing and removing the closed 
session to a new location.64  PUBLIC ATTENDING OPEN MEETINGS 
  Excluding individuals – no one may be excluded from a meeting otherwise open to the public 
except for a breach of the peace actually committed at the meeting.65  Identifying public attendees – no one may be required to register or otherwise provide his or 
her name or other information or otherwise to fulfill a condition precedent to attend a public 
meeting.66  Building security at the meeting site may cause issues. Members of the public might object, 
based on the OMA, to signing in to gain access to the building where a public meeting is being 
held.67 We, therefore, recommend that public bodies meet in facilities or areas not subject to 
public access restrictions.  If the public body wishes the members of the public to identify themselves at the meeting, we 
suggest the board chair announce something like this: 
 The Board would appreciate having the members of the public attending the 
meeting today identify themselves and mention if they would like the opportunity 
to speak during the public comment period. However, you do not need to give 
your name to attend this meeting. When the time comes to introduce yourself and 
you do not want to do so, just say pass. 
 Since speaking at the meeting is a step beyond "attending" the public meeting and the 
OMA provides that a person may address the public body "under rules established and 
recorded by the public body," the board may establish a rule requiring individuals to 
identify themselves if they wish to speak at a meeting.68  Limiting public comment – a public body may adopt a rule imposing individual time limits for 
members of the public addressing the public body.69 In order to carry out its responsibilities, the 
board can also consider establishing rules allowing the chairperson to encourage groups to 
designate one or more individuals to speak on their behalf to avoid cumulative comments. But a rule limiting the period of public comment may not be applied in a manner that denies a person 
the right to address the public body, such as by limiting all public comment to a half-hour 
period.70 Meeting location – the OMA only requires that a meeting be held "in a place available to the 
general public;" it does not dictate that the meeting be held within the geographical limits of the 
public body's jurisdiction.71 However, if a meeting is held so far from the public which it serves 
that it would be difficult or inconvenient for its citizens to attend, the meeting may not be 
considered as being held at a place available to the general public. Whenever possible, the 
meeting should be held within the public body's geographical boundaries.  Timing of public comment – a public body has discretion under the OMA when to schedule public comment during the meeting.72 Thus, scheduling public comment at the beginning73 or 
the end74 of the meeting agenda does not violate the OMA. The public has no right to address 
the commission during its deliberations on a particular matter.75  Taping and broadcasting – the right to attend a public meeting includes the right to tape-record, 
videotape, broadcast live on radio, and telecast live on television the proceedings of a public 
body at the public meeting.76 A board may establish reasonable regulations governing the 
televising or filming by the electronic media of a hearing open to the public in order to minimize 
any disruption to the hearing, but it may not prohibit such coverage.77 And the exercise of the right to tape-record, videotape, and broadcast public meetings may not be dependent upon the 
prior approval of the public body.78    MINUTES 
  What must be in the minutes – at a minimum, the minutes must show the date, time, place, 
members present, members absent, any decisions made at a meeting open to the public, and the 
purpose or purposes for which a closed session is held. The minutes must include all roll call 
votes taken at the meeting.79 The OMA does not prohibit a public body from preparing a more 
detailed set of minutes of its public meetings if it chooses to do so.80  When must the minutes be available – proposed minutes must be made available for public 
inspection within eight days after the applicable meeting. Approved minutes must be made 
available for public inspection within five days after the public body's approval.81  When must the minutes be approved – at the board's next meeting.82 Corrected minutes must 
show both the original entry and the correction (for example, using a "strikethrough" word 
processing feature).  Closed session minutes – a separate set of minutes must be taken for closed sessions. While 
closed session minutes must be approved in an open meeting (with contents of the minutes kept 
confidential), the board may meet in closed session to consider approving the minutes.83  Closed session minutes shall only be disclosed if required by a civil action filed under sections 
10, 11, or 13 of the OMA.84 The board secretary may furnish the minutes of a closed session of 
the body to a board member. A member's dissemination of closed session minutes to the public, 
however, is a violation of the OMA, and the member risks criminal prosecution and civil 
penalties.85 An audiotape of a closed session meeting of a public body is part of the minutes of 
the session meeting and, thus, must be filed with the clerk of the public body for retention under 
the OMA.86  Closed session minutes may be destroyed one year and one day after approval of the minutes of 
the regular meeting at which the closed session occurred.87  Inadvertent omissions from the minutes – the OMA does not invalidate a decision due to a 
simple error in the minutes, such as inadvertently omitting the vote to go into closed session 
from a meeting's minutes.88   PARLIAMENTARY PROCEDURES 
  Core principle – for the actions of a public body to be valid, they must be approved by a majority vote of a quorum, absent a controlling provision to the contrary, at a lawfully convened 
meeting.89   QUORUM 
  Quorum – is the minimum number of members who must be present for a board to act. Any 
substantive action taken in the absence of a quorum is invalid. If a public body properly notices 
the meeting under OMA, but lacks a quorum when it actually convenes, the board members in 
attendance may receive reports and comments from the public or staff, ask questions, and 
comment on matters of interest.90  What is the quorum? – look to the statute, charter provision, or ordinance creating the board. 
On the state level, the Legislature in recent years has taken care to set the board quorum in the 
statute itself. The statute will often provide that "a majority of the board appointed and serving 
shall constitute a quorum." For a 15-member board, that means eight would be the quorum, 
assuming you have 15 members appointed and serving. Without more in the statute, as few as 
five board members could then decide an issue, since they would be a majority of a quorum.91 But, be careful, recent statutes often provide that "voting upon action taken by the board shall be 
conducted by majority vote of the members appointed and serving." In that instance, the board 
needs at least eight favorable votes to act.92 The Legislature has a backstop statute, which 
provides that any provision that gives "joint authority to 3 or more public officers or other 
persons shall be construed as giving such authority to a majority of such officers or other 
persons, unless it shall be otherwise expressly declared in the law giving the authority."93  Disqualified members – a member of a public body who is disqualified due to a conflict of 
interest may not be counted to establish a quorum to consider that matter.94  Losing a quorum – even if a meeting begins with a quorum present, the board loses its right to 
conduct substantive action whenever the attendance of its members falls below the necessary 
quorum.95  Resigned members – the common law rule in Michigan is that a public officer's resignation is 
not effective until it has been accepted by the appointing authority (who, at the state level, is 
usually the governor). Acceptance of the resignation may be manifested by formal acceptance or 
by the appointment of a successor.96 Thus, until a resignation is formally accepted or a 
successor appointed, the resigning member must be considered "appointed and serving," be 
counted for quorum purposes, and be permittVOTING 
  Abstain – means to refuse to vote. Thus, a board member does not "vote" to abstain. If a vote 
requires a majority or a certain percentage of the members present for approval, an abstention 
has the same effect as a "no" vote.97  Adjourning the meeting - a presiding officer cannot arbitrarily adjourn a meeting without first 
calling for a vote of the members present.98  Chairperson voting – perhaps as a spillover from the well-known constitutional rule that the 
vice president can only vote to break a tie in the United States Senate99 or that a legislative 
presiding officer usually refrains from voting unless his or her vote affects the result,100 some 
believe that a board's presiding officer (usually, the chairperson) can only vote to break a tie. 
However, absent a contrary controlling provision, all board members may vote on any matter 
coming before a board.101 A board's presiding officer can't vote on a motion and then, if the vote 
is tied, vote to break the tie unless explicitly authorized by law.102  Expired-term members – look first to the statute, charter provision, or ordinance creating the 
public body. Many statutes provide that "a member shall serve until a successor is appointed." 
Absent a contrary controlling provision, the general rule is that a public officer holding over after 
his or her term expires may continue to act until a successor is appointed and qualified.103  Imposing a greater voting requirement – where the Legislature has required only a majority 
vote to act, public bodies can't impose a greater voting requirement, such as requiring a two-
thirds vote of its members to alter certain policies or bylaws.104  Majority – means simply "more than half."105 Thus, on a 15-member board, eight members 
constitute a majority.     Proxy voting – the OMA requires that the deliberation and formulation of decisions effectuating 
public policy be conducted at open meetings.106 Voting by proxy effectively forecloses any 
involvement by the absent board member in the board's public discussion and deliberations 
before the board votes on a matter effectuating public policy.107 Without explicit statutory 
authority, this practice is not allowed.108  Roll call vote – there is no bright line rule for conducting a roll call vote.109 We suggest some 
rules of thumb. One, when a voice vote reveals a divided vote on the board (i.e., more than one 
no vote), a roll call vote should be conducted to remove doubt about the vote's count. Two, if 
you have board members participating by teleconference, a roll call will permit the secretary to 
accurately record the entire vote. Three, when the board is acting on matters of significance, 
such as, contracts of substantial size or decisions that will have multi-year impacts, a roll call 
vote is the best choice.  Round-robin voting – means approval for an action outside of a public meeting by passing 
around a sign-off sheet. This practice has its roots in the legislative committee practice of 
passing around a tally sheet to gain approval for discharging a bill without a committee meeting. 
"Round-robining" defeats the public's right to be present and observe the manner in which the 
body's decisions are made and violates the letter and the spirit of the OMA.110  Rule of necessity – if a state agency's involvement in prior administrative or judicial 
proceedings involving a party could require recusal of all of its board members or enough of 
them to prevent a quorum from assembling, the common law rule of necessity precludes recusing 
all members, if the disqualification would leave the agency unable to adjudicate a question.111 But the rule of necessity may not be applied to allow members of a public body to vote on 
matters that could benefit their private employer.112  Secret ballot – the OMA requires that all decisions and deliberations of a public body must be 
made at an open meeting and the term "decision" is defined to include voting.113 The OMA 
prohibits a "voting procedure at a public meeting that prevents citizens from knowing how 
members of a public body have voted."114 Obviously, the use of a secret ballot process would 
prevent this transparency. All board decisions subject to the OMA must be made by a public 
vote at an open meeting.115  Tie vote – a tie vote on a motion means that the motion did not gain a majority. Thus, the 
motion fails.116