Charles Village Community Benefits District Management Authority

Guidelines for Committees to assist in complying with the Open Meetings Act

(revised November 2009)

1. Public Notice- Committee meetings should be announced on the CVCBDMA website.  Dates and times should be sent to the Executive Director with sufficient time for him to put up the notice.  Notices are updated on Fridays each week.

2. All committee notices will include a request that people interested in attending the meeting call the CVCBDMA office to confirm time and place.  In addition notices will all include the proviso:  “A portion of this meeting may be closed to the public.”

3. Public Access- Committee meetings must be held in venues that permit handicapped access.   Most meetings should be held at the CVCBD office at 2434 St Paul.  Please consult with CVCBDMA office staff if you need assistance finding another site. 

4. Committees should decide on a mechanism for minute taking.  Please note—minute taking should not be a CVCBDMA staff function.  If the committee agrees to take turns writing the minutes, CVCBDMA staff can of course participate. 

5. If the committee decides to close the meeting to discuss matters that should not be disclosed to the public that should be noted in the minutes. Minutes of closed sessions should be given to David Ponder who will keep them secured at the CVCBDMA Office.  (Note: Material on when to close sessions and how to report on those sessions in the minutes of the next open session are available on pages B-1, B-2. C-1,C-2 of the Open Meetings Act Manual Fifth Edition October 2004 (www.oag.state.md.us) Hard copies of this material is available from the CVCBDMA office.)

6. Approved minutes should be sent to the Executive Director who will place them in a binder available at the front desk at the CVCBDMA office.  Minutes may also be posted on the CVCBDMA website.