Categories: Court Info

Your Guide to the Open Meetings Act (OMA) Compliance

Q: Do OMA laws apply to remote or hybrid meetings?

Yes. A meeting can be a gathering 'by video or audio conference, telephone call, electronic means,' or other interactive communication. Public bodies meeting remotely must provide the public with the opportunity to observe the meeting while it is in progress, such as by providing 'adequate, alternative' access.

Meta Description: Master the Open Meetings Act (OMA), also known as “Sunshine Law.” Learn about public body compliance, notice requirements, closed session exceptions, and penalties for violations to ensure full government transparency.

Unlocking Government Transparency: A Deep Dive into the Open Meetings Act (OMA)

The foundation of a strong, democratic society rests on the principle that public business must be conducted in the light of day. The Open Meetings Act (OMA)—often called “Sunshine Law” or “Open Meetings Law”—is the essential legal framework that enforces this transparency. It is designed to ensure that the public has the right to attend, observe, and be informed about the deliberations and decision-making processes of their state and local government bodies.

For any board member, elected official, or citizen, understanding the OMA is not just a matter of good governance—it is a mandatory legal requirement that carries significant weight. A violation can lead to the invalidation of governmental decisions and result in substantial penalties.

This comprehensive guide, structured to optimize for SEO and clarity, breaks down the core components of the Open Meetings Act to ensure your full compliance.

OMA vs. FOIA: The Key Distinction

The Freedom of Information Act (FOIA) provides access to public records, while the Open Meetings Act (OMA) ensures that government actions are conducted in open, public meetings, allowing observation of the deliberations themselves. They are two distinct, yet complementary, pillars of government accountability.

What Constitutes a “Public Body” and a “Meeting”?

The applicability of the OMA hinges on two critical definitions: the “public body” and the “meeting.”

1. Defining a Public Body

The term “public body” is interpreted broadly across various jurisdictions to include virtually any entity that exercises governmental or proprietary authority or performs a governmental function.

Examples of Covered Public Bodies:

State and local legislative or governing bodies
City councils, town boards, and village boards of trustees
Boards, commissions, committees, and subcommittees empowered by state or local law
School districts and other municipal corporations

2. The Quorum and the Meeting

The OMA is generally triggered when a “quorum” of the members of a public body is “meeting” to discuss public business.

The Definition of a “Meeting”
Element	Description
The Gathering	Includes in-person, video/audio conference, telephone calls, electronic means (e.g., email, chat, instant messaging), or any form of contemporaneous interactive communication.
Quorum Threshold	A gathering of a majority of a quorum of the members of a public body is often enough to constitute a meeting and trigger OMA requirements.
Public Business	The purpose of the gathering must be to discuss or act upon matters germane to the public body’s business. Even a social gathering can become a regulated meeting if the discussion shifts to public business.

Mandatory Compliance: Public Notice and Records

The most frequent points of OMA compliance relate to informing the public of the meeting and documenting the outcome.

Advance Notice Requirements

Public bodies must give “reasonable advance notice” of all meetings, which typically includes the date, time, location, and the expected agenda.

Compliance Tip: The 72-Hour Standard

While standards vary by state (e.g., 24, 48, or 72 hours), a best practice for routine meetings is to make the full agenda available to the public and post it on the body’s website at least 72 hours in advance. If the agenda has not been determined at the time of initial notice, it must be made available as soon as practicable.

Minutes and Public Observation

The public is entitled to attend and observe. Crucially, this right includes the ability to tape-record, video-record, or broadcast the proceedings without prior approval from the public body, provided the public body’s adopted rules regarding location and non-interference are followed.

The public body must also keep written minutes of all meetings, both open and closed. These minutes must record the date, time, place, members present, a summary of discussion, and all votes taken.

Understanding Closed Sessions (Executive Sessions) and Exceptions

The public policy of the OMA requires open meetings, and exceptions permitting closed sessions (often called “executive sessions”) are strictly construed against the public body. A public body can only meet in private when a specific, limited statutory exception applies.

Common, Limited Exceptions for Closed Sessions:

A closed session is only permissible when discussing topics where the public interest would be clearly endangered, or the personal privacy or guaranteed rights of individuals would be clearly invaded. Common exceptions include:

Deliberations concerning the appointment, employment, compensation, discipline, performance, or dismissal of a specific employee or official. Note that a discussion of a salary schedule, however, may not be closed.
Strategy and negotiation sessions connected with the negotiation of a collective bargaining agreement.
Consultation with the body’s Legal Expert regarding trial or settlement strategy in connection with specific pending litigation, but only if an open meeting would be financially detrimental.
The purchase, lease, or setting of a price for sale or lease of real property by the public body.

Caution: Avoiding Illegal Deliberation

Public bodies must take care to prevent prohibited activities that undermine the OMA:

“Round-the-Horn” Decision-Making: Using a series of sub-quorum telephone calls or small group meetings to pre-determine an outcome that should have been decided in an open session is a violation.
Canvassing Votes: While an informal check of where votes might fall is generally allowed, it becomes illegal if decisions are actually made during the discussion.
Improper Closure: If a closed session is convened, the discussion must be limited only to the specific topics specified in the motion for closure.

Consequences of OMA Violations and Enforcement

The OMA is a mandatory law, and non-compliance carries serious consequences intended to uphold the integrity of the governmental process.

Penalties and Invalidation of Action

The most powerful enforcement mechanism is the ability to void or invalidate any decision, vote, or final action taken in violation of the Open Meetings Act. This remedy serves as a strong deterrent against secret governance.

In addition, OMA laws often include specific provisions for fines or penalties against the non-compliant individuals or the public body itself. In extreme cases, public officials may even face public censure.

Summary: Key Takeaways for Compliance

Know Your Quorum: Identify the legal minimum number of members that constitutes a quorum for your body and ensure that any gathering of that group to discuss public business is properly noticed and open to the public.
Always Post Notice: Provide adequate advance notice (including the agenda) for all meetings, whether regular or special, and post it prominently where the public is accustomed to looking.
Exceptions Are Narrow: Strictly construe all exceptions for closed sessions. When in doubt, default to open meetings. Discussions must adhere precisely to the statutory reason for closure.
Document Everything: Keep written, comprehensive minutes of all meetings, open and closed, detailing discussion summaries and votes taken, and ensure they are made available to the public within a reasonable time.

Expert Compliance Snapshot

The spirit of the Open Meetings Act is one of full disclosure. Compliance requires meticulous attention to detail regarding notice, quorum, and the legal basis for any closed session. Public bodies should consider mandatory training for all members on the OMA’s requirements to safeguard decisions and maintain public trust. Consulting with a Legal Expert experienced in government compliance is the surest way to navigate the nuances of your specific state’s OMA statute.

Frequently Asked Questions (FAQ) about the OMA

Q: Can board members discuss public business via email or group chat?

A: No. A meeting includes electronic means of communication, such as email, chat, or instant messaging, if a quorum (or a majority of a quorum) is involved in a contemporaneous, interactive discussion of public business. Engaging in such communication to deliberate or make decisions violates the OMA.

Q: Is public comment mandatory at every open meeting?

A: Many state OMAs explicitly require public bodies to give members of the public an opportunity to address public officials at public meetings. The body is permitted to adopt reasonable, recorded rules governing the procedure and time limit for public comment.

Q: Can a public body prohibit the recording of a meeting?

A: Generally, no. The right of a person to attend a meeting includes the right to tape-record, videotape, and broadcast the proceedings without prior approval. While a public body can adopt and enforce reasonable rules regulating the location of equipment to prevent interference, a blanket prohibition on recording is often found to be an unreasonable rule.

Q: What happens if a government decision is made illegally in a closed session?

A: A decision made in violation of the OMA can be invalidated or voided by a court. Additionally, individuals who knowingly violate the act may face misdemeanor charges, fines, or other penalties depending on the jurisdiction.

Q: Do OMA laws apply to remote or hybrid meetings?

A: Yes. A meeting can be a gathering “by video or audio conference, telephone call, electronic means,” or other interactive communication. Public bodies meeting remotely must provide the public with the opportunity to observe the meeting while it is in progress, such as by providing “adequate, alternative” access.

Disclaimer: This blog post was generated by an AI and is intended for informational purposes only. The Open Meetings Act is a state-specific body of law (e.g., Brown Act in California, OMA in Michigan/Illinois). Statutes and interpretations can vary significantly by jurisdiction. You must consult your state’s specific laws and seek guidance from a qualified Legal Expert to ensure full compliance. This content does not constitute legal advice or a consultation.

By adhering to the core principles of the OMA—advance notice, open deliberation, and accurate record-keeping—public bodies can foster a climate of public trust and fulfill their mandate for transparent, accountable governance.

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