Title
Notice/Advertisement Title: 2025 Civilian Police Review Board Monthly Meetings
Contact Name: Stephanie Brock
Contact Telephone Number: 614-645-9633
Contact Email Address: Civilianreviewboard@columbus.gov
Body
BACKGROUND
The 135th General Assembly, through House Bill 257, amended the Ohio Open Meetings Laws to enact Revised Code (“R.C.”) Section 121.221. This section allows public bodies to hold and attend meetings virtually, subject to the provisions in R.C. 121.221(B)(3). This policy outlines the requirements and procedures for the Civilian Police Review Board and its committees (“CPRB”) to conduct virtual and hybrid meetings.
PURPOSE
To provide guidance for virtual and hybrid meetings of the CPRB in compliance with R.C. 121.221.
POLICY
It is the policy of the CPRB to conduct virtual and hybrid meetings to efficiently facilitate the business of the Board and its committees in compliance with R.C. 121.221.
SECTION 1: DEFINITIONS
“Hybrid Meeting” means a meeting where some members attend in person and others attend via electronic means (video conference or similar technology).
“Virtual Meeting” means a meeting of the CPRB in which all members participate by Teleconference Technology as authorized by Section 121.221 of the Ohio Revised Code.
“Teleconference Technology” means video conference or any other similar electronic technology that allows CPRB members to be seen and heard at all times during a meeting.
“Primary Meeting Location” means the publicly accessible physical location where the CPRB typically holds meetings.
SECTION 2: AUTHORIZATION
The CPRB may hold hybrid or fully virtual meetings provided the procedures outlined in this policy are followed and are in accordance with applicable law.
SECTION 3: NOTICE OF HYBRID OR VIRTUAL MEETINGS
At least seventy-two (72) hours in advance of the Hybrid or Virtual Meeting, the CPRB shall use reasonable methods to notify the public, the media that have requested notification of a meeting, and all Board members, of the specifics of the meeting, to include the Primary Meeting Location and/or Teleconference Technology as applicable, date and time of the meeting, instructions/login credentials for public access, and agenda for the meeting.
SECTION 4: PUBLIC ACCESS TO HYBRID OR VIRTUAL MEETINGS
The CPRB shall provide the public access to all Hybrid and Virtual Meetings commensurate with the method in which the meeting is being conducted, including for example, livestreaming by means of the internet, television, cable, or public access channels, or by means of any other similar electronic technology; and if Hybrid, the Primary Meeting Location where the in-person meeting will be conducted. For virtual meetings, the CPRB shall ensure the public can observe and hear the discussions and deliberations of all the members of the CPRB. The CPRB shall provide a means, through the use of electronic technology that is widely available to the general public, to permit public comment, if applicable, at Virtual Meetings.
SECTION 5: MEMBER PARTICIPATION
Members of the CPRB who intend to attend a Virtual Meeting by means of Teleconference Technology shall so notify the CPRB Chairperson or his or her designee not less than forty-eight (48) hours before the meeting unless circumstances render it impossible or impracticable to do so.
SECTION 6: VOTING PROCEDURE
All votes taken in a Virtual or Hybrid Meeting shall be taken by roll call vote unless there is a motion for unanimous consent, and the motion is not objected to by a member of the CPRB. If a vote is taken unanimously, the CPRB shall provide the public with information on how the members of the public body voted, including any members who abstained from voting.
SECTION 7: TECHNICAL REQUIREMENTS
The CPRB shall maintain or have access to technology sufficient to conduct, record, and maintain Hybrid or Virtual Meetings with clear video and audio.
In case of technical failure, the meeting shall be paused until the issue is resolved or rescheduled if necessary.
SECTION 8: LIMITATIONS ON VIRTUAL MEETINGS
The CPRB may not hold, and no Board member may attend or conduct, a Hybrid or Virtual Meeting if any of the following apply:
• The meeting involves a vote to approve a “major nonroutine expenditure;” a “major nonroutine expenditure” means any expenditure of significant costs or expense that the Chairperson and Vice Chairperson jointly determine should be addressed only at an in-person meeting;
• The meeting involves a vote to approve a “significant hiring decision;” a “significant hiring decision” means voting to engage by contract a qualified individual to serve as Inspector General, or any other hiring decision the Chairperson and Vice Chairperson jointly determine should be addressed at an in-person meeting; or
• The meeting involves a purpose to propose, approve, or vote on a tax issue or tax increase.
A majority of seated members of any committee may require a committee meeting to be held fully in person for any specific agenda item by notifying the Chairperson forty-eight (48) hours in advance. A majority of seated members of the Board may require a regular Board meeting to be held fully in person for any specific agenda item by notifying the Chairperson forty-eight (48) hours in advance.
SECTION 9: HEARINGS
This Policy shall not apply to any hearing to be conducted before the CPRB. All hearings before the CPRB shall be conducted fully in-person at the location, date and time to be noticed by the CPRB.
SECTION 10: RECORDING AND DOCUMENTATION
All Hybrid and Virtual Meetings may be recorded and such recordings retained in accordance with the CPRB’s records retention policy. Recordings of Hybrid and Virtual Meetings may serve as the minutes for those meetings. In the absence of a recording, written minutes must be taken and maintained in accordance with the CPRB’s records retention policy.
SECTION 11: BASIC PRINCIPLES OF HYBRID AND VIRTUAL MEETINGS
Formal action of any kind taken during a Hybrid or Virtual Meeting has the same effect as if it occurred during an in-person open meeting of the CPRB.
Members of the CPRB who attend a Hybrid or Virtual Meeting by means of Teleconference Technology shall be considered present as if in person at the meeting, shall be permitted to vote, and shall be counted for purposes of determining whether a quorum is present at the meeting. In order to be considered in attendance at a Hybrid or Virtual Meeting, members of the CPRB must have a sufficient internet or other electronic connection to allow the member to be seen and heard clearly and must be visible at all times during the meeting.
SECTION 12: APPLICATION OF LAW
Notwithstanding the existence of this policy, the CPRB hereby informs the public that it shall comply with the requirements of R.C. 121.221 and any amendments thereto, that supersede and take precedence over this policy. The Board retains the right to amend this policy at any time in accordance with the Revised Code or as may be provided for in the Columbus City Codes.
SECTION 13: EXECUTIVE SESSION
Nothing in this policy shall limit the right of the CPRB to meet in executive session in accordance with
R.C. 121.22(G). CPRB members participating in executive session by means of Teleconference Technology shall ensure that no one other than the CPRB members and those invited by the CPRB to attend the session are able to hear the discussion in executive session and shall take such other steps as may be necessary to preserve the confidentiality of the executive session.
SECTION 14: POLICY REVIEW
This policy shall be reviewed as often as necessary and may be amended by a majority vote of the CPRB at any time.
Adopted by the Civilian Police Review Board on this 2nd day of December, 2025
CERTIFICATION
I, Brooke Burns, Chairperson of the Civilian Police Review Board, certify the foregoing to be a true and exact copy of the Hybrid and Virtual Meeting Policy adopted by the Board on this 2nd day of December, 2025.
Signed:
Brooke Burns
Civilian Police Review Board Chairperson