Revised 5-27-04

INSTRUCTIONS TO STAFF 340:1-1-19

1.  (a) Regularly scheduled open meetings.  In October of each year the Office of Communications sends an electronic memorandum to all Oklahoma Department of Human Services (OKDHS) entities requesting information regarding all regularly scheduled open meetings for the coming year.  The required information is filed with the Secretary of State by December 15^th of each year.
(b) Special open meetings.

• (1) When a special open meeting is scheduled, at least 48 hours prior to the meeting, the OKDHS entity conducting the meeting must submit to the Office of Communications by e-mail the meeting:
• (A) date;
• (B) time; and
• (C) location, including the finding address.
• (2) The Office of Communications must file the required information with the Secretary of State at least 48 hours before the special open meeting.

(c) Cancellation of open meetings.  When an OKDHS entity conducting an opening meeting becomes aware the meeting is cancelled, the Office of Communications must be notified immediately.  Cancellation information is also filed with the Secretary of State.

2.  At least 24 hours prior to all open meetings, excluding Saturdays, Sundays, and legal holidays, the OKDHS entity conducting the meeting must display in a prominent public location of the building where the meeting will be held a notice of the meeting.  The notice includes the meeting:

• (A) date;
• (B) time;
• (C) location, including the finding address; and
• (D) agenda.