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Board requests Sunshine Law training and clarifies communication rules
Summary
Members prioritized education on the Sunshine Law, asked the city to provide guidance on permissible communications (email, social media, and staff liaisons), and agreed that staff (John or Megan) will be the conduit for official board communications to avoid prohibited serial discussions.
Several board members said Sunshine Law compliance must be a first priority as the new Oak Hill Parks and Recreation Board begins work.
Members asked the city to arrange a presentation or resources explaining Sunshine Law restrictions, including limits on board members privately discussing city business, restrictions on replying-all to staff emails, and the need to route action-item requests through designated staff (John or Megan) rather than engaging in multi-member private conversations. Staff noted meetings are recorded to YouTube and that official minutes will be prepared.
The board discussed the practical effect of the rules for social media and event planning: while a city Facebook page exists, comments are turned off on the main page; members suggested a parks-specific page or a city-managed form that would forward constituent input to the board without enabling multi-member private exchanges. Members agreed the moderator/chair should coordinate with city staff to request formal guidance and training and to get a list of allowable communication channels.
