VALDOSTA — Georgia public meetings legislation defines a “meeting” as “the gathering of members of a governing body of an agency at which any official business, policy or public matter of the agency is formulated, presented, discussed or voted upon” or “the gathering of any committee of the members of the governing body of an agency or a quorum of any committee created by the governing body, at which any official business, policy or public matter of the committee is formulated, presented, discussed or voted upon.”

Exemption to the open meeting requirements exist for such things as inspections, informal meetings, seminars, training, traveling and ceremonial events but in those cases local lawmakers are prohibited from discussing public business. 

The public has the right to attend all meetings declared open to them with visual and sound recording also allowed, based on Georgia’s open meetings laws. 

The date, time and place of these meetings should be made available to the public at least one week in advance and be posted in a noticeable place available to the public and on the agency’s website.

For called meetings, local governments must give at least 24 hours advance notice, according to Georgia law. When there is a an emergency, the law allows for a meeting to be held with less than 24 hours notice, but as much notice as reasonable must be given, and the reason must be recorded in the meeting minutes.

Prior to any meeting, the agency or committee holding the meeting should make an agenda of all matters expected to be discussed. 

The agenda has to be made available upon request and be posted at the meeting site.

The meeting agenda must be made available in the two-week period prior to the meeting.

A summary of the meeting must be made available to the public within two business days following the meeting.

The minutes must be made available no later than immediately following the next regular meeting, according to Georgia code.

Minutes should include, at minimum, the names of the members present at the meeting, a description of each motion or other proposal made, the identity of the persons making and seconding the motion or proposal and a record of all votes. Those who vote against a motion must be named in the minutes, otherwise it is presumed the action taken was approved by each person in attendance.

Minutes recorded during executive sessions must be recorded but do not have to be made public and are only subject to courts.

Contrary to popular belief, government is not required to go into executive session, but rather is allowed to go into closed door meetings under certain limited circumstances. 

Desiree Carver is Lifestyles Editor at the Valdosta Daily Times. She can be reached at (229) 375-5777.