There are basic requirements that must be met in order to conduct official business in a transparent and legal manner, Poplar Bluff city attorney Mark Richardson explained Tuesday during a training for members of 20 volunteer boards and commissions.
About half of the city's 130 appointed members participated in the event at the Black River Coliseum city council chambers.
"When you sit down at that table, you're a representative of the city," Richardson said, as he laid out the parameters of the Sunshine Law, the city's conflict of interest policy and Robert's Rules of Order.
The meeting was held to offer guidance and a chance to ask questions, according to Mayor Susan McVey.
"We're here to help you help our city. We are so grateful to each and every one of you who have volunteered to give your time and your talents," she said in opening the meeting. "We all give back in many ways, but this is a very important one. We want to make sure we keep the proper zoning in place, and the proper ordinances in place."
These boards act as a liaison between the public and the people that pass the ordinances that impact the lives of all citizens, Richardson said.
"We're grateful to you, and our job here is to help you do your job a little bit better if we can," he said.
Richardson highlighted sections of Missouri's Sunshine Law, or open meetings law, that require 24-hours written notice of meetings. This cannot include weekends, he said.
"The spirit of the Sunshine Law is that we want to be as transparent as we can in the conduct of our business on behalf of the citizens," Richardson said. "Any meeting that's conducted without proper notice is considered an illegal meeting. Upon the finding of that, any action that might be taken, can be negated by a circuit judge."
Fines of up to $5,000 can also be assessed by the court, he said.
The law has narrow definitions regarding what issues can be used to close a meeting to the public, including personnel matters that mention a specific individual and the purchase or sale of real estate.
"If you don't meet one of those specific exceptions, then you can't close your meeting," Richardson said, adding, "With the exception of only a couple of our boards and commissions, there's no reason to ever close a meeting anyway."
Boards cannot close a meeting just because they feel uncomfortable addressing a subject in public, he continued.
"(There) are controversial, touchy, hard issues to deal with, but they're not issues to close a meeting for. You can't close a meeting just because it's a tough subject," Richardson said.
He cautioned board members against informal discussions that could include a quorum, or majority. It is illegal for a majority to gather for a meal, and discuss any items that would be considered board business, he said, as an example.
The perception of impropriety or a conflict of interest should also be avoided, Richardson said.
The city passes a conflict of interest policy each year.
It prohibits any board member with a financial or personal interest in a matter from participating in that discussion or vote. The city also requires the board member to leave the room during the discussion and vote, Richardson said.
"When in doubt, lean on the side of recusing," Richardson said, advising this should not be used to avoid a discussion of a controversial matter.
City clerk Pam Kearbey also thanked attendees, saying the city recognizes all of the volunteers are very busy, and provided a detailed packet to participants concerning the regulations discussed.