Open Meeting Law

Overview

The purpose of the Open Meeting Law is to ensure transparency in the deliberations on which public policy is based. Because the democratic process depends on the public having knowledge about the considerations underlying governmental action, the Open Meeting Law requires, with some exceptions, that meetings of public bodies be open to the public. It also seeks to balance the public's interest in witnessing the deliberations of public officials with the government's need to manage its operations efficiently.

All Town committees are required to follow the Open Meeting Law, M.G.L. c. 30A, §§ 18-25 (Effective July 1, 2015) and 940 CMR 29: Open Meetings. For more information please visit the official Open Meeting Law website.

Open Meeting Law Quick Facts

  • 48 Hour Notice is required. All public bodies (i.e. Committees, Boards, subcommittees) are required to post a meeting or work session notice and agenda 48 hours before holding a meeting. The 48-hour time period does not include Saturdays, Sundays or legal Holidays.
  • Meeting notices must include the committee name, location, date, time, and agenda.
  • Notices must include an agenda or list of topics anticipated to be discussed at the meeting. Common meeting practices such as taking roll call or adjourning the meeting do not need to be posted on the notice but any deliberations or discussion topics should be.
  • The items listed on the agenda are those reasonably anticipated by the Chair, which may be discussed at the meeting. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by law.
  • Meeting notices are to be filed with the Town Clerk's office and 1.) posted on the bulletin board at the Town Hall to be visible while the Town Hall is open, and 2.) posted on the Municipal Website Meetings Calendar, as long as the date and time that the notice was posted is conspicuously recorded on the notice.
  • Official minutes must contain detailed information: names of members, summaries of matters discussed, a list of documents used and all decisions made and the actions taken, including a record of all votes (yeas, nays, and abstentions). Documents and other exhibits (i.e. maps, photos) need to be kept as part of the official record of the session.
  • The Law requires that such minutes be made available to the public within a reasonable period of time after the conclusion of any given meeting. A time frame of two to four weeks may be considered reasonable under most circumstances but isn't mandatory.
  • Citizens making complaints of Open Meeting Law violations must file written complaints with the public body first within 30 days of the violation. Then the body submits a reply to the complainant and Attorney General's Office.

Meeting Posting Form

If you are a member of a committee or Board and wish to post a meeting with the Town, view a copy of the meeting notice form.

Oath of Office

New or reappointed members of a board or committee can be sworn in at the Town Clerk's Office during normal business hours. If you are unable to make it to the office Monday through Friday, 8:30 am - 4:30 pm, please call 508-760-6112 and schedule a date and time for your swearing-in.

How to Post a Meeting

All meetings and work sessions must be posted with the Town Clerk's office. Meeting notices need to be time stamped in at the Town Clerk's office and posted on the bulletin board at the Town Hall a minimum of 48 hours before the meeting is to take place. The 48-hour time period does not include Saturdays, Sundays, or legal Holidays.

Meeting notices must contain the full proper name of the committee, date, time, location, and list the topics that the Chair reasonably anticipates will be discussed at the meeting. The listing of topics must contain enough specificity to give the public an understanding of each topic that will be discussed. It is not sufficient to list broad topic categories, such as "Old Business." New Business may be used for public comment/open forum periods.

If you wish to use a room at the Town Hall for your meeting, you must reserve the room with the Receptionist either in person or by calling 508-394-8300. Even if you post a meeting notice, if you did not reserve the room you may be unable to hold the meeting if another committee has reserved the space.

Public Body Checklist for Posting a Meeting Notice (PDF)

Meeting Minutes

Committees are required to maintain accurate minutes of all meetings. The minutes, which must be created and approved in a timely manner, must state the committee name as appointed (no abbreviations), date, time and place of the meeting, a list of the members present and absent, the decisions made, and actions taken, including a record of all votes. The minutes must include a summary of the discussions on each subject. In addition, the minutes must include a list of documents and any other exhibits used at the meeting. A copy of meeting minutes needs to be kept on file at the Town Clerk's office. Documents and exhibits do not need to be filed but should be kept with the Committee's records.

The law requires that all approved minutes be made available to the public within a reasonable period of time. A time frame of two to four weeks is considered reasonable, but not mandatory. If meeting minutes are requested by the public, they must be made available within 10 days, whether they have been approved or are in draft form.

Public Body Checklist for Creating and Approving Meeting Minutes (PDF)

Executive Session

While all meetings of public bodies must be open to the public, certain topics may be discussed in executive, or closed sessions. Before going into an executive session, the chair of the committee must: first convene in an open session, state the reason for the session without compromising the purpose for which the session was called, state whether the public body will reconvene at the end of the session and take a roll call of the committee that enter the session. For more information on Executive Session, please visit the Attorney General's website.

Filing a Complaint

If you believe that a state, county, or municipal employee has violated the open meeting law, you can file a complaint with the Attorney General's office. View information on the complaint process (PDF).

Attorney General's Office Contact Information

You can also call the Attorney General's office directly if you have any questions:

  • Southeastern Massachusetts Office
    Office of Attorney General Maura Healey
    105 William Street
    New Bedford, MA 02740-6257
    Telephone: 508-990-9700
    TTY: 617-727-4765
    Fax: 508-990-8686
    Attorney General's Website

Related Documents

  1. Committee-Board Member Quick Reference Guide (PDF)
  2. Open Meeting Law Guide - January 2018 (PDF)