The Vermont Open Meeting Law: what every meeting needs
Local boards in Vermont's municipalities follow the same law: an agenda posted before every regular and special meeting, in or near the municipal office, in at least two other designated public places and on the board's official website if one exists; minutes available and posted within days of the meeting; and a closed list of purposes for an executive session.
Clarivis is software that helps a board follow these steps: it counts each agenda's posting deadline and the minutes deadline, records the posting with its link on the municipal website (as Clarivis reads the law, the board's website when it has none of its own), flags an executive session item until a Statutory basis is selected, and drafts the minutes for your board to correct and approve; it does not post the agenda or tell a newspaper or radio station for you, and it does not check the duties to post a recording of the meeting, the remote-attendance rules or the yearly training.
Request a pilotChecklist, stage by stage
What the law asks at each point in a meeting’s life. Each stage links to the full guide, with the statute quoted.
Before each meeting
- An agenda is posted at least 48 hours before a regular meeting and at least 24 hours before a special meeting. Vermont's law states no weekend or holiday exclusion, so every clock hour counts. (§ 312(d)(1))
- It is posted on the board's official website, if one exists, and in or near the municipal office and in at least two other designated public places in the municipality or a neighboring municipality. (§ 312(d)(1))
- The agenda gives enough detail about the specific matters to be discussed, and lists any executive session as "proposed executive session" with the nature of its business. (§ 312(d)(3))
- A special meeting's time, place and purpose are also announced at least 24 hours ahead to a newspaper or radio station serving the area and to anyone who asked in writing to be told of special meetings; a notice of it is posted in or near the municipal clerk's office and in at least two other designated public places in the municipality or a neighboring municipality; and each member is given notice unless they waive it. (§ 312(c)(2), § 310(7))
- An emergency meeting needs some public notice as soon as possible before it. (§ 312(c)(3))
Between meetings
- A quorum of members does not gather to discuss the board's business outside a warned meeting, except on the occasions the law leaves out. Messages among members that only schedule a meeting, organize the agenda or share materials, with nothing else discussed, are not a meeting. (§ 310(5)(A), § 310(5)(B))
At the meeting
- The meeting is open to the public, except for an executive session; no resolution, rule, regulation, appointment or formal action is binding unless taken at the open meeting, except action on securing real estate options in executive session. (§ 312(a)(1))
- Any addition to or deletion from the agenda is made as the first act of business. (§ 312(d)(4))
- At an open meeting the public has a reasonable opportunity to express its opinion on matters considered, under reasonable rules set by the chair. This does not apply to quasi-judicial proceedings. (§ 312(h))
- Members may attend by electronic or other means; a vote that is not unanimous is then taken by roll call. If a quorum is remote, the agenda names a physical place with a member or staff present, except for advisory bodies. (§ 312(a)(2))
- An executive session is held only for a purpose the law lists, on a vote in the open meeting, and no formal or binding action is taken inside except on securing real estate options. (§ 313(a), § 313(a))
Members joining by phone or video
- Each remote member says who they are when the meeting is convened and can hear and be heard throughout; if a quorum is remote (not required of an advisory body), the agenda names a physical place where the public can attend. (§ 312(a)(2)(C), § 312(a)(2)(D))
After the meeting
- Minutes cover all topics and motions and give a true indication of the business of the meeting. (§ 312(b)(1))
- They are posted on the board's official website, if one exists, no later than 5 calendar days from the meeting, and available for inspection and copies after that many days; the meeting day is not counted. As Clarivis reads the law, draft minutes count. (§ 312(b)(2), § 138)
- Posted minutes stay on the website at least one year from the meeting, except draft minutes replaced by updated minutes. (§ 312(b)(2))
- A local body that is not advisory records the meeting in audio or video and posts the recording for at least 30 days after the minutes are posted; site inspections and field visits are not included, and a municipality may claim undue hardship. (§ 312(a)(6))
Vermont guides
- Vermont meeting agendas and notices: what to post, where, and whenThe agenda 48 or 24 hours ahead, where it goes, the special-meeting announcement
- Vermont meeting minutes: what they must include and when they are dueWhat minutes record, available and posted within 5 calendar days
- Executive session in Vermont: when a board can meet in private, and what followsThe listed purposes, the motion and the majority vote, no binding action inside
- What counts as a meeting in Vermont: quorum, email and chance encountersA quorum and board business; scheduling email and social events are left out
- Online and phone meetings in Vermont: who may join, the physical place and public accessRemote members, the physical place and requests for access