Okla. Admin. Code § 455:10-17-5

Current through Vol. 42, No. 4, November 1, 2024

Section 455:10-17-5 - Summary conference

(a)General. The summary conference provides an opportunity for each party to present oral argument (explanation) and offers of proof (documentation), in a limited amount of time, of his or her respective case for decision by an Alternative Dispute Resolution Program (ADRP) facilitator or a panel of ADRP facilitators. Proof is presented, but no formal rules of evidence apply. The Executive Director may schedule a summary conference after a preparation conference.

(b)Party responsibility. Each party shall be present, on time and prepared. Failure to do so may result in dismissal of the appeal or other sanctions unless good cause is shown.

(c)Representation. Each party to the appeal may have a representative accompany him or her to the conference to speak and act on his or her behalf.

(d)Facilitator. The Executive Director may assign a single ADRP facilitator or a panel of three ADRP facilitators. If the Executive Director assigns a panel, he or she shall name a chair ADRP facilitator who shall be responsible for administrative matters. The ADRP facilitator(s) shall:

(1) take an active role in the conference to determine the facts and maintain neutrality and impartiality at all times;

(2) have the flexibility to adapt the conference to the situation at hand;

(3) consider any matters which will aid in the fair and prompt resolution and disposition of the appeal, including settlement;

(4) provide each party an opportunity to explain and present documents in support of his or her respective case;

(5) rule on the relevancy of evidence; and

(6) terminate the conference because of the disruptive behavior or conduct of a party or representative.

(e)Conference. The conference shall be informal, structured by the ADRP facilitator(s) and open to the public. The conference shall be recorded by audio tape recording.

(1)Notice. At least 7 calendar days before the scheduled conference, the Commission shall notify the parties of the date, time and location of the conference.

(2)Location. The conference shall be conducted at the Commission office or any other location determined appropriate.

(3)Witnesses. Witnesses shall not appear or give testimony at the conference.

(4)Time. Each party shall be limited to no more than 2 hours for the presentation of his or her case.

(5)Record of documents. The ADRP facilitator(s) shall maintain a record of documents to reflect all documents submitted at the conference as offers of proof (documentation).

(6)Continuance. A request for continuance shall normally be filed in writing no less than 3 calendar days before the scheduled summary conference date in accordance with OAC 455:10-3-17. A lesser period of time may be permitted for good cause shown.

(A) The ADRP facilitator(s), or in his or her absence, the Executive Director, shall rule on the request and shall grant a request only in those instances where extraordinary circumstances exist and good cause has been shown.

(B) A continuance shall be granted to a date certain and in no case shall a combination of continuances of the summary conference exceed a total of 30 calendar days except for good cause shown.

(7)Closing. The ADRP facilitator(s) shall close the conference after each party has presented his or her case, unless sooner terminated for other just cause.

(f)Proposed order. The ADRP facilitator(s) shall file a proposed order with the Commission within 10 calendar days after the conference is closed. The proposed order shall include findings of fact and conclusions of law. Findings of fact shall be written in clear and concise language.

(1) The Executive Director shall issue the proposed order to the parties within 5 calendar days after the proposed order is filed.

(2) Within 10 calendar days after the issue date of the proposed order, any party may file a response and include any additional relevant information for consideration by the ADRP facilitator(s). The time limit may be extended for good cause.

(3) Any party filing a response or providing additional relevant information should provide a copy to all other parties.

(g)Final order. The ADRP facilitator(s) shall review the available relevant evidence, including but not limited to, the petition for appeal, oral arguments (explanations), offers of proof (documentation), the proposed order, any responses and additional relevant information filed in response to the proposed order, and applicable laws and rules.

(1) Within 10 calendar days after the time limit for receipt of responses to the proposed order, the ADRP facilitator(s) shall file a final order with the Commission. The final order shall include findings of fact and conclusions of law. Findings of fact shall be written in clear and concise language.

(2) The Executive Director shall issue the final order to the parties within 5 calendar days after the final order is filed.

(3) The final order shall be final and conclusive except as provided in the Administrative Procedures Act and this Chapter.

Okla. Admin. Code § 455:10-17-5

Added at 11 Ok Reg 1871, eff 5-12-94; Amended at 19 Ok Reg 2376, eff 7-1-02