02/25/2016 Open Government Commission Regular Meeting Adopted 05/19/20161
Open Government Commission Meeting Minutes
2/25/2016
GILROY OPEN GOVERNMENT COMMISSION
Minutes
THURSDAY, FEBRUARY 25, 2016
7:00 P.M. REGULAR MEETING
I. OPENING
A. Call to Order and Roll Call
Chairperson Glines called the meeting to order at 7:00 p.m., and asked for a moment of
silence in honor of Tom Espersen who had passed away on January 15, 2016.
Roll Call
Present: Commissioner Bob Dillon, Vice Chairperson Janet Espersen, Chairperson
Walter Glines, Commissioner Robert Esposito, Commissioner Jon Newland
II. PRESENTATIONS TO THE OPEN GOVERNMENT COMMISSION
A. PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE
AGENDA BUT WITHIN THE COMMISSION’s SUBJECT MATTER JURISDICTION
There were no public comments.
III. CONSENT CALENDAR
A. Approval of the Minutes of October 8, 2015
Motion on Consent Calendar
Motion was made by Commissioner Dillon, seconded by Commissioner Espersen
and carried with a 5-0 vote to approve the minutes.
IV. NEW BUSINESS
A. Quarterly Review of Public Records Requests Per Gilroy Code Section 17A.35 (c)
The item was introduced by Interim City Administrator Tewes.
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Open Government Commission Meeting Minutes
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Chairman Glines asked for clarification on the acronym CalARP and then asked for the
address of another request, and further asked about the electronic permitting records
which had been requested.
Interim City Administrator Tewes stated that staff would research the items that were in
question and follow up with the Commission.
City Clerk Freels explained the software program that housed the city permitting records.
Commissioner Dillon asked if a column listing the name of the requester could be added to
the log.
Commission Members and staff detailed the previous discussions of the Open Government
Commission on the subject throughout the last few years, and described the goal of not
“chilling” a person from requesting documents.
Chairman Glines explained that the name was typically included on the original public
records request document, which in of itself was a public document, so if someone wished
to see who had requested the document, they could do so.
There were no public comments.
Motion on Item V.A.
Motion was made by Commissioner Dillon, seconded by Commissioner Newland and
carried with a 5-0 vote to accept the report.
B. Update on New City Website
IT Manager Scott Golden presented the new website sharing analytics, on-line processes
and requests, and the website translation capabilities .
The Commission discussed the website analytics of the site and ease and flexibility of its
use. They also suggested that training on the new website be conducted through the
recreation department at locations such as the Senior Center.
VI. CITY ADMINISTRATOR'S REPORTS
Interim City Administrator Tewes introduced himself.
VII. CITY ATTORNEY'S REPORTS
There was no report.
VIII. CITY CLERK’S REPORTS
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Open Government Commission Meeting Minutes
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City Clerk Freels explained that she was near completion of another segment of the
Open Government Ordinance training and planned to present the final segment at the
next meeting.
IX. REPORTS OF COMMISSION MEMBERS
There were no comments.
X. FUTURE COMMISSION INITIATED AGENDA ITEMS – SCHEDULE NEXT
QUARTERLY MEETING
Chairman Glines suggested that the city consider placing the Council campaign finance
filings on the city website.
City Clerk Freels explained that the filings were already published on the city website.
She further described the FPPC Form 700 filings that were also available online.
The Commission set their next quarterly meeting for April 12th or 19th, 2016 at 7:00 p.m.,
based on availability of the Council Chambers.
XI. ADJOURNMENT
The meeting adjourned at 8:25 p.m. in memory of Tom Espersen.
/s/
SHAWNA FREELS, MMC
City Clerk