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11/17/2016 Open Government Commission Regular Meeting Adopted 02/23/2017 Open Government Commission Minutes 11/17/2016 GILROY OPEN GOVERNMENT COMMISSION Minutes THURSDAY, November 17, 2016 7:00 P.M. REGULAR MEETING I. OPENING A. Call to Order and Roll Call Chairperson Glines called the meeting to order at 7:01 p.m. Roll Call Present: Commissioner Bob Dillon, Vice Chairperson Janet Espersen, Chairperson Walter Glines, Commissioner Robert Esposito Absent: 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 August 18, 2016 There were no public comments. Motion on Consent Calendar Motion was made by Commissioner Dillon, seconded by Commissioner Espersen and carried with a 4-0-1 vote to approve the minutes, Commissioner Jon Newland absent. IV. NEW BUSINESS A. Quarterly Review of Public Records Requests Per Gilroy Code Section 17A.35 (c) Open Government Commission Minutes 11/17/2016 The staff report was presented by City Clerk Freels. There were no public comments. Motion on Consent Calendar Motion was made by Commissioner Dillon, seconded by Commissioner Espersen and carried with a 4-0-1 vote to approve the minutes, Commissioner Jon Newland absent. B. Presentation of New Open Government Ordinance Training Video Segments The video was presented by City Clerk Freels. The Commissioners discussed the need to update the public information video segment. There were no public comments. C. Discussion of Establishing a Time Period for the Filing of Appeals of Denied Requests for Public Records – Gilroy City Code Sections 17A.20(d) 17A.20(e) The staff report was presented by Assistant City Attorney Jolie Houston. There was a discussion of setting a standard time period for appeals to the City Administrator and appeals to the Commission with the outcome of the discussion setting an appeal time of 45 days. The Commission also considered the City Administrator’s suggestion to amend the timing for the City Administrator’s decision to 30 days. There were no public comments. Motion on Consent Calendar Motion was made by Commissioner Esposito, seconded by Commissioner Dillon and carried with a 4-0-1 vote to recommend amendments to the appeal section of the code sections 17A.20 (d) and (e) to 45 days, and to amend the timing for the City Administrator’s decision to 30 days, Commissioner Jon Newland absent. V. CITY ADMINISTRATOR'S REPORTS There was no report given. VI. CITY ATTORNEY'S REPORTS Assistant City Attorney Houston spoke on the California Supreme Court Case San Jose vs. Smith regarding email records of council members, explaining that the case would be heard on December 7th at 9:00 a.m. Open Government Commission Minutes 11/17/2016 VII. CITY CLERK’S REPORTS City Clerk Freels announced that 3 seats would be open on the commission as of 12/31/16, asking incumbent members to apply if they wished to serve another term. VIII. REPORTS OF COMMISSION MEMBERS Chair Glines announced that he would not be applying to serve another term. IX. FUTURE COMMISSION INITIATED AGENDA ITEMS - SET NEXT MEETING DATE The Commission selected February 23, 2017 as their next meeting date. X. ADJOURNMENT at 8:12 p.m.