10/08/2015 Open Government Commission Regular Meeting Adopted 02/25/20161
Open Government Commission Meeting Minutes
10/8/2015
GILROY OPEN GOVERNMENT COMMISSION
Minutes
THURSDAY, OCTOBER 8, 2015
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.
Roll Call
Present: Chairperson Walter Glines, Vice Chairperson Janet Espersen,
Commissioner Robert Esposito
Absent/Excused: Commissioner Bob Dillon, 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 June 3, 2015
Chairperson Glines referenced a comment made by the City Attorney at the last meeting
and asked how salaries for public safety were listed on the city website.
City Clerk Freels explained that the salary information for all employee s was published on
city website by position title, in a searchable format.
Motion on Consent Calendar
Motion was made by Vice Chair Espersen, seconded by Commissioner Esposito
and carried with a 3-0-2 vote to approve the minutes.
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IV. NEW BUSINESS
A. Quarterly Review of Public Records Requests Per Gilroy Code Section 17A.35 (c)
The item was introduced by Human Resources Manager McPhillips.
Chairperson Glines asked why two of the request for records from the Fire Department was
missing physical address listings.
City Clerk Freels explained that the incidents did not take place at a residence or building,
and were likely incidents at the side of the road, so no physical numbered address could
be associated with the incident on the log.
Chairperson Glines then spoke on the Police Department denial log.
There were no public comments.
Motion on Item V.A.
Motion was made by Commissioner Esposito, seconded by Vice Chair Espersen and
carried with a 3-0-2 vote to accept the report.
B. Presentation of New Open Government Ordinance Training Video Segments
City Clerk Freels presented the new training video segment.
The Commissioners provided positive comments about the newest training segment.
The Commissioners spoke on the need to enhance the new web site in a way to provide
an ease of navigation and suggested staff consider holding a “launch” party to roll out the
new site.
Chairperson Glines suggested reaching out to people who attended the Senior Center
with a rollout of the new website
Human Resources Manager suggested adding a training video on the home page on the
use of the new website.
C. Discussion of Open Government Commission Annual Presentation to the City
Council– Scheduled October 19, 2015.
City Clerk Freels presented the item.
The Commissioners discussed the presentation content and presenter, and asked to
move the presentation to the Council’s November 2 nd meeting.
City Clerk Freels spoke on the content of the presentation explaining that she would craft
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a draft for the Chair to review.
VI. CITY ADMINISTRATOR'S REPORTS
The City Administrator was not present.
VII. CITY ATTORNEY'S REPORTS
The City Attorney was not present.
VIII. CITY CLERK’S REPORTS
City Clerk Freels shared the City Records Management Policy which would be going
before the City Council for adoption at their October 19 th meeting.
IX. REPORTS OF COMMISSION MEMBERS
The Commission spoke on the pending roll out of the new city website and the need to
broadcast the new features and information now available by advertising through the city
water bill, activity guide and other social media outlets.
X. FUTURE COMMISSION INITIATED AGENDA ITEMS – SCHEDULE NEXT
QUARTERLY MEETING
The Commission set their next quarterly meeting for February 25, 2016 at 7:00 p.m.
XI. ADJOURNMENT
The meeting adjourned at 7:50 p.m.
/s/
SHAWNA FREELS, MMC
City Clerk