05/19/2016 Open Government Commission Regular Meeting Adopted 08/18/20161
Open Government Commission Meeting Minutes
5/19/2016
GILROY OPEN GOVERNMENT COMMISSION
M inutes
THUR SDAY, May 19, 2016
7:00 P.M. REGULAR MEETING
I. OPENING
A. Call to Order and Roll Call
Chairperson Glines called the meeting to order at 7:0 4 p.m.
Roll Call
Present: Commissioner Bob Dillon, Vice Chairperson Janet Espersen , Chairperson
Walter Glines, Commissioner Robert Esposito
Absent: Commissioner Jon Newland , Commissioner Robert Esposito
B. Introduction of City Administrator Gabriel Gonzalez
City Administrator Gonzalez introduced himself to the Commission.
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 February 25, 2016
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 Newland and ,
Commissioner Esposito absent.
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Commissioner Robert Esposito joined the meeting at 7:07 p.m.
IV . NEW BUSINESS
A. Quarterly Review of Public Records Requests Per Gilroy Code Section 17A.35 (c)
The item was presented by City Clerk Freels.
Chairman Glines asked for clarification on the identification of the CUPA item on the log.
City Clerk shared the background of the category of records explaining that the CUPA
program was a program under Federal and State regulations for business to report hazardous
materials.
Commissioner Dillon stated that the city was responding very timely. He then asked if the
background checks on the Police Department log was revenue producing, such as
background check for employees.
City Administrator Gonzalez explained tha t the background checks were for other agencies
who wished to hire employees who had been employed by Gilroy.
Commissioner Espersen asked if all positions of the city required background checks, asking
if they were for city positions as well.
City Clerk Freels stated that they would ask the department and provide an answer to the
Commission.
Chairman Glines asked what location the video was being requested, asking if there was a
certain address connected to the video.
City Clerk Freels explained that it was video surveillance at certain poles or intersections
There were no public comments.
Motion on Item IV.A.
Motion was made by Commissioner Dillon, seconded by Commissioner Esperson
and carried with a 4-0-1 vote to accept the report, Commissioner Newland absent.
B. Presentation of New Open Government Ordinance Training Video Segments
City Clerk Freels presented the most recent segments that had been completed.
The Commissioners spoke on the need to slow down the audio a bit and ensure the co lor
contrast was consistent with the rest of the presentations.
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Open Government Commission Meeting Minutes
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There were no public comments.
V. CITY ADMINISTRATOR'S REPORTS
There was no report.
VI. CITY ATTORNEY'S REPORTS
There was no report.
VII. CITY CLERK’S REPORTS
City Clerk Freels shared with the Commission the new case for posting public notices. She
then shared new legislation requiring agencies to post on their websites all enterprise
systems that maintain records of the city. She concluded by explaining that the city was
looking at a new agenda automation software to simplify and streamline the agenda and
packet production processes.
City Administrator Gonzalez spoke on another citizen engagement tool the city was looking
at to further enhance public participation.
VIII. REPORTS OF COMMISSION MEMBERS
There were no comments.
IX. FUTURE COMMISSION INITIATED AGENDA ITEMS – SCHEDULE NEXT
QUARTERLY MEETING
Chairman Glines spoke on the need for the Commission to consider other issues that they
may want to consider. There was further discussion of the fee schedule of the city.
Chairman Glines spoke on the ability to utilize the PDF bookmarks on the online City Council
packets suggesting that staff share this more with the public.
The Commission selected Thursday, August 18, 20 16 as their next meeting date.
XI. ADJOURNMENT
The meeting adjourned at 7:45 p.m.
__________________________
/s/ SHAWNA FREELS, MMC
City Clerk
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Open Government Commission Meeting Minutes
5/19/2016