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11/08/2018 Open Government Commission Regular Meeting Adopted 03/28/2019 Open Government Commission Minutes 11/8/2018 GILROY OPEN GOVERNMENT COMMISSION Minutes November 8, 2018 I. OPENING A. Call to Order and Roll Call Chairperson Esposito called the meeting to order a t 7:03 p.m. ROLL CALL: Present: Commissioner Alison Beach, Chairperson Robert Esposito, Commissioner Jon Newland, Commissioner Amanda Rudeen Absent: Commissioner James Weaver 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 none. III. CONSENT CALENDAR A. Approval of the Minutes of August 23, 2018. There were no public comments. Motion on Item III. A. Motion was made by Chairperson Esposito, seconded by Commissioner Newland and carried 3-0-1 (Commissioner Weaver absent) to approve the August 23, 2018 minutes. IV. UNFINISHED BUSINESS - NONE V. NEW BUSINESS (reports attached) A. Quarterly Review of Public Records Requests Per Gilroy Code Section 17A.35 (c) (Third Quarter, 2018) Open Government Commission Minutes 11/8/2018 City Clerk Freels presented the item. Assistant City Attorney Houston described the withholding of vehicle accident reports for parties not involved in the accident. There were no public comments. Motion on Item III. A. Motion was made by Chairperson Esposito, seconded by Commissioner Newland and carried 3-0-1 (Commissioner Weaver absent) to receive the report B. Presentation of City Policy Governing Board, Commission and Committee Attendance The staff report was presented by City Clerk Freels and further presented by City Administrator Gonzalez. The commission discussed the variety of attendance standards in other jurisdictions and issues with cancelling meetings because of lack of quorum. There were no public comments. C. Review of Presentation Material for Annual Presentation to Council The staff report was presented by City Clerk Freels There were no public comments. The commission made modifications to the presentation material and a discussion of the need to increase information on the role of the commission . Vice Chair Newland agreed to give the presentation at the Council’s December 3, 2018 meeting. D. Approval of 2019 Annual Calendar of Open Government Commission Meetings The staff report was presented by City Clerk Freels. Assistant City Attorney Houston and City Clerk Freels describe d the process of remote participation. There were no public comments. Motion on Item III. A. Motion was made by Commissioner Newland, seconded by Commissioner Rudeen and carried 3-0-1 (Commissioner Weaver absent) to approve the 2019 calendar of Open Government Commission meetings. Open Government Commission Minutes 11/8/2018 VI. CITY ADMINISTRATOR’S REPORT VII. CITY CLERK’S REPORT City Clerk Freels reminded commissioners who had terms expiring to rea pply and further described the current beta test of a public records portal on the city website. City Administrator Gonzalez spoke on generating analytics to assess usage of the public records portal to evaluate how the system was reducing public records requests. The commission discussed the importance of offering the expanded service and further discussed analytic data. VIII. CITY ATTORNEY'S REPORT A. Update on the California Law Revision Commission Proposed Recodification of the California Public Records Act The staff report was presented by Assistant City Attorney Houston. There were no public comments. B. Review of Public Records Act Changes Following the Passing of Assembly Bill 1421 The staff report was presented by Assistant City Attorney Houston. There were no public comments. IX. REPORTS OF COMMISSION MEMBERS Chairperson Esposito reported that he had suggested to staff that all of the Board and Commission meeting dates be included in the city’s weekly email express to better inform the public about the opportunity to participate, and the proposal had been implemented. X. FUTURE COMMISSION INITIATED AGENDA ITEMS There were none. XI. ADJOURNMENT The meeting adjourned at 8:35 p.m.