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(b) The law prohibits the use of telephone conversations, e-mail or letters in a decision- making process among a quorum of members designed to avoid an open meeting. (c) Any person who intentionally violates the open meeting law is subject to personal liability in the form of a civil penalty. The public body may not pay the penalty. (H) Minutes. The Committee must keep a full and accurate record of its actions at every Committee meeting. The Administrator records the Committee proceedings in a minute book. In the absence of the city staff member to take the minutes, the Committee should delegate the duty of taking minutes for that meeting. (1) The minutes should be written in language and in terms the average citizen understands. (2) If the Committee fmds a mistake in the minutes of the previous meeting, the minutes will be corrected during the current meeting and reflected in the minutes. (3) Once the Committee has formally approved the minutes of any meeting, the minutes should not be changed under any circumstances. (4) Minutes are official papers of the city. Minute books are public records, shall be kept on file with the Administrator and must be available for public view at any reasonable time. (5) The following information should be included in the minutes: (a) The time and place of the meeting; (b) The members present; (c) A summary of all decisions made by the Committee, including a copy of each motion exactly as stated, whether or not the motion had a second and, if the motion was seconded, whether or not the Committee adopted it, and the names of the people who made and seconded the motion; and (d) The names of the Committee Member who voted either for or against each motion. (I) Order of business. Each meeting of the Committee shall convene at the time and place appointed. (1) Committee business shall be conducted in the following order: (a) Call to order; (b) Approval of agenda; (c) Awards/presentations/appearances;