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Human Rights Commission Minutes <br />April 17, 2013 — Draft Minutes <br />Page 5 of 7 <br />18l Chair Grefenberg was in favor of posting some information on the brochure as this would <br />182 improve communication between the public and Commission members. Commissioner Groff <br />183 agreed with this suggestion. <br />184 <br />185 Commissioner Becker moved and Commissioner poneen seconded a motion to place the HRC's <br />186 contact information on the Commission Brochure when Ee� authorized and provided by <br />187 � individual Commissioners ��. Motion passed unanimously. <br />188 <br />189 <br />190 <br />191 <br />192 <br />193 <br />Commissioner poneen r°^�mm°ra°a �uestioned whX-the HRC contact information �� <br />was not available on the City's website as well. <br />Presentations: Open Meeting Law, Data Practices and Electronic Communications <br />194 Presentation by City Attorney Mark Gaughan: Mark Gaughan, a City Attorney, explained he <br />195 was present this evening to discuss the open meeting law, data practices and electronic <br />196 communication laws with the Commission. The open meeting law was reviewed in detail. He <br />l97 explained all HRC meetings had to be open to residents with proper notification to the public. He <br />198 commented the only appropriate time for the HRC to discuss official business was at an official <br />199 meeting. <br />200 <br />201 �Ie Mr. Gaughan advised the HRC members to avoid sending emails discussing HRC business to <br />202 one another, especially emails with a"reply all" option. He commented the open meeting law <br />203 was meant to assure that all decisions were made in the public eye. <br />204 <br />205 City Attorney Gaughan understood that emails were an efficient form of communication, but the <br />206 open meeting law must be carefully followed or the HRC members risk receiving fines. He <br />207 recommended that all logistical and informational issues be handled by staff via email. <br />208 <br />209 Chair Grefenberg asked if all meeting notices had to have an agenda. City Attorney Gaughan <br />210 stated this would be appropriate. <br />211 <br />212 Chair Grefenberg expressed frustration that emails could not be sent to the group for purelX <br />213 logistical informational items not related to official business. He then questioned how new <br />214 business items should be handled with regard to the open meeting law/data practices. City <br />215 Attorney Gaughan said the quorum issue was an important criteria, namely that <br />216 no more than three Commissioners should be contacted on any official business, and advised that <br />217 to be safe all items should be sent to staff and � then emailed *'�° �r� ��*��� to t�e HRC <br />218 members. <br />219 <br />220 <br />221 <br />222 <br />223 <br />224 <br />225 <br />Chair Grefenberg thanked City Attorney Gaughan for clarifying these issues with the HRC this <br />evening. <br />New Business <br />Committees and Other Reports <br />