2013-04-17_HRC_minutes - Laserfiche WebLink

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In respect to the HRC, the definition of a meeting is whenever there is a quorum of the Commission present discussing, debating, or deciding official business. Gaughan added that meetings can occur during e-mail communications with a quorum of Commissioners, and his advice to the HRC members to avoid sending emails discussing HRC official business to one another, especially e-mails with a"reply all" option. In response to a question from Chair Grefenberg Gaughan defined official business as anything that required a collective decision of the Commission. Commissioner Thao asked if an e-mail regarding meeting time or location could be considered "official business". Attorney Gaughan replied that the best practice was to run e-mails through staf£ Later on he added that HRC committees—as long as said Committee did not constitute a quorum--could prepare recommendations for the full Commission's action. City Attorney Gaughan understood that emails were an efficient form of communication, but the open meeting law should be carefully followed or the HRC members risk receiving a$300 fine for intentional violations What was the real difference between an e-mail transmitted by staff and one transmitted by a commissioner. Commissioner Becker asked. Gaughan acknowledged that every situation was different, but he was providing the safest general advice. Chair Grefenberg asked if all meeting notices had to have an agenda, referring to an issue raised at a recent League of Minnesota Human Rights Commissions meeting. City Attorney Gaughan stated that it would be appropriate to have an agenda that list out the items for discussion. City Attorney Gaughan said the quorum issue was an important criteria, namely that no more than three Commissioners should be contacted on any official business, and advised that to be safe all items should be sent to staff and then emailed to the HRC. Chair Grefenberg thanked City Attorney Gaughan for clarifying these issues with the HRC. New Susiness Committees and Other Reports There was nothing additional to report at this time. Appointment/Reappointment of Youth Commissioners Discussion of Process: Chair Grefenberg questioned how the HRC would like to proceed with the youth commissioner vacancies. He commented he would like to have a new youth member added before June. He noted that Joan Dao was available to continue serving as a youth commissioner after graduation.