City Council Agenda and Packet 2012 01 30 SP

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(v) "Task force or committee" means each task force or committee established pursuant to Section 10 -2(0. (x) "Agenda- related materials" means the agenda, all reports, correspondence and any other document forwarded to a public body that provide background information or recommendations concerning the subject matter of any agenda item. (Added by Initiative Approved 11/02/04). (y) "Communications file" means a paper or digital file, organized chronologically and accessible to any person during normal business hours, containing a copy of any letter, memorandum or other public record that the clerk or secretary of the City Council or Planning Commission has distributed to, or sent on behalf of, the Mayor, the chairperson of the Commission, or a quorum of the Council or Commission concerning a matter that has been placed on the Council's or Commission's agenda within the previous thirty days or is scheduled or requested to be placed on the agenda within the next thirty days. The file may, but need not contain, voluminous reports, studies or analyses not created by City officers or employees provided that their omission is noted in the file. Excepted from the file shall be commercial solicitations, agenda - related material, and records excepted from disclosure to the public. (Added by Initiative Approved 11/02/04). (z) "Public body" means those City public bodies referenced in Section 5 -7(0 and, for purposes of Article 4, Section 5 -5 and Section 5 -18, also includes the City Council. (Added by Initiative Approved 11/02/04, Amended by Referred Measure Approved 11/03/09). (aa) "Substantive discussions" means debate, deliberation or other discussion about the merits, benefits, advantages or disadvantages of any proposed or possible resolution of any issue that will be or may be the subject of formal action by a public body. (Added by Initiative Approved 11/02/04). 16