City Council Agenda and Packet 2012 01 30 SP

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deposit may be required if the records request seeks voluminous records, or records dating over a period of two or more years, and locating the records has exceeded two hours. The City may adopt laws or regulations, consistent with the open records policy of this Charter, to prevent the abuse by persons of open records requests. (e) No photocopy charges shall be assessed for the first 25 pages of City records provided to a requester on a single request, or for electronic records. When electronic records responsive to a request are readily available, the City shall offer to make such records available as an alternative to paper copies. Photocopy charges per page shall not be greater than the City's actual cost. Where requested City records are voluminous, nothing shall prohibit the City from arranging for a private copy service to make the photocopies and requiring the requester to reimburse the City for actual costs paid to the private copy service. (f) Any letter, memo, map, drawing, plan or other document that is not an agenda - related material or contained in a communications file and that is submitted to the City Council or Planning Commission during a meeting shall be immediately made available to the public either by making copies available to the public at the meeting or by displaying the document at the meeting so that the public can view the document. No discussion or consideration of such a document by the public body shall occur unless the document has been made available to the public as provided in this subsection (f). Whenever feasible, the City shall cause such documents to be displayed so that citizens observing Council or Planning Commission meetings on television can view the documents. (g) The City shall make available to the public, at least on the City's web site and City Library, agenda - related materials for each public body. If agenda - related materials are unavailable in electronic format, each such item shall be described on the web site. Within one year from the effective date of this Section, the City shall have a plan for making available on the web site all agenda - related materials. The City shall invite public participation in creating the plan. (h) The City shall make available to the public the City Council's and Planning Commission's communications file. (Entire Section Repealed and Reenacted by Initiative Approved 11/02/04). Section 5 -6. Code of Ethics - Declaration of Purpose. (a) Sections 5 -6 through 5 -17 shall be known as the Code of Ethics. (b) Those entrusted with positions in the City government must commit to adhering to the letter and spirit of the Code of Ethics. Only when the people are confident that those in positions of public responsibility are committed to high levels of ethical and moral conduct, will they have faith that their government is acting for the good of the public. This faith in the motives of officers, public body members, and employees is critical for a harmonious and trusting relationship between the City government and the people it serves. (c) While it is critical that persons holding positions in the City government follow both the letter and spirit of the Code of Ethics, it is equally important that they strive to avoid situations that may create public perceptions of violations of the Code of Ethics. Perceptions of such violations can have the same negative impacts on public trust as actual violations. (d) The Code of Ethics is intended to foster public trust by defming the parameters of honest government and by prohibiting the use of public office for private gain. 6