City Council Study Session Agenda and Packet 2012 11 13

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B. The agenda for any non-emergencymeeting of the Commission shall contain an itemized listof all subjects on which substantive discussions are reasonably expected to occur or which may be the subject of formal action. The notice of each emergency meeting shall be posted at least twenty-four hours in advance of the meeting and shall include specific agenda information to the extent such information is available. C. The Commission shall make available to the public, at least on the City of Louisville website and Louisville Library, agenda-related materials for theCommission. If agenda-related materials are unavailable in electronic format, each such item shall be described on the web site; further, the Commission shall adopt (by reference to a City of Louisville plan or otherwise) a plan for making available on the web all agenda-related material. For purposes of this Section, “agenda-related materials” means the agenda, all reports, correspondence and any other documents forwarded to the Commission that provide background information or recommendations concerning the subject matter of any agenda item, excluding any documents or records which may or must be withheld from disclosure pursuant to state or federal statutes or constitutional provisions,or common law.If agenda-related materials are unavailable in electronic format, each such item shall be described on the web site. D. Any letter, memo, map, drawing, plan or other document that is not agenda-related materialor contained in the Commission’s communications file and that is submitted to the 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 Commission shall occur unless the document has been made available to the public as provided in this subsection D. The foregoing shall not be construed to require the dissemination, display or disclosure of any document or record which otherwise may or must be withheld from disclosure pursuant to state or federal statutes or constitutional provisions, or common law. E. The Commission shall maintain and make available to the public the Commission’s communications file. For purposes of this Subsection E, “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 secretary of the Commission has distributed to, or sent on behalf of, the chairperson of the Commission, or a quorum of the Commission concerning a matter that has been placed on the Commission’s agenda within the previous thirty days or is scheduled or Page7of11 35