City Council Study Session Agenda and Packet 2012 11 13

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to Commission records and less expense to the person requesting the records shall control disclosure by the Commission. C.No fee shall be charged for the inspection of Commission records. D. No fee shall be charged for locating Commission records and making them available for copying, except that the actual labor cost to the Commission of locating Commission records may be charged and a reasonable 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 Commission may adopt regulations, consistent with the open records policy of these Bylaws, to prevent the abuse by persons of open records requests. E. No photocopy charges shall be assessed for the first 25 pages of Commissionrecords provided to a requester on a single request, or for electronic records. When electronic records responsive to a request are readily available, the Commission shall offer to make such records available as an alternative to paper copies. Photocopy charges per page shall not be greater than the Commission’s actual cost. Where requested Commission records are voluminous,nothing shall prohibit the Commission from arranging for a private copy service to make the photocopies and requiring the requester to reimburse the Commission 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 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 F. ARTICLE VI: GENERAL Section 1. Committee.The Chair may appoint members of the Commissionto such committees as deemed necessary to perform any functions for the purpose of advising the Commission. Section 2. Conflict of Interest.No member, officer, or employee of the Commission(including by illustration only, consultants, experts, legal counsel), nor any immediate member of the family of any such member, officer, or employee shall acquire, nor shall any such member,officer, or employee retain any Page9of11 37