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E. The Commission shall maintain and make available to the <br />public the Commission's communications file. For purposes of <br />this Subsection E, "communications file" means a paper or digital <br />file, organized chronologically and accessible to any person <br />during normal business hours, containing a copy of any letter, <br />memorandum or other public record that the secretary of the <br />Commission has distributed to, or sent on behalf of, the <br />chairperson of the Commission, or a quorum of the Commission <br />concerning a matter that has been placed on the Commission's <br />agenda within the previous thirty days or is scheduled or <br />requested to be placed on the agenda within the next thirty days. <br />The file may, but need not contain, voluminous reports, studies <br />or analyses not created by officers or employees serving the <br />Commission provided that their omission is noted in the file. <br />Excepted from the file shall be commercial solicitations, agenda - <br />related material, and any document or record which may or must be <br />withheld from disclosure pursuant to state or federal statutes or <br />constitutional provisions, or common law. <br />Section 10. Payment of Bills. Payment of bills may be <br />considered by the Commission at any regular or special meeting, <br />but no bill shall be approved unless a copy of the bill has been <br />furnished to each member of the Commission prior to approval <br />thereof. <br />ARTICLE IV: AMENDMENTS TO BYLAWS <br />Section 1. Amendment to Bylaws. The Bylaws of the <br />Commission may be amended only if there has been notice of such <br />proposal at the previous meeting. <br />ARTICLE V: OPEN GOVERNMENT AND PUBLIC RECORDS <br />Section 1. Open Government. Each member of the Commission <br />shall participate in at least one City -sponsored open government - <br />related seminar, workshop or other program at least once every <br />two years. Such program shall provide information on at least <br />these topics relating to municipal government: the theories and <br />policies underlying and laws relating to ethics, open government, <br />open meetings, open records, and promoting citizen participation <br />in municipal government. <br />Section 2. Public Records. <br />A. The provisions of these Bylaws relating to open records <br />shall be liberally construed with State open records laws to <br />promote the prompt disclosure of Commission records to citizens <br />at no cost or no greater than the actual cost to the Commission. <br />Page 9 of 12 <br />