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<br /> B. The agenda for any meeting of the Commission shall list, <br />to the extent available, those subjects to be discussed or <br />formally acted on at the meeting. <br /> C. The Commission shall make available to the public, at <br />least on the City of Louisville website and Louisville Library, <br />agenda-related materials for the Commission. If agenda-related <br />materials are unavailable in electronic format, each such item <br />shall be described on the web site; further, the Commission shall <br />adopt (by reference to a City of Louisville plan or otherwise) a <br />plan for making available on the web all agenda-related material. <br />For purposes of this Section, "agenda-related materials" means <br />the agenda, all reports, correspondence and any other documents <br />forwarded to the Commission that provide background information <br />or recommendations concerning the subject matter of any agenda <br />item, excluding any documents or records which may or must be <br />withheld from disclosure pursuant to state or federal statutes or <br />constitutional provisions, or common law. If agenda-related <br />materials are unavailable in electronic format, each such item <br />shall be described on the web site. <br /> D. Any letter, memo, map, drawing, plan or other document <br />that lS not agenda-related material or contained in the <br />Commission's communications file and that is submitted to the <br />Commission during a meeting shall be immediately made available <br />to the public either by making copies available to the public at <br />the meeting or by displaying the document at the meeting so that <br />the public can view the document. No discussion or consideration <br />of such a document by the Commission shall occur unless the <br />document has been made available to the public as provided in <br />this subsection D. The foregoing shall not be construed to <br />require the dissemination, display or disclosure of any document <br />or record which otherwise mayor must be withheld from disclosure <br />pursuant to state or federal statutes or constitutional <br />provisions, or common law. <br /> 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 servlng the <br />Commission provided that their omission is noted in the file. <br /> Page 7 of 10 <br />