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• <br />• <br />• <br />Planning & Zoning Board <br />July 13, 2005 <br />Page 9 <br />stated he was given some ideas on written public hearing rules and he believes <br />implementing such rules would be a good idea. He indicated it was important that they <br />did not discuss issues outside of the Board meetings. He asked that these issues be kept <br />in mind. <br />Mr. Laden asked if Board members started an email and Board members started replying, <br />he had been told that those emails would constitute a public meeting and noted they <br />needed to keep that in mind when doing group emails. <br />Mr. Root stated they were only an advisory board, but he agreed with these suggestions. <br />Chair Tralle stated it was difficult not to speak with the applicant when looking at the site <br />when he was trying to determine the issue. Mr. Hyden stated while everyone had good <br />intentions, it gave applicant the opportunity to sway a Board member's vote. He noted <br />the applicant needed to address all of the issues at the board meeting only. He indicated <br />they were opening themselves up to the City getting sued if they spoke with the applicant <br />when looking at the site. <br />Mr. Root asked if they emailed something to staff and staff distributed it to the Board, <br />would that constitute an open meeting. Mr. Smyser stated staff had been advised that <br />anything that went through their computers could technically be public information and <br />he cautioned the Board to be careful in their email correspondence. He stated <br />information was fine, but they needed to be cautious that the information was not <br />conveyed in a certain way. He acknowledged this was a fine line. <br />Mr. Laden stated from the meeting he attended it was suggested that if everyone was <br />emailed, that the email be printed out and brought to the meeting to be made a part of the <br />public record. <br />VII. ADJOURNMENT <br />Mr. Hyden made a MOTION to adjourn the meeting at 9:21 p.m., and was supported by <br />Mr. Pogalz. Motion carried 5 -0. <br />Respectfully submitted, <br />Kathy Altman, Recording Secretary <br />TimeSaver Off Site Secretarial, Inc. <br />DRAFT MINUTES <br />