(a) The Community Development Department shall be responsible for providing personnel to promptly prepare, file and maintain the minutes of regular, special and emergency meetings of the City's Architectural and Historic Board of Review, Board of Zoning and Building Appeals, and Planning Commission.
(b) The official minutes of any meeting of the City’s Architectural and Historic Board of Review, Board of Zoning and Building Appeals and Planning Commission shall consist of a written summary of the topics of discussion by the City’s Architectural and Historic Board of Review, Board of Zoning and Building Appeals and Planning Commission and their actions during a meeting, as well as a record of the aforesaid Boards’ and Commission’s members and City officials in attendance, the starting and ending times of the meeting and any executive sessions held thereat with the reason therefor. The official minutes of any meeting of the aforesaid Boards and Commission shall also consist of a permanent audio and video recording of the meeting, excluding executive sessions, which permanent audio and video recording shall be referred to in the written summary of the minutes. Unless a reading of the written summary of the minutes of the aforesaid Boards’ and Commission’s meeting is requested by a member of the Boards or Commission, such minutes may be approved without reading if the Community Development Department has previously furnished each member with a copy of a written summary of such minutes. The Community Development Department shall be responsible for providing for the audio and video recording of the aforesaid Boards’ and Commission’s meetings and in the event of a failure to audio and video record any such meeting, for preparing written minutes of the meeting in sufficient detail to summarize the content of the discussions and the specific actions taken at the meeting. It shall be the duty of the Community Development Department to furnish an accurate written summary of all items considered and action taken on the items considered at the proceedings of regular, special or emergency meetings of the aforesaid Boards and Commission to each member as soon as practicable and to provide access to the audio and video recorded minutes to each member upon request. Notwithstanding the foregoing requirements, it shall be within the discretion of the Boards and Commission to determine that a meeting shall not be audio recorded and/or video recorded in which case the Community Development Department shall be responsible for preparing written minutes of the meeting in sufficient detail to summarize the content of the discussions and the specific actions taken at the meeting and such written meeting minutes shall serve as the official minutes of the meeting.
(Ord. 14-52. Passed 5-7-14; Ord. 15-50. Passed 4-7-15.)