A. The City Recorder will publish in a newspaper of general circulation in the City and on the Utah public notice website the annual meeting schedule of the City Council, stating the date, time and place of such regular meetings. Said publication shall be made at least once each calendar year before February 15 and within thirty (30) calendar days following a change thereof.
B. In addition to the foregoing notice, the City Council shall cause an agenda to be prepared for each regular or special meeting of the City Council, which agenda shall be reasonably specific and sufficient to identify the matters to be considered by the City Council. Each topic shall be listed under an agenda item on the meeting agenda. It shall also state the date, time and place of the meeting. A copy of said agenda shall be posted in the office of the City Recorder, on the Utah public notice website and a copy placed in the local media correspondent box not less than twenty four (24) hours before said regular or special meeting. Notices of emergency meetings shall be given in the best practicable manner, under the circumstances, to the public and a member of the local news media. A topic raised by the public may be discussed during an open meeting even if the topic was not included in the agenda or advance public notice for the meeting at the discretion of the presiding member of the City Council, as well as all boards and all commissions, subject to exceptions with regards to emergency meetings. Except with regards to emergency meetings, the City Council, as well as all boards and all commissions may not take final action on a topic in an open meeting unless the topic is listed under an agenda item and included with the advance public notice required by this section.
C. Minutes shall be kept of all open meetings and shall contain a record of: the date, time and place of the meeting; the names of members present and absent; and the substance of all matters proposed, discussed, or decided in the meeting. Minutes shall include a record, by individual member, of each vote taken by the City Council, commission or board; the substance, in brief, of the testimony or comments provided by the public; and any other information that is a record of the proceedings of the meeting that any member requests be entered in the minutes. All such minutes of open meetings shall be public records, filed with the City Recorder and available for public inspection, within a reasonable time after the conclusion of said meeting(s). Written minutes are the official record of action taken at the meeting.
D. Minutes shall be kept of all closed meetings. The following information shall be publicly announced and entered on the minutes of an open meeting at which a closed meeting is approved: the location where the closed meeting will be held and the vote, by name, of each member of the City Council, either for or against the motion to hold the closed meeting. The City Council, as well as all boards and all commissions, may keep detailed written minutes that disclose the content of the closed portion of the meeting. These minutes shall include the date, time and place of the meeting; the names of members present and absent; and the names of all others present except where the disclosure would infringe on the confidentiality necessary to fulfill the original purpose of closing the meeting. Minutes of a closed meeting are protected records under title 63G, chapter 2, Governmental Records Access and Management Act of the Utah Code except that the records may be disclosed under a court order only as provided under section 52-4-304 of the Utah Code.
E. Recordings shall be kept of all open meetings and shall be a complete and unedited record of all open portions of the meeting from the commencement of the meeting through adjournment of the meeting and shall be properly labeled or identified with the date, time and place of the meeting. All such recordings of open meetings shall be public records, filed with the City Recorder and available for public inspection, within three (3) business days after the conclusion of said meeting(s). All or any part of an open meeting may be independently recorded by any person in attendance if the recording does not interfere with the conduct of the meeting. A recording is not required to be kept of an open meeting that is a site visit or a traveling tour if no vote or action is taken.
F. Recordings shall be kept of all closed portions of meetings and shall be a complete and unedited record from the commencement of the closed meeting through the adjournment of the closed meeting. The recording shall include the date, time and place of the meeting; the names of members present and absent; and the names of all others present except where the disclosure would infringe on the confidentiality necessary to fulfill the original purpose of closing the meeting. Recordings of a closed meeting are protected records under title 63G, chapter 2 of the Governmental Records Access and Management Act except that the records may be disclosed under a court order only as provided under section 52-4-304 of the Utah Code. If a meeting is closed exclusively for the purpose of discussing the character, professional competence or physical or mental health of an individual; or for discussion regarding deployment of security personnel, devices or systems; then the person presiding shall sign a sworn statement affirming that the sole purpose for closing the meeting was to discuss said matters and a recording of the closed meeting shall not be mandatory. (Ord. 16-17)