All documents are housed in Google Drive
City Council Policy 600-24 Section C. – Open and Public Records states:
The City encourages recognized CPGs to use publicly accessible websites and social media to post meeting agendas, minutes, reports, general information, and contact information provided in a manner that is consistent with the Brown Act.
A recognized CPG must maintain its official records, including its rosters, annual reports, meeting agendas, and meeting minutes, for a minimum of five years from the date each record is created, and must make all records, as defined below, available to the City and to any member of the public upon request and consistent with the timelines provided by applicable law. An official record is any writing distributed to all CPG voting members in connection with a matter that is subject to consideration at an open meeting of a recognized CPG.
Written applications submitted to the CPG by individuals wishing to serve as voting members, and election results, are considered official records and must be maintained by the CPGs in accordance with this Policy. Each recognized CPG must submit to the City the rosters of recently elected CPG voting members by May 1st of each year.
The City, acting through the City Manager or designee, may monitor a CPG’s records related to this Policy, including its rosters, meeting minutes, and annual reports, to ensure compliance with this Policy.
In addition, each recognized CPG must submit its advisory recommendations and any other records requested by the City to the City within ten business days of preparation so that the City may make the information publicly available.
Additionally, City Council Policy 600-24 Attachment, Terms and Conditions Section 2.5 Maintenance of Open Records states:
The CPG shall maintain its official records, including its rosters, annual reports, meeting agendas, applications to serve as voting members, evidence of completion of annual trainings, and meeting minutes, for a minimum of five years (either on its website, in electronic files, or in hard copies) from the date each record is created, and will make all official records available to the City and to any member of the public upon request.
Written applications submitted to the CPG by individuals wishing to serve as voting members, and records of election results, are considered official records and will be maintained by the CPG in accordance with Policy 600-24. The CPG will submit to the City the rosters of CPG voting members by May 1st of each year and will also submit to the City any changes to rosters as a result of CPG elections.