PC 021407 - Laserfiche WebLink

_ Commissioner Blank noted that if Chairperson Fox had spoken those words, it should be included in the minutes, but if she did not say it, he inquired whether she was clarifying her intent of what she meant to say during the meeting. He noted that there was only one bioswale in the project. Chairperson Fox believed that she had inquired where the bioswale was, and that it was pointed out on the screen. Commissioner Blank believed this brought forth the issue of clarifying intent versus including was what actually said. Commissioner Pearce understood that the minutes were intended to be a summary of the meeting proceedings. Recording Secretary Emberson requested that if the Commission wished to include in the minutes items that were pointed out on the overhead screen, this should be verbally reflect it so it may be recorded on the audiotape. Ms. Decker advised that the minutes often included language reflecting that an item was displayed on the screen, so there was an awazeness of that action. She added that with respect to Commissioner Blank's comment, language that was not specifically mentioned cannot be added into the minutes. She added that some of the discussions were not always clear and were often fluid when discussing a project. She noted that language could not be added if it was not actually spoken and that the minutes were intended to be a summary. She noted that in this case, for example, it would be inherently cleaz by looking at the exhibits that the only bioswale was located along Golden Road. In response to an inquiry by Commissioner Pearce regarding fluid conversations being summarized in the minutes, Ms. Emberson replied that conversations intended for the Commission's information and clarification were not generally reflected in detail if the information was already included in the staff report or other exhibits. She added that if the Commission wished to distinguish between features on a site, it would be helpful to identify the information verbally. In response to an inquiry by Commissioner O'Connor regazding the official record of the meeting, Commissioner Blank confirmed that the printed minutes were the official record of the meeting, as identified in the Commissioner's Handbook. Chairperson Fox noted that the orientation of the site was not inherently cleaz when translated into the motion. Ms. Decker clarified that the amendments made to the motion and approved by the Commission were clearly reflected in the conditions of approval attached to the resolution. She added that while the minutes comprised the official record, they went hand in hand with the staff report, which confirmed the policy that the staff report not be duplicated within the minutes. The minutes were intended to be short, concise, and not duplicative of the staff report. She noted that the document seen by the City Council was very detailed and reflective of the Commission's wishes via the motion. Commissioner Blank noted that the Recording Secretary and staff did an excellent job on these minutes. PLANNING COMMISSION MINUTES February 14, 2007 Page 12 of 14