pages: OpenGovernmentCommission/2022-01-11.pdf, 8
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OpenGovernmentCommission | 2022-01-11 | 8 | form that guides complainants to submit what they now have would be helpful. Chair Tilos agreed with Commissioner Montgomery's comments; stated that he has not yet experienced being swamped with documents on the day of the hearings. Commissioner Cambra stated that he has the same concern on both sides of the coin; the Commission could potentially be swamped at the end, which could prejudice the other side; civilians are looking at this; suggested language along the lines of: "additional information may be submitted later;" stated City staff could encourage the complainant to get the information in sometime before, and not on, the hearing date; the way her would handle Commissioner Montgomery's point is that he would not be able to evaluate any evidence submitted on the day of the hearing, which he is concerned the City would not have the ability to defend; it is a tough call. The Chief Assistant City Attorney stated when the City directs complainants to the new procedure, the revised information might address the issues of providing related documents and evidence, as well as encourage complainants to present it a certain number of days before the hearing. The City Clerk responded the procedure is currently posted on the website; she also includes: 'contact the City Clerk's office with any questions," as she does not want anyone to feel overwhelmed or discouraged when filing a complaint. Vice Chair LoPilato inquired whether it is possible to embed the link to the procedures in the complaint form; suggested adding language to encourage submitting evidence at the time of filing along with a link to the procedures so it is clear; stated the form needs to be road tested over time; the Commission may hear from people that the form is too legalistic or formal; as it is now, the form include an entire section on pre-hearing submissions that also ties the timing for submissions to the agenda timing. Chair Tilos stated since complainants will be working with City staff, the language could be left very basic; he likes Commissioner Cambra's language suggestion: "additional evidence could be submitted later." Commissioner Montgomery moved approval of the form with the changes suggested by Vice Chair LoPilato. In response to Commissioner Cambra's inquiry, the City Clerk stated the suggested language is: "you are encouraged to submit evidence supporting your complaint at the time of filing" and "additional information for of submitting evidence. with a link to the procedure. Commissioner Chen seconded the motion, which carried by the following roll call vote: Commissioners Cambra: Aye; Chen: Aye; LoPilato: Aye; Montgomery: Aye; Chair Tilos: Aye. Ayes: 5. Meeting of the Open Government Commission January 11, 2022 8 | OpenGovernmentCommission/2022-01-11.pdf |