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XII. PARLIAMENTARY AUTHORITY <br />a. Robert's Rules of Order. When these rules are silent, the rules of parliamentary <br />procedure contained in Robert's Rules of Order Newly Revised, 11th Edition, <br />shall govern the Commission in all cases to which they are applicable and in <br />which they are not inconsistent with any Constitutional provision, any law, the <br />Hawai`i County Charter, or these rules. <br />XIII. EXPENSES <br />a. Authorization. No member of the Commission shall incur any expense in which <br />the member intends to seek reimbursement from the Commission except with the <br />consent of the Chairperson. <br />XIV. PUBLIC ACCESS <br />a. Documents and Information. Any person may obtain information, or submit <br />requests for records by contacting the secretary to the Commission, subject to <br />applicable laws. Copies of all official minutes, documents, agendas, procedures, <br />statements, or decisions shall be available from the secretary at such costs as may <br />be authorized by law. <br />XV. MINUTES <br />a. Generally. The Commission shall keep written minutes of all meetings. Neither a <br />full transcript nor a recording of the meeting is required, but the written minutes <br />shall give a true reflection of the matters discussed and the views of the <br />participants. The minutes shall include, but need not be limited to: <br />i. The date, time, and place of the meeting. <br />ii. The members of the Commission recorded as either present or absent. <br />iii. The substance of all matters proposed, discussed, or decided; and a record, <br />by individual member, of any votes taken. <br />iv. Any other information that any member of the Commission requests be <br />included or reflected in the minutes. <br />b. Availability. The minutes shall be public record and shall be available within <br />forty (40) days after the meeting except where such disclosure would be <br />inconsistent with Section 92-5, Hawai`i Revised Statutes, or Section 13-20 of the <br />Charter. Minutes of executive meetings may be withheld only as long as their <br />publication would defeat the lawful purpose of the executive meeting. <br />9 <br />