2022-01-11 Kailua Village Design Commission Minutes

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• At the start of the meeting the names of all participating board members must be announced. • While they do not have to disclose where they are,remotely participating board members must disclose who else is in their location even if they are not there for the meeting, so as to avoid any issues in case they have side conversations with their microphone on mute; it is not required to disclose the names of those individuals. • All votes must be conducted by a roll call vote unless they are unanimous. • Meetings must be recorded, and the recordings must be posted online and available to the public until written minutes are posted. • At least one in-person location must be provided with an Internet connection that will allow the public to participate; this requirement has been suspended due to COVID-19. • If the connection is lost and is not restored within 30 minutes, the meeting must be terminated. Ms. Campbell also noted that the two other meeting methods that were allowed under the Sunshine Law prior to the change are still allowable, specifically: • In-person meeting at one site. • In-person meeting at multiple sites that are connected with technology, for example, at the County Building in Hilo and the West Hawaii Civic Center using videoconference connection. Upon Commissioner Ikeuchi's inquiry, Ms. Campbell clarified that the Commission could continue to meet remotely, but that once the suspension is lifted, at least one physical location with an Internet connection must also be provided for people to participate in,present testimony at, or observe the meeting in order to hold an online meeting. Asked by Commissioner Smith, she also clarified that the Sunshine Law requires at least a quorum of the members to be visible, along with audio connections, throughout the meeting; so if someone's connection is lost, resulting in fewer members than a quorum being visible, a recess can be taken up to 30 minutes to reconnect, and the meeting can continue; but if the reconnection is unsuccessful within the time frame, the meeting must be terminated. Upon inquiry by Chairman Roth, she confirmed that the information and training on the Office of Information Practices website is available to the general public. There being no further questions, Chairman Roth concluded this item at 5:50 p.m. APPROVAL OF MINUTES Minutes of the Meeting of November 9, 2021. Chairman Roth asked if there were any corrections to the minutes. No corrections were made, and the minutes were approved as circulated. 2 Kailua Village Design Commission January 11,2022,Meeting Minutes