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c. Members shall inform the Recorder when they are unable to attend a scheduled <br /> meeting at their earliest convenience to ensure that there will be a quorum to conduct <br /> a meeting. <br /> XI. PUBLIC STATEMENTS <br /> a. Public participation shall be encouraged. The Action Committee shall afford all <br /> interested persons an opportunity to submit data, or written testimony on any agenda <br /> item. It is recommended that ten (10) copies of any written information or testimony <br /> be submitted to the Action Committee at, or prior to, the meeting. <br /> b. The Action Committee shall afford all interested persons an opportunity to speak on <br /> any agenda item. Oral testimony shall be taken at the beginning of each meeting and <br /> shall be limited to three (3) minutes in length per agenda item, subject to the <br /> discretion of the Chair. The Chair may also give members of the public up to three (3) <br /> minutes to make comments immediately prior to discussion of an agenda item, or at <br /> the end of the meeting. <br /> XII. PUBLIC INFORMATION <br /> a. The Action Committee shall make every effort to publish information about its <br /> activities on a website. <br /> b. All public records, upon request by any person, shall be available for inspection and <br /> copying during regular business hours. (See HRS § 92F-11(b).) <br /> c. Any person may obtain information, make submittals to the Action Committee or <br /> request information in person or by writing to the Planning Director at 101 Pauahi <br /> Street, Suite 3, Hilo, HI 96720. <br /> d. Copies of public records requested by persons other than government agencies shall <br /> be provided upon payment of applicable fees or costs for reproduction and postage. <br /> XIII. MINUTES <br /> a. The Action Committee shall keep written minutes of all meetings. Neither a full <br /> transcript nor a recording of the meeting is required, but the written minutes shall <br /> provide a true reflection of the matters discussed and action taken. The minutes shall <br /> include, but need not be limited to: <br /> i. The date, time, and place of the meeting; <br /> ii. The members of the Action Committee recorded as either present, absent, or <br /> excused; <br /> iii. The substance of all matters proposed, discussed, or decided; and a record, by <br /> individual member, of any votes taken; and <br /> iv. Any other information that any member of the Action Committee requests be <br /> included or reflected in the minutes. <br /> 5 <br />