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XI. PUBLIC STATEMENTS a. Public participation shall be encouraged. The Action Committee shall afford all interested persons an opportunity to submit data, or written testimony on any agenda item. It is recommended that ten (10) copies of any written information or testimony be submitted to the Action Committee at, or prior to, the meeting. b. The Action Committee shall afford all interested persons an opportunity to speak on any agenda item. Oral testimony shall be taken at the beginning of each meeting and shall be limited to three (3) minutes in length per agenda item, subject to the discretion of the Chair. The Chair may also give members of the public up to three (3) minutes to make comments immediately prior to discussion of an agenda item, or at the end of the meeting. XII. PUBLIC INFORMATION a. The Action Committee shall make every effort to publish information about its activities on a website. b. All public records, upon request by any person, shall be available for inspection and copying during regular business hours. (See HRS § 92F -11(b).) c. Any person may obtain information, make submittals to the Action Committee or request information in person or by writing to the Planning Director at 101 Pauahi Street, Suite 3, Hilo, HI 96720. d. Copies of public records requested by persons other than government agencies shall be provided upon payment of applicable fees or costs for reproduction and postage. XIII. MINUTES a. The Action Committee shall keep written minutes of all meetings. Neither a full transcript nor a recording of the meeting is required, but the written minutes shall provide a true reflection of the matters discussed and action taken. The minutes shall include, but need not be limited to: i. The date, time, and place of the meeting; ii. The members of the Action Committee recorded as either present, absent, or excused; iii. The substance of all matters proposed, discussed, or decided; and a record, by individual member, of any votes taken; and iv. Any other information that any member of the Action Committee requests be included or reflected in the minutes. v. The minutes shall be public records and shall be available within thirty days (30) after the meeting except where such disclosure would be inconsistent with Section 92-5, Hawaii Revised Statutes, or Section 13-20 of the County of Hawaii Charter, provided that minutes of executive meetings may be withheld so long as their publication would defeat the lawful purpose of the executive meetings but no longer. s