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January 2018 <br />withheld so long as their publication would defeat the lawful purpose of the <br />executive meetings but no longer. <br />XVII. STAFF/PLANNER ROLE: The Planning Department shall coordinate with the <br />Committee in the following ways: <br />a. Administrative. The Planning Department will provide administrative support such <br />as the timely preparation and distribution of the agenda for each meeting to satisfy <br />meeting notice requirements, meeting logistics, correspondence, annual reports, <br />website publications, and preparation and official posting of meeting minutes; <br />Information Dissemination. Depending on the agenda, that the Planning <br />Department make timely distribution of relevant documents to the Committee <br />members. and <br />Technical. Depending on the agenda, that the Planning Department will arrange to <br />have relevant agency representatives attend Committee meetings, as needed. <br />XVIII. CONFLICTS OF INTEREST <br />Committee members shall act at all times in the best interests of the people of <br />Hawai'i County, and in particular the interests of the area covered by the CDP. <br />Whenever a member has a financial, professional, or personal interest in any <br />matter coming before the Committee, such member shall (1) fully disclose the <br />nature of the interest and (2) withdraw from voting on the matter. Any transaction <br />or vote involving a potential conflict of interest shall be approved only when a <br />majority of disinterested members determine that it is in the best interest of the <br />people of Hawai'i County to do so. The minutes of meetings at which such votes are <br />taken shall record such disclosure, abstention, and rationale for approval. <br />Disclosure shall be directed to the Chairperson and Planning Department staff and <br />shall include a comprehensible description of all relevant facts. <br />b. Upon notification by a concerned party of a perceived conflict of interest, the <br />Chairperson or Planning Department staff shall inform the Committee members of <br />the issue and the Committee shall resolve the potential conflict issue prior to a <br />discussion of the matter. <br />XIX. AMENDMENT: There shall be no amendment of the guidelines without the approval of the <br />Planning Director. Amendments may not be made to portions of the Guidelines deemed to <br />be required under State or County law. <br />7 <br />