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C. Preparation of meeting minutes. <br />D. Retention of and public access to all commission records. <br />Article 6. Training <br />Members are expected to complete recommended training to meaningfully participate and make <br />informed decisions on matters coming before the commission. <br />Article 7. Reporting <br />The Heritage Preservation Commission shall provide an annual report of their recent and planned <br />activities to the City Council on the first regularly scheduled City Council meeting in February. <br />Article 8. Public Records <br />A. All commissions receive and create public records while conducting business. Members may also <br />produce public records in their official capacity as a board member. All board -related <br />communications are subject to public disclosure. <br />B. Examples of public records include papers, notes, photographs, videos, maps, emails, voicemail <br />messages, instant messages, and text messages. Email and text messages are public records when <br />created by appointed officials and employees for the purpose of conducting official city <br />business. Social media posts may also be considered a public record. <br />Article 9. Conflict of Interest/Ethics <br />A. Members may not, in their private capacity, negotiate, bid for, or enter into a contract on behalf <br />of or with the City of Elk River in which they have a direct or indirect financial interest or <br />perceived financial interest. <br />B. A member shall withdraw from Commission discussion, deliberation, and vote on any matter in <br />which the member, an immediate family member, or an organization with which the commission <br />member is associated has a financial or perceived personal interest (see City Ordinance). The <br />member shall also leave the meeting room during the ensuing discussion and vote. <br />C. A member may not receive anything of value that could reasonably be expected to influence <br />their vote or other official action (see Minnesota Gift Law). <br />Article 10. Amendments to Bylaws <br />All bylaw changes shall be reviewed and approved by the Heritage Preservation Commission and <br />must be filed with the Office of the City Clerk. <br />Adopted: ptember 26, 2024 <br />1 <br />Chair