Adoption of minutes of March 12, 2009, regular meeting and acceptance of notes taken during April 9, 2009, information-gathering session.

Motion to adopt the of March 12, 2009, regular meeting and acceptance of notes taken during April 9, 2009, information-gathering session

Public Comment: None

On the motion:

Ayes: Chan, Johnson, Washburn, Williams, Cauthen

Hearing on the status of the April 28, 2009, Order of Determination of Raymond Banks against the SF HIV Health Services Planning Council

Chair Cauthen said she and respondent TJ Lee are planning a training session for HIV Health Services Planning Council members.

Complainant Raymond Banks stated that the request for information and access to information is systemic. He then read aloud from three documents he had submitted earlier. He also said he was looking forward to attending the Sunshine training.

Public Comment: None

After further discussion Chair Cauthen said that the committee would monitor what Mr. Banks received after the Sunshine training.

Hearing on the status of the April 28, 2009, Order of Determination of Steve Lawrence against the SFPUC.

Complainant Steve Lawrence was not present.

Respondent Joseph Singh of the PUC Communications Division passed out four documents outlining how the department responds to Sunshine requests and explained the new procedure.

Member Washburn said she wanted to read the documents before making suggestions, if need be.

Chair Cauthen continued the item for one month to give members time to digest the information and to have an idea of the new plan's efficacy. The chair also advised the respondent to consult with Commission Secretary Mike Housh, who is very familiar with Sunshine requirements.

Chair Cauthen said the requirements for this item also apply to the next item on the agenda.

Hearing on the status of the April 28, 2009, Order of Determination of Save Our Richmond Environment against the SFPUC

See item 3, last paragraph.

Sunshine training presentation to Coalition of SF Neighborhoods on May 19, 2009

Chair Cauthen said the item is moved to the June meeting because the Education, Outreach and Training committee needed more than the allocated 15 minutes. She also noted that a presentation was scheduled for the HIV Health Services Planning Council, but a date has yet to be selected.

Member Chan introduced Ann Grogan, a member of the Glen Park Patrol Special Safety Program. Ms. Grogan, invited to the lectern, said she was not sure how much members of her Glen Park Association know about Sunshine but she was going to request a Sunshine training. She said if other departments could come and make their presentations in their neighborhood, the Sunshine Task Force should also be welcome.

Brochure

Committee members and DCA Llorente made several changes to the document's language and brochure. Chair asked Member Washburn to combine SOTF  Hearings on Page 2 with  Procedures for hearings on Page 5 and do it by May 21, 2009.

Meeting adjourned at 5:07 p.m. Meeting called to order in Rm 406 at 5:12 p.m.

Public Comment: An anonymous person said the brochure should also mention about access to public meetings.

Brittney Tilleman of YBR Promotions made a presentation on the creating, printing and distributing of brochures to market the Sunshine Ordinance Task Force. Chair Cauthen requested Ms Tilleman to put together her marketing proposal and send it to the administrator by Thursday, June 4, 2009, for inclusion in the packet.

Use of vendors or third parties to respond to public record requests

Brian Smith of the Planning Department was not present.

Chair Cauthen continued the matter.

Appointment requirement to review Planning Department records in North Beach Library EIR initial study.

Chair Cauthen said the committee needs to convey to the department that an appointment is not needed under the Sunshine Ordinance. DCA Llorente said the first step is to make the department aware of the violation.

Outreach: Newspaper list

Chair Cauthen wanted email addresses added to the list.

Member Washburn said the North Beach newspaper was missing from the list.

Work Plan and stable meeting room

Chair Cauthen said the work plan was included in the packet to remind members of their duties. She also said that it is disruptive when the committee's scheduled meeting room is not available because another body's meeting is still in session at the EOT's scheduled time, as happened May 14, 2009. The committee needs the certainty that a regular meeting room is available at the time it was reserved for the EOTC. She asked the administrator to see what other rooms would be available on a regular basis.

Public comment for items not listed on the agenda

Public Comment: None