(1) Testimony shall be transcribed if required for judicial review or if ordered by the advisory body/approving authority.

(2) The total public record for any legislative or quasi-judicial action includes, but is not limited to, the application, the staff report, the hearing record, the appeal record, the decision or recommendation of all public bodies that considered the matter, and all additional information, correspondence and other items submitted to the city by any party or by the staff prior to the closing of the record. The record shall be deemed closed at the end of the last hearing on the matter, unless kept open to a later date as otherwise provided by law. Items submitted for the record do not have to be formally introduced and admitted at the hearing. The Planning Department shall create and maintain a separate file with a unique file number for each land use action and all items received by the city for that action shall be placed in the Planning Department file.

(3) The Planning Director shall, where practicable, retain as part of the record each item of physical or documentary evidence presented including the staff report, and shall have the items marked to show the identity of the person offering the same and whether presented on behalf of a proponent, opponent or staff. Exhibits received into evidence shall be retained in the file until after the applicable appeal period has expired, at which time the exhibits may be released to the person identified thereon, or disposed of by the Planning Director if not claimed within 60 days of the expiration of any appeal date.

(4) Included in the record shall be a brief statement that explains the criteria and standards considered relevant to the decision, states the facts relied upon in rendering the decision, and explains the justification for the decision based on the criteria, standards and facts set forth.

(5) A person shall have access to the record of the proceedings and the exhibit file during normal working hours. A person shall be entitled to copies of the record at the person's own expense. The custodian of record shall make the copies for a fee equal to the actual cost of reproduction.