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CITY COUNCIL WORK SESSION <br /> <br />Topic Report: Meeting Minutes <br /> <br />By: Heidi A. Nelson, Asst. City Administrator & Jo Thieling, City Clerk <br /> <br />Background: <br />Staff has recently bcen working on providing some guidelines to Timesavers Off-Site Secretarial <br />(contract minute taker for the City) regarding what information should be recorded in the minutes. <br />Currently, when minutcs are returned to City staff from Timesavers for review, numerous pages are <br />removed from the final minutes ~ they contain verbatim text from the case cover sheets prepared <br />by staff as well as significant verbatim recordings of discussion. The City is billed for the time <br />Timesavem spends at meetings as well a per page rote of $10.30 per page. In addition to the cost of <br />this practice, it is generally unnecessary to capture all of the detail of every case as has been past <br />practice for the City, <br /> <br />Staff is recommending that a brief background of the case as presented by staff should be recorded <br />as well as a brief synopsis of the discussion that occm's with Council, staff, members of the public or <br />other interested parties. Staff is also l'ecommending that if there are portions of a discussion or a <br />particular statement that a councilmember or staffmember wishes to have recorded verbatim, that <br />they specifically ask the recording secretary that the discussion or statement to be recorded as such. <br /> <br />Staff is seeking cotmcil input in developing these guidelines as staff wishes to see the minutes <br />reflect the desire offcouncil for minute content. <br /> <br />Attachments: <br /> <br />Action Statement: <br /> <br />CCWS: 1.21.03 <br /> <br /> <br />