Minutes - Council Work Session - 09/14/2021

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intern, could be hired to cover this position on a temporary basis at $18.00 per hour. She added Ms. Laubach is currently in school and is eager and motivated to work. Administrative Services Director Lasher stated the other vacancy is a 16 hours per week Community Development Assistant position that will be vacant when the current employee retires. She added that this position could be downgraded to an Administrative Assistant position working from 8:00 a.m. – 12:00 p.m., Monday through Friday which is 20 hours per week. She noted this is staff’s recommendation, so recruitment can begin as soon as possible. Councilmember Heineman asked whether the two positions could be combined for a total of 36 hours, which would revert to 20 hours when the employee on a leave of absence returns. Administrative Services Director Lasher agreed, adding that would be phenomenal. She stated Ms. Laubach is very interested in that position, and it would save staff from doing an external recruitment. There was a consensus of the City Council to combine both open positions into a 36 hour/week position on a temporary basis. 2.06: Discuss City Meeting Minutes and Video/Audio Archiving Recordings of City Council Work Sessions City Administrator Ulrich stated the City Council discussed the issue of archiving minutes and/or televising special meetings. He added meetings are recorded and audio could be made available to the public. He noted a policy for retention should be considered, as the current requirement is a minimum of 3 months’ retention per State retention policy. Administrative Services Director Lasher stated the State’s retention policy, which has been adopted by the City of Ramsey, allows that new versions of the policy can be adopted as written. She added an amendment to the Resolution could specify that files are retained for a longer period of time. City Administrator Ulrich stated once official action is approved, it is not beneficial to keep audio or video longer than necessary, and in fact, in some cases can create liability issues. City Administrator Ulrich stated work sessions can be recorded on Zoom, and QCTV has indicated that work sessions can be recorded and archived if they are moved to Council Chambers. City Administrator Ulrich stated a retention period has not been defined. City Administrator Ulrich stated the City Council has discussed options for meeting minute-taking, including verbatim, detailed summary, or executive summary. He added this could have a budget impact. Administrative Services Director Lasher provided a spreadsheet showing transcription charges for City Council regular meetings and work sessions for the first 6 months of 2021. She added the City Council Work Session / September 14, 2021 Page 13 of 15