Loading...
HomeMy WebLinkAbout2022 02 14 Regular 501 - Discussion on Meeting Minutes Policy • REGULAR AGENDA ITEM 501 ,n m=ared CITY COMMISSION AGENDA I FEBRUARY 14, 2022 REGULAR MEETING 1959 TITLE Discussion on Meeting Minutes Policy SUMMARY At the January 10, 2022 City Commission Regular Meeting, a discussion took place on the appropriate length and content of meeting minutes. Staff noted the current policy (Commission Resolution) and offered to bring an item back for discussion at a future meeting. The current Minutes Policy applies to the City Commission and all Advisory Boards and Committees and calls for action minutes, stating the purpose of the minutes as "maintaining a record of what is done, rather than what is said." There are generally three styles of minutes, action, discussion, and verbatim. As previously stated, our current policy calls for action minutes. Verbatim minutes would involve the production of a transcript, and discussion minutes are a hybrid that is not well defined. Staff has looked at options for verbatim/transcript minutes through solutions provided by Granicus and other companies. The solution from Granicus is tied to closed captioning and would require an annual expenditure of$18,000 - $25,000. At this time, Staff is seeking direction from the Commission on the Minutes Policy and any potential changes. RECOMMENDATION Staff recommends the Commission review the current policy and provide direction on any desired changes. 270 RESOLUTION 2001-04 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA FORMULATING A POLICY TO ENSURE THAT ALL MEETING MINUTES OF THE CITY COMMISSION INCLUDING ALL ADVISORY BOARDS AND COMMITTEES ARE CONSISTENT IN THE SAME STYLE AND FORMAT, AND FOLLOW THE SAME GENERAL GUIDELINES AS LISTED BELOW; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Winter Springs, Florida, has found it necessary to periodically review its practices to provide guidelines for the most expedient and efficient business practices in the City; and believes that all meetings held by the City Commission and their Advisory Boards and Committees should be consistent; and WHEREAS, the City Commission of the City of Winter Springs, Florida has and will continue to comply with Florida Statutes 286.011 (2) which states that "The minutes of any such board or commission of any such state agency or authority shall be promptly recorded;" and will be retained in accordance with the State of Florida Records Management designated time limitations. WHEREAS, all public meetings of the City Commission, and all of their Advisory Boards and Committees are recorded using audio tapes, which will serve as the recordation of a meeting, and will be retained in accordance with the State of Florida Records Management designated time limits. From these audio tapes, official minutes will be promptly completed, thus serving as the official record, for all of time. The official and approved minutes will as always, be retained in accordance with the State of Florida Records Management designated time limitations. WHEREAS, the City Commission of the City of Winter Springs, Florida agrees with a statement from the 9'" Edition of Roberts Rules of Order (Newly Revised), Edited by Henry M. Robert III and William J. Evans which states that "In an ordinary society, unless the minutes are to be published, they should contain mainly a record of what was done at the meeting, not what was said by the members." The City Commission at their December 9, 1999 Regular Meeting, adopted Resolution Number 908 which established "certain policies and procedures for the conduct of any Commission Meetings." Item Number 3. of Resolution Number 908 notes that "Robert's Rules of Order shall be the `underlying foundation' for the conduct of Commission Meeting." FURTHERMORE, the City Commission of the City of Winter Springs, Florida agrees that as the written minutes are intended to be just a summary of the actions that were taken, all minutes of the City Commission, and all of their Advisory Boards and Committees will be of the same style and format, with a foundation of brevity. 271 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, AS FOLLOWS: Section 1. Meetings. All public meetings shall be recorded in full. Section 2. Except as printed herein. All minutes shall be produced and maintained in accordance with the 91h Edition of Roberts Rules of Order, maintaining a record of what is done, rather than what is said. Section 3. Motions. All motions will be transcribed in full, along with who made the motion, and any corresponding vote(s). Section 4. Body. No comments, discussion, or statements that are stated or written "for the record," either by a member of the Commission, (any Advisory Board and/or Committee), the City Manager, the City Attorney, City Staff, or any member of the audience will be transcribed verbatim, unless the voting members unanimously agree to this, complete with a Motion and a documented vote confirming this. Section 5. Severability. If any section, subsection, sentence, clause, phrase, word or provision of this Resolution is for any reason held invalid or unconstitutional by any Court of competent jurisdiction, whether for substantive, procedural, or any other reason, such portion shall be deemed a separate, distinct and independent provision, and such holding shall not affect the validity of the remaining portions of this Resolution. Section 6. Effective Date. This Resolution shall become effective immediately upon adoption by the City Commission of the City of Winter Springs, Florida. ADOPTED by the City Commission of the pity of Winter Springs, Florida, A a regi alar meeting assembled on the 26`h day of March,2001. Paul P. Partyka, Mayor AIIITEST: ♦� 4 J �, --Acndrea Loregz =Luaces, City Clerk APP AS TO LEGAL FORM AND SUFFICIENCY F HE Y OF WINTER SPRINGS, FLORIDA ONLY: IN Anthony A. Garganese, City ttorney 272