HomeMy WebLinkAboutResolution 2001-04 Minutes Policy
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 9th Edition of Roberts Rules of Order (Newly Revised), Edited by Henry M.
Robert III and William 1. 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.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF WINTER SPRINGS, AS FOLLOWS:
Section 1.
Section 2.
Section 3.
Section 4.
Section 5.
Section 6.
Meetings. All public meetings shall be recorded in full.
Except as printed herein. All minutes shall be produced and maintained in
accordance with the 9th Edition of Roberts Rules of Order, maintaining a record of
what is done, rather than what is said,
Motions. All motions will be transcribed in full, along with who made the
motion, and any corresponding vote(s),
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,
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,
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 ofth.eCi,ty of Winter Springs, Florida, ill a regi..llar
meeting assembled on the 26th day of March, 2001.
Paul P. Partyka, Mayor
ATTEST:
Andrea Lorenzo-Luaces, City Clerk
APPROVED AS TO LEGAL FORM AND SUFFICIENCY
FOR THE CITY OF WINTER SPRINGS, FLORIDA ONLY:
Anthony A. Garganese, City Attorney