02-27-2023 Council Packet - Laserfiche WebLink

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AGENDA ITEM Prepared By: A. Carlson Reviewed By: A. Carlson Approved By: 1. Purpose. The purpose of the action item is to provide two options for approval of the City Council Minutes and Council Work Session Minutes of meetings held for 2023. Staff is also looking for formal input or guidance as to how the council would like the minutes to be taken for future meetings. 2. Background. At their January 23rd Council Meeting, the draft minutes of the January 9th regular City Council meeting were removed and tabled because Council Member Benson found inaccuracies concerning discussions had at the meeting. At their February 13th Council Meeting, the minutes were brought back to Council and, by clerical error, the original draft minutes had been resubmitted into the packet, therefore they were requested to be removed once again to make changes as requested. Council also removed and tabled the draft minutes of January 23rd pending comments for correction. 3. Edited Minute Versions. Council Member Benson reviewed and provided corrections as well as some content additions to the minutes from the meeting. Corrections were incorporated in the clerk edited minutes (exhibit A). However, some of the additions provided went beyond our normal practices and minute requirements. Therefore, a version with those additions is also provided (Exhibit B) for Council consideration. 4. Council Minutes Guidance. Council minutes are the official record of the Council proceedings. They should be thorough but are not intended to be verbatim. Statue requires certain content and the Office of the State Auditor has a list of recommended content. (Exhibit C). Between the minimum requirements and full-on verbatim transcripts, it leaves a great deal of discretion for the City Clerk. However, staff would like to ensure we are meeting Council’s expectations. Recent feedback from individual council members indicates a potential change in the level of detail expected. Therefore, we request feedback/ guidance on what the council expectations are. 5. Staff Recommendation. Staff recommends approval of the minutes at exhibit A. Further staff recommend that council minutes continue at the current level of detail while acknowledging the need for accuracy. COUNCIL ACTION REQUESTED Motion to approve option: A. The City Council draft minutes prepared in Exhibit A. B. The City Council draft minutes edited by Council Member Benson in Exhibit B. Direction to staff on expectations of Council meeting minutes. Exhibits A. Draft Minutes - Staff B. Draft Minutes – Benson C. Office of State Auditor Recommended Content Item No.: 8 Date: February 27, 2023 Item Description: Approval of the Minutes Presenter: Anna Carlson, City Clerk Agenda Section: Clerk Report