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Date: April 8, 2024 Item: 1 <br />Presenter: Adam Edwards, City Administrator / Engineer <br />Section: Work Session Item <br /> <br />Title: Minutes of Public Meetings <br /> <br /> <br />1.Purpose: <br />The purpose of this item is to review public meeting minute requirements. <br />2.Background: <br />The city's minutes had over the last several years started to drift way from their intended and legal <br />purpose and toward near verbatim transcripts of meetings. This is not required nor is it best <br />practice. Over the last year city staff led by our City Clerks have been working to restore our <br />minutes to their intended purpose, legal requirements, and best practices. <br /> <br />Some recent efforts include: <br /> <br /> a. Staff presented minutes standards at the February 13, 2023 work session. <br /> <br /> b. In the fall of 2023 the city contracted for a new meeting management software and <br />videography system. The new system has a built in transcription element. Part of the justification <br />for the implementation of the closed caption/transcription services was to remove those elements <br />from the meeting minutes. <br />3.Summary: <br />a. Minutes are a legal record of meetings. Minutes are a record of what is done at a meeting, not <br />what is said. Not only is it not necessary to summarize matters discussed at a meeting in the <br />minutes of that meeting, it is improper to do so. (RONR 12th ed. 48:2; see also pp. 148–49 of <br />RONR In Brief.) <br /> <br /> (1) Minutes should include: <br /> > name, date and location of meeting, <br /> > list of attendees (for quorum) <br /> > time meeting was called to order <br /> > approval of previous meeting minutes <br /> > motion text and name of maker <br /> > status/results of motions <br /> > time meeting was adjourned <br /> <br /> (2) Minutes do not include: <br /> x discussion <br /> x personal opinion <br /> x motions withdrawn <br /> x entire reports <br /> <br />b. Public meetings, public hearings, public comment periods all have different purposes, levels of <br />AGENDA ITEM <br /> <br /> <br /> <br /> <br />2