04-11-2013 Charter Packet (2) - Laserfiche WebLink

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4-t--(A-144-a Out V L0.)k _ &ss i M 3 -Li _13 March 4, 2013 To: Mayor Jeff Reinert Councilmember Jeff O'Donnell Councilmember Rob Rafferty Councilmember Dave Roeser Councilmember Dale Stoesz From: Kelly Gunderson Current Charter Commissioner, past Secretary cc: Chris Lyden Chair, Charter Commission Thank you for considering the need for a professional secretarial service to take the minutes of the Charter Commission quarterly meetings. Attached you will find a proposal from TimeSavers Off Site Secretarial, Inc., the same service who previously completed the Charter Commission, until 2009 when budget decreases caused the Commission to forgo the service and have the Secretary/Commissioner take the minutes while participating in the meeting itself. Excluding the "Web Discount," please note that there are two rate options available, with the higher rate prevailing. When speaking to the owner of TimeSavers, she stated to me that most often the Base Rate was used in invoicing the Charter Commission quarterly meetings. In 2009, TimeSavers rate for the first hour at $126.25 For an estimated 2 1/2 hour meeting, an invoice at that rate calculates to $224.85. For reference, the last invoice submitted by the Charter Commission for TimeSavers was $188.75 in April 2009 at the Base Rate of $126.25 for the first hour and an unknown 30 minute rate. Traditionally, the Charter Commission contracted with TimeSavers only for regularly - scheduled meetings, held 4 times per year. Any special meetings were handled by the Commission Secretary. Included in this request is an extra meeting expected to take place this year jointly with the Commission and City Council. With that stated, the Charter Commission kindly requests an increase of $1,000.00 for the remainder of the Commission's 2013 budget for the purposes of contracting a professional secretarial service. The request would raise the total allotted for the Commission budget to $2,500.00 for 2013. I would be happy to answer any questions at any time regarding this request. Sincerely, Kelly Gunderson Charter Commissioner