Agenda Packets - 2018/02/05 - Laserfiche WebLink

Home Browse Search

MoiTNDS VIEW of Mounds View Staff R To: Honorable Mayor and City Council From: Nyle Zikmund, City Administrator Item Title/Subject: Council Minutes Process Item No: 05 Meeting Date: February 5, 2018 Type of Business: Work Session Introduction: As a function of the time spent at council on approval of minutes and as a result of a discussion with Timesavers who transcribes our meeting minutes I conducted further research into options for the council to consider in our minute taking, approval, and adoption process. Discussion: Our current practice is to have Barb, Nyle and Kerrie review the minutes which are then placed on the Council Agenda for approval. While we have seen some recent improvement in the adoption process specific to time saved, the following steps could result in further council time being saved for more substantive discussion. 1. Upon receipt of draft minutes the City Administrator causes distribution to each department/division head for specific review of minutes pertaining to their respective items. 2. The City Administrator and at least one support staff review minutes for specific content but then also specific to names, titles, addresses, and proper grammar and punctuation. 3. These "technically" corrected minutes are then emailed to council for their review and input on respective "technical' changes. 4. If Council Members have "substantive" changes or if unsure if substantive —the change can be highlighted (for example in a shaded color). 5. Upon completion of this process, the minutes are placed on the Consent agenda if no substantive changes have been made and thus, be adopted as part of the consent agenda. 6. If substantive changes are indicated in any way, the minutes can remain under the Adoption of Minutes section and Council can discuss and take subsequent action. Decision/Input Sought: Consensus to move forward with new process as outlined. Respectfully submitted, Nyle Zikmund