05-21-2019 Minutes-DRAFT - Laserfiche WebLink

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Mounds View Charter Commission May 21, 2019 Regular Meeting Page 11 Warren questioned if the City Attorney would have a document for the Commission to 1 review by July 16th. City Attorney Riggs stated he would have the document prepared 2 prior to July 16th. 3 4 Recognize participants in revisions of Chapter 4. 5 6 Reyes-Johnson thanked all of the members on that assisted in revising Chapter 4. She 7 stated she appreciated the efforts of former Commission Member Oberg, along with the 8 input she received from the current Charter Commission members. 9 10 New Business 11 12 Review Secretaries Duties and Processes. 13 14 Amundsen stated he asked for this item to be clarified because of a concern he had related 15 to processes. He provided the Commission with a handout and explained he had been a 16 member of the Charter Commission for a number of years. He indicated he broke out the 17 duties of the secretary from the bylaws and discussed these in further detail with the 18 Commission. He stated as a practical implementation of these duties he took notes at 19 each meeting, recorded motions and votes, and prepared minutes from his notes. He 20 explained he also prepares other documents per the Commission’s request, unless the task 21 was assigned to staff. He reported he then contacts the chair to see if any modifications 22 are needed. He described the process he followed when forwarding his meeting minutes 23 to staff and stated there was nothing that would preclude him from working with staff in 24 terms of documents. He explained back in 2005, the Commission determined the 25 secretary would maintain all documents for the group. He indicated after each meeting he 26 makes corrections to the minutes or any other documents and forwards these documents 27 to City staff for posting. He commented these were the practical processes he has 28 followed for years. He reported that if these processes were to change since the 29 Commission would now be using TimeSaver, he would need to modify his processes. He 30 stated he was willing to prepare the minutes, but noted he was also willing to let someone 31 else do this work. 32 33 Warren asked if having this service conflicted with Charter Commission bylaws. 34 35 Amundsen stated he would still view the video when completing his minutes. He 36 indicated the only difference would be the information from TimeSaver may be provided 37 quicker than his minutes and the changes to TimeSaver minutes would run through staff. 38 He explained he was seeking clarification on the process that would be followed going 39 forward. 40 41 Warren questioned if direction had been provided through the action taken earlier in this 42 meeting. 43 44