05-21-2019 Minutes-DRAFT - Laserfiche WebLink

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Mounds View Charter Commission May 21, 2019 Regular Meeting Page 5 Warren stated based on the first set it was not so good, because the equipment did not 1 work. City Administrator Zikmund reported TimeSaver successfully completes minutes 2 for the City Council and Planning Commission. 3 4 Warren inquired if the Commission had to take action in order to have TimeSaver 5 complete minutes for this meeting. City Administrator Zikmund stated the tape and 6 meeting packet could be sent to TimeSaver for transcription. 7 8 Reyes-Johnson explained her thought would have been to have TimeSaver complete one 9 more set of minutes, given the fact there were technology problems at the March meeting. 10 She stated the group could then hold a discussion at its next meeting to reassess the 11 situation. 12 13 Warren asked if Amundsen was comfortable taking minutes for the Charter Commission 14 going forward. 15 16 Motion by R. Warren, seconded by J. Klander, to direct staff to have TimeSaver 17 complete minutes for the next three Charter Commission meetings and that 18 Amundsen’s meeting minutes be accepted as the official document of record. 19 20 Amundsen questioned what the process would be in reviewing the TimeSaver 21 minutes. He stated he would like to see the minutes capture what occurred at the 22 meeting along with the recording the votes. 23 24 Reyes-Johnson discussed the process that was followed by TimeSaver to submit 25 minutes to City staff. She reported TimeSaver minutes would be submitted to 26 City Administrator Zikmund and Barb would forward these minutes to all Charter 27 Commission members for review. She indicated any technical errors should be 28 brought to Barb’s attention and any substantive issues would be addressed by the 29 Commission at the next meeting. Amundsen stated all technical changes would 30 be made to the minutes within a week or two. He commented on the high value of 31 TimeSaver having the minutes done in a timely manner while the meeting was 32 still fresh in the Commissioner’s minds. 33 34 Clawson asked if all other City commissions use TimeSaver. City Administrator 35 Zikmund reported this was the case and noted the same process for approving the 36 minutes was being proposed for the Charter Commission. 37 38 Clawson inquired if the secretary was required to keep minutes for the 39 Commission until the bylaws were amended. City Attorney Riggs reported the 40 bylaws require someone to take minutes and act as the secretary. He advised the 41 Commission could assign this task, at any time. He indicated he did not have any 42 other Commission he worked with that had a sitting member taking minutes. He 43 reported an outside agency allows for all members to be more fully involved in 44 meetings. He stated minutes were typically submitted in a draft form with 45