TimeSavers-.05-21-2019 Draft-Charter-Minutes

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Mounds View Charter Commission May 21, 2019 Regular Meeting Page 11 staff and stated there was nothing that would preclude him from working with staff in terms of documents. He explained back in 2005, the Commission determined the secretary would maintain all documents for the group. He indicated after each meeting he makes corrections to the minutes or any other documents and forwards these documents to City staff for posting. He commented these were the practical processes he has followed for years. He reported that if these processes were to change since the Commission would now be using TimeSaver, he would need to modify his processes. He stated he was willing to prepare the minutes, but noted he was also willing to let someone else do this work. Warren asked if having this service conflicted with Charter Commission bylaws. Amundsen stated he would still view the video when completing his minutes. He indicated the only difference would be the information from TimeSaver may be provided quicker than his minutes and the changes to TimeSaver minutes would run through staff. He explained he was seeking clarification on the process that would be followed going forward. Warren questioned if direction had been provided through the action taken earlier in this meeting. Amundsen stated he was seeking clarification given the fact he was not provided access to the TimeSaver minutes when a request was made of City staff. Warren questioned what Amundsen was trying to accomplish. Amundsen explained he was trying to seek input on the process and duties that will be followed for the secretary. City Attorney Riggs commented on the duties of the chair versus the duties of the secretary. He indicated all adopted records were to be managed by the secretary but all other documents first go to the chair. He noted the chair was responsible for setting an agenda and documents would therefore be forwarded to the chair and would not go through the secretary. Amundsen thanked the City Attorney for sharing his opinion. He explained the secretary has always prepared the documents, since the inception after the Charter. He reported the rights of the chair within the bylaws says the chair will call the meeting, prepares the agenda, presides at the meetings, oversees the implementation of the decisions of the Commission, forwards any action for archive and acts as the primary liaison with City staff. He stated this does not preclude the secretary from also acting as a primary liaison, nor does it exclude the secretary from forwarding minutes. He indicated this has been the practice of the Commission since 2002. City Attorney Riggs advised he did not read in these documents that it was the secretary’s duties to prepare resolutions and language modifications. 1 2 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47