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<br />Item No. 8I <br />Meeting Date: February 13, 2006 <br />Type of Business: CA <br />WK: Work Session; PH: Public Hearing; <br />CA: Consent Agenda; CB: Council Business <br />City Administrator Review _______ <br /> <br />City of Mounds View Staff Report <br /> <br /> <br /> <br /> <br /> <br /> <br />To: Honorable Mayor and City Council <br />From: Greg Lee, Director of Public Works <br /> <br />Item Title/Subject: Resolution 6744 Authorizing to Advertise and <br />Contract for a Minute Taker for the Park and <br />Recreation and Forestry Commission Meetings <br /> <br />Background: <br />In recent years the Public Works Director has been creating minutes for the Park <br />and Recreation and Forestry Commission Meetings. This has been done by one <br />of two methods: take minutes and conduct the meeting at the same time, then <br />type up the minutes afterwards -or- conduct the meeting then review the tape at <br />a later date and type up the minutes. <br /> <br />This perhaps may not be the most cost effective use of staff time. <br /> <br />Discussion: <br />The Park and Recreation and Forestry Commission has recommended that the <br />City budget include funds for facilitating minute taking of their meetings. The <br />adopted 2006 Budget has $700 included in the parks budget for this activity <br />(Account 100-4360-3030). <br /> <br />The proposal is to contract with an individual to take the minutes. The process <br />would include an individual picking up the meeting tape shortly after the monthly <br />meeting or watching the cable broadcast of the meeting and creating the minutes <br />using his or her own equipment. The minutes would then be emailed back to the <br />City to be included in the information packet for the next meeting. The City would <br />then submit payment to the individual in the recommended amount of $10 per <br />page. The volume of minutes per meeting is estimated to be 4 to 6 pages. <br /> <br />For financial comparison purposes, the City currently contracts with Timesaver to <br />take minutes for the City Council meeting and the Planning Commission <br />Meetings. The 2005 and 2006 rates are as follows: <br /> <br />2005 RATES 2006 RATES <br />BASE RATE: $112.00 BASE RATE: $115.50 <br /> <br />Add’l ½ Hours: $27.75 Add’l ½ Hours: $28.50 <br /> <br />