HomeMy WebLinkAboutPark and Recreation Commission Minute Taker - Advertize and Hire 2-13-2006
Item No. 8I
Meeting Date: February 13, 2006
Type of Business: CA
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business
City Administrator Review _______
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Greg Lee, Director of Public Works
Item Title/Subject: Resolution 6744 Authorizing to Advertise and
Contract for a Minute Taker for the Park and
Recreation and Forestry Commission Meetings
Background:
In recent years the Public Works Director has been creating minutes for the Park
and Recreation and Forestry Commission Meetings. This has been done by one
of two methods: take minutes and conduct the meeting at the same time, then
type up the minutes afterwards -or- conduct the meeting then review the tape at
a later date and type up the minutes.
This perhaps may not be the most cost effective use of staff time.
Discussion:
The Park and Recreation and Forestry Commission has recommended that the
City budget include funds for facilitating minute taking of their meetings. The
adopted 2006 Budget has $700 included in the parks budget for this activity
(Account 100-4360-3030).
The proposal is to contract with an individual to take the minutes. The process
would include an individual picking up the meeting tape shortly after the monthly
meeting or watching the cable broadcast of the meeting and creating the minutes
using his or her own equipment. The minutes would then be emailed back to the
City to be included in the information packet for the next meeting. The City would
then submit payment to the individual in the recommended amount of $10 per
page. The volume of minutes per meeting is estimated to be 4 to 6 pages.
For financial comparison purposes, the City currently contracts with Timesaver to
take minutes for the City Council meeting and the Planning Commission
Meetings. The 2005 and 2006 rates are as follows:
2005 RATES 2006 RATES
BASE RATE: $112.00 BASE RATE: $115.50
Add’l ½ Hours: $27.75 Add’l ½ Hours: $28.50
or
2005 RATES 2006 RATES
Per Hour Fee: $24.00 Per Hour Fee: $24.75
Per Page Fee: $10.90 Per Page Fee: $11.25
The City is paying Time saver $24.75 per hour AND $11.25 per page. In
reviewing these rates, Staff believes that meeting minutes for the Park and
Recreation Commission Meetings could be produced cheaper with a slight /
minimal reduction in professional quality.
As previously stated, the adopted 2006 Budget has $700.00 allotted in the
professional services account of the parks department in the General Fund
(account 100-4360-3030) for this item.
Recommendation:
It is recommended the Council adopt a resolution authorizing to advertise and
contract for a minute taker for the Park and Recreation and Forestry Commission
Meetings.
Respectfully Submitted,
Greg Lee, Director of Public Works
RESOLUTION 6744
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AUTHORIZING TO ADVERTISE AND CONTRACT FOR A MINUTE TAKER
FOR THE PARK AND RECREATION AND FORESTRY COMMISSION
MEETINGS
WHEREAS, in recent years the Public Works Director has been
creating minutes for the Park and Recreation and Forestry Commission
Meetings; and
WHEREAS, this perhaps may not be the most cost effective use of
staff time; and
WHEREAS, there is a proposal to contract with an individual to
take the minutes at a rate of $10 per page of minutes; and
WHEREAS, the adopted 2006 Budget has $700 allotted in the
professional services account of the parks department in the General Fund
(account 100-4360-3030) for this item.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
City of Mounds View, Ramsey County, Minnesota as follows:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Mounds View, Ramsey County, Minnesota as follows:
1. That the Public Works Department is authorized to advertise for an
individual to take minutes for the Park and Recreation and Forestry
Commission
2. That the Public Works Department is authorized to contract with
said individual to take minutes for the Park and Recreation and
Forestry Commission at a rate of $10 per page of minutes.
3. That the funds to finance this contract will be derived from the
professional services account of the parks department in the
General Fund (account 100-4360-3030).
th
Adopted this 13 day of February 2006.
(ATTEST) ____________________________________
Rob Marty, Mayor
(SEAL)
____________________________________
Kurt Ulrich, City Administrator