HomeMy WebLinkAbout98-044RESOLUTION NO. 98- ~ t~
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT
TOWNSEND ESTABLISHING A POLICY OF ACTION MINUTES FOR
THE CITY COUNCIL
WHEREAS,
the Government Operations Committee has recommended to the full City Council
adoption of a policy of streamlining the practice of taking detailed minutes for the
City Council, and
WHEREAS, it is in the best interest of the City to establish a uniform policy for the
preparation of council minutes; and
WHEREAS, the preparation of "action minutes" maximizes personnel resources and is more
cost effective and time efficient; and
NOW THEREFORE
follows:
SECTION 1.
BE IT RESOLVED by the City Council of the City of Port Townsend as
The policy of taking action minutes for the City Council is established.
SECTION 2.
A.
B.
C.
E.
F.
G.
H.
The following information shall be reflected in the action minutes:
Name of the body.
Date, hour, and place of the meeting.
The names of members in attendance and members absent. If a member
arrives late or departs before adjournment, the minutes should reflect the
time of arrival and/or departure at that point in the minutes.
Whether it is a regular, adjourned, or special meeting.
That proper notice has been given if it is a special meeting.
Time the meeting commenced. Time of meeting recess (if any).
Topics of business.
Actions taken on each business item:
- Record motions and votes
- Include direction given to staff by general consensus.
Statements made "for the record" or which clarify the intent of the body.
Oral communications/public comment need only reference the name of
the person, subject matter addressed, and direction (if any) given.
Adjournment time and, if applicable, whether the meeting was adjourned
to another time prior to the next regular meeting.
Signature block for the City Clerk.
SECTION 3. With respect to public hearings, the action minutes shall include:
A. The fact that the public hearing was opened.
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The fact that required notice was given, the manner of giving notice
(publishing, posting, mailing), dates(s) of publishing, posting or mailing,
and number of copies posted or mailed (if this information is given in the
staff report accompanying the public hearing, it need not be repeated in
the minutes).
Appropriate reference to any written evidence in the form of statements,
affidavits, reports, photographs, maps, correspondence, or other objects
filed at the hearing and included as part of the record.
The names of people who spoke and whether their testimony was for or
against the hearing subject.
Findings of the body (if the findings are modified or otherwise not
incorporate d in the ordinance, resolution or staff report as a result of the
hearing).
The motion and vote to close the public hearing. If the hearing is
continued, the date, time and place of the continued hearing shall be
reflected in the minutes.
Statements made "for the record" or which clarify the intent of the body.
Action taken on the subject matter:
- Record motions and votes
- Include direction given to staff by general consensus
SECTION 4. The audio tapes of City Council meetings shall be maintained by the City
Clerk for a period of six years, according to the state retention schedule.
ADOPTED by the City Council of the City of Port Townsend and signed by the Mayor on this
sixth day of April, 1998.
~Julie McCulloch, Mayor
Attest:
Pamela Kolacy, City Clerk
'lS~~Mati~m, City Attorney