Town Council Regular and Study Session


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  Item # A.       
Meeting Date: 04/03/2019  
Requested by: Mike Standish Submitted By: Michelle Stine, Town Clerk's Office
Department: Town Clerk's Office  

Information
SUBJECT:
Minutes - March 6 and March 20, 2019
RECOMMENDATION:
Staff recommends approval.
EXECUTIVE SUMMARY:
The Town Code and the Town Council Parliamentary Rules & Procedures and Code of Conduct both require the use of action minutes for all Town Council and board and commission meetings. As required by Arizona Revised Statute 38-431.01, Action Minutes contain the following information:
  • Date, time and place of a meeting
  • The members of the public body recorded as either present or absent
  • A general description of the matters considered
  • A description of all legal actions proposed, discussed or taken, and the names of the members who proposed each
  • The names of persons making statements or presenting material and the item to which their comments relate
BACKGROUND OR DETAILED INFORMATION:
Action minutes have been utilized since 2012 for all Town Council and board and commission meetings. The video and/or audio recordings of all Town Council and board and commission meetings serve as an important recordation method rather than detailed minutes, as the recordings are archived on the Town's website and can be accessed at any time by the public.

The use of Action Minutes has greatly reduced staff time required to transcribe minutes, not only in the Clerk's Office but in every department that produces the various board and commission minutes. Since the change to Action minutes, nearly 1,200 staff hours per year have been saved.
FISCAL IMPACT:
N/A
SUGGESTED MOTION:
I MOVE to (approve or approve with the following changes) the March 6 and March 20, 2019 minutes.
Attachments
3-6-19 Draft Minutes
3-20-19 Draft Minutes


    

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