10D Action 2011 0516 - Laserfiche WebLink

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Action Minutes 2 May 16, 2011 Analvsis While summary minutes provide a sense of what happened during a meeting, there are inherent problems with this type of minute - taking. It is difficult to distill a lengthy discussion while providing the appropriate context. The actual audio recording is the best method available for capturing the nuances of the meeting and assessing legislative intent. When researching a particular Council action or discussion, staff will often refer to the meeting recording, as the minutes do not always provide the information sought. With the implementation of digital audio streaming of City Council meetings, City Council agendas, minutes and audio recordings are all accessible to the public via the City's website. Additionally, the audio recordings for each agenda item are separated, and the sound files linked to the corresponding agenda item on the online version of the meeting minutes. Individuals wishing to listen to a particular agenda item can now go directly to that item, rather than scrolling through an audiotape or digital file. By accepting action minutes as the official record for City Council meetings, the City could achieve the following: • A complete, accessible, objective account of the meeting proceedings, by providing action minutes plus the audio Zink for each agenda item • Quicker turnaround —draft minutes can be completed the day after the meeting • Staff time savings of 15+ hours per month The Council could still request that particular items or statements be entered in the minutes "for the record," with the understanding that these requests would add to the time needed for minutes processing and approval. Current City Council Policy Title 4, Chapter 3, Section 4.3.100 of the San Leandro Administrative Code specifies that the City Clerk shall prepare Action Minutes for all City Council regular and special meetings. Previous City Council Action(s) - N/A City Council Committee Review and Action On March 24, 2011, the City Council Rules and Communications Committee discussed this item, and recommended it be forwarded to the City Council for review and approval. Fiscal Impact None. Staff time savings would be achieved from this change. Budget Au thority - N/A Attach ments None. CONCLUSION Staff requests that the City Council consider accepting action minutes as the official record for City Council meetings.