| To: |
Mayor Collins and Helena City Commission |
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| From: |
Dannai Clayborn, Clerk of the Commission |
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| Subject: |
Official Meeting Minutes Form and Process |
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Present Situation:
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Past Meeting Minutes have typically been prepared by the City Clerk and are a narrative summary of each item on the agenda. That narrative summary often involves a subjective interpretation of discussion and public comments. Commissioners have provided initial review and feedback of the draft minutes. The Commission then approves the minutes at a regular commission meeting. Due to staffing shortages since September of 2019, and a change in meeting format to the online Zoom platform the process and substance of meeting meetings is need of review. |
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Proposal/Objective:
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Staff proposes to designate the audio and video recording of regular and administrative Commission meetings as the official record and the minutes would consist of a log or time stamp for each main agenda item rather than a narrative summary. That log or timestamp would provide assistance to the public in accessing that portion of the meeting.
The minutes will include the information that is required by 2-3-212(3), MCA:
• Date, time and place of meeting;
• List of the individual members of the public, agency or organization in attendance;
• Substance of all matters proposed, discussed or decided; and
• A record of votes by individual members for any votes taken.
No additional substantive written record of the meeting will be provided.
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Notice of Public Hearing:
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Attached
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| ATTACHMENTS: |
| No Attachments Available |
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