HomeMy WebLinkAbout03 PC Action MinutesITEM #3
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DATE: AUGUST 11, 2009 ,,,,,~k,
BUILDING OUR FUTURE
HONORING OUR PAST
TO: PLANNING COMMISSION
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
SUBJECT: PREPARATION OF ACTION MINUTES FOR PLANNING COMMISSION MEETINGS
RECOMMENDATION
That the Planning Commission receive and file this report.
BACKGROUND AND DISCUSSION
At the July 21, 2009, City Council meeting, the Council directed the City Clerk to
prepare Action Minutes of all City Council meetings prospectively. As such, the various
City Boards and Commissions will receive Minutes similar to those of the City Council.
The Planning Commission secretary is responsible for preparing the Minutes of the
Planning Commission's meetings. These draft Minutes are reviewed and adopted by
the Planning Commission before they are considered final. Once adopted, the Minutes
become the only official record of what took place at a meeting and may be subpoenaed
for court purposes.
Minutes are the history and legal record of the City. Minutes are a record of all actions
and proceedings but not a record of discussions. Minutes need not be verbatim and are
intended to refresh the recollection of the members and give the reader sufficient
understanding of the proceedings. Originals are filed with the City Clerk and are part of
the City's official permanent records.
The City broadcasts the Planning Commission's meetings on Time Warner (Channel 3)
and Cox Cable (Channel 30). These meetings are shown live and repeated during the
month. Digital recordings of each meeting are also kept permanently and may be
purchased for a nominal fee.
Type of Minutes
Minutes can be prepared in several different formats, including: Action Minutes, Summary
Minutes, and NarrativeNerbatim Minutes. The Recording Secretary has been preparing
Summary Minutes of the meetings. With the advent of Webcasting and archived media on
the Internet, these lengthy written Minutes and mode of recording are time consuming and
no longer necessary.
Action Minutes
August 11, 2009
Page 2
Action Minutes will still record the actions taken by the Commission, yet will be
complemented by on-demand Webcast of the actual meeting.
Action Minutes will have the following information:
• Meeting date
• Indication of whether the meeting is regular, regular adjourned, or special
• Location
• Starting and ending times
• Description of times
• A listing of speakers and whether they were in favor or opposed to an item
• A statement of action (motion, resolution, or ordinance) and how the
members voted
• Any statement by a member that that person announced was "for the
record."
If the meeting is a workshop or study session, Action Minutes can be expanded into
Summary Minutes when appropriate.
In January 2008, the City started Webcasting the televised meetings. Internet users can
watch those meetings live on computer or the archived meetings at any time using
streaming video. The viewing software operates in the same way as a tape player with
volume, stop, pause, and fast-forward controls. For those who do not have a computer at
home, the meetings may be viewed at the City Clerk's computers. The Tustin Library
anticipates that they will be able to offer streaming video when the new library opens in the
Fall 2009.
Elizabeth A. Binsack
Community Development Department
S:\Cdd~PCREPORT\2009~ACTION MINUTES.doc