HomeMy WebLinkAboutOB 1 P.C. MINUTES 02-16-93OLD BUSINESS NO. 1
2-16-93
E N DA.."O-** y
vATE: FEBRUARY 16, 1993 Inter -Com
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TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
SUBJECT: PLANNING COMMISSION MINUTES
RECOMMENDATION
Pleasure of the City Council.
BACKGROUND
At the City Council meeting of February 1, 1993, the Community
Development Department prepared a report in response to Councilman
Saltarelli's request to receive more detailed minutes of the last
Planning Commission meeting in lieu of the action agenda which is
currently provided.
In order to meet the City Council's agenda deadline, one
alternative would be the use of a court reporting service instead
of the City's present outside clerical contractor. Further
research has been done on the full costs of a court reporting
service that could provide a transcription of Planning Commission
meetings within a 24-48 hour turnaround. Three court reporting
services in Orange County were contacted with all quoting service
prices that were comparable.
The estimated cost for a court reporter attending Planning
Commission meetings would range between $1,000 to $1,300 per
meeting or a yearly estimate of approximately $24,000 to $31,200
annually. The cost includes an appearance fee of between $150.00
to $200.00, $11 per page transmitted to the City and minor
corrections and editing. The services contacted estimated that a
2% hour meeting (average Planning Commission meeting) would
generate 100 pages of verbatim text. Any additional editing or
summarizing needed to prepare actual minutes would be billed at $25
per hour. A summary would need to be prepared, since 100 pages of
verbatim text could not be reasonably presented to the City
Council.
Our present clerical contractor who provides shorthand and minutes
to the City bills at a rate of $18 per hour which includes meeting
attendance, transcribing, typing, all corrections, printing and
delivery of Commission minutes and generally runs approximately
$100-120 per meeting generally not exceeding a monthly expenditure
City Council Report
Planning Commission Minutes
February 16, 1993
Page 2
of greater than $300 or $3,600 annually for Planning Commission
minutes. In further discussion with the City's contractor, she
would like to be given an opportunity to at least attempt to
complete draft minutes in approximately three days or by Thursday
after the Planning Commission meeting. Upon department review and
correction, the minutes could then be hand delivered to the
Council.
The Community Development Department also investigated the costs
associated with using a student from a court reporting school.
Three Orange County court reporting schools were contacted. Only
one school had a student who could possibly provide service to the
city. Estimates of costs per meeting, which included appearance
fees and transcribing fees was $475.
ristine A. #ingleton
Assistant City Manager
CAS:kbc\pcmntes.rw