HomeMy WebLinkAboutNB 2 P.C. MINUTES 02-01-93ATE:
NEW BUSINESS N0. 2
2-1-93
inter
- Com
FEBRUARY 1, 1993
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: CHRISTINE A. SHINGLETON, ASSISTANT CITY MANAGER
SUBJECT: PLANNING COMMISSION MINUTES
RECOMMENDATION
Pleasure of the City Council.
Background
At the City Council meeting of January 18th, Councilman Saltarelli
asked if it would be possible for the City Council to receive
minutes of the last Planning Commission meeting in lieu of the
action agenda which is currently provided.
The Planning Commission meets on the second and fourth Monday of
the month. Council agenda reports must be finaled and up to the
City Manager's office by Wednesday at noon to be completed and
ready for the City Council by Wednesday. In order to meet this
agenda deadline there would only be 1;� days available to transcribe
the Planning Commission's minutes and have them edited and finaled.
Planning Commission minutes are currently provided to the City
Council with the Planning Commission Agenda which is generally sent
out 10 days after each Planning Commission meeting. I feel it is
important for the Planning Commission to first review the minutes
in the event that their comments/questions may have been
misinterpreted. The transcribing of minutes is very labor
intensive and is presently done by an outside clerical contractor.
If our department secretary were to assume this responsibility we
would be unable to meet the Council report agenda deadlines, as the
preparation of the minutes would consume approximately two full
days of her time.
Our present contract for services is $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. A comparison of court reporter
costs for the same services would be approximately $200 not
including redrafts. The use of a court reporter might speed up the
transcribing process but in order to provide sufficient time for
editing, redrafts and meeting the Council deadline, the transcript
would need to be provided to the Community Development Department
within hours of the Planning Commission meeting.
City Council Report
Planning Commission Minutes
February 1, 1993
Page 2
If the Council's intent is to understand the dialogue that
transpires at the Planning Commission meeting, I would recommend
that we make available a copy of the meeting audio tapes for the
City Council. These tapes could be provided along with the action
agenda we now use.
i&"-. A41t;�
Christine A. ShOanager leton
Assistant City
CAS:kbc\pcmnts.mem
CC: Planning Commission