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RESOLUTION NO. 1 1 -»
A RESOLUTION of the City Council of the City of Port Angeles,
Washington, establishing a policy for the format of the City Council
Meeting Minutes.
WHEREAS, City Staff has recommended to the City Council adoption of a policy of
streamlining the practice of taking detailed minutes for the City Council, and
WHEREAS, it is in the best interest of the City to establish a uniform, objective policy
for the preparation of council minutes; and
WHEREAS, the preparation of these minutes maximizes personnel resources and is more
cost effective and time efficient.
NOW, THEREFORE be it resolved by the City Council ofthe City of Port. Angeles as
follows:
Section 1. The following information shall be included in the council minutes:
A. Date, hour, and place of the meeting.
B. The names of members in attendance and members absent. If a member
arrives late or departs before adjournment, the minutes should reflect the time
of arrival and/or departure at that point in the minutes, and next to the
member's name in the roll call section.
C. Whether it is a regular, adjourned, or special meeting.
D. Time the meeting commenced. Time of meeting recess (if any).
E. Topics of business.
F. Actions taken on each business item:
- Record motions and votes
- Include direction given to staff by general consensus
- If an intent is stated, include a summary stating the intent ofthe Council.
G. Statements made "for the record" or made for the express purpose of
clarifying the intent of the body.
H. Oral communications /public comment should reference the name of the
person, address, subject matter addressed, whether the comments were for or
against the subject matter, and direction (if any) given.
L City Council. Reports should include the names of meetings attended, and .
subject of meetings, when provided.
J. Adjournment time and, if applicable, whether the meeting was adjourned to
another time prior to the next regular meeting.
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ATTEST:
K. Signature block for the Mayor and City Clerk.
Section 2. With respect to public hearings, the minutes shall include:
A. The time that the public hearing was opened.
B. Identification of any written evidence in the form of statements, affidavits,
reports, photographs, maps, correspondence, or other objects filed at the
hearing and included as part of the record.
C. The names and addresses of people who spoke and whether their testimony
was for or against the hearing subject.
D. Findings of the body (if the findings are modified or otherwise not
incorporated in the ordinance, resolution or staff report as a result of the
hearing).
E. The time that the public hearing was closed. If the hearing is continued, the
date, time and place of the continued hearing shall be reflected in the
minutes.
F. Statements made "for the record" or made for the express purpose of
clarifying the intent of the body.
G. Action taken on the subject matter:
- Record motions and votes
- Include direction given to staff by general consensus
-If an intent is stated, include a summary stating the intent of the Council.
Section 3. The audio recordings of the City Council meetings shall be maintained by the
City Clerk for a period not less than six years, according to the Washington. State retention
schedule.
PASSED by the City Council of the City of Port Angeles at a regular meeting of said
Council held on the t 5th day of tat, 2010.
sa Hurd, City Clerk
G:\LEGALIn ORDINANCES& IRESOLUTI ONS\R ESOLUT IONS.20 ECM - Cou ncilAction-Clerk's Minutcs.04 l21 0.wpd, June. 24, 2010
Mayor Dan Di Guilia
APP OVED AS TO F
William E. Bloor, City Attorney