Title
AN ORDINANCE AMENDING CHAPTER 252, "COMMUNITY DEVELOPMENT DEPARTMENT", OF THE CODIFIED ORDINANCES TO ADOPT NEW SECTION 252.04 TO PROVIDE FOR THE PREPARATION OF MINUTES FOR MEETINGS OF THE CITY'S BOARD OF ZONING AND BUILDING APPEALS, PLANNING COMMISSION, AND ARCHITECTURAL AND HISTORIC BOARD OF REVIEW.
Executive Summary: In light of recent enhancements to the City's website, the public availability of meeting recordings, and staff reductions, this legislation would amend the City's Administrative Code governing the minutes of Planning Commission, the Board of Zoning and Building Appeals, and the Architectural and Historic Board of Review meetings to consist of both a brief written record and an audio/video recording record to serve as the minutes of these boards' meetings.
Body
Legislative History
This matter was considered by Council as related to its minutes last summer. Council adopted legislation to this effect for its minutes on October 2, 2013.
Purpose & Explanation
Last summer at Council's direction the City Solicitor inspected the City's Codified Ordinances governing the minutes of City Council meetings and prepared legislation to accommodate both a written record and an audio/video recording record to serve as the minutes of Council meetings. The legislation also included provisions for an audio back-up recording in the event the audio/video recording should fail, as well as for assigning responsibility to the Clerk of Council for producing written minutes of the meeting in sufficient detail to summarize the discussions and actions taken at the meeting in the event that both the aforementioned recordings failed. At the time, thought was given to extending this policy to other boards; however, it was decided to postpone this extension so that the matter of Council minutes could be expedited. The present legislation is for all intents and purposes identical to that passed last summer for Council, except of course for the names of the boards and the person responsible for the minutes. Not only will adoption of this legislation take advantage of the Granicus/Legistar software, but it will provide needed relief to the Community Development Department.
Timing Considerations
Three readings of this Ordinance are recommended to allow time for its review by Board and Commission members and to allow time for its implementation by the Community Development Department.
Fiscal Impact
Currently Budgeted
Supplemental Appropriation Required
X Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends that Council adopt the proposed Ordinance.
Submitted by,
Scott N. Schroyer, Interim City Manager
Mark Richardson, Community Development Director