Title
Discussion: Legal requirements for written meeting minutes when utilizing audio/video recording devices.
Executive Summary: In light of recent enhancements to the City's website and the public availability of meeting recordings, it is contemplated that written minutes of Council meetings and workshops could be simplified if Council so desires.
Body
Legislative History
Codified Ordinances Section 220.03 (c) and (d), Rules, indicates that "the minutes of the Council meeting shall identify matters by item number or ordinance/resolution number," and "it shall be the duty of the Clerk of Council to furnish an accurate record of all items considered and action taken on the items considered at the proceedings of regular or special meetings of Council." In addition, Section 220.031, indicates that the minutes of Council workshop meetings be "full and accurate," enabling "the public to understand and appreciate City Council's discussion."
Purpose & Explanation
Since February 2010, the City has been streaming public meetings via the Internet using a program called Granicus, including regular and workshop meetings of City Council and the Planning Commission. These recordings are archived and available publicly.
With enhancements to the Granicus system, beginning in September, 2012, the City's website (Hudson.legistar.com) provides the ability to view meeting details by subject. This enables the viewer to witness meeting discussions and actions first-hand.
The City's website also provides meeting agendas and approved minutes, as well as staff reports, supporting information, and links to action details, meeting details, and video for each piece of legislation and topic discussed and/or acted upon. The attached screen shot is an example of details available for any particular item.
A recent opinion from the City Solicitor is also attached for Council's review. Given the public availability of video recordings of meeting discussion, it appears th...
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