HomeMy WebLinkAboutOrdinance 1537ORDINANCE N0. 1537
AN ORDINANCE AMENDING CHAPTER 2.24. OF THE CENTRAL POINT
MUNICIPAL CODE, RELATING TO RECORDS
WHEREAS, clarification of existing municipal code is necessary in order
to provide more efficient disposition of records, and
WHEREAS ORS 192.005 through 192.170, Custody and Maintenance of Records,
supersedes Municipal Code relating to retention of Records, now, therefore,
THE PEOPLE OF THE CITY OF CENTRAL POINT DO ORDAIN AS FOLLOWS:
Chapter 2.24 of the Central Point Municipal Code is amended to read as
follows:
CHAPTER 2.24
RECORDS
2.24.010 Records retention designated. Pursuant to OAR 166-30-016,
the City Administrator is hereby designated as the Records Officer for the
City of Central Point.
2.24.020 Council and Planning Commission meetings-- Record of
Proceedings.
A. The City Administrator shall cause written minutes to be kept of all
city council and planning commission meetings, at which a•quorum is present, which
minutes shall provide a true reflection of the matters discussed at the meeting
and the views of the participants, and which shall be made available to the public
within a reasonable time after the meeting. The minutes shall include the
following:
1. The names of all members of the public body present;
2. All motions, resolutions, orders, ordinances and
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measures proposed and their disposition;
3. The results of all votes and the vote of each member
by name;
4. The substance of any discussion on any matter;
5. A reference to any document discussed at the meeting.
B. In addition to the requirements of subsection A of this section,
the City Administrator shall cause to be recorded all of the proceedings of all
regular, special or adjourned meetings of the public body at which a quorum is
present, by means of magnetic tape or other sound recording device. All such
records with the exception of executive session records, shall be maintained as
public and official records. The record of executive sessions of the city council
meetings shall not be released to the public unless directed by the council or
unless such disclosure is required by a court in the course of legal proceedings.
C. Meetings such as study sessions, committee meetings, advisory
board meetings and budget committee meetings need not be sound recorded unless the
council expressly so directs, but minutes shall be kept thereof as required by
this section and by law.
2.24.030 Preparation and approval of minutes. When minutes are required by
this chapter, and the charter of the city, or by other ordinances, the person charged
with the responsibility of keeping the minutes shall prepare the same in the
typewritten form and present them to the public body prior to their corresponding
regularly scheduled meeting in the following month, for approval. The approval
procedure shall be as follows:
A. As to spelling or typographical changes, the public body shall direct the
person responsible for keeping minutes to make such spelling or typographical
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corrections as they shall deem appropriate, to present the same to the mayor or the
chairman of the public body for signature, and to enter the same into the official
minute book of the public body with the spelling or typographical corrections.
B. As to substantive corrections, the public body shall direct the person in
charge of keeping such minutes to make an annotation on the margin of the minutes
indicating that the public body has made a substantive correction thereto, and shall
reference the date of the meeting in which the substantive corrections were
discussed. The person in charge of keeping the minutes shall file the minutes, as
annotated, in the official minute book.
C. It is the intention of this section that the minutes, as approved by the
public body, shall be identical to those minutes filed in the official minute book,
with the exception that spelling and typographical errors be corrected and that
annotations be made to subsequent meetings in which substantive corrections were
discussed.
Passed by the Council and signed by me in authentication of
its passage this 6th day of Decemb r 1984.
Mayor
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City Representative
Approved by me this 10th day of DPCPmhPr
1984.
Mayor
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