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HomeMy WebLinkAboutOrdinance 1413ORDINANCE N0. 1413 AN ORDINANCE RELATING TO PREPARATION AND APPROVAL OF MINUTES THE PEOPLE OF THE CITY OF CENTRAL POINT DO ORDAIN AS FOLLOWSs Section 1. Section 2.24.040 of the Central Point Muni- cipal Code is hereby amended to read as follows: 2.24.040 Record of proceedings of Council and Planning Commission. meetings. A. The City Recorder in the case of City Council meetings, and the Planning Commission secretary provided pursuant to Municipal Code Section 2.16.060, in the place. of the Planning Commission, shall attend and keep written minutes of all City Council and Planning Commission meetings, respectively, at which a quorum is present, which minutes shall provide a true reflection of the matters discussed at the meeting and the view of the participants, and which shall be made available to the public within a reasonable time after the meeting. Said minutes shall include the following: 1. The names of all members of the public body present.. 2. All motions, resolutions, orders, ordinances and 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 paragraph (A) above, the City Recorder or Planning Corlrnission secretary, as the. case may be, shall record or cause to be recorded all of the pro- ceedings 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, and possession thereof may be retained by either the City Recorder or City Administrator in the case of City Council records, or the Planning Commission secretary or the City Administrator in the case of Planning Commission records. The record of executive sessions of City Council meetings may be retained by either the City Recorder or the City Administrator at the direction of the Council, and 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 recorded. unless the Council expressly so directs, but minutes shall be kept thereof as required by this ordinance and by law. Page 1 - Ordinance No . 1413 Section 2, There is hereby added to the Central Point Municipal Code Section 2.,24,050 which is to read as follows: 2,24,050 Preparation and approval. of minutes. When minutes are required. by this Chapter, the Charter of the city, or by other ordinances, the person charged with the responsibility of keeping said minutes shall prepare the same in typewritten form and present them to the public body prior to their corres- ponding 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 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 said 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 said minutes indicating that the public body has made a substantive correction thereto, and shall reference the date of the meeting in which said substantive corrections were discussed. The person in charge of keeping said minutes shall then file said minutes, as annotated, in the official. minute book, C. It is the intention of this ordinance 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 were. discussed. Passed by ther,Council and signed me in authentication of its passage this day of .Ne 1980. nth December yor ATTEST: ~c,..~~,.~.- City corder Approved by me this it ;-~., ,,.a,,.., 19 8 0 , Page 2 - Ordinance No, 1413