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Page 2 of 3 The City's Record Retention Schedule designates City Council meeting minutes, ordinances, and resolutions as permanent records. This policy expands the same retention to minutes and resolutions (if applicable) of Commissions and Committees. DISCUSSION Minutes will be prepared by the City Clerk, staff liaisons or designees, in action format. Action minutes capture a final action taken by the City Council, commissions and committees or the outcome of an item for the primary purpose of memorializing decisions. Any component that does not serve this primary purpose is minimized or eliminated; this includes summarized staff presentations and comments made by individual body members and members of the public. In adoption of a resolution, introduction or second reading of an ordinance, the minutes shall include the title of the resolution or ordinance. As ordinances are not read in full, the motion shall include, and the minutes reflect, that full reading was waived. Oral reports will be referenced in the minutes by name of the person, general subject matter, and any majority direction made by the legislative body. Public comments will include only the name of the speaker, if provided. At City Council meetings, the Mayor will adjourn the meeting and the City Clerk will note the time for the record. At meetings of commissions or committees, the chairperson will adjourn the meeting and the staff liaison or designee will note the time for the record. Meeting Recordings To the extent feasible and whenever practicable, open meetings will be electronically recorded in the preferred formats below: • Regular and special meetings of the City Council and Planning Commission will include audio and visual recording • Regular and special meetings of all other commissions and committees will include audio recordings only Recordings of City Council meetings will be retained for a period of 15 years, commissions for 10 years, and committees for 5 years. Closed sessions and special meeting workshops, study sessions, special meeting site visits and interviews are not recorded. Components of Action Minutes To establish proof that meeting requirements have been complied with, minutes shall contain the following: 1. Type of meeting: regular, adjourned regular, or special 2. Date, time, and location of meeting 3. Names of members in attendance a. If member arrives late, note time of arrival 4. Agenda Amendments 5. Meeting Open to the Public a. Name of speaker (if provided) 6. Agenda items 7. Recordation of actions taken