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Bicycle, Pedestrian & Trails Committee Agenda Report January 23, 2023 Item 6 SUBJECT: REVIEW THE RECENTLY ADOPTED POLICY FOR MEETING MINUTES SUMMARY City Council adopted the City Council Rules and Procedures in July 2022, and a supplemental standard meeting minutes format was adopted in December 2022, to keep an accurate and consistent record of the proceedings. The administrative policy for the meeting minutes defines the process, including the information to be recorded, what format the recordings will be depending on the type of legislative or advisory body, who is responsible for adjourning the meeting, and how long the records will be kept on file. The Bicycle, Trails, and Pedestrians Committee (BPTC) should review the format prior to incorporation into future meetings. RECOMMENDATION Review the recently adopted administrative policy for the standard meeting minutes format for meetings of the City’s legislative and advisory bodies. BACKGROUND In July 2022, City Council adopted the City Council Rules and Procedures. To supplement the Rules of Procedures, the City adopted action minutes as the standard meeting minutes format for meetings of the City's legislative (City Council) and advisory bodies (Commissions and Committees, including the BPTC) on December 2, 2022. The adopted policy includes an account of all open meetings of the City Council, to be prepared by the City Clerk, and accounts of the meetings of commissions and committees, to be prepared by staff liaisons or designees, with the intent to keep an accurate record of the proceedings. The actions of the City Council, commissions and committees include the following: • Resolutions are utilized to document actions, findings, or opinions made by the City Council and Planning Commission dealing with matters generally involving a factual determination that conditions necessary for the operation of a statute or ordinance have been met or relate to the administrative business of the City. • Ordinances are utilized when providing a permanent rule of government or conduct that remains in force until the ordinance is amended or repealed. • Minute orders are motions made at a meeting to take certain actions not requiring an ordinance or resolution. For example: approving minutes, accepting a report, providing direction. These actions are captured in meeting minutes and after approval of the final minutes, minutes shall be filed as a permanent record.