City Council Minutes 2016 03 15 - Laserfiche WebLink

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City Council Meeting Minutes March 15, 2016 Page 14 of 17 Public Relations Manager Muth noted sending out 2,000 surveys gamered a broad response and opening it to the public has not been done in the past. Mayor Muckle noted there would then be information not statistically valid. Ms. Morgan asked about the words excellent, good, fair and poor. She wondered if this slanted to the positive. Public Relations Manager Muth noted the wording was used in previous surveys and if changed would not provide comparison. MOTION: Council member Loo moved to approve the survey as amended, seconded by Council member Maloney. All in favor. DISCUSSION /DIRECTION — CHANGE TO VIDEO MINUTES FOR CITY COUNCIL, PLANNING COMMISSION, AND HISTORIC PRESERVATION COMMISSION Mayor Muckle called for a staff presentation. Public Relations Manager Muth noted this year the City will be moving to a new web streaming service that will give staff the ability to embed links into the meeting minutes connecting each meeting item directly to a specific video section of the meeting. Given the ease of this system for the end user, the technological ability we now have to maintain video files, and the ability to post to the City's web site action minutes linked to the video almost immediately following a meeting, staff is recommending transitioning from the current longer, written minutes to shorter, written action minutes with accompanying video as the record of the meeting. The video minutes will not be searchable by word or name the way the written minutes are, however staff will index the minutes at multiple points to make it easier to find items or speakers (beginning of item, staff presentation, public hearing, closing public hearing, etc.). City Clerks' best practices are moving towards less detail in minutes and not identifying each and every speaker and every point made. That being the case, searching written minutes that aren't as detailed will mean video is likely a better option if the end user wants to know exactly what everyone said. Such a change will save a great amount of staff time in both writing and reviewing the minutes, thus freeing up time for additional work load. The State of Colorado Municipal Records Retention Manual requires a paper copy of minutes be kept in perpetuity. Charter Section 4 -1(b) also states Council "shall cause minutes of each regular and special meeting to be taken and to be retained permanently in the records of the City." The action minutes from the meeting will meet these requirements. Additionally, the City's record retention system (Laserfiche) can take the video files and they will be available to the public through the City's Digital Records Repository on the City's web site giving the public two ways to find the video on the