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Home My WebLink AboutDocumentation_Regular_Tab 15_02/17/2005 _ _ _ _ _ MEMO DATE: JANUARY 26, 2005 TO: MICHAEL R. COUZZO, VILLAGE MANAGER FROM: GWEN CARLISLE, VILLAGE CLERK RE: AGENDA ITEM 02/17/05 REGULAR COUNCIL MEETING - MINUTES TRANSCRIPTION — VERBATIM COUNCIL MEETINGS __ __ . __ __ __. __ _ __ __ _ _ For Council consideration and discussion. Presently, the Clerk's Office is spending at least 37'/z - 40 hours per month transcribing summary minutes, and at least 12 hours per quarter for Pension Board Meeting Minutes. Note: All minutes are presently transcribed in Summary format. If Council agrees to verbatim minutes for Council Meetings only, my recommendation is for Option l, as stated below. The following are ontions to consider re�arding verbatim Council minutes: Option 1) Hire a Court Stenographer (outsource Minutes) to attend Council Meetings and transcribe verbatim Minutes. Clerk's Office will be free to continue with all other Board and Committee Meeting Minutes. Fees for Court Stenographer Services: (See attached) Example — on the average 2 meetings per month = 24 Meetings per year. 2 hour meeting =$80.00 first hour of attendance $60.00 each additional hour $ 140.00 - 2-hour meeting 250.00 50 pages @5.00 per page $ 390.0(f X 2 meetings per month $ 780.00 per month X 12 months . $9,360.00 per year minimum Option 2) Hire a Planning and Zoning Administrative Secretary/Recording Secretary (Full time) to attend and transcribe Planning and Zoning, Board of Adjustment Minutes, Local Planning Agency (LPA), and Development Review Committee. Salary: $31,000.00 plus benefits —(Clerk's Office will be free to do verbatim Council, and continue with Special Master Code Compliance and Pension Board Meetings). Option 3) Hire a Deputy Clerk/Administrative Assistant for the Village (Full time) to attend and transcribe Meeting Minutes (Including verbatim Council and all boards and committee meetings) Salary: Approximate DOQ —$35,000.00 plus benefits The following are the Minutes presently transcribed by Village Clerk Gwen Carlisle, and Recording Secretary Betty Laur. Note: Summarv Minutes for every hour of ineeting, it takes a minimum of 2'/Z hours of transcription, and Verbatim Minutes require a minimum of 3'/z- 4 hours for every hour of Meeting. 1) Village Council Meetings/Workshops— 2 per month — Meetings on the average run 2-3 hours = minimum of 7 hours per meeting Verbatim Council Meeting Minutes — minimum of 20'/z 6ours Example — O1/13/OS Regular Council Meeting —(Verbatim of that portion of Communications from Council, and New Business Item D- This is not a full set of ineeting minutes) Time spent - Tuesday — Friday, 4 days - average of 5 hours per day = 20 hours. 2) P(anning and Zoning Advisory Board Meeting — 2 per month — Meetings on the average run 2 hours = minimum of 6 hours per meeting 3) Board of Adjustment - Average 1 per month — Meetings on the average run 1-1 I/2 hours = minimum of 5 hours per meeting 4) Special Master Code Compliance — Average 1 every two months — Meetings on the average 1-2 hours = minimum of 2-3 hours per meeting 5) Development Review Committee — Average 1 per month — Meetings run on the average 1-2 hours = minimum of 5%z hours per meeting 6) General Employee Pension Board Meeting — Average 1 per quarter — Meetings run on the average 1-2 hours = minimum of 6 hours per meeting 7) Public Safety Pension Board Meeting — Average 1 per quarter — Meetings run on the average 1-2 hours = miniinum of 6 hours per meeting C:\Documents and Settings�GCarlisfe\My llocuments\Misc\memo to Village Managcr from Gwen minutes transcriptionc.doc RESOLUTION NO. 35-04lOS A RESOLTUION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, ALLOWING FOR THE CHANGE OF THE FORMAT OF THE COUNCIL MEETING MINUTES FROM SUMMARY MINUTES TO VERBATIM MINUTES; ALLOWING THE VILLAGE TO CONTRACT WITH A PROFESSIONAL CONSULTING AGENCY TO TRANSCRIBE I VERBATIM MINUTES OF ALL VILLAGE COUNCIL MEETINGS; � AND TRANSFERING BUDGETED FUNDS IN THE AMOUNT OF i $7,000.00 FROM GENERAL FUND CONTINGENCY ACCOUNT # ; 001-990-599.902 TO VILLAGE CLERK RECORDING SECRETARY ` i ACCOUNT # 001-120-531.304 TO COVER THE COSTS FOR THE � REMAINDER OF THE FISCAL BUDGET YEAR 2004/2005; AND ( PROVIDING FOR AN EFFECTIVE DATE. � WHEREAS, the Village Council of the Village of Tequesta has currently assigned ( the Village Clerk to transcribe the Village Council Meeting Minutes in summary � format for all meetings of the Village Council; and ? WHEREAS, the Village Council of the Village of Tequesta is now requesting the i : Council Meeting minutes format be changed from summary minutes to verbatim ; minutes; and ; � WHEREAS, the Village Council now desires to contract with a professional ! consulting firm to do verbatim Council Minutes; and WHEREAS, the Village Council agrees to transfer budgeted funds in the amount of $7,000.00 from General Fund Contingency account # 001-990-599.902 to Village Clerk Recording Secretary account # 001-120-531.304 to cover the costs for the j ' remainder of fiscal yeaz 2004/2005; and ` i NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF ; : THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS � FOLLOWS: i � Section 1. The Village Council has approved that all Village Council Meeting j Minutes will be transcribed in verbatim format. ' ; Section 2. The Village Council has agreed to contract with a Professional Consulting agency to provide verbatim minutes to the Village Council. Section 3. The Village Council has approved the transferring of budgeted funds from ' account # 001-990-599.902 to account # 001-120-531.304 in the amount of $7,000.00 ' for the costs for Council Meeting Minutes transcribed in verbatim format for the remainder of Fiscal Year 2004/2005. 1 THE FOREGOING RESOLUTION was offered by Council Member who moved its adoption. The Resolution was seconded by Council Member , and upon being put to vote, the vote was as follows: FOR AGAINST ! _ I i j 1 � � i i , The Mayor thereupon declared the Resolution duly passed and adopted this l Oth day j of February 2005 A.D. � � Pat Watkins � Mayor � ATTEST: � � � , � Gwen Carlisle Village Clerk E i i � I � � I I ; � ; 2 FROM : ESQUIRE REPORTING FAX N�. : 561-283-5168 Jan. 25 2005 04:26PM P1 :� � ��'Gf.I•Y'� /`2Q.�G�'G�'; ,�{'d�i �� SERVING "CFi�. T 9Tti lui)ICIAL CIRCUi'1 v' � Ir,dian Rwr�, M.irtin, tik<rchobee anrl 5�. ;.ucie C.rn,ntics ��.�' '+ 4Z2 Camden Auenue ��. '�`� �� Stuart, Florida 34994 ��. � ° ,,� `� `, �ti� �}� �-ROazsz-sso3 3 �.. 772•2d'3•B002 `. 772-464• %95 5 `. F�k 772-Z83•5 J 68 �� ,, , , .� January 25, 2005 TO: Gwen Carlisle 'Village of Tequcsta F1�OM: Kathy Cabre En1oe, President EsqYtire Reporting, Inc. R.E: T�ate rcquest Uear Gwen: Pursuant tp yvur requcst, please find �. detailed breakdo� of our per diem and p��e rates for court rcporting services at Town Council meetrngs. Per l7iem (Far Proceeciings �ommencin,g after S•00 P Ml �'irst Hour (or any portion tliereofj $ 80.00 . �ach Hour thereaftcr � (BYticd in %a increments) 64,00 Pcr Diem (Proceeding commencing and e�naludirig before 5•00 P M and f�r P�oceedin�s transcrihed frorn auc�iota�es,�** � First 1�our (or any portion thereo� $ 60.00 Each Hour thereafter (Billed in I/4 increments) 40.4Q �*'�1V�TE: Per diem far tap� transcription may in fact be in excess of actual ��co�ding ttme of ta�e/CD due to inQUdible portians of audio r�eearding and r�epvrter's• requirement to repetitively listen to th�se areas; atso due to anultiple speakers overlapping and n.ecessitating repetitive listening time.) 5�2rving Lhe iegal cprr�munity since 198�i FROM : ESQUIRE REPORTING FAX N0. : 561-283-5168 Jan. 25 2005 04:27PM P1 ��G�y'Pi l�. ��L�; .�j'LG S{�RV{NG rl IE 1 y 1 H JUDIC_:fAL CIRCUIT utidian k�ver, M :uTlll, Uk0'rChobce .utd 5t. Lucir Couititits 42Z Camden Avenue Scuart, Florida 34494 1-80U-7.82-8803 777-283-8007 772-464-7955 Fax 7I2 283-5165 �wen Carlisle ��,ge Two �anuary 25, 2005 I�ag� Rate (Normal Deliver.� —14 busineSS daXs with certa.in exc tl , ons�_ �riginal and one copy of verbatim transcript of proceedings $4.95 per page �ach Additional certified copy 2.04 per page IVliscel eous ASC�r disks $ 10.00 per disk (Up to 200 pages of transcript) Condensed transcript $ 20.00 per condensed (Up to 200 pages of transcript) (Note: ASCII disks and cond�n.sed transcripts are available only T1V ADl?r7'lIJN to completed verbatim transeripts; not in place of.) Phatocopies of exhibits $.25 Fer page Posta�e billed at actual U.S. Postal Services rates b�sed on weight Serving the legal community since 1984 JAN W�ll U3 �46 PM LEY & MARSAA FAX N0, 561 6860655 P. Ol �� Received JAN 161005 1/illage N ;gr�s pff �� 1�V 1.L"�..i��.tJ �t:1.�, �:OCJPT ��PU��'ER� ZNC. TEi.�:PI�IONE (,�T) sss-o4an 15: T 2�QRUM PJ.AC};, S11ITE 4(XyA FAX (3GY) GBG�OG55 W�STPI�LM BT.�1CI•1, Fi.OP.IDA 8340I DA1�: � �S TU: F1RM: IiL: Number o� pages Ueing se�it, includin� cover: T'actiimile Tetephone.Number: Messa�e: �.4' � ,_,�J�-� ' { - .�.� ��,��.�- . ,c�- �.. , �� , ,c� �. ��e., .,�� r�. � , �� . . ��e' ,�t �x-�,�- .•�'c.�, u� .,�.�. � �d�a�, � . ��`�'` �,� Q,` ,�c.tl`�`��c' � � T1ia.nk you fc�r your assistance. � N o - Ci. 1� 1� CD O CO m CO .--. 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