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Who prepares your minutes?
Last Post 08/17/2016 04:22 PM by Stephen French. 9 Replies.
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Laura Pierce
New Member
New Member
Posts:22

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07/29/2016 11:44 AM
    I am gathering info to make a case to hire a recording secretary for our Commission meetings. (Currently I take the minutes.)

    If someone other than the Clerk does the minutes:
    • Does a current employee take the minutes? If so, who (Deputy, FT or PT staff)?

    • Does a contractor take the minutes? If so, what is their fee? Are they paid per meeting or per hour it takes to do the work?

    • How frequently does your Council/Commission meet?

    I would greatly appreciate a job description as well – Lpierce@bhamgov.org.

    Thanks,
    Laura

    Max Engle
    Basic Member
    Basic Member
    Posts:166

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    07/29/2016 01:22 PM
    My Deputy takes the minutes and types them up.
    Barbara Pallotta
    New Member
    New Member
    Posts:3

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    07/29/2016 01:32 PM
    Hi Laura,
    We contract @ $200.00 per meeting; $5.00 add'l for each page exceeding 10 pages. We have 2 regular meetings scheduled per month and approximately an additional 9 Budget Meetings. Our cable studio e-mails an audio of our meetings and we forward it along with a draft of the minutes that already includes all motions w/votes. As of Jan-2017 our the discussion portion of our minutes will be reduced considerably because we videotape all meetings and they are available on our website. Our cable studio is currently working with the company who sold us the video software so that our video meetings will also be indexed.
    I hope this helps!
    ~Barb
    Susan McCullough
    New Member
    New Member
    Posts:13

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    07/29/2016 05:01 PM
    We have three people in the office who serve as Recording Secretary -- whoever is available. The Deputy Clerk, Deputy Supervisor and/or the Clerk's Admin Assistant.
    Linda Kerr
    New Member
    New Member
    Posts:23

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    07/30/2016 10:55 AM
    My deputy clerk attends the meetings and takes minutes, I also take notes during the meeting.
    Linda Kerr
    New Member
    New Member
    Posts:23

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    07/30/2016 10:55 AM
    My deputy clerk attends the meetings and takes minutes, I also take notes during the meeting.
    Linda Kramer
    New Member
    New Member
    Posts:6

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    07/30/2016 12:00 PM
    As the Clerk, I take the minutes at the Board Meetings, prepare the minutes, and post the minutes.
    Beth Lekity
    New Member
    New Member
    Posts:7

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    08/12/2016 10:37 AM
    My clerk attends the meeting and takes notes. I prepare the minutes the following day and facilitate their distribution. Our Council meets weekly.
    Beth Lekity
    New Member
    New Member
    Posts:7

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    08/12/2016 10:38 AM
    I should mention that I am the Deputy Clerk.
    Stephen French
    New Member
    New Member
    Posts:45

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    08/17/2016 04:22 PM
    I attend the meetings and write the minutes as Clerk.

    Steve French
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