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HomeMy WebLinkAboutResolution No. 3874 RESOLUTION NO. 3874 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY ADOPTING REGULATIONS GOVERNING TAPE RECORDINGS OF COUNCIL MEETINGS AND RESCINDING RESOLUTION NO. 3359 WHEREAS, the City Council of the City of Downey has determined that it is advisable to use, and there now is used, a tape recorder for the purpose of re- cording City Council meetings; and WHEREAS, the purpose of such recorder is to assist the City Clerk in the preparation of the minutes to be submitted to the Council for approval and adoption; and WHEREAS, such tape recordings solely are for the purpose of supplementing shorthand notes made at the meeting by the Clerk; and WHEREAS, it is not the desire or intent of the City Council that such tapes become a permanent record of the City of Downey. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES RESOLVE AS FOLLOWS: SECTION 1. That the City Council hereby adopts the following rules and regulations relative to the use and keeping of the tapes which constitute re- cordings of the Council meetings of the City. (1) Such recordings shall be for the purpose of, and shall be used for, supplementing the shorthand notes of the City Clerk of any Council meeting and as an assistance to the City Clerk in preparing the minutes of any Council meeting for subsequent submission to the City Council for its approval and adoption. (2) (a) Except as otherwise provided herein, the tape record of a Council meeting shall not be required to be retained for a period of more than thirty (30) days after the meeting at which the minutes made from said tape recording have been approved and adopted by the City Council. (b) The tape record of any hearing held by the City Council shall be retained by the Clerk for a period of not less than two (2) years following the date of the hearing. (c) If the City Council, by motion, requests that any tape record of any meeting be retained, the same shall be retained for at least two (2) years. (3) Tapes which are required to be retained for not more than thirty (30) days shall be for the sole use of the City Council members and the City staff. Upon request and by appointment, tapes may be played for public use in the Clerk's office at such times as may be convenient for the City Clerk. (4) A tape replay of a meeting shall be supervised by the City Clerk or Deputy and no such tape shall be removed from the office of the City Clerk. (5) If requested to do so by other than members of the City Council or City staff, the City Clerk may prepare a tran- script of any tape required to be retained for more than thirty (30) days when time of the Clerk's office is available therefor. There shall be paid for any such transcript the sum of TEN DOLLARS ($10.00), plus TEN DOLLARS ($10.00) for each page or portion thereof, of the transcript in excess of two. Before making any such transcript, there shall be paid to the Clerk the sum of TEN DOLLARS ($10.00), plus TEN DOLLARS ($10.00) for each -1- RESOLUTION NO. 3874 page, or portion thereof, in excess of two as estimated by the Clerk. Upon the completion of the transcript, there shall be returned by the Clerk any amount paid in excess of the actual costs of preparing the transcript at the charges hereinabove specified and there shall be paid to the Clerk before delivery of the transcript any balance due based upon the charges hereinabove specified. No transcript for such a tape shall be made by any person other than the City Clerk, Deputy City Clerk, or a person authorized by the City Clerk. Transcripts shall be prepared by the Clerk without charge upon request of a member of the City Council or City staff. (6) There shall be no retaping of the tape record of the Council meeting. (7) Tape records required to be retained more than thirty (30) days may be destroyed two (2) years after the date of the meeting upon approval of the City Attorney and by resolution of the City Council. SECTION 2. Resolution No. 3359 is hereby rescinded. SECTION 3. The City Clerk shall certify to the adoption of this resolution, and thenceforth and thereafter the same shall be in full force and effect. APPROVED AND ADOPTED this 14th day of October, 1980. 411 • 6 4 . Airie Theodore H Ja kman, Mayor ATTEST: &NAT A Air A( City Cler I HEREBY CERTIFY that the foregoing Resolution No. 3874 was approved and adopted by the City Council of the City of Downey at a regular meeting held on the 14th day of October, 1980, by the following vote, to wit: AYES: 3 Council Members: Swearingen, Quinn, Cormack NOES: 2 Council Members: Mackaig, Jackman ABSENT: 0 Council Members: None City Clerk -2-