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2.11.045 Minutes.
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A. Written Minutes. Verbatim minutes are not required. All minutes shall be in written form, with an electronic copy of the meeting minutes maintained by the city recorder in accordance with the City’s record retention schedule.

B. Minimum Requirements. The minutes should generally contain the following information:

1. The date, time, and location of the meeting;

2. The council members present;

3. The motions, proposals, resolutions, orders, ordinances, and measures proposed, and their disposition;

4. Staff reports, if it is a summary of an agenda bill and attachment;

5. The name of each person testifying, if applicable, and indicate if the person’s verbal testimony is a summary of a written letter or other submission;

6. The results of all votes and the vote of each council member by name;

7. The substance of any discussion on any matter; and

8. A reference to any document discussed at the meeting.

C. Preparation of the Minutes.

1. If minutes or a subset of minutes are distributed to the public before it is prepared in its final form for city council approval, then “DRAFT” shall be noted on each page.

2. After the city recorder has prepared the minutes in its final form, the city recorder shall submit the minutes to city council as part of the consent agenda in the city council’s next regular meeting.

D. Amendments to the Minutes.

1. The city council may amend the minutes to more accurately reflect what transpired at a meeting.

2. An individual council member may call for additions or corrections to the minutes during the consent agenda. Unless there is disagreement from other council members, the motion to approve the consent agenda shall include the minutes as amended.

3. If the city council questions the minutes or is unsure that the minutes accurately reflect what transpired at a meeting, the city council may postpone approval of the minutes until a transcript of the portion of the meeting can be prepared. Information obtained subsequent to a meeting that is relevant to discussions or actions that occurred during the meeting may be referenced into the record of the meeting at which the minutes are approved.

4. After the city council approves the minutes, the city recorder shall incorporate any amendments approved by city council, and then the mayor and the city recorder shall sign the minutes.

5. Minutes shall not be further amended without city council approval. [BC 2.11.045, added by Ordinance No. 4764, 6/11/19; amended by Ordinance No. 4794, 12/1/20]