ITEM: 12.1 ADMINISTRATION- Jane Cross, City Clerk
Title
RECORDING SECRETARY SERVICE ADDENDUM TO THE AGREEMENT FOR 2014
Background
TimeSaver Off-site Secretarial Service (TOSS) has been recording minutes for the city council meetings on a regular basis for slightly over 20 years beginning in July 1993.
In 2000 a Recording Secretary Service Agreement was signed and each year thereafter an addendum to the agreement has been submitted to the city for Council approval and the City Manager's signature.
In 2007 staff put out a Request for Proposals for recording secretary services and TOSS was the only proposal received out of 17 contacts. In May 2007 a new Recording Secretary Service Agreement was approved by the City Council for summary minutes and Council has authorized the services of TOSS since then.
In December 2012, staff sent out a survey on the clerk/administrators list serve and received 23 responses from various size cities in the metro counties. Of the cities that did respond, the majority of the larger cities used TOSS for their minutes while many of the smaller cities used in-house administrative assistants, executive assistants, executive coordinator, city clerk, deputy clerk and/or clerical staff. A couple of small cities contracted with an individual to record their minutes with mixed or unfavorable reviews.
Recently, staff followed up with several of the larger metro cities to see if they were continuing their services with TOSS, in-house staff or had hired an individual contractor. Since the December 2012 survey, St. Louis Park has contracted with TOSS and quote "I only know of Time Savers" (Nancy Stroth, City Clerk). Another metro city says, "We have not gone out for any RFP's for recording secretary for years because we were finding the same thing - there really isn't anyone else who does it." (Jo Thieling, City Clerk). The city of Plymouth recently said, "I'm not aware of any other options that people are using in the metro area other than TimeSavers and in-house personnel." (Sandy Engdahl, City Clerk). According to City Clerk Engdahl, Plymouth is going to try to use an in-house employee on a trial basis but is not ruling out contracting with TOSS.
All cities that have been using TOSS for some time continue to use their services because, as stated by those cities, TOSS offers a skill set and reliable service that is amenable to their needs and cannot be duplicated by an individual contractor.
The attached Addendum reflects the rates for 2014 which has an increase of less than 1.6% to the base rate. The hourly and page rate has no increase for 2014. If the addendum is approved, it will then become part of the original contract. The original contract contains a clause that allows either party to cancel this Service Agreement with or without cause upon thirty (30) days written notice.
Currently, TOSS is recording minutes at all city council meetings, workshops, EDA meetings, Planning Commission, Park Advisory Board, Special Board of Review, and the Natural Resources Conservation Board meetings. In addition TOSS covers special workshops and special Council meetings as needed. With the 2014 Addendum, TOSS will also begin to post approved minutes to Legistar at the same hourly rate. Posting approved minutes to Legistar has proven to be too time consuming for staff.
The Addendum reflects their fees for all recording services and extends the expiration date to December 31, 2014.
Recommendation
By motion, authorize the City Manager to enter into an Addendum to the original Contract with TimeSaver Off-site Secretarial Service for Recording Secretary Services for 2014.