ITEM: 12.2 ADMINISTRATION - Jane Cross, City Clerk
Title
RECORDING SECRETARY SERVICE AGREEMENT FOR 2012
Background
TimeSaver Off-site Secretarial Service (TOSS) has been recording minutes for the city council meetings on a regular basis since July 1993.
In 2000 a signed 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. 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. The attached Addendum reflects the rates for 2012 which shows no increase from 2009, 2010, and 2011, and if approved, will then become part of the original contract entered into in May 2007. The May 2007 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.
The base rate is $126.25 per meeting for 2012, the same as 2009, 2010 and 2011. The Addendum reflects no increase for their recording services and extends the expiration date to December 31, 2012.
Recommendation
By motion, authorize City Manager to enter into a Contract with TimeSaver Off-site Secretarial Service for Recording Secretary Services for 2012.