03-07-16 JDA - Laserfiche WebLink

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6 Chair Sand did not believe this to be the case. He was fine with the City have an alternate. Commissioner Holden asked if the JDA was following more of the City guidelines or the County guidelines, as both groups had their own way of doing things. She requested clarification on this. Chair Sand stated a recording secretary has not been hired for the JDA and believed this was for monetary reasons. He was concerned if the recorder was picking up the discussions properly. He believed a professional secretary would alleviate some of these concerns. Development Director Hutmacher reported the City uses TimeSaver for all of its minutes and generally speaking, the level of detail provided was as requested by staff. She explained she would look into why Commissioner Grant’s comment was missing but noted this would be corrected. She believed that TimeSaver would be the least expensive and most thorough way of having the group’s minutes covered on a monthly basis. She indicated the County previously had someone attend the meetings, but this individual could not continue. Commissioner Holden questioned the cost of having a staff member present. Development Director Hutmacher was uncertain of an exact cost but noted it would be more costly than what was being paid to TimeSaver when one also considers the time it takes to listen to the recording and draft the minutes afterward. Chair Sand commented a better recorder should also be considered. Development Director Hutmacher believed the recorder was not an issue, but having JDA Attorney Norton calling in via cell phone was providing some feedback. Chair Sand inquired who transcribed the audio files. Development Director Hutmacher stated an employee of TimeSaver transcribed the tapes. She believed the minutes that were provided by the County staff member were less detailed than what is required. She explained that the City does not have a person on staff to complete minutes. For this reason, staff records the meetings and has the work completed by TimeSaver. Chair Sand asked who covered the expense of the minutes. Development Director Hutmacher reported this was a JDA cost that was charged to the County. Commissioner Grant believed the minutes were thorough despite the fact the secretary missed one of his comments. Commissioner Holden agreed that staff should investigate the use of a better recorder. Development Director Hutmacher stated she could look into using the microphones for the meeting. Commissioner Holden asked how the agendas for the JDA meetings were finalized. Chair Sand discussed the process that was followed by him and staff. He commented the packet was late