2021-11-10 CC Packet - Laserfiche WebLink

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RECORDING SECRETARY SERVICE AGREEMENT THIS AGREEMENT is made between TIMESAVER OFF SITE SECRETARIAL, INC. (ÐTOSSÑ) and the CITY OF CENTERVILLE, (Ð Centerville Ñ). Centerville wishes to retain the services of TOSS to act as recording secretary for all regular Economic Development Authority and Planning & Zoning Commission meetings during the term of this Agreement, and such special meetings as Centerville shall request of TOSS from time to time. IT IS THEREFORE AGREED AS FOLLOWS: 1. Recording Secretary. TOSS shall provide a competent, experienced and professional recording secretary to transcribe and submit minutes of all Centerville Economic Development Authority and Planning & Zoning Commission meetings and, as requested of TOSS by Centerville from time to time, special meetings of its Subcommittees. Minutes of each meeting shall be prepared and submitted via e-mail to such officer as the City Clerk may designate from time to time within ten (10) business days after each meeting webcast is posted. 2. Equipment. Centerville shall provide for each meeting at the meeting site all equipment required to record the meeting. TOSS shall provide all equipment and materials necessary to transcribe and prepare the minutes. 3. TOSS Charges. TOSS shall be paid for its services as recording secretary for each meeting with a one (1) hour minimum, the highest rate prevailing, as follows: a. Base Rate: One Hundred Fifty-Four and 00/100 dollars ($154.00) for any meeting up to one (1) hour (billable time) plus Thirty-Six and 50/100 dollars ($36.50) for each thirty (30) minutes following the first one (1) hour; or b. Unit Rate: Fifty and 25/00 dollars ($50.25) for the first hour of meeting time and Thirty-Three and 50/100 dollars ($33.50) for every hour after the first hour plus Fifteen and 25/100 dollars ($15.25) for each page of draft minutes for submission to the City of Centerville for their preparation of final minutes. 4. Billing. When TOSS submits the minutes of each meeting, TOSS shall bill Centerville on TOSS' standard invoice form, which itemizes length of meeting and the number of pages of draft minutes prepared by TOSS of each meeting. Centerville agrees that it will submit each TOSS invoice with the next bill list or other applicable expense authorization list to be considered by the Centerville City Council or the authorizing official of the Council. 5. Term. This Agreement shall become effective on January 1, 2022, and shall continue in force until December 31, 2022. Either party may cancel this Service Agreement with or without cause upon thirty (30) days written notice; otherwise, the Agreement shall remain in force. 6. Delegation. TOSS may, from time to time, appoint one or more persons and delegate its duties as recording secretary hereunder to its employees. TOSS warrants that any delegates will meet the minimum standards outlined in Section 1 of this Agreement.