Delta council recently endorsed a recommendation to reduce the way meeting minutes are taken.
A staff report notes that, historically, council and committee meeting minute standards have included detailed minutes which include council and staff discussion points, near verbatim verbal reports, detailed presentation and delegation discussion, in addition to council resolutions.
However, there is a significant amount of staff time required to complete minutes which include summarizing discussion as well as a review process by multiple staff members.
Reviewing practices elsewhere including the City of Richmond, the report endorsed by council recommended moving to a decision-based minute taking model.
“This common type of minute taking is limited to Council resolutions, however, does include a summary of key discussion points for delegations, presentations and verbal reports. The Freedom of Information and Protection of Privacy Act (Act) does not require local governments to maintain a detailed record of meeting deliberations,” the report notes.
“Adopting this form of minute taking would decrease staff time allocated to drafting minutes and would eliminate the need for staff to interpret and summarize Council discussions as well as questions posed to and answered by City staff,” the report adds.
