Meeting Type: BCC Work Session
Meeting Date: 11/12/2019
Item Status: New
From: Wayne Dyess, County Administrator; Anu Gary, Administrative Services Manager
Submitted by: Anu Gary, Administrative Services Manager
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ITEM TITLE
Title
Request for Quotes for Professional Court Reporting Services for Baldwin County Commission
Body
STAFF RECOMMENDATION
Recommendation
DISCUSSION ITEM
On October 3, 2019, a Request for Quotes (attached) were sent to five court reporting agencies/individual court reporters, with no responses received at that time.
On October 28, 2019, a revised Request for Quotes with a narrowed scope of services (attached) was sent to nine court reporting agencies/individual court reporters, with no responses received at that time.
Currently, court reporter services are used for the following meetings:
BCC Work Sessions (twice a month)
BCC Special Called Meetings (as requested)
BCC Budget Deliberations (annually in July and August)
BCC Road and Bridge Division Meetings (quarterly)
BCC Industrial and Civic Division Meetings (as requested)
BC Planning and Zoning Commission (once a month)
Boards of Adjustment 1, 2, 3 and 4 (as requested)
MPO Policy Board and Committees (quarterly)
Personnel Grievance Board Hearings (as requested)
Staff proposes the following for the Commission’s consideration:
BCC Work Sessions
Staff will use a standard minutes template which will document the meeting as required by Open Meetings Act: 1) Meeting date, time and location; 2) Commissioners and county staff members present; 3) meeting open/close time, 4) list of agenda items discussed (listing titles only as shown on the published agenda). Since no formal action is taken, detailed discussions are not transcribed.
CIS Department will audio record meetings and the recording will be published online post-meeting.
BCC Special Called and Emergency Special Called Meetings
Staff will use a standard minutes template which will document the meeting as required by Open Meetings Act: 1) Meeting date, time and location; 2) Commissioners and county staff members present; 3) meeting open/close time, 4) agenda items discussed with brief summary of discussions and vote (motion, second, vote tally) on each action taken.
CIS Department will audio record special called meetings and the recording will be published online post-meeting. Administration Department will audio record emergency special meetings and the recording will be archived and available upon request.
BCC Budget Deliberations (Special Called Meetings)
Staff will use a standard minutes template which will document the meeting as required by Open Meetings Act: 1) Meeting date, time and location; 2) Commissioners and county staff members present; 3) meeting open/close time, 4) list of agenda items discussed. Since no formal action is taken, detailed discussions are not transcribed.
CIS Department will audio record meetings and the recording will be published online post-meeting.
BCC Road and Bridge Division Meetings
Staff will use a standard minutes template which will document the meeting as required by Open Meetings Act (with a link to the video that will be published online post-meeting). Since no formal action is taken, detailed discussions are not transcribed.
CIS Department currently video records meetings and the recording is published online post-meeting.
BCC Industrial and Civic Division Meetings
Staff will use a standard minutes template which will document the meeting as required by Open Meetings Act. Since no formal action is taken, detailed discussions are not transcribed.
CIS Department will audio record work session meetings and the recording will be published online post-meeting.
BC Planning and Zoning Commission
Staff will use a standard minutes template which will document the meeting as required by Open Meetings Act (with a link to the video that will be published online post-meeting). Minutes would include a brief summary of each case discussed, persons who speak for or against each case, motions and vote tallies. Detailed discussions can be viewed in the video.
CIS Department currently video records meetings and the recording is live-streamed as well as published online post-meeting.
Boards of Adjustment 1, 2, 3 and 4
Staff will use a standard minutes template, as they currently do, which will document the meeting as required by Open Meetings Act. Minutes include a brief summary of each case discussed, persons who speak for or against each case, motions and vote tallies.
MPO Policy Board and Committees
Staff will use a standard minutes template which will document the meeting as required by Open Meetings Act or if the MPO Board wishes to continue to use the services of a court reporter, they can do so with scheduling and billing handled through the MPO Coordinator’s Office. MPO staff will continue to notify County Administration when quarterly meeting agendas and minutes are available online, so they can be included in the County Commission’s permanent meeting files.
Personnel Grievance Board Hearings
As requested by the Personnel Director, a Court Reporter will be scheduled through the County Attorney to attend hearings or CIS staff will record the meetings and the audio recording can be sent to a court reporter to be transcribed by the Personnel Director if necessary.
End,
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: N/A
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: N/A