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RESOLUTION 36-99
0CRESOLUTIONNO.36-99ARESOLUTIONOFTHETOWNOFESTESPARKCONCERNINGTHEPOLICYOFACTIONMINUTESFORTHEBOARDOFTRUSTEESANDSTANDINGCOMMITTEESWHEREAS,itisinthebestinterestoftheTowntoestablishauniformTown-widepolicyforthepreparationofminutes;andWHEREAS,thepreparationof“ActionMinutes”maximizespersonnelresourcesandismorecost-effectiveandtimeefficient.NOW,THEREFORE,BEITRESOLVEDBYTHEBOARDOFTRUSTEESOFTHETOWNOFESTESPARK,COLORADOthatapolicyoftakingActionMinutesfortheBoardofTrustees,standingcommitteeandadvisorybodymeetingsbeadopted.BEITFURTHERRESOLVED,thatthefollowinginformationshallbereflectedintheActionMinutes:1.Nameofthebody.2.Date,hour,andplaceofthemeeting.3.Namesofmembersinattendanceandmembersabsent.Ifamemberarriveslateordepartsbeforeadjournment,theminutesshouldreflectthetimeofarrivaland/ordepartureatthatpointintheminutes.4.Whetheritisaregular,adjourned,orspecialmeeting.5.Thatpropernoticehasbeengivenifitisaspecialmeeting.6.Timemeetingcommenced.Timeofmeetingrecess,ifany.7.Topicsofbusiness.8.Actionstakenoneachbusinessitem:•Recordmotionsandvotes.•Includedirectiongiventostaffbygeneralconsensus.9.Statementsmade“fortherecord”orwhichclarifytheintentofthebody.10.Oralcommunicationsandlorpubliccommentneedonlyreferencethenameoftheperson,subjectmatteraddressed,anddirection,ifany,given.11.Adjournmenttimeand,ifapplicable,whetherthemeetingwasadjournedtoanothertimepriortothenextregularmeeting.12.Signatureblocksforthepresidingofficerandclerk/recordingsecretary.13.Withrespecttopublichearings,ActionMinutesshallinclude:Thefactthatthepublichearingwasopened. CCThefactthattherequirednoticewasgiven,themannerofgivingnotice(publishing,posting,mailing),date(s)ofpublishing,postingormailing,andnumberofcopiespostedormailed,ifapplicable.•Appropriatereferencetoanywrittenevidenceintheformofstatements,affidavits,reports,photographs,maps,correspondence,orotherobjectsfiledatthehearingandincludedaspartoftherecord.•Thenamesofpeoplewhospokeandwhethertheirtestimonywasfororagainstthehearingsubject.•Findingsofthebody(ifthefindingsaremodifiedorotherwisenotincorporatedintheordinance,resolution,orstaffreportadopted/approvedasaresultofthehearing).•Ifthehearingiscontinued,thedate,timeandplaceofthecontinuedhearingshallbereflectedintheminutes.•Briefstatementsmade“fortherecord”orwhichclarifytheintentofthebody.•Actiontakenonthesubjectmatter>Recordmotionsandvotes>Includedirectiongiventostaffbygeneralconsensus.14.TheaudiotapesofTownBoardandPlanningCommissionmeetingsshallbemaintainedbytheTownClerkforaperiodoftwoyearsandthendestroyed.AudiotapesofanycommitteemeetingsshallonlybekeptuntilsuchtimeasthecommitteeminutesareapprovedbytheBoardofTrustees.15.ThisResolutionshalltakeeffectJanuary1,2000.INTRODUCED,READ,ANDPASSEDBYTHEBOARDOFTRUSTEESOFTHETOWNOFESTESPARKonthis%S,iJdayof7Ldn,,,A&,1999.TOWNCFESTESPARK,COLORADOMayorATTEST:TownClerk