(A) There will be a duplicate audiotape recording made of each meeting of the Common Council, which audiotape recording will be the official record of the meeting.
(B) By agreement of the parties, the Special Master will inspect the audiotape system currently installed in the Council chambers and make additions or modifications to the system as are necessary so as to insure an accurate dual tape transcription of the Common Council meetings.
(C) The Deputy Clerk will be charged with the responsibility of operating the audio recording system at each Council meeting, and will be afforded access to the audiotape system at a convenient location which will enable him or her to perform his or her duties as outlined by this agreement.
(D) The Deputy Clerk will be instructed by the Special Master as to his or her duties and obligations, which will be to accurately record all proceedings before the Common Council and to insure that two accurate and identical audio tapes are produced at each meeting. One copy of the audiotape will be delivered to the Mayor's office on the day following the Council meeting, and the other copy will be retained by the Clerk-Treasurer in the Clerk-Treasurer's office.
(E) In addition to the audiotape recording, which will be the sole official record of the Common Council meeting, the Clerk-Treasurer will also prepare a memorandum of each meeting which will be distributed to each Council member and the Mayor, prior to the next Council meeting, along with the agenda of the next meeting. The memorandum will include only the following items:
(1) The date, time and place of the meeting;
(2) The members of the Governing Body recorded as either present or absent;
(3) A concise statement of the general substance of all matters proposed, discussed or decided;
(4) A record of all votes taken, by individual members if there is a role call; and
(5) A list of the names of all individuals who spoke to the Council on any issue, and the topic upon which the individual spoke.
(F) There shall be no additional summaries or descriptions of the activities of the Council meeting included in the memorandum.
(G) The foregoing provisions shall not apply to executive sessions, which will only be memorialized by the memoranda required by state statute.
(Ord. 6-2002, passed 4-1-02)