HomeMy WebLinkAbout1998-07-15 PACKET 04.O.REQUEST OF GITY COUNCIL ACTBON COUNC�L AGENdA
MEETING ITEM #
DATE 7/15l98 ��
F'REPAREQ BY Gitv Cierk Caron Stranskv
ORIGINATING DEPARTfv1ENT STAFF AUTHOR
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COUNCI� ACTION REQUEST
Authorize Staff to enter into a contract with Time Saver Off-Site Secretarial to record and
transcribe minutes of regular and special City Council meetings.
BUDGET IMPLICATION $$3,500.00 $ 0200-4210, 0110-
BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE
SUPPORTING DOCUMENTS
� MEMO/LETTER: Caron M. Stransky, July 9, 1998
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
❑ OTHER:
ADMINISTRATORS COMMENTS
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- City Administrator Date
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COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
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To: Ryan Schroeder, City Administrator
From: Caron M. Stransky, City Cierk
Date: July 9, 1998
Re; TimeSaver Off-Site Secretarial
For some time now, I have researched the possibility of contracting for secretarial
services to record and transcribe minutes of City Council meetings to free up some of
my time working on this fall's election, municipal code re-codification, and other
special projects and assignments.
Carla Wirth of TimeSaver Off-Site Secretarial submitted the attached proposal.
TimeSaver personnel specialize in this area and currently provides recording
secretarial services to 17 communities in the metro area. Reference letters and
samples of ineeting minutes are avaifable in my office.
Under the proposal, the City would pay $21.00 per hour for attendance at City
Council meetings plus $9.25 per page for draft minutes. Regular meetings are
transcribed at the rate of four pages per hour, while special or workshop session are
transcribed at the rate of two pages per hour. For exampie, for a regular meeting that
lasts three hours, the minutes would be 12 pages. For a special meeting lasting the
same length of time, the minutes would be six pages. TimeSaver will submit the
minutes in Microsoft Word format on the Monday following each regular meeting.
To attend and transcribe 33 City Council meetings in 1997, it would have cost the
City approximately $7,156.38. For the 14 meetings through May 1998, the estimated
cost is $3,004.25. Below is a breakdown:
1997:
137.5 total hours @ $21.00/hour = $2,887.50
pfus: Regular Meetings:
94.75 hrs @ 4 pgs(hr = 379 pgs x$9.25/pg 3,505.75
Special Meetings:
41.25 hrs @ 2 pgs/hr = 82.5 pgs x$9.25/pg 763.13
EST. TOTAL 1997:
$7,156.38
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1998 (Jan thru May)
51 Total hours @ $21.00/hour
plus: Regular Meetir.gs:
46.25 hrs @ 4 pgs/hr = 186 pgs x$9.25/pg
Special Meetings:
12 hrs @ 2 pgslhr = 24 pgs x$9.25lpg
EST. TOTAL 1998:
JUSTIFICATION
$1,071.00
1.711.25
222.00
$3,004.25
If the City were to pay the City Clerk per hour rate plus benefits and convert the cost
per page to hours for transcription of the minutes, it wouid have cost the City
$10,560.78 in 1997 and $4,566.47 plus benefits for the first five months of 1998. That
reflects an indirect saving of $3,404.40 for 1997 a�d $1,552.22 for 1998 to date.
FUNDING SOURCE
To cover the period of June through December 1998, the allocation of $3,500 is
recommended. Funds are available in the City Clerk and Administration budgets as
follows:
0200,4210 --
0110,4403 --
TOTAL:
RECOMMENDATION
$1,500 ($1,500 was originally budgeted for an
OJT student. No students have been
available to fill the position)
���
3,500
($2,000 from unspent TravellTraining)
Recommend that Council authorize Staff to enter into a contract with Time Saver Off-
Site Secretarial to record and transcribe minutes of regular and special City Council
meetings for the period August through December 1998 in an amount not to exceed
$3,500.
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