HomeMy WebLinkAbout11110-24 Draft Amendment Sec 2-7 contractual services for minutes ORDINANCE No . 11110_24
Passed by the Common Council of the City of South Bend, Indiana
March 25, 20 24
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Attest: City Clerk
Bianca L. Tirado
Attest: ��‘, _ � 6kitc President of Common Council
Presented by me to the Mayor of the City of South Bend, Indiana
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City Clerk
Bianca L. Tirado
Approved and signed by meet• I 2/ 20 24
k ' Mayor
Bill No. 10-24
Ordinance No. 11110-24
AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND,INDIANA,
AMENDING SECTION 2-7(C) OF CHAPTER 2,ARTICLE 1 OF THE SOUTH BEND MUNICIPAL
CODE,"DUTIES OF THE CITY CLERK AS CLERK OF THE COUNCIL"TO PERMIT THE CITY
CLERK TO HIRE OUTSIDE CONTRACTUAL SERVICES FOR THE INITIAL PREPARATION OF
DRAFTS OF MEETING MINUTES
STATEMENT OF PURPOSE AND INTENT
State law and city ordinance designate the City Clerk to serve as Clerk of the Council. One of the duties of
the City Clerk as Clerk of the Council is the preparation of all meeting minutes as proscribed by city ordinances.
South Bend City Code, Ch. 2 Art. 1 Sec. 2-7(c) states the "City Clerk's Office shall prepare minutes without
consultation with anyone not a part of said office."
The transition from an outgoing clerk to the newly elected clerk has resulted in a gap and backlog of
unprepared meeting minutes of both Council and Committee meeting from the term of the outgoing Clerk. The
newly elected Clerk is working to complete this backlog and the use of outside contractual services would bring the
Council into full legal compliance more quickly.
Additionally, modern technology, including new artificial intelligence can now prepare meeting minutes
from meeting video much more efficiently and cost effectively than having City Clerk's staff prepare meeting
minutes. Although in the future such technologies and software might be available at an affordable cost point for
purchase,it currently is fiscally sensible to hire an outside company with this technology.
NOW, THEREFORE,BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF
SOUTH BEND,INDIANA, as follows:
Section I. The current language codified in of Chapter 2,Article 1, Section 2-7(c)of the South Bend
Municipal Code is hereby amended to read in its entirety as follows [omitted text strieken, new text in
bold]:
(c) The Clerk, or a designated representative of the Clerk's Office, in addition to the powers and
duties enumerated in Section 2 11 other sections of this Code, shall attend all regular and special
meetings of the Council and shall keep an accurate journal of the proceedings of the Council and
exercise and perform the powers and duties as provided and prescribed by law,this Code or
ordinances. The City Clerk's Office shall prepare minutes without consultation with anyone not a
part of said office. However,when necessary,the City Clerk,with the approval of the
Council President,may contract with an outside contractual service company to prepare an
initial draft of meeting minutes. All meeting minutes must still be reviewed for accuracy by
the City Clerk's office and the Council Subcommittee on Minutes prior to any submission
for approval by the full Council.
Section II. Severability.
If any part, section, subsection,paragraph, sentence, clause, or phrase of this ordinance is for any
reason declared to be unconstitutional or otherwise invalid, by a court of competent jurisdiction, such
decision shall not affect the validity of the remaining portions of this ordinance.
Section III. Effective Date.
This ordinance shall be in full force and effect from and after its passage by the Common Council
and approval by the Mayor.
anca Tirado, it crk
Office of the City Clerk
Presented byme,the undersi ned Clerk of the City of South Bend,to the Mayor of the City of South Bend,
Indiana on the a�jr 'day of /no-TA ,2024, at o'clock p.m.
Bianca Tira o, City le
Office of the City Cler
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Approved and signed by me on the 7, day of b , 2024, at H o'clock .m.
Jame Mueller, Mayor
Cit of South Bend,Indiana