TC Res. No. 2014-06 Adopting A Policy To Use Action MinutesTOWN OF AVON, 1 i,
RESOLUTION NO. I6
SERIES OF 2014
A RESOLUTION ADOPTING A POLICY TO USE ACTION MINUTES
WHEREAS, the Avon Town Council finds that "action minutes" are efficient and meet the
minimum legal requirements for creating a record of the Avon Town Council meeting
proceedings and finds that technology has improved to enable the retention of other electronic
information of Council meetings;
WHEREAS, the Town of Avon Home Rule Charter states in Section 8.6 that the Town Clerk
shall keep a journal of Council proceedings and shall perform such other duties as required by
the Charter, the Council or the Town Manager; and,
WHEREAS, the Avon Town Council finds that adoption of a policy to utilize action minutes
will promote the health, safety and general welfare of the Avon community.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF AVON, COLORADO, that the following policies are adopted with regard to the Town
Clerk's duty to keep a journal of Council proceedings:
1. Action Minutes: Written minutes of Council meetings shall include a record of the time and
place of the Council meeting, Council members in attendance, Town staff and other Town
officials in attendance, agenda items, the outcome of roll call votes on any motion or other
Council action, and identification of any person who spoke or provided testimony or other
evidence to the Council at such meeting and the time of adjournment of the Council meeting.
Minutes may include other information as determined relevant by the Town Clerk but are not
required to include descriptions of discussions.
2. Council Meeting Records Retention: The Town Clerk shall retain audio recordings of
Council meetings for a period of one year. The Town Clerk shall permanently retain video
that are obtained from Channel 8, or that are obtained from other sources, to the extent that
such video recordings can be reasonably obtained by the Town and are available at no
additional cost or at a reasonable cost to the Town. Any video recordings obtained by the
Town shall be retained for historical purposes only and shall not be official records of the
Town Avon Council meetings. Recordings of executive sessions shall be retained for ninety
days after the date of the executive session then shall be promptly destroyed unless otherwise
directed by order of court of competent jurisdiction or by the Town Attorney.
3. Colorado Open Records Act: The
applied to comply with the Colora J--1
I
ADOPTED March 25, 2014.
AVON TOWN COUNCIL
11, Mayor
Resolution No. 14 -06 Adopting Action Minutes
March 25, 2014
L
in this Resolution shall be construed and
Act as required.
atty 1V4 n4y, T4wn Clerk