HomeMy WebLinkAboutC16853 Mary P Gates Meeting Minutes Transcription SvcsCITY OF PALM DESERT
COMMUNITY SERVICES DIVISION
CITY CLERK OPERATIONS
STAFF REPORT
REQUEST: REQUEST FOR EXTENSION OF CONTRACT FOR MEETING
MINUTES TRANSCRIPTION SERVICES (CONTRACT NO. C16853)
SUBMITTED BY: Rachelle D. Klassen, City Clerk
DATE: March 25, 2004
CONTENTS: I. Staff Report
II. Third Amendment to Contract No. C16850
Recommendation:
By Minute Motion, approve extension of the subject contract with
Mary P. Gates, an individual and sole proprietor, of Indio, California, on an
as -needed basis, at the rate of $25.00 per hour, in an amount not to exceed
$5,000 and authorize expenditure of said funds from Account
No. 110-4111-410-3090 — funds are available and no additional
appropriation is required.
Discussion:
Since December 1999, the services of former Deputy City Clerk Mary P. Gates have been
engaged for contract transcription of City Council, Redevelopment Agency, Housing and
Financing Authorities' Minutes. The first extension of the contract was approved in
March 2001, the second in November 2002, which will be exhausted with her next invoice
for March 2004. Monthly charges average $250 - $300 for transcription of two City Council
and Redevelopment Agency Meetings per month. So far in 2004, extra services have
been required because of the additional meetings held in the General Plan Amendment
process.
Contract transcription services continue to be an invaluable tool for the City Clerk's Office.
There are basicallytwo business days available to transcribe Minutes following the meeting
before preparation of the next meeting agenda must be accomplished. With attention to
the other important day-to-day responsibilities, it is difficult to meet that deadline.
Due to Ms. Gates' expertise in this area and her familiarity with Palm Desert, the City is
very fortunate to be able to contract with her for this service. The transcribed Minutes are
Staff Report -
- Extension of Contract Minutes Transcription Services (Contract No. C/6853)
Page 2
March 25, 2004
received in a ready -to -copy format for distribution with the packets for the next agendas of
the City Council/Redevelopment Agency/Financing and Housing Authorities' Meetings.
Staff believes the rate of $25 per hour is a reasonable fee and well within the average
range of payment for these services, which is $15 - $50 per hour.
As a point of information for the not -too -distant future (likely in FY 2005/06), staff would like
to begin discussion for going to "Action Minutes" for City Council/RDA/Housing/Financing
Authorities. These could be readily produced by the City Clerk inasmuch as she is
currently providing same for staff to process the follow-up documentation and provide
ready information for public inquiries after each meeting. Staff is currently researching
digital recording equipment that would enable all audio recordings of meetings to be
uploaded to the City's website, providing the public and City staff with easy access to
discussion that led to the action taken. However, in order to provide the highest quality
audio recording, staff must first address the microphone issues in the Chamber
(a White Paper for the FY 2004/05 Budget has been submitted). More discussion and
background on this topic will be provided at the appropriate time.
In light of the above discussion, your approval of the third extension of Contract
No. C16850 is hereby respectfully recommended at this time.
Submitted by:
7A HELLE D. KLASSEN, MC SHEILA GILLIGA $ MC
CITY CLERK ASST. CITY MANAG ' FOR
COMMUNITY SERVICES
Approved:
CARLOS L. 0 GA
CITY MANAG
rd k
Attachment (as noted)
PAUL S. GIBSON, DIRECTOR OF
FINANCE/CITY TREASURER
H:1WPdataIWPDOCSIStaffReporfstrninutes transc ext3.wpd
City of Palm Desert
Contract # / P.O. #
C16853/
CONTRACT AMENDMENT / EXTENSION
Contract Purpose: CONTRACT MEETING Contingency:
NINLTPES' TRANSCRIPTION
Contractors Name: GATES, MARY P. Account No.
Yes
No
110-4111-410-3090
You are hereby requested to comply with the following changes from the contract plans and specifications:
Description of Changes
(Supplemental Plans and Specifications Attached)
DECREASE
In Contract Price
INCREASE
In Contract Price
EXTENSION OF CONTRACT NO. C16852 --
,
$ 5,000.00
TRANSCRIPTION SERVICES FOR MEETING MINUTE
REGULAR CITY COUNCIL AND RDA MEETINGS,
AND OTHER CITY LEGISLATIVE BODIES AS
DEEMED APPROPRIATE.
TOTALS
NET CHANGE IN CONTRACT PRICE
$ 5,000.00
lw 5 , uuu . uu
JUSTIFICATION: TO PROVIDE TIMELY TURNAROUND OF REGULAR CITY COUNCIL/RDA
MEETING MINUTES' TRANSCRIPTION.
TOTAL BUDGET FOR PROJECT:
Less: Expend. & Encumb. To Date:
Less: This Change Order Amount:
BALANCE OF BUDGET REMAINING
FOR PROJECT:
+ 5,000.00
0.00
- 5,000.00
—0—
CONTINGENCY:
Amount Approved By Council: +
Less: Prior Change Orders:
Less: This Change Order:
Balance Remaining of
Contingency:
—0—
The amount of the Contract will be (Increased) by The Sum of: Dollars (S 5,000.00*****1.
FIVE THOUSAND DOLLARS AND 00/100 CENTS************************************
This document will become a supplement to the contract and all provisions will apply hereto, all
items included above must have required signatures as per the purchasing resolution.
1.) ORDERED BY:
3.) CERTIFIED
FUNDS AVAIL.
Department Head
2.) ACCEPTED BY:
4.) APPROVED BY:
Contractor/ Vendor
Finance Director City Manager
City Council
Note: No Payments will be made prior to City Manager and Council approval.