Charlotte City Falls 2 Years Behind on Council Minutes
Residents and interested parties in Charlotte who desire to follow closely the proceedings and decision making of the City Council are likely to meet with frustration as the city is now more than two years behind in producing and making available its council meeting minutes. The degree of difficulty encountered in sourcing the voting records for council members on key issues signifies the severity of this administrative lapse.
An Unmatched Record of Delays
The city’s record of delays is unmatched among local government bodies in the Mecklenburg County region. The last full council meeting for which minutes were posted on the city’s website was on May 5, 2022. Of particular note is the fact that five new council members have taken office since the last recorded minutes. Such an omission paints a disheartening picture of the city’s transparency and accountability levels, leading to a growing wave of public dissatisfaction and complaints about unfulfilled public records requests and decision-making behind closed doors.
Impact of the Delayed Minutes
The impact of these unavailing minutes is significant, making it increasingly difficult to document the turn of events, discussions, resolutions passed, and voting decisions executed at the council meetings. While videos of council meetings are readily available, the need for a written record cannot be overemphasized as it allows for a more comfortable and detailed review of council proceedings. It is also an essential tool in enabling citizens to track the actions and performances of their elected representatives on the council.
The Overdue Catch Up
Addressing this glitch, a city spokesman in a past statement disclosed that the city’s clerk’s office had experienced staffing challenges and that a contractor had been engaged to help catch up on the pending minutes. The catch-up process was slated for completion by the end of 2023. However, it is evident that the pace is much slower than projected as only eight council meetings from March to May 2022 have been posted on the city’s website since the announcement. It is worth noting that technically, the city is now more than 25 months behind on the posting of council meeting minutes.
Duty of the City Clerk
The critical responsibility for the issuance of council meeting minutes falls on City Clerk Stephanie Kelly, who is directly accountable to the City Council. City salary records indicate that Kelly received a pay rise of 6% since August 2023, netting an annual income of $161,504.
The mission of the city clerk’s office as stated in city documents is to “provide professional support and a high level of customer service to the Mayor and City Council, staff, and the public that encourages transparency and participation in city government, accessible and accurate public information, and official records.”
Need for a Technological Solution
The irony of this significant delay in record management is not lost, given the vast technological advancements available today. There exist several inexpensive artificial intelligence tools that can accurately transcribe and summarize videos. While they may not be perfect, perhaps a blend of these technologies with human verification could be a way forward for Charlotte city to facilitate the timely production and provision of council meeting minutes.
The city of Cornelius, for instance, is up-to-date with its commissioner meeting minutes and appears to have successfully integrated the use of modern technology in its records management. In this light, exchange of ideas and best practices between the two cities could prove beneficial for Charlotte.
