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Home My WebLink About2019-29202019-2920 RECORDING SECRETARY SERVICE AGREEMENT THIS AGREEMENT is made between TIMESAVER OFF SITE SECRETARIAL, INC. ("TOSS") and the CITY OF COLUMBIA HEIGHTS ("Columbia Heights"). Columbia Heights wishes to retain the services of TOSS to act as recording secretary for all regular City Council meetings during the term of this Agreement, and such special meetings as Columbia Heights shall request of TOSS from time to time. IT IS THEREFORE AGREED AS FOLLOWS: 1. Recording Secretary. TOSS shall provide a competent, experienced and professional recording secretary to transcribe and submit minutes of all Columbia Heights City Council meetings and, as requested of TOSS by Columbia Heights from time to time, special meetings of its Subcommittees. Minutes of each meeting shall be prepared and submitted via e-mail within five (5) business days after each meeting webcast is posted to such officer as the City Clerk may designate from time to time. 2. Equipment. Columbia Heights shall provide for each meeting at the meeting site all equipment required to record the meeting. TOSS shall provide all equipment and materials necessary to transcribe and prepare the minutes. 3. TOSS Charges. TOSS shall be paid for its services as recording secretary for each meeting (the highest rate will prevail), as follows: a. Base Rate of One Hundred Forty -Five and 00/100 dollars ($145.00) for any meeting up to one (1) hour (billable time) plus Thirty -Five and 00/100 dollars ($35.00) for each thirty (30) minutes following the first one (1) hour; or b. Thirty -Two and 00/100 dollars ($32.00) per hour for length of meeting, and fifteen (15) minutes prior to Call to Order and fifteen (15) minutes following Adjournment with a one and one-half (1.5) hour minimum; and, Fifteen and 00/100 dollars ($15.00) for each page of draft minutes for submission to the Columbia Heights for its preparation of final minutes. 4. Bi1_ ling. When TOSS submits the minutes of each meeting, TOSS shall bill Columbia Heights on TOSS' standard invoice form, which itemizes length of meeting and the number of pages of draft minutes prepared by TOSS of each meeting. Columbia Heights agrees that it will submit each TOSS invoice with the next bill list or other applicable expense authorization list to be considered by the Columbia Heights City Council or the authorizing official of the Council. 5. Term. This Agreement shall become effective on March 25, 2019, and shall continue in force until December 31, 2019. Either party may cancel this Service Agreement with or without cause upon thirty (30) days written notice; otherwise the Agreement shall remain in force. 6. Delegation. TOSS may, from time to time, appoint one or more persons and delegate its duties as recording secretary hereunder to its employees. TOSS warrants that any delegates will meet the minimum standards outlined in Section 1 of this Agreement. 7. hlo ADnroach for Hire. Columbia Heights agrees that during the term of this Agreement and any extension to it, and for a period of six (6) months thereafter, it will not employ, hire, subcontract with, or otherwise engage as a recording secretary a person or an entity formed by a person who has acted as a recording secretary of TOSS. 8. Agreement Extension/Modification. At the end of the term of this Agreement or any extension of it, the parties may make a new Agreement or extend or modify the terms of this Agreement in writing. 9. Independent Contractor. The parties of this Agreement agree that TOSS is an independent contractor. TOSS is not an employee of the City and is not entitled to the benefits provided by the City to its employees, including but not limited to, health, worker's compensation and employment insurance, and pension or employee benefit plans. 10. Indemnification. TOSS shall indemnify the City against all liability and loss in connection with, and shall assume full responsibility for, payment of all federal, state, and local taxes or contribution imposed or required under employment insurance, social security and income tax laws, with respect to TOSS' employees engaged in performance of the Agreement. 11. Compliance with Applicable Regulations. TOSS shall, pursuant to performance, comply with all applicable rules, regulations, statutes or ordinances of any other unit or agency of government, including but not limited to those relating to non-discrimination in hiring or labor practices. 12. Worker's Compensation, TOSS shall obtain and maintain for the duration of this Agreement, statutory Worker's Compensation Insurance and Employer's Liability Insurance as required under the laws of the State of Minnesota. Dated: ��- % , 2019 CITY OF COLUMBIA HEIGHTS By: _ Kelli Bour s Its: City Manager Dated: Mach 13 , 2019 TIMESAVER OFF SITE SECRETARIAL, INC. Carla Wirth Its: President & CEO ADDENDUM TO RECORDING SECRETARY SERVICE AGREEMENT Dated: December 31, 2019 By and between Timesaver Off Site Secretarial, Inc. and City of Columbia Heights, 590 40tn Avenue NE, Columbia Heights, MN 55421. 1. EXTENSION OF RECORDING SECRETARIAL SERVICE AGREEMENT: The term of the existing Recording Secretary Service Agreement dated March 13, 2019, shall be extended under the same terms and conditions to December 31, 2020. 2. TOSS CHARGES: TOSS shall be paid for its services as recording secretary for each meeting with a one (1) hour minimum, the highest rate prevailing, as follows: a. Base Rate: One Hundred Forty -Eight and 00/100 dollars ($148.00) for any meeting up to one (1) hour (billable time) plus Thirty -Five and 501100 dollars ($35.50) for each thirty (30) minutes following the first one (1) hour; or b. Unit Rate: Forty -Eight and 75/00 dollars ($48.75) for the first hour of meeting time and Thirty -Two and 501100 dollars ($32.50) for every hour after the first hour plus Fifteen and 25/100 dollars ($15.25) for each page of draft minutes for submission to the City of Columbia Heights for its preparation of final minutes. At the end of the term of this Addendum or any extension of it, the parties may make a new Agreement or extend or modify the terms of this Agreement. IN WITNESS WHEREOF, the undersigned have executed this Addendum to the Recording Secretary Service Agreement as of the day and year indicated. January 1 , 2020 CITY OF COLUMBIA HEIGHTS By elli Bour Veois Its Cijy Manager November 4, 2019 TIMESAVER OFF SITE SECRETARIAL, INC. By. Carla Wirth Its President & CEO ADDENDUM TO RECORDING SECRETARY SERVICE AGREEMENT Dated: December 31, 2020 By and between Timesaver Off Site Secretarial, Inc. and City of Columbia Heights, 590 401n Avenue NE, Columbia Heights, MN 55421. 1. EXTENSION OF RECORDING SECRETARIAL SERVICE AGREEMENT: The term of the existing Recording Secretary Service Agreement dated December 31, 2019, shall be extended under the same terms and conditions to December 31, 2021. 2. TOSS CHARGES: TOSS shall be paid for its services as recording secretary for each meeting with a one (1) hour minimum, the highest rate prevailing, as follows: a. Base Rate: One Hundred Fifty -One and 00/100 dollars ($151.00) for any meeting up to one (1) hour (billable time) plus Thirty -Six and 00/100 dollars ($36.00) for each thirty (30) minutes following the first one (1) hour; or b. Unit Rate: Forty -Nine and 50100 dollars ($49.50) for the first hour of meeting time and Thirty -Three and 00/100 dollars ($33.00) for every hour after the first hour plus Fifteen and 501100 dollars ($15.50) for each page of draft minutes for submission to the City of Columbia Heights for its preparation of final minutes. At the end of the term of this Addendum or any extension of it, the parties may make a new Agreement or extend or modify the terms of this Agreement. IN WITNESS WHEREOF, the undersigned have executed this Addendum to the Recording Secretary Service Agreement as of the day and year indicated. January 1 _,2021 CITY OF COLUMBIA HEIGHTS By . Kelli Bo r ois Its City Manager _ November 1, 2020 TIMESAVER OFF ' SITE SECRETARIAL, INC. B y Carla Wirth Its President & CEO ADDENDUM TO RECORDING SECRETARY SERVICE AGREEMENT Dated: December 31, 2021 By and between TimeSaver Off Site Secretarial, Inc. and City of Columbia Heights, 590 40th Avenue NE, Columbia Heights, MN 55421. 1. EXTENSION OF RECORDING SECRETARIAL SERVICE AGREEMENT: The term of the existing Recording Secretary Service Agreement dated December 31, 2020, shall be extended under the same terms and conditions to December 31, 2022. 2. TOSS CHARGES: TOSS shall be paid for its services as recording secretary for each meeting with a one (1) hour minimum, the highest rate prevailing, as follows: a. Base Rate: One Hundred Fifty -Four and 00/100 dollars ($154.00) for any meeting up to one (1) hour (billable time) plus Thirty -Six and 501100 dollars ($36.50) for each thirty (30) minutes following the first one (1) hour; or b. Unit Rate: Fifty and 25/00 dollars ($50.25) for the first hour of meeting time and Thirty -Three and 501100 dollars ($33.50) for every hour after the first hour plus Fifteen and 75/100 dollars ($15.75) for each page of draft minutes for submission to the City of Columbia Heights for their preparation of final minutes. At the end of the term of this Addendum or any extension of it, the parties may make a new Agreement or extend or modify the terms of this Agreement. IN WITNESS WHEREOF, the undersigned have executed this Addendum to the Recording Secretary Service Agreement as of the day and year indicated. January , 2022 CITY OF COLUMBIA HEIGHTS By:sO_ Kelli BotJgeois Its: City Manager November 1, 2021 TIMESAVER OFF SITE SECRETARIAL, INC. LE Carla Wirth Its: President & CEO ADDENDUM TO RECORDING SECRETARY SERVICE AGREEMENT Dated: December 31, 2022 By and between Timesaver Off Site Secretarial, Inc. and City of Columbia Heights, 590 40tn Avenue NE, Columbia Heights, MN 55421. 1. EXTENSION OF RECORDING SECRETARIAL SERVICE AGREEMENT: The term of the existing Recording Secretary Service Agreement dated December 31, 2021, shall be extended under the same terms and conditions to December 31, 2023. 2. TOSS CHARGES: TOSS shall be paid for its services as recording secretary for each meeting with a one (1) hour minimum, the highest rate prevailing, as follows: a. Base Rate: One Hundred Fifty -Nine and 00/100 dollars ($159.00) for any meeting up to one (1) hour (billable time) plus Thirty -Seven and 75/100 dollars ($37.75) for each thirty (30) minutes following the first one (1) hour; or b. Unit Rate: Fifty -One and 75/00 dollars ($51.75) for the first hour of meeting time and Thirty -Four and 501100 dollars ($34.50) for every hour after the first hour plus Sixteen and 25/100 dollars ($16.25) for each page of draft minutes for submission to the City of Columbia Heights for their preparation of final minutes. At the end of the term of this Addendum or any extension of it, the parties may make a new Agreement or extend or modify the terms of this Agreement. IN WITNESS WHEREOF, the undersigned have executed this Addendum to the Recording Secretary Service Agreement as of the day and year indicated. January � , 2023 CITY OF COLUMBIA HEIGHTS By: Kelli Bo ois Its: Cily Manager November 1, 2022 TIMESAVER OFF SITE SECRETARIAL, INC. &44-, n_�_tk Carla Wirth Its: President & CEO