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City Manager Bell introduced the items explaining this was a two part item. Ms. Nancy Hetrick, with Management Partners, would provide the presentation and recommendations on the issue of Boards Commissions and Committees (BCCs) and then Dr. Bell would cover the Human Services Financial Assistance (HSFA) funding issue. In regards to the BCCs, Dr. Bell provided an additional option/document (BCC organizational chart) for the City Council via an addendum. This addendum kept the Senior Affairs Commission as a Commission. Ms. Hetrick then began her presentation (on file) reiterating that her goal was to identify streamlining opportunities and improve the effectiveness of these BCC bodies. She covered the criteria used, frequency of ineetings, the level of staff resources used and the workload associated with each BCC, and the types of questions posed to gather data during her research: Ms. Hetrick presented to Council charts that summarized her findings (presentation on file). Continuing with her presentation, Ms. Hetrick's stated that she met with each Chair and staff liaison of each BCC. Also, she provided the results of her survey and numbers around BCCs with the highest volume of ineetings and greater need of staff support. She also covered the current structure of the BCCs as appointed by the City Council and how she was recommending a reduction to six BCCs from ten. Ms. Hetrick noted that the Pride and Beautification Committee was not appointed by the Council, so she did not meet with its Chair. However, Ms. Hetrick got information from City Manager staff. She noted that currently there were a significant number of seats that needed filling, because they were held over awaiting the result of this study. In her verbal report, she covered the guiding principles leading her research and the cost comparison. Ms. Hetrick noted that the number of hours was an extrapolation from 2009 data that had been submitted to the City Manager's Office. Some of her recommendations included better tracking of time, so that it was easier to evaluate sta�ng impacts. Ms. Hetrick summarized some of her recommended best practices as follows: • Establishment of annual work plan with a report out to Council annually (include communify input and metrics) • Provide formal training on roles and expectations and adopt a citywide Commissioners handbook like the one for Parks and Recreation • Track and manage staff hours • Streamline recruitment process (less lengthy, while it is very thorough which is to be commended, it is too lengthy) • Use of a Sunset policy for BCCs or subcommittees • Use of term limit po�icy Other general recommendations included: . Reducing the number of appointed bodies from ten to six and establish Advisory Subcommittees to provide issue specific support • Reducing the overall number of ineetings for alternate months or quarterly meetings • Convene the Advisory subcommittee meetings in between formal meetings Ms. Hetrick then covered each of the recommended options which include six Council Appointed BCCs (Library Board, Board of Building Review, Housing and Human JOINT CITY COUNCIL/REDEVELOPMENT AGENCY BOARD June 27, 2011 MEETING/BUDGET STUDY SESSION II MINUTES PAGE 6 MINUTE BOOK NO. 63 Page No. 355