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and Community Services Commission, there were issues that stemmed, in part, from the different tasks each group had. He spoke in favor of keeping it a Commission with seven members and against the recommendation because it did not work in the past. He thought it would increase Council work and staff time. One Council Member asked how this analysis came about and Dr. Bell noted that this started last year during the budget cycle. Dr. Bell said that it was in January of this year that he was instructed to come forward with a clear process. This Council Member also wanted to know who was contacted and Dr. Bell clarified that only the Council appointed formal bodies were contacted. In the case of the Pride and Beautification Committee, _ the consultant spoke with the staff liaisons. Ms. Hetrick confirmed she had talked with the staff liaisons of that committee. One Council Member stated she did not want to change the status of the Senior Affairs Commission, because she looked at the community and a certain segment needs representation. M/S FousUAguirre to keep Seniors Affairs as its own Commission. Motion carries unanimously by electronic vote. MINUTE ORDER 11-100 M/S Pierce/Bain to approve the following recommended items 2, 3, 8, 9, 10, and look at � 11. The second of the motion would like to see metrics originating from the BCCs themselves on item 9. Motion carries unanimously by electronic vote. Clarification on content related to the numeric items: 2. Designate a staff liaison to standing boards, commissions and committees and clearly define their rote and responsibilNies. Ad-hoc committees that are established to support the formal boards and commissions will be responsible for their own administration. 3. Reduce the overall number of ineetings held by boards, committees, and commissions to maintain focus on policy objectives and minimize impact on staff resources. Hold formal commission meetings every other month or quarterly as recommended in the � commission-specific recommendations that follow. Advisory or ad hoc committees will meet between formal BCC meetings and provide updates and recommendations at the standing commission meetings. 8. Establish a standard method for tracking hours of staff suppoR for boards, commissions, and committees and report on the investment of time and resources annually. 9. Establish annual work plans for each board, commission and committee, and report results annually to the City Council. {nclude metrics of community involvement and participation in meetings and activities. 10. Ensure commissioners and staff liaisons are trained and have a common understanding of expectations, roles and process. Adopt a city-wide Commission Handbook based on a similar document developed by the Parks, Recreation and Community Services Department to ensure consistency across boards, commissions, committees, and departmental staffing. 11. Evaluate the boards, commissions, and committees (BCCs) recruitment process to streamline for efficiencies and reduce overall recruitment time. One Council Member noted that soliciting input from the community and stakeholders was already being done. And, in regards to term limits, the Council gets to vote people JOINT CITY COUNCIUREDEVELOPMENT AGENCY BOARD June 27, 2011 MEETING/BUDGET STUDY SESSION II MINUTES PAGE 9 MINUTE BOOK NO. 63 Page No. 358