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MEMORANDUM <br />To: Mayor and Councilmembers Date: February 25, 2009 <br />From: Pat Healy, Clerk of the Council <br />Subject: RESTRUCTURE CITY BOARDS, COMMISSIONS, AND COMMITTEES -SUPPLEMENTAL <br />INFORMATION <br />At its meeting of February 2, 2009, the City Council continued the staff report related to <br />modification of the structure of the City's boards, commissions, and committees for thirty <br />days. The Council further invited commissioners to submit recommendations regarding the <br />structure of the appointive boards to the Clerk of the Council prior to the March 2, 2009 <br />Council meeting. <br />An a-mail and follow-up letter was sent to all members of the appointive boards. To date my <br />office has received sixteen responses from members of the various boards. Following is a <br />summary of the suggestions received: <br />• Eliminate meals and refreshments <br />• Eliminate meeting stipend <br />• Initiate "flex" schedules for employees who need to attend the meetings/ <br />reduce the number of staff at meetings <br />• Change the structure of some commissions to task force format <br />• Hold meetings less often; eliminate night meetings <br />• Eliminate hard copies of agendas and staff reports; transmit all materials <br />electronically <br />• Eliminate committees and sub-committees <br />If the above suggestions were implemented, the cost savings would be approximately <br />$68,000 to $90,000 on an annual basis. Other than the recommendation related to "flex" <br />schedules which has already been implemented by the various agencies, the suggestions <br />from the commissioners generally do not address the issue of employee costs associated <br />with supporting the various commissions. As previously reported, these costs would be <br />approximately $566,000 annually. <br />We hope this information is useful as you determine what direction to provide staff on this <br />matter. <br />65A-1 <br />