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07 Staff Report - Approve 2009 Council/Commission Retreat Issue MatrixH 0 MEETING DATE: 6/15/2009 ITEM NO: r {os' Baas COUNCIL AGENDA REPORT DATE: June 5, 2009 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON' TOWN MANAGER SUBJECT: APPROVE THE 2009 COUNCIL/COMMISSION RETREAT ISSUE MATRIX RECOMMENDATION: Approve the 2009 Council/Commission Retreat Issue Matrix. ISCUSSION: This year's Council/Commission Retreat was held March 26, 2009, with the following six commissions: Arts Commission, Community Services Commission, Library Board, Parks Commission, Transportation and Parking Commission, and the Youth Commission. During the retreat, each Town Commission was given time to discuss its purpose, work plan, and key issues with Council. As a follow-up to the retreat, staff prepared a matrix of the issues raised (Attachment 1). Staff recommends that Council accept the matrix to confirm Council/Commission Retreat follow-up activities. In addition to the actions identified in the Matrix, staff will be reviewing best practices with regard to commission management with the intent of focusing commissions away from projects and to policy review/recommendation. In light of reduced management capacity, staff will also be working with commissions to establish appropriate annual meeting schedules which reflect the commission's duties and functions. It is anticipated that revised enabling resolutions for most of these six commissions will be brought to Council for approval by the end of the calendar year. PREPARED BY: Regina A. ivr~,. Community Services Director Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator Finance Community Development PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: APPROVE THE 2009 COUNCIL/COMMISSION RETREAT ISSUE MATRIX June 15, 2009 ENVIRONMENTAL ASSESSMENT: The recommended action is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: No additional fiscal impact will result from the recommended action. Staffing levels included in the FY 2009/10 do not allow for the same level of commission support as previous years. Some reductions in meeting frequency will need to be made to reflect staff capacity. ATTACHMENT: 2009 Council/Commission Retreat: General Issues Summary Matrix DISTRIBUTION: Arts Commission members Community Services Commission members Library Board members Parks Commission members Transportation and Parking Commission members Youth Commission members C~ G] • rl •rq •py C~ N b-1 CO) 0 0 cv A ~ o N a~ a~ U Eb ~ c~ U ° U r/~ Cil HE O ~ O ~ 'b H CJ w }V l5b H Ld 0 l ~ q v CO) ` ^I O . N ~ ~ S C~ TA un O Ot N tA1 u W o 0 c l moo; A o U r ° O ~r A 'd O ~ bA cd w N A~ V a O cf U v ri1 O o ~ Q ® U bA ~ N a cu ' t o v) CZ 170 F° r/1 °o A Al o U 'r U V-) uo U U U 0 4.1 '2 tb a 4-{ U A tb 0 U rri o au R, O o as W W o a ~ 4a o od bi) O p U d + N U Cd C) ~N .9 14, N U ad O -S in bJ) CL4 ;-4 c C4 O . o ;4 X Cu' cn y :1 U uU 4 U bA 0 4-1 Lo 4, ° cd p u ° ~ U h rf a~ . P, U ~r r® V ~I N d" 4) j, o O [d N ` Lei ' Cd O~-, N N Ga V C> ml rd d cd r>4 m _0 r14 44 U 5 ✓ rZ +Cd ° > Q u. Qww U-~° Ad O g o P., O P+ cd U i U Q 00 O P-1 H t -d O R~ [mow w cn p ' P~ e~ 0 r cd O ~ b1} aj p t y v o • ° o qi t4 a~ 'd 4 O Ord O C) C) 2 Uq pq a1 O 0 a v O 5 i . ° 0 s0f v o C%~ ~O v p P, Q cu ul Q C) U D o o ° 0 O ' . G ~ d O v O bl) w bJ} W) b11 O -Y4 w a 0 ~.K U M U O 4-4 t 0 1 bJJ A Aw 3 H~ x ea W V] W/ O tV ICI Fin p~ FO11 m o a~ ul U b 9 0 H cd H K p.., p ca p t (U u) N a~ a~ p d a~ i U d U v o °J o by 4-4 bD o, ° Ln 0 o o cn Tl O bA tS N ~ 'tS 9 O y cd K t'~ U •a Q 'd P -e ~ P-' N O O 0 a.., v`n, "n U O ~ U T1s p-, Q t-. + p p 0 ' F i+ O En+ O by 4--4 N o 0 .o cn U (Luel .0 x o U o U -~4 z ~ d ) b m H Q, o ° a u, Cd P~ W ry N 4-4 0 a~ vs Q~ O ~ ~ p U Ln O bA 2 + cad a] U S3~ P~ H ~ ~ V F4 3 'o 73 o ° cw O O ~ N S.a ~ d] U ® O O m bA a O O d Ia U H C UO 0 v 0 o + c to cd (D w ~ 6, lu U f. L° bo o ° C~3 [ci U 1 OO f" O N O a ° 03 U N a" r Awe W) w 4- bl) od man o 0 aa)) v o O O . cd a] N z a~ C~ O .,tea A 0 H ~ o 0 C ~ N A ~ w bb bb o aq o by ,a? 104 o .o a 0 . U U 0 U C) U tan 0 0 0 o ` O 1 0 0 o c o U o ° - a 1 JZ ° > > o d Cd . s - cd i--J i 4--I S6 In4 (D h+ 1 U U as u. ~ ° 40 ~ ~ Q 2 ~ ~ . , ® e P~ 4--e O 4-1 © ; 9 j U U P~ w v U }y O O O ~ p q~) P r~P,U CJ C~ O O ~f CIN N ~-I V a A c~ v (D (D bb -4- 4 o U A O 0 U o U .Q o ~ o A o 0 0 4 d H U in i ~ o U N O O o A U O U 0 U p v o •rn o un . (U o 0- ED ~ u O b C) U cd v ~4 U c O cd bA O d U 0 1-4 QJ a rj O O • ~ y 1 C} U ~1 cd N O Lo ;.4 ° tJ bA p Rs Ell W Fs P 0 bj) ID z ~ d) o~ p O O 1411 ;7,' w te U ,O 1+1 0 C /I 4 a ] p) C2 U O U O U p C!~ O 0 U U 0 U