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Role of advisory groups in making recommendations for appointment Additionally, questions have been raised about the appropriate roles of advisory groups and of their incumbent members in making recommendations to the Mayor and council on selection of applicants for interviews and appointments. Several advisory groups have a practice of “weighing in” on these council decisions. The council binders this year contain not only applications, but templates with information on each group’s purpose, current focus, number of openings, and the knowledge, skills and abilities considered essential for effectiveness. These templates are intended to provide relevant information to help the council, and serve as an alternative or addition to recommendations for or against any particular individuals. Communication with Boards, Commissions and Committees During the discussion at a listening session with members of the Human Rights Commission on May 18, several participants suggested the need to define a more formalized process for both the council to communicate work and research requests to boards and commissions and for the commissions to bring emerging issues to the council’s attention. The council and advisory group members (including boards, commissions and neighborhood associations) have all expressed a desire to strengthen communications. Annual report and work plan sessions currently occur for the Planning Commission, Civilian Review Board, Sustainability Commission, Human Rights Commission, and Police Commission. Regular work plan sessions are not planned for the Toxics Board and Budget Committee, although the council meets regularly with the latter during budget season. Formal communications to obtain updates and provide direction for Eugene’s members on intergovernmental committees are not established, but the council’s new committee reports structure offers a way to share more information. Advisory groups provide a valuable way for community members to influence City policies and practices. While annual reports and work plans offer one way for standing advisory committees to check in with the council on their direction and approach, the feedback loop may not always support full and timely consideration of issues and concerns. Additional, informal options include: -Advisory group written and oral testimony before the council. -Sharing information through the council newsletter and in the weekly packet. -Written progress reports from advisory groups to the council. -More frequent work sessions on particular topics. Recording and Webcasting BCC Meetings State of Oregon law requires that public notice be provided at least 24 hours in advance of meetings and that meeting records be maintained for public bodies. State law requires sound, video or digital recording or written minutes of meetings for City of Eugene advisory groups. At a minimum, the record of the meeting must include the name of the group; date, time and location of meeting; names of advisory group members in attendance and absent; a reference to any document discussed at the meeting, and decisions, recommendations and actions. Meeting records are made accessible through the City website, and can be provided in alternate formats. At this time, the City’s advisory groups have a wide range of meeting records. Examples: Planning & Development Department staff video-records Planning Commission meetings and posts to the City website, and audio-records Historic Review Board meetings. Official written minutes are not \\Cesrv500\cc support\CMO\2011 Council Agendas\M110620\S110620B.doc