ADMINISTRATIVE COMMITTEE
5.	CONSIDER POLICY ON PREPARATION OF COMMITTEE MEETING MINUTES
Meeting Date:		July 14, 2014	Budgeted:	No
From:		David J. Stoldt,	Program/	N/A
		General Manager	Line Item No.:	N/A
Prepared By:		Arlene Tavani	Cost Estimate:	N/A
General Counsel Approval: N/A
Committee Recommendation: On July 14, 2014 the Administrative Committee recommended _____________________.
CEQA Compliance: N/A

SUMMARY: Committee reports prepared by the Executive Assistant and Office Services Supervisor, record committee action and summarize discussion and public comment. Time spent on preparation of committee minutes could be reduced, and the time savings allocated to other equally important administrative tasks. This could be achieved through preparation of accurate minutes that list committee action and direction to staff only. An audio recording of the meeting will be kept on file for five years, in accordance with the Water Management District’s records retention policy. Submitted as Exhibits 5-A through 5-D are previously approved committee minutes that have been modified to conform to the action-only format. Note that the City of Pacific Grove implemented preparation of action-only committee minutes over a year ago, to the satisfaction of the City Council and public.

Advantages of action-only committee minutes:

· Provides accurate record of committee action

· Avoids subjective description of discussion and public comment

· Identifies persons that present public comment

· Significant amount of time needed to review, analyze and summarize committee and staff comments can be allocated to other priorities

· Audio recordings of committee meetings are on file for five years

· No change to format of Board meeting minutes – all Board action and public comment still included

RECOMMENDATION: Staff should transition to preparation of action-only committee minutes. The format for minutes of Regular and Special meetings of the Board of Directors would be unchanged and continue to document Board action and public comment.

BACKGROUND: The committee discussed this topic at the June 12, 2014 meeting, and asked that staff bring the issue back for further consideration along with examples of the action-only format.

EXHIBITS

5-A Final Minutes of the May 2014 Administrative Committee (previously approved)

5-B Final Minutes of the January 21, 2014 Administrative Committee (previously approved)

5-C Final Minutes of the March 19, 2014 Water Demand Committee (previously approved)

5-D Final Minutes of the April 18, 2014 Water Supply Planning Committee (previously approved)

5-E Final Minutes of the March 14, 2014 Water Supply Planning Committee meeting (previously approved)

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