ITEM:		ACTION ITEMS
15.	CONSIDER POLICY ON PREPARATION OF COMMITTEE MEETING MINUTES
Meeting Date:			July 21, 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 15, 2014 the Administrative Committee recommended that the full Board discuss this and make a determination on the policy.
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 three years, in accordance with the Water Management District’s records retention policy. Submitted as Exhibits 15-A through 15-E are previously approved committee minutes that have been modified to conform to the action-only format.

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 three years

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

Locally, 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. Some other agencies that prepare action-only minutes are the Monterey Bay Unified Air Pollution Control District and Fort Ord Reuse Authority.

RECOMMENDATION: The Administrative Committee reviewed this issue on July 15, 2014 and, by consensus, requested that the full Board discuss and make a determination as to whether or not the District 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. On July 15, 2014, the Administrative committee reviewed additional information provided by staff and recommended by consensus that the full Board discuss this issue and make a determination on the format of committee minutes. The committee members noted that: (a) action-only minutes would reduce staff time spent on minutes preparation; (b) review of the audio recording of a committee meeting in order to hear the discussion could be time consuming for a member of the public; (c) inclusion of committee discussion provides useful information for directors that are not members of a committee; (d) this issue is of interest to all directors, so should be brought to the full Board for a decision.

EXHIBITS

15-A Final Minutes of the May 12, 2014 Administrative Committee (previously approved)

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

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

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

15-E Final Minutes of the March 4, 2014 Water Supply Planning Committee meeting (previously approved)

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