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Calendar or Fis.3 al��' aNeither — all membership terms commence upon the inception date of the individual AC, and end upon the staggered year anniversaries of that same inception date. We need a clear policy/Rule to establish the end term/new term dates to be on a convenient near -date, such as end of the prior or same month as the anniversary date. E.G., the Kona AC was established upon the swearing in of a quorum of appointed members (enough to do business) on 6/09/2009. The AC was born that date, and the respective staggered terms ended 2, 3 and 4 years thereafter. Administratively we have decided to treat the terms as ending on May 31 of the respective term years, with next terms commencing the next day, on June 1 of those respective term years. Each AC will have its own "birthday" and term anniversaries. A Dept. Rule establishing the "rounding" convention to end terms on either that date, or perhaps the last day of the prior month if the birthday is prior to the 15' day of that month, etc., would be the best way to make all this very clear and understandable.) ----------------------------- commented [SH1]: I think we need to discuss this one. I AC holdover, how to determine seats lean more toward standardizing when we get new AC The Mayor, with pro -active counsel from the PD, should decide which holdovers members for all AC's which could help us with scheduling. May need to talk to Mayor's Office and Council personnel to are replaced first and last. It should not be by strict formula, as some holdovers find out how much easier/difficult it is to confirm appointee are extremely valuable for leading a current project, and others may be at same or different times. problematic and desired for quick replacement. Expiring Term Certificates process (including how we present to outgoing AC) Need to see what other committees do. Operating Committee Guidelines/Rules Look at all existing and bring into alignment Develop 1 Doc for all ACs Check chap 16 for any required operating procedures Review internally & w/ AC Chairs Review & approval by ACs Fact Sheets Schedule annual updates & as needed Work on consistency (content) Annual Reports Develop easy form/process that is standardized Work into annual schedule To minimize calendar year "crunch," especially because of concurrency of CIP issues, I suggest doing "annual reports" upon the anniversary dates of the individual ACs. This would spread out the workload to less demanding time periods, especially for collaborative report production among staff members -1 --------------------------------------- commented [sH2]: I agree. It should coincide with the adoption date of the CDP Communications (incoming to AC, & outgoing from AC) Consider assigning Communication Numbers??? Formatting of name on communication to easily identify what it is