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The Commission used several mechanisms to evaluate boards and commissions. First, <br />each Commission member volunteered to attend meetings so that at least two (2) Sunset <br />Commission Members visited each of the board and commission meetings. In addition <br />to first -hand observation of meetings, Commissioners interviewed members serving on <br />these bodies. The Commission also surveyed City staff liaisons who work with the <br />boards and commissions. A copy of the Board and Commission Review Worksheet <br />(Appendix C) and Staff Survey instrument (Appendix B) are included in the appendices <br />of this report. Last, the Commission prepared additional questions for Hotel Occupancy <br />Tax Recipients in order to better understand how effectively funds are distributed. The <br />list of questions is attached as Appendix D. <br />The summaries provide an overview of a part of the process involved in formulating <br />these suggestions. When attending the meetings and interviewing board members, each <br />Commission member evaluated the problems and issues each of the boards face. Then, <br />as a group, the Commission discussed their recommendations and agreed upon items to <br />be included on the Tracking Sheet (Appendix E) and Recommendation Sheet (Appendix <br />F). The Tracking and Recommendation sheets served as working documents for <br />recording the Commission's collective recommendations as they discussed each board <br />and commission. <br />MThe criteria used by the Commission included: <br />• Efficiency of operation <br />• Extent to which Commission is needed and used <br />• <br />• Potential duplication of functions <br />• Potential for consolidation with another board <br />• Public benefit of a board's actions <br />• Effectiveness in dealing with complaints <br />• Extent the body has made decisions compatible with its purpose or charge <br />• Following or expanding their charge beyond City Council intent <br />• Public participation <br />• Compliance with the Texas Open Records and Open Meetings Act <br />The City Council also asked the Commission to evaluate several issues common to all <br />boards, including board size, meeting times, and the absence policy. This report contains <br />a discussion of these issues as well. <br />4 <br />