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LOGISTICS: <br /> DEPARTMENT COMMITTEES <br /> Department committees are citizen advisory committees which work with <br /> departments on specific issues. They are not established by ordinance, but <br /> must have approval of the Executive Managers and the Citizen Involvement <br /> Committee prior to being formed. Citizens who serve on these committees must <br /> be chosen from three pools: the Special Interest Pool, Neighborhood Pool and <br /> Voter Pool. <br /> Administrative rules have been adopted by the City Manager to ensure that <br /> department advisory committee meetings are open to the public. <br /> Media Notice for Department Committees <br /> All meetings of department committees must be listed on the City of <br /> Eugene's public media calendar. <br /> Separate media notice needs to be sent out if the media calendar <br /> deadline date is missed. The on -line member for the media calendar is <br /> *US GR EAMSGCAL. For more information about the media calendar contact <br /> Debbie, receptionist in the City Manager's Office at X5010. <br /> Agendas <br /> Agendas must be prepared before each meeting and be available at least <br /> five days prior to the meeting. <br /> Public Record <br /> Under State Public Records Law, any documents created by these <br /> department committees are public records. <br /> Meeting Notes <br /> Action summaries must be kept for each meeting. Summaries include <br /> the list of members present <br /> the topics of discussion <br /> the outcomes of all votes or decisions made by the group. <br /> Closed Sessions <br /> There are some meetings which might require some confidentially, such <br /> as the Loan Committee when reviewing an application for a small <br /> business loan. If a department committee is considering holding a <br /> closed meeting, please contact Phil Weiler in the City Manager's <br /> Office X5010 for the guidelines. <br />