During the non‑case portion of the Oct. 29 meeting, commissioners discussed scheduling a retreat and ways to address recurring vacancies on advisory bodies. Staff noted that bylaw constraints and the holidays complicate scheduling in late 2025; commissioners recommended a retreat in early 2026 and asked staff to prepare options — including potential policy language that would allow alternate appointment mechanisms after extended vacancies — for discussion at the retreat.

Vice Chair Francis and other commissioners said persistent turnover and unfilled seats impede the commission’s ability to transact business and suggested the council consider alternative approaches to fill seats. Staff offered to meet with commission leadership to draft suggested language and to add the governance discussion to the retreat agenda when a date is scheduled.