Title
City Council Appointed Advisory Bodies Analysis and 2026 Advisory Body Recruitment Process Update
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Receive an update on the City Council appointed advisory bodies analysis and 2026 advisory body recruitment process.
Report
Issue:
Whether to receive an update on the City Council appointed advisory bodies analysis and 2026 advisory body recruitment process.
Staff Contact:
Stacey Ray, Assistant City Manager, 360.753.8046
Presenter(s):
Stacey Ray, Assistant City Manager
Genevieve Canceko Chan, Consultant
Background and Analysis:
The City Council guidebook outlines the purpose, establishment, appointment process, and Council’s relationship with Advisory Bodies. The Guidebook states that “public boards, committees, and commissions provide a great deal of assistance to the Council when formulating public policy and transforming policy decisions into action.” Starting in 1935 with the Planning Commission, Councils throughout subsequent years have established an additional 13 standing bodies, so that today there are nearly 100 Olympia residents serving as members.
Methods for engaging and communicating with the public have evolved significantly over the past 10 years. This, coupled with feedback received from staff and volunteers reporting challenges and resource constraints, the Community Livability and Public Safety Committee (CLPS) requested that staff evaluate the effectiveness of Council-Appointed Advisory Bodies to determine whether they are meeting Council’s stated mission.
Now retired Director of Strategic Communications, Kellie Purce Braseth, launched this work effort, and Assistant City Manager Debbie Sullivan continued it by completing and sharing a comprehensive Advisory Body analysis at the May 14 CLPS special meeting. To move forward, the City has contracted with Genevieve Canceko Chan to provide additional capacity and expertise to complete this work effort.
The annual recruitment cycle to fill vacant seats on Advisory Bodies typically launches each year in October. The Community Livability and Public Safety Committee (CLPS) is charged with interviewing and recommending to the City Council appointments to fill the vacant positions. Recruitment typically ends in mid-December, with Council taking formal action on a recommendation from CLPS in March.
The purpose of this agenda item is for CLPS to receive an update on both the Advisory Body analysis work and process for the 2026 Advisory Body recruitment and appointments. Because it’s still early in the analysis, the consultant will emphasize in her update the project scope of work and approaches she will use to develop recommendations for CLPS’ consideration. Staff will be sharing a relatively unchanged recruitment and appointment process to launch in October; however, with an openness to exploring improvements that may arise from the analysis work and are timely to implement for 2026.
Climate Analysis:
There are no anticipated impacts to greenhouse gas emissions. Staff liaisons utilize our climate framework in aiding Advisory Bodies around Council recommendations.
Equity Analysis:
Public engagement that is equitable and inclusive of diverse community member perspectives is foundational to building trust with government, formulating effective policies, and developing programs that best meet community needs. Diverse, equitable, and inclusive engagement using Advisory Bodies can create barriers. For example, the recruitment and selection process can favor community members familiar and comfortable with government processes. The analysis of the existing system and implementation of any potential resulting ways to improve the recruitment and appointment process can help reduce disparities in participation among marginalized community members.
Neighborhood/Community Interests (if known):
Advisory Bodies have historically provided opportunities for more direct Council engagement with the community around policy decisions and Council decision-making. Community members serve on Advisory Bodies to share their opinions and perspectives, study issues, and develop recommendations in a focused small group to provide advice from a community members’ perspective to the Council.
Financial Impact:
City Council appropriates both personnel and non-personnel resources to support Council-Appointed bodies. The consultant cost is accounted for in the Strategic Communications budget and keeps the analysis moving forward with the current Strategic Communications Director position vacant.
Options:
1. Receive an update on the City Council appointed advisory bodies analysis and 2026 advisory body recruitment process.
2. Do not receive an update on the City Council appointed advisory bodies analysis and 2026 advisory body recruitment process.
3. Receive the update at another time.
Attachments:
Not applicable