Title
Review of Advisory Committee Procedures and Expectations for Future Guidebook
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Review the proposed changes to Advisory Committee Roles and Expectations and Committee Rules of Procedure and provide staff guidance on updating the documents to establish an Advisory Committee Guidebook.
Report
Issue:
Whether to review the proposed changes to Advisory Committee Roles and Expectations and Committee Rules of Procedure and provide staff guidance on updating the documents to establish an Advisory Committee Guidebook.
Staff Contact:
Kellie Purce Braseth, Strategic Communication Director, City Manager’s Office 360.753.8361
Presenter(s):
Kellie Purce Braseth, Strategic Communications Director, Communications
Background and Analysis:
Newly appointed Advisory Board, Committee and Commission members receive a copy of the Advisory Committee Roles and Expectations and the Committee Rules of Procedure as part of their orientation when joining a Council-appointed advisory committee.
Staff liaisons to advisory committees rely on the two documents for guidance and guidelines in supporting the work and the volunteer experience of all advisory committee members. The two documents will also be foundational pieces of a long-planned guidebook for Advisory Committee members.
The Advisory Committee Roles and Expectations document was last reviewed and updated in 2005 by the General Government Committee (the precursor of the Community Livability and Public Safety Committee). The Committee Rules of Procedure document was last amended by the Olympia City Council in May 2014.
The Staff liaison group is currently drafting a guidebook for advisory committees and are seeking review and updates to these important advisory committee guidance documents for inclusion in a future guidebook. Staff are also interested in establishing a regular review process of the documents with the Community Livability and Public Safety Committee.
Climate Analysis:
No climate impacts were evident.
Equity Analysis:
Council-appoint boards and commissions offer a ready opportunity to reduce disparities in participation by marginalized communities in the City’s processes and decisions. Ensuring that the roles, expectations and process that these committees operate under are fair, equitable and inclusive is critical to maintaining participation and keeping trust with the community.
Neighborhood/Community Interest (if known):
Residents serve on Advisory Committees to share their opinions and perspectives, study issues, and develop recommendations in a focused small group in order to provide judicious advice from a community member’s perspective to the Olympia City Council.
Financial Impact:
There is no financial impact related the review of the Advisory Committee Roles and Expectations and Committee Rules of Procedure.
To help defray costs (transportation, childcare, etc.) and lower barriers to participation, members of Council-appointed boards and commissions are eligible for a stipend of $25 per meeting attended. Those who can certify they are low income can receive a stipend of $50 per meeting attended. Members may also choose to waive receipt of the stipend.
Attachments:
Advisory Committee Roles and Expectations Draft Updates
Committee Rules of Procedure Draft Updates
Options:
1. Review the current Advisory Committee Roles and Expectations and Committee Rules of Procedure and provide staff guidance on updating the documents.
2. Review the current Advisory Committee Roles and Expectations and Committee Rules of Procedure and do not provide staff guidance on updating the documents.
3. Do not review the current Advisory Committee Roles and Expectations and Committee Rules of Procedure and provide staff guidance on updating the documents.