Title
Approval of an Ordinance Amending Olympia Municipal Code Chapter 2.100. Articles I, III, V and IX, Chapter 18.76, and Section 18.12.050 Related to Community-Member Advisory Boards, Commissions and Committees
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Move to approve on first reading, and forward to second reading, an ordinance amending Olympia Municipal Code Chapter 2.100. Articles I, III, V and IX, Chapter 18.76, and Section 18.12.050 related to Community-Member Advisory Boards, Commissions and Committees.
Report
Issue:
Whether to approve on first reading, and forward to second reading, an ordinance amending Olympia Municipal Code Chapter 2.100. Articles I, III, V and IX, Chapter 18.76, and Section 18.12.050 related to Community-Member Advisory Boards, Commissions and Committees
Staff Contact:
Margo Morales, Community Engagement Program Specialist, City Manager’s Office, 360.753.8150
Presenter(s):
None - Consent Calendar Item.
Background and Analysis:
On May 14, 2025, the Community Livability and Public Safety Committee (CLPS) discussed the effectiveness of City Council appointed advisory bodies in meeting the communication and community engagement goals for which they were created. Assistant City Manager Debbie Sullivan presented an extensive evaluation of the existing bodies that included analysis of advisory body works plans, referrals from Council, attendance and member survey results.
Following discussion of the results, CLPS directed staff to continue the evaluation process, and to bring back recommendations on possible changes for the Committee’s consideration.
In September 2025, the City contracted with Genevieve Canceko Chan to build upon the work previously completed by now retired Assistant City Manager Sullivan, supplementing it with additional stakeholder meetings, and further identifying systemic issues, barriers to participation, and common challenges for both staff and community participants. Her additional research included contacting other cities that had recently or were currently engaged in similar evaluations of their advisory bodies and meeting with council-appointed advisory body staff liaisons to share and receive feedback on draft recommendations.
On February 25, 2026, CLPS received a briefing on this work, including recommendations centered on two pathways for improvement: changes to make the current system more efficient and effective, and a scenario that envisions a multi-faceted and multidisciplinary approach to community engagement and advisory bodies. CLPS directed staff to further develop both options.
Staff and the consultant next surveyed current advisory body members, met with advisory body chairs, advisory body staff liaisons, and the Social Justice & Equity Commission to seek additional input. The Social Justice & Equity Commission reviewed and commented on the recommendations with an emphasis on reducing barriers for community members to engage with the City and supporting diverse experiences and perspectives in City decision-making.
On May 27, 2026, CLPS received a second briefing on this work. Staff presented two detailed options: one focused on current system process improvements and opportunity areas to restructure existing advisory bodies, and one focused on the development of an engagement toolkit, including multiple ways to engage community members in addition to or in lieu of an advisory body. CLPS directed staff to bring forward to a City Council study session a package of recommendations for process improvements, restructuring opportunities for advisory bodies, and a multi-faceted engagement tool kit. The advisory bodies being put forward for potential restructuring included the Bicycle and Pedestrian Advisory Committee, Design Review Board, Social Justice & Equity Commission, and Parks and Recreation Advisory Committee.
CLPS also hosted their annual meeting with City Council appointed Advisory Body chairs and co-chairs on June 24, with the topic being the advisory body work plan process. The outcomes from that meeting have also been incorporated into the overall findings from this process.
On July 21, staff presented to City Council for discussion at a study session a package of recommendations forwarded from CLPS for improving the efficiency and effectiveness of advisory bodies in meeting the Council’s engagement goals. The recommendations were organized into three categories: transitioning to an engagement toolkit with a variety of ways for gathering meaningful input; restructuring current advisory bodies for greater efficiency and effectiveness; and improving processes to help address longstanding challenges in recruitment, onboarding and work planning.
City Council’s guidance to staff included support for further building out the engagement toolkit, moving forward with the recommended changes to improve efficiency and effectiveness, and returning to CLPS to further discuss and seek a recommendation on how to thoughtfully transition the four advisory bodies identified for reductions or transition.
On September 23, 2026, staff returned to CLPS with a further developed proposal for how to thoughtfully transition the Social Justice & Equity Commission to a more focused purpose and scope, transition the Design Review Board to an administrative function within Community Development, and sunset both the Bicycle and Pedestrian Advisory and Parks and Recreation Advisory Committees. CLPS unanimously approved forwarding the proposal for consideration by the full City Council.
On October 20, 2026 Council approved a resolution authorizing the sunsetting of the Design Review Board, Bicycle and Pedestrian Advisory Committee, and Parks and Recreation Advisory Committee, and a restructuring of the Social Justice and Equity Commission.
The purpose of this ordinance is to make necessary changes to the City’s municipal code to carry out Council’s approval of the resolution at their October 20, 2026 meeting as well as make necessary changes to term length and appointment dates to support the updated recruitment and appointment process.
Climate Analysis:
This decision is not expected to have an impact on greenhouse gas emissions.
Equity Analysis:
Public engagement that is equitable and inclusive of diverse community member perspectives is foundational to building trust in government, formulating effective policies, and developing programs that best meet community needs and priorities. These changes to the advisory body system are intended to reduce identified barriers to participation and allow for more diverse perspectives to be represented in Council and staff decision-making.
Neighborhood/Community Interests (if known):
The community has a high interest in participating in local government decision making. Advisory bodies have historically provided opportunities for more direct Council engagement with the community around policy decisions and Council decision-making. Over the last several years, however, staff and Council have explored and experienced success in using a variety of other ways in which to engage community members, broadening the voices and perspectives represented in planning efforts and community conversations.
Financial Impact:
The City contracted with consultant Genevieve Canceko Chan to complete an evaluation process for Council-appointed advisory bodies. The consultant’s scope of work includes crafting recommendations on improving the advisory body system, including addressing the recruitment and appointment process, work planning, and Council and advisory body member satisfaction. The contract is valued at $35,875 and is funded through the General Fund.
Options:
1. Move to approve on first reading, and forward to second reading, an ordinance amending Olympia Municipal Code Chapter 2.100. Articles I, III, V and IX, Chapter 18.76, and Section 18.12.050 related to Community-Member Advisory Boards, Commissions and Committees.
2. Move to approve with revisions, on first reading and forward to second reading an ordinance amending Olympia Municipal Code Chapter 2.100. Articles I, III, V and IX, Chapter 18.76, and Section 18.12.050 related to Community-Member Advisory Boards, Commissions and Committees with revisions.
3. Do not approve an ordinance amending Olympia Municipal Code Chapter 2.100. Articles I, III, V and IX, Chapter 18.76, and Section 18.12.050 related to Community-Member Advisory Boards, Commissions and Committees
Attachments:
Resolution
Ordinance