Title
Approval of a Resolution Authorizing the Sunsetting of Three Advisory Boards and Restructure of the Social Justice and Equity Commission
Recommended Action
Committee Recommendation:
The Community Livability and Public Safety Committee recommends that the City Council move to approve a resolution authorizing the sunsetting of three advisory boards and restructure of the Social Justice and Equity Commission.
City Manager Recommendation:
Move to approve a resolution authorizing the sunsetting of three advisory boards and restructure of the Social Justice and Equity Commission.
Report
Issue:
Whether to approve a resolution authorizing the sunsetting of three advisory boards and restructure of the Social Justice and Equity Commission.
Staff Contact:
Margo Morales, Community Engagement Program Specialist, City Manager’s Office, 360.753.8150
Presenter(s):
Margo Morales, Community Engagement Program Specialist
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. Now retired 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 on previous work, incorporate additional stakeholder meetings, and further identify systemic issues, participation barriers, and common challenges experienced by both staff and community participants. The 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 and 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 (SJEC) 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 (BPAC), Design Review Board (DRB), SJEC, and Parks and Recreation Advisory Committee (PRAC).
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 the City Council, during a study session, a set of recommendations from CLPS aimed at improving the efficiency and effectiveness of advisory bodies in meeting the Council’s engagement goals. The recommendations were grouped into three areas: transitioning to an engagement toolkit that offers multiple methods for gathering meaningful input; restructuring existing advisory bodies to enhance efficiency and effectiveness; and strengthening processes to 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 SJEC 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.
The purpose of this agenda item is for the City Council to consider approval of a resolution to sunset the DRB, BPAC and PRAC and restructure the SJEC. If approved, staff will bring forward the necessary Municipal Code updates for passage at a future meeting date, and move forward in November with this year’s City Council-appointed Advisory Body recruitment 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. The assessment of the current advisory body system is intended to identify barriers to participation and explore additional engagement strategies to 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 a resolution authorizing the sunsetting of three advisory boards and restructure of the Social Justice and Equity Commission.
2. Do not approve a resolution authorizing the sunsetting of three advisory boards and restructure of the Social Justice and Equity Commission.
3. Move to approve, with modifications, a resolution authorizing the sunsetting of three advisory boards and restructure of the Social Justice and Equity Commission with modifications.
Attachments:
Resolution
May 2025 Advisory Body Evaluation Presentation to CLPS
Advisory Body Survey Results Summary
Advisory Body Chairs Meeting Summary
CLPS Annual Meeting with Advisory Body Chairs Meeting Summary
Social Justice Equity Commission Letter
Advisory Body Evaluation Process Briefing Paper
Council Appointed Advisory Body Updates: Recruitment, Terms, and Work Plans