Title
Approval of Draft Comment Letter on Recommendations for City Council Appointed Advisory Bodies
Recommended Action
Approve draft comment letter on recommendations for City Council appointed advisory bodies.
Report
Issue:
Whether to approve a comment letter on recommendations for City Council appointed advisory bodies.
Staff Contact:
Margo Morales, Community Engagement Program Specialist, Organizational Development and Performance, 360.753.8150
Presenter(s):
Margo Morales, Community Engagement Program Specialist
Background and Analysis:
The City is committed to meaningful and inclusive engagement. Council Appointed Advisory Bodies are a key component of this effort, providing community perspectives to support City Council in formulating public policy and making decisions on specific programs. The City of Olympia currently has 14 standing bodies with nearly 100 volunteers.
Over time, engagement strategies have adapted based on experience and the development of more sophisticated tools and techniques. A comprehensive evaluation of Council-Appointed bodies hasn’t been performed, so in 2025 staff undertook an evaluation an analysis to learn if there are opportunities to enhance their effectiveness.
At the Social Justice and Equity Commission’s (SJEC) April 20, 2026 meeting, commissioners received a briefing on the evaluation process, what was learned, and draft recommendations for enhancements to the City’s community engagement and Council Appointed Advisory Bodies. Commissioners discussed the draft recommendations with particular attention to how they might impact equitable and inclusive engagement. Additional time for further discussion of the draft recommendations is scheduled for the SJEC May 18, 2026 meeting.
The purpose of this agenda item is for the Social Justice and Equity Commission (SJEC) to approve a comment letter summarizing their discussions and feedback on the draft recommendations for community engagement and Council Appointed Advisory Bodies. This letter will be submitted to the Community Livability and Public Safety Council Committee along with the recommendations on May 27, 2026.
Climate Analysis:
This 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 Olympia 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.
Options:
1) Approve the draft letter
2) Make amendments to the draft letter and approve the amended draft.
3) Do not approve the draft letter. This would mean SJEC feedback is not directly included in the information provided to Community Livability and Public Safety on this project.
Financial Impact:
There is no cost associated with the action. To reduce barriers to community member participation, the City offers stipends of $25 per advisory body meeting attended to eligible members. Those members who certify as low income are eligible to receive stipends of $50 per meeting attended. Advisory body members may waive the stipend. In 2025, the total cost of stipends was $11,425.
Attachments:
Draft Comment Letter on Recommendations for City Council Appointed Advisory Bodies