Title
City Council Appointed Advisory Bodies Recommendations Discussion
Recommended Action
The Community Livability and Public Safety Committee recommends discussing recommendations related to City Council appointed advisory bodies.
City Manager or Committee Recommendation:
Discuss recommendations related to City Council appointed advisory bodies.
Report
Issue:
Whether to discuss recommendations related to City Council appointed advisory bodies.
Staff Contact:
Stacey Ray, Assistant City Manager, 360.753.8150
Presenter(s):
Stacey Ray, Assistant City Manager
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 (Attachment A). Following discussion, 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 evaluation work previously completed by Assistant City Manager Sullivan. Her work supplemented the existing analysis with additional stakeholder engagement, further examination of systemic issues and barriers to participation, and identification of common challenges experienced by both staff and community members involved with advisory bodies. The evaluation also included outreach to other cities undertaking similar evaluations of their advisory bodies, as well as meetings with City staff liaisons to Council-appointed advisory bodies to gather 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.
Since February, staff and the consultant have 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 was asked to review and comment 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 more 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 Council study session a package of recommendations for process improvements, restructuring opportunities for several advisory bodies, and a multi-faceted engagement tool kit. The advisory bodies being put forward for potential restructuring include 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.
For this agenda item, staff will present a package of recommendations forwarded by CLPS for City Council discussion and consideration. The recommendations are intended to improve the efficiency and effectiveness of advisory bodies in achieving the City Council’s community engagement goals and fall into three categories: transitioning to an engagement toolkit that provides a variety of approaches for gathering meaningful community input; restructuring existing advisory bodies to improve efficiency and effectiveness; and enhancing processes to address ongoing challenges related to recruitment, onboarding, and work planning.
Climate Analysis:
This discussion 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. Discuss recommendations related to City Council appointed advisory bodies.
2. Do not discuss recommendations related to City Council appointed advisory bodies.
3. Hold the discussion at another time.
Attachments:
May 2025 Advisory Body Evaluation Presentation to Community Livability & Public Safety Committee
Advisory Body Evaluation Process Briefing Paper
Advisory Body Member Survey Results Summary
Advisory Body Chairs Meeting Summary
Annual Meeting with Advisory Body Chairs Meeting Summary
Social Justice & Equity Commission Letter