Title
Consideration of Council Appointed Advisory Body Recommendations
Recommended Action
Committee Recommendation:
No committee recommendation.
City Manager Recommendation:
Consider approval of a proposal for the sunsetting of the Bicycle and Pedestrian Advisory Committee, Design Review Board, and the Parks and Recreation Advisory Committee, and a refined scope of work for the Social Justice & Equity Commission.
Report
Issue:
Whether to consider approval of a proposal for the sunsetting of the Bicycle and Pedestrian Advisory Committee, Design Review Board, and the Parks and Recreation Advisory Committee, and a refined scope of work for the Social Justice & Equity Commission
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.
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 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 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 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.
The purpose of this agenda item is for staff to share for the Committee’s consideration 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. Staff is seeking a recommendation from CLPS that can be moved forward for consideration by the City Council.
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 the proposal for the sunsetting of the Bicycle and Pedestrian Advisory Committee, Design Review Board, and the Parks and Recreation Advisory Committee, and a refined scope of work for the Social Justice & Equity Commission.
2) Do not approve the proposal for the sunsetting of the Bicycle and Pedestrian Advisory Committee, Design Review Board, and the Parks and Recreation Advisory Committee, and a refined scope of work for the Social Justice & Equity Commission.
3) Move to approve a proposal with changes as identified by the Community Livability and Public Safety Committee.
4) Discuss the proposal and direct staff to return later having further developed the recommendations based on direction from the Community Livability and Public Safety Committee.
Attachments:
May 2025 Advisory Body Evaluation Presentation to Community Livability & Public Safety Committee
Advisory Body Member 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 & Work Plans