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HomeMy WebLinkAboutItem B: Boards, Commissions and Committees ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Work Session: Boards, Commissions, and Committees Meeting Date: June 8, 2009 Agenda Item Number: B Department: Central Services Staff Contacts: Keli Osborn www.eugene-or.gov Contact Telephone Number: 682-5406 ISSUE STATEMENT This work session provides an opportunity for the council to discuss issues and possible changes for outreach, recruitment, selection, membership, training and support for City of Eugene boards, commissions, and committees (BCC) processes. A key objective for this work session is to identify effective ways through BCC processes to further council values for a safe community in which everyone feels safe, valued and welcome and an effective, accountable municipal government that works openly, collaboratively and fairly with the community to achieve measurable and positive outcomes. BACKGROUND The City of Eugene has a number of standing boards, commissions and committees, including the Budget Committee, Human Rights Commission, Planning Commission, Historic Review Board, Police Commission, Civilian Review Board, Sustainability Commission, and Toxics Board. In addition, a number of ad hoc council committees and department advisory committees exist to inform policy- and decision-making. In 1993, the council adopted changes to the BCC structure, shifting from 28 standing committees with a hodgepodge of reporting links, membership and appointments to three types of committees: standing committees to the council; council ad hoc committees; and department advisory committees. In 2000, the council modified term expirations, with recruitment culminating with the Eugene Celebration and terms starting November 1. For the Budget Committee, at least, this start date has turned out to be somewhat impractical. Each of the City’s boards, commissions and committees has an important and distinct mission. With another recruitment season pending, now is a sensible time to check in with council to discuss and verify the best outcomes in three areas: 1)Representation 2)Board, commission and committee member development 3)Recruitment and selection Staff would like to test the following, suggested outcomes with council, and elicit feedback on varied strategies that could support these or alternate outcomes. Do these fairly reflect the outcomes the council Z:\CMO\2009 Council Agendas\M090608\S090608B.doc would like to achieve through the City of Eugene boards, commissions and committees processes? How can staff best support the desired results? Representation Potential outcome: The makeup of boards, commissions and committees should over time represent the richness of the community’s perspectives, neighborhoods, and population demographics – race and ethnicity, gender, age, socioeconomic class, dis/ability and other factors. Strategies and tools that could help achieve this outcome include: ? Mentorships and internships for potential advisory group members ? Enlistment of Human Rights Commission, neighborhood associations and other allies to develop and invite members ? Development and implementation of more numerous and varied outreach approaches that meet differing needs and preferences ? Regular reports to council and others on the makeup of City advisory groups ? Open houses and citizens’ academies that provide information about City services and policies, and help develop a “pipeline” for future advisory group members Board, commission and committee member development Potential outcome: Advisory group members are effective and feel satisfied because they have the training and support to be successful contributors – both before becoming candidates for BCC vacancies and following their appointments. Strategies and tools that could help achieve this outcome include: ? General orientation sessions for advisory group members that incorporate information on City budgeting, public records and open meetings requirements, news media relations, meeting facilitation and process, and other topics ? Open houses, citizens’ academies, and training to supplement what departments and advisory group staff already provide ? Increased use of technology for sharing information ? Surveys to current members for feedback on processes and support Recruitment and selection Potential outcome: Communication and procedures associated with outreach, recruitment, interviews, selection and appointments are fair, accessible, transparent and civil. Strategies that could help achieve this outcome include: ? Up-to-date information on the City’s website and printed materials ? Reliable, easy-to-use online application system that gives applicants timely notification ? Redesigned application and interview processes that are thorough, welcoming and manageable ? Open houses, citizens’ academies and targeted outreach that build on existing community groups and events Z:\CMO\2009 Council Agendas\M090608\S090608B.doc RELATED CITY POLICIES This item relates to the City Council goals of Effective, Accountable Municipal Government: a government that works openly, collaboratively, and fairly with the community to achieve measurable and positive outcomes and a Safe Community: a community in which everyone feels safe, valued and welcome. In addition, the council in 2007 adopted an action plan recommended by the Council Committee on Race: Enhance outreach efforts to our communities of color to increase racial and ethnic diversity on City boards and commissions. COUNCIL OPTIONS The City Council may wish to continue the current practices and procedures related to boards, commissions and committees or provide general direction for exploration of revisions that would better support desired outcomes. CITY MANAGER’S RECOMMENDATION The City Manager has no recommendation on this item. SUGGESTED MOTION No motion is suggested. ATTACHMENTS A.Existing recruitment and selection process and timeline B.Comparative information on recruitment and selection for other jurisdictions C.List of City of Eugene advisory groups (Eugene Code Section 2.013) FOR MORE INFORMATION Staff Contact: Keli Osborn, CMO Division Manager Telephone: 682-5406 Staff E-Mail: keli.m.osborn@ci.eugene.or.us Staff Contact: Beth Forrest, Mayor and Council Support Manager Telephone: 682-5882 Staff E-Mail: beth.l.forrest@ci.eugene.or.us Z:\CMO\2009 Council Agendas\M090608\S090608B.doc ATTACHMENT A MID-JULY Annual recruitment process begins Outreach includes media advertising, web page publicity, neighborhood newsletters/events, word-of-mouth, Eugene Celebration booth Recruitment process ends; all applications due MID-SEPTEMBER LATE-SEPTEMBER Applications organized for council review Materials include ballot for candidate appointment/interview. Any candidate receiving three or more votes of any type is called for an interview. Any candidate receiving five or more votes to appoint or reappoint is not interviewed; instead that person’s name is placed in nomination for formal appointment at the City Council meeting. (The names and bodies on this ballot are only for those groups directly appointed by the City Council. Applicants nominated by the Mayor and appointed by the council are not listed on the ballot; however the applications for these groups are provided in the binders.) EARLY-OCTOBER Candidate interviews (Time and duration dependent on number of individuals interviewed) MID-OCTOBER Final appointment ballot distributed to council Appointments to Boards, Commissions, and Committees LAST COUNCIL MEETING IN OCTOBER New BCC terms begin NOVEMBER 1 ATTACHMENT B COMPARISON OF RECRUITMENT AND SELECTION PROCESSES BY JURISDICTION Eugene, Oregon ? Annual recruitment process for all vacancies on standing council committees ? Terms begin November 1 ? Recruitment begins at end of July and continues until mid-September ? Full council reviews applications, completes interview and appointment ballot, attends interviews (mid-September to early October), and completes final appointment ballot ? Appointments made at last City Council meeting in October ? Advertising: press release; web announcement; newspaper ad; neighborhood association newsletters and events; City-sponsored events; Eugene Celebration Salem, Oregon ? Recruits for vacancies on an as-needed basis. ? Terms begin on January 1 or July 1. ? Council subcommittee (Mayor plus two councilors) reviews applications and makes recommendation on appointments. ? Advertising: citywide newsletter (mailer) three times annually; recreation guide; neighborhood association newsletters Springfield, Oregon ? Recruits for vacancies on an as-needed basis. ? Term start dates vary by committee. ? Full council interviews for Budget Committee, Planning Commission, and Historic Commission ? All others, staff and committee interview, make recommendation to council ? Advertising: media advisory about vacancy Eugene School District 4J – Budget Committee ? Notice of vacancy/invitation to apply posted on as-needed basis (no recruitment) ? Applicants are invited to attend the Board meeting at which appointments are made and are given the opportunity to speak to their qualifications ? Citizen members appointed to three-year terms by the board Bethel School District – Budget Committee ? Recruits for vacancies as terms expire. ? Terms begin on July 1. ? Applicants interviewed by School Board ? Citizen members appointed to staggered three-year terms by the board ? Advertising: newspaper, website