HomeMy WebLinkAboutItem A: Boards and Commissions
ECC
UGENE ITY OUNCIL
AIS
GENDA TEM UMMARY
Work Session: Boards and Commissions
Meeting Date: January 11, 2012 Agenda Item Number: A
Department: Central Services Staff Contact: Beth Forrest
www.eugene-or.gov Contact Telephone Number: 541-682-5882
ISSUE STATEMENT
This work session is part of an ongoing opportunity for the City Council to discuss how it conducts its
business. The council meets periodically to talk about its processes and operating agreements. The
particular focus of this meeting is on boards, commissions, and committees.
BACKGROUND
The council previously affirmed three “best outcomes” for advisory groups:
1)Representation
The makeup of boards, commissions and committees should over time represent the richness of our
community’s perspectives, neighborhoods, and population demographics – race and ethnicity,
gender, age, socioeconomic class, dis/ability and other factors.
2)Board, commission and committee member development
Advisory group members are effective and feel satisfied because they have the training and support
to be successful contributors – both before becoming candidates for vacancies and following their
appointments.
3)Recruitment and selection
Communication and procedures associated with outreach, recruitment, interviews, selection and
appointments are fair, accessible, transparent and civil.
In June 2011, the council held a process session during which issues related to the City’s boards and
commission recruitment and selection process were discussed. With the annual recruitment process
starting up in January 2012, this work session presents an opportunity to review the proposed schedule
for recruitment and consider any changes to the process that will encourage a diverse applicant pool,
make the interview process more effective and welcoming, and result in appointments that reflect the
council’s goals around broad community involvement.
BCC Recruitment Schedule
The 2012 BCC recruitment is scheduled to begin on January 17, 2012. Initial publicity will include
a press release, newspaper ad and web notification, including information about specific openings. In
addition, staff liaisons and current committee members will be asked to do outreach to potential
candidates and publicize the openings. The recruitment period will close on March 30, 2012.
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Interviews have tentatively been set for May 1 and 2 and will follow the same format as recent
interviews, with candidates being given time at the beginning of their interview to present their
qualifications and reasons for applying. Predetermined follow-up questions will then be asked by
the councilors.
Appointments will be scheduled for June 11, 2012.
Role of advisory groups in making recommendations for appointment
Questions have been raised about the appropriate roles of advisory groups and of their incumbent
members in making recommendations to the Mayor and council on selection of applicants for
interviews and appointments. Several advisory groups have a practice of weighing in on these
appointments, with the understanding that the ultimate decision rests with the council. The council
binders this year will contain not only applications, but templates with information on each group’s
purpose, current focus, number of openings, and the knowledge, skills and abilities considered
essential for effectiveness. These templates are intended to provide relevant information to help the
council, and serve as an alternative or addition to recommendations for or against any particular
individuals.
Update on Recording and Webcasting BCC Meetings
State of Oregon law requires that meeting records be maintained for public bodies and that sound,
video or digital recording or written minutes may be used to satisfy this requirement. At a
minimum, the record of the meeting must include the name of the group; date, time and location of
meeting; names of advisory group members in attendance and absent; a reference to any document
discussed at the meeting, and decisions, recommendations and actions. Meeting records are made
accessible through the City website, and can be provided in alternate formats.
At this time, the City’s advisory groups employ a wide range of methods to record meetings. As
funds for providing written minutes are reduced, alternatives such as single-frame video recording
have become more viable. Initiatives are underway to enhance video capability for the entire City
organization, and to provide departments with resources to perform some level of audio- and video-
recording and storage for advisory groups.
RELATED CITY POLICIES
Elements of this item relate to the council goal of “effective, accountable municipal government.”
COUNCIL OPTIONS
The council may provide input and direction for staff follow-up on the issues discussed. No formal
action is anticipated.
CITY MANAGER’S RECOMMENDATION
No recommendations are offered by the City Manager.
SUGGESTED MOTION
No suggested motions are offered by the City Manager.
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ATTACHMENTS
A. Boards and Commissions Matrix
B. Boards and Commissions Demographic Information
C. Comparison of Recruitment and Selection Process by Jurisdiction
FOR MORE INFORMATION
Staff Contact: Beth Forrest
Telephone: 541-682-5882
Staff E-Mail: beth.l.forrest@ci.eugene.or.us
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2011 Boards and Commissions Member Demographics
2011 BCC Members
# of
Committee:
members (Ward) 1 2 3 4 5 6 7 8 UGB
Budget Committee
8 0 2 3 2 0 0 1 0 0
Civilian Review Board
7 3 1 0 2 0 1 0 0 0
Historic Review Board
7 2 1 2 0 0 0 1 0 0
Human Rights Commission
14 3 3 0 1 0 0 2 2 1
LRAPA Board of Directors
3 0 2 1 0 0 0 0 0 0
Lane Workforce Partnership
9 1 0 0 0 1 1 1 1 0
Library Board
6 0 1 0 0 2 1 0 0 0
Metropolitan Wastewater Management Commission
2 0 1 0 0 0 1 0 0 0
Planning Commission
7 0 0 3 2 2 0 0 1 0
Police Commission
10 3 0 1 1 1 1 2 0 1
Sustainability Commission
13 2 0 3 1 0 1 2 0 3
Toxics Board
7 0 2 0 1 0 1 0 0 2
Whilamut Natural Area Citizen Planning Committee
10 1 2 2 1 1 0 3 0 0
Total
102 15 15 15 11 7 7 12 4 7
2011 BCC Demographics
Historic Review
Civilian Review
Human Rights
Sustainability
Library Board
Commission
Toxics Board
CommissionCommissionCommissionCommission
W.N.A.C.P.
CommitteeCommittee
Planning
M.W.M
udget
Police
LRAPA
L.W.P.
BoardBoard
B
Totals
Sex
M
4 5 1 5 2 6 1 1 7 6 8 3 5 54
F
4 2 5 7 1 3 3 1 0 4 4 3 5 43
Age
19-25
1 0 0 1 0 0 0 0 0 1 1 0 0 4
26-35
1 0 2 2 0 0 1 0 0 1 1 3 1 12
36-45
4 5 2 1 2 1 2 0 0 4 2 0 0 23
46-55
0 1 2 2 1 1 1 1 2 1 3 0 4 19
56-65
2 1 0 4 0 1 0 1 4 3 3 1 2 22
65+
0 0 0 2 0 0 0 0 1 0 1 0 2 6
Ethnicity
African American
0 1 0 1 0 0 0 0 0 1 0 0 0 3
American Indian/
Alaskan Native
0 0 1 0 0 0 0 0 0 0 0 0 0 1
Asian/ Pacific
Islander
0 0 0 0 0 0 0 0 0 0 0 0 0 0
Did not respond
0 1 1 2 1 7 0 1 0 2 2 3 2 22
Hispanic
0 1 0 2 0 0 0 0 0 1 0 1 0 5
Middle Eastern
0 0 0 0 0 0 0 0 0 0 0 0 0 0
Multiracial
0 1 0 1 0 0 0 0 0 0 0 0 0 2
White/ European
American
8 4 4 6 2 2 4 1 7 6 10 2 8 64
Continued on reverse side
2011 Boards and Commissions Member Demographics
2011 BCC Demographics
Historic Review
Civilian Review
Human Rights
Sustainability
Library Board
Commission
Toxics Board
CommissionCommissionCommissionCommission
W.N.A.C.P.
CommitteeCommittee
Planning
M.W.M
Budget
Police
LRAPA
L.W.P.
BoardBoard
Totals
Disability
0 0 0 2 0 0 0 0 0 1 0 0 0 3
Neighborhood
Active Bethel Citizens
0 0 0 1 0 1 1 1 0 0 1 1 1 7
Amazon Neighbors
1 0 0 0 0 0 0 0 1 1 0 1 1 5
Cal Young Neighborhood
0 1 0 0 0 0 1 0 3 1 1 0 2 9
Churchill Area Neighborhood
0 0 1 1 0 1 0 0 1 0 2 0 0 6
Crest Drive Citizens
0 0 0 2 1 0 0 1 0 0 0 2 2 8
Southeast Neighbors
2 1 1 1 1 0 1 0 0 0 0 1 0 8
Downtown Neighborhood
Association
0 0 0 0 0 1 0 0 0 0 0 0 1 2
Far West Neighborhood
0 0 0 0 0 0 0 0 0 1 1 0 0 2
Fairmount Neighbors
1 0 1 0 0 0 0 0 0 0 1 0 1 4
Friendly Area Neighbors
0 2 1 4 0 0 0 0 0 2 1 0 0 10
Harlow Neighbors
2 1 0 0 0 0 0 0 0 0 1 0 0 4
Jefferson Westside Neighbors
0 0 0 0 0 0 0 0 0 0 0 0 1 1
Laurel Hill Valley Citizens
0 0 0 0 0 0 0 0 1 0 0 0 0 1
River Road Community
Organization
0 0 0 2 0 0 0 0 0 1 0 0 0 3
Santa Clara Community
Organization
0 0 0 0 0 1 1 0 0 2 0 0 0 4
South University Neighborhood
Association
1 0 1 0 0 0 0 0 0 0 0 0 0 2
Trainsong Neighbors
0 0 0 0 0 0 0 0 0 1 0 0 0 1
West University Neighbors
0 1 0 0 0 0 0 0 1 0 0 0 0 2
Whiteaker Community Council
1 0 1 0 0 0 0 0 0 0 1 0 1 4
None
0 1 0 0 1 5 0 0 0 1 3 1 0 12
How Did You Hear?
Web Site
1 3 0 1 0 1 3 1 0 0 0 0 0 10
Friend
1 1 0 2 1 0 2 0 1 2 3 1 3 17
Word of Mouth
5 1 6 8 2 8 2 1 5 7 7 5 6 63
Newspaper
1 2 0 1 0 0 0 1 1 1 1 0 1 9
Mail
0 0 0 0 0 0 0 0 0 0 1 0 1 2
Other
0 0 0 0 0 0 0 0 0 0 0 0 0 0
ATTACHMENT C
Comparison of recruitment and selection processes by jurisdiction
Eugene, Oregon
Annual recruitment process for all vacancies on standing council committees
Terms begin July 1
Recruitment begins mid-January and continues until the end of March
Full council reviews applications, completes interview and appointment ballot, attends
interviews (early-May), and completes final appointment ballot
Appointments made at City Council meeting in June
Advertising: press release; web announcement; newspaper ad; neighborhood association
newsletters and events; City-sponsored events
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