TO: Mayor and City Council
THROUGH: Krishna Namburi, Interim City Manager
FROM: Dan Atchison, City Attorney
SUBJECT:
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Establish policy for annual reports, formation and review of Governance Groups (City Boards and Commissions).
Ward(s): All Wards
Councilor(s): All Councilors
Neighborhood(s): All Neighborhoods
Result Area(s): Good Governance; Natural Environment Stewardship; Safe and Healthy Community; Safe, Reliable and Efficient Infrastructure; Strong and Diverse Economy; Welcoming and Livable Community.
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SUMMARY:
summary
A work item from the City Governance project; Two new policies that may assist City Council with information and criteria in assessing current and proposed Governance Groups (aka, City Boards and Commissions). One policy provides for an annual reporting framework for existing Boards and Commissions. The second policy provides factors to consider when evaluating the possibility of forming or sunsetting a Board or Commission.
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ISSUE:
Shall City Council adopt a Council Policy establishing an annual report framework and review of governance groups and a policy for the creation of new governance groups?
RECOMMENDATION:
recommendation
Adopt a Council Policy establishing an annual report framework and review of governance groups and a policy for the creation of new governance groups.
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FACTS AND FINDINGS:
An annual report framework would require annual reports from all active Governance Groups (A “governance group” is a City Council created board or commission. This does not include council subcommittees, or ad hoc, temporary, task forces or other temporary groups). Annual reports would include a summary of work in the last year. Other sections would include, as applicable, notes of engagement, equity and meeting metrics, and recommendations to modify the purpose and requirements for a group. Reports would be provided to City Council on a staggered schedule.
It is recommended at the Boards and Commissions Appointments Committee, in the quarter directly following the annual report presentation to City Council, committee members shall evaluate each group for continuation, consolidation, or sunsetting.
Ideas for new boards and commissions can be first evaluated at the Boards and Commissions Appointments Committee, considering if:
o The new group has a distinct purpose for the City and community that no other group is fulfilling or could feasibly fulfil if additional scopes/responsibilities were added to the existing group,
o The distinct purpose is aligned with the City’s goals and priorities and has clear goals and/or metrics that are achievable, and
o The City has sufficient staffing resources to effectively support the group.
The Appointments Committee would make a recommendation to City Council. Any decision to form a new Board or Commission rests with City Council.
BACKGROUND:
The City benefits from the guidance and perspective of multiple Boards and Commissions on a variety of topics of public interest.
City of Salem engaged then-titled Moss Adams LLP (Moss Adams), as part of the FY 2024 Annual Audit Plan to complete a Governance Implementation project as a continuation of the 2023 Governance Assessment. The scope of this work was to:
• Review the City Charter for opportunities to improve efficiency, effectiveness, equity, and relevance to today’s Salem;
• Assess governance group and Neighborhood Association practices to identify opportunities to streamline and simplify structure and processes; and,
• Consider opportunities to improve community representation on governance groups and Neighborhood Associations.
Work was completed between July, 2024 and February, 2025.
At a future Council meeting, City Council shall consider a liaison process for Council members and a common bylaws template for Boards and Commissions.
Gretchen Bennett
AIC Community Services Director
Attachments:
1. Annual Report Template
2. Evaluating Governance Groups Framework
3. Draft Council Policy