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HomeMy WebLinkAbout11/09/2000, C7 - INCREASING VISIBILITY AND RECOGNITION OF ADVISORY BODY MEMBERS counat Mi 9-DD j acEnas Report pmCZ CITY OF SAN LU IS O B I S P O FROM: Lee Price, City Clerk SUBJECT: INCREASING VISIBILITY AND RECOGNITION OF ADVISORY BODY MEMBERS CAO RECOMMENDATIONS: Implement the following: 1) Post on the City's web page information about each advisory body's purpose; the dates, times and locations of their meetings; and the name, phone number and e-mail address of the primary staff liaison; 2) Provide annually a training session for advisory body chairs and new members; 3) Publish periodic informative press releases; 4) Provide business or photo identification cards to the advisory bodies who have requested them; 5) At the discretion of the appointee, administer the Oath of Office to new appointees at either a City Council meeting or at his/her initial advisory body meeting; and 6) Develop and publish a Master Calendar of advisory body meetings. DISCUSSION Background: During Communications at the Council meeting of March 7',Vice Mayor Schwartz and Council Member Ewan suggested ideas for better acquainting the public with representatives on the Council's advisory bodies. Staff met to examine in more detail the suggestions provided and brainstorm additional"low-cost"options to provide more recognition to those members of the community who serve on the City's many advisory bodies. At the April 13''Mayor's Quarterly Advisory Body Chairs Meeting,Mayor Settle shared the suggestions and asked the Chairs to go back to their respective bodies, solicit input on the various ideas and report back. Over the ensuing weeks, comments from most of the advisory bodies were submitted and analyzed for consensus. The Exchange of Ideas: The following summarizes the ideas proposed and the responses to those ideas: Suggestion #1: Put member photos on the web,post at City Hall and/or in the serving Department. Initial Sta Response: Because of the number of advisory bodies and the tum-over, significant costs to implement and maintain are expected; Staff resources are limited; there was concern that individual members may not want their photos shared in this way. An option proposed was group photos,taken annually, displayed in the appropriate public location (i.e.: serving Dept, City Hall, near the meeting location). C7-1 Increasing Visibility/Recognition of Advisory Body Members Page 2 Advisory Body Chair Responses: Little interest in either the suggestion or the option was expressed, however, it was agreed that this option should be reviewed by all the advisory bodies, as a whole. Advisory Body Responses: There was little support for group photos and even less for photos on the web. Council Member Response: Vice Mayor Schwartz proposed a photo of new appointees be taken for publication in the CAO's"Council Notes" (a weekly City news article that is distributed to the public). Suggestion #2: Put a short bio for each member placed on the web. Initial Sta Response: Same as the above. In addition, some concern was shared about equality and discretion by staff to edit, if necessary for space. An option proposed was to post on the City's website a list of the names of advisory body members. In addition,the page could be enhanced by adding the name, telephone number and e-mail address of the primary staff liaison. Advisory Body Chair Responses: Little interest in posting bion on the web was expressed,with the exception of the ARC Chair, who suggested that a hand-out summarizing each committee members expertise might be appropriate. Many concurred with staffs proposed option, however, some commissions prefer to remain"low profile". There was agreement that all advisory bodies should review the concept. Advisory Body Responses: There was little support for putting bios on the web; only a few favored the staff's proposal. Suggestion 43: Implement an annual training program for new commission/committee members to help them become more familiar with their new roles and explore expectations. Initial Sta Response: This suggestion came from, and is supported by, staff. AdvisorxBo y Chair Responses: Generally well received. Advisory Bodv Responses: A majority of the advisory bodies support. Council Member Responses: Council Members Marx and Ewan suggested that training also be provided to individuals who are elected to chair an advisory body. Suggestion#4: Periodically put out press releases,particularly when new appointments are made and about the Annual Advisory Body Event. Initial Sta Response: This suggestion came from, and is supported by, staff. C7-2 Increasing Visibility/Recognition of Advisory Body Members Page 3 Advisory Body Chair Responses: No noteworthy comments about the suggestion, however there were positive comments received regarding the most recent Advisory Body Recognition Dinner. Advisory Body Responses: A majority of the advisory bodies support this idea. Also suggested was the publication of press releases that highlight the responsibilities and activities of the advisory bodies and other"good news" items (HRC grant awards, for example). Suggestion #5: Provide members with'generic' calling cards (City business card style with the name of the advisory body, for example: Member of the Planning Commission) and/or City Photo ID's. Initial Sta Response: Recognizing that not all advisory bodies would necessarily want or need them,this concept was suggested by, and is supported by, staff. Advisory Body Chair Responses: Planning Commission, Architectural Review Committee, and Parks &Recreation Commission chairpersons indicated that they would appreciate photo ID cards, particularly as they have a need to do site visits. Advisoa Body Responses: The Architectural Review Committee,the Planning Commission,the Parks &Recreation Commission,the Joint Use Committee and the Mass Transportation Committee support this idea. Other advisory bodies did not feel there was sufficient need. Suggestion#6: Swear in new commission/committee members either at a Council meeting or at their first official advisory body meeting as the first item of business. Initial Staf'Response: This suggestion came from, and is supported by, staff. Advisory Body Chair Responses: Generally well received. Advisory Bodv Responses: A majority of the advisory bodies support this idea but most agree that it should be at the discretion of the individual appointee. Council Member Response: Vice Mayor Schwartz prefers the idea of administering the Oath of Office to new appointees at a Council meeting and suggested, further, that a small certificate be provided. (Note: An official Oath of Office certificate, suitable for framing, is already provided to new appointees by the City Clerk). Suggestion #7: Consider a Master Calendar showing who meets when and where. Post it on the web (depts. would be responsible for keeping it up-to-date). Also consider adding it to the last page of the Council agenda(similar to the County Board of Supervisors' "County Calendar"). Initial Staff Response: This suggestion came from, and is supported by, staff. C7-3 Increasing Visibility/Recognition of Advisory Body Members Page 4 Advisory Body Chair Responses: Generally well received. Advisory Body Responses: A majority of the advisory bodies support. Suggestion #S: Encourage staff to endeavor to educate the community about our advisory bodies when we speak to members of the community and/or local organizations. Initial Sta Response: This suggestion came from, and is supported by, staff. Advisory Body Chair Responses: No noteworthy comments. Advisory Body Responses: Moderate interest expressed. Suggestion #9: Currently unless staff's recommendation differs from an advisory body,no mention is made of the advisory body recommendation. Add to all appropriate Council Agenda Reports the recommendation of the advisory body. (For example: "Approve the Planning Commission's recommendation to adopt a resolution to....."). Initial Sta Response: Supported and already implemented by staff. Advisory Body Chair Responses: Generally well received. Advisory Body Responses: A majority of the advisory bodies support. Conclusion: Clearly the goal of providing more community recognition for advisory body members and facilitating the flow of information from the community to our volunteers is a worthy one. Most of the committees did not, however, desire more attention or recognition, in fact, several indicated that they prefer to stay"low profile"; that they be permitted to keep doing what they're doing without notoriety. This is not to say that as a City we cannot do more to demonstrate appreciation and provide appropriate information to the public about the advisory bodies, but it appears that we need to give careful consideration about how we do that. The recommendations, therefore, are provided as an opportunity to: 1. Enhance the public's awareness of many opportunities the citizens of San Luis Obispo have to participate in local government. 2. Educate the public about the purpose of each advisory bodies. 3. Provide reasonable access to advisory bodies, as a whole. 4. Recognize and demonstrate appreciation to the collective efforts of all advisory bodies. C7-4 Increasing Visibility/Recognition of Advisory Body Members Page 5 FISCAL IMPACT There is little fiscal impact of the recommendations proposed and staff believes that the positive results will far outweigh the additional time and effort expended. ALTERNATIVES The Council may wish to add to or eliminate some of the ideas proposed for implementation. Staff believes, however, that the recommendations are an accurate reflection of the majority of the advisory body members themselves. C7-5