Susana Alcala Wood, City Attorney Jorge Oseguera, City Auditor Mindy Cuppy, City Clerk Howard Chan, City Manager John Colville, City Treasurer Personnel and Public Employees Committee Report
915 I Street, 1st Floor, Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-00393 February 15, 2022 Discussion Item 7
Title: Annual Reporting of City Advisory Bodies to Ensure Transparency, Consistency, and Inclusive Participation
Location: Citywide
Recommendation: Pass a Motion approving the proposed process for city advisory body annual reporting and forwarding it to the city council for approval.
Contact: Mindy Cuppy, MMC, City Clerk, (916) 808-5442, [email protected] Wendy Klock-Johnson, MMC, Chief Assistant City Clerk, (916) 808-7509, wklock- [email protected], Office of the City Clerk
Presenter: Mindy Cuppy, MMC, City Clerk, (916) 808-5442, [email protected], Office of the City Clerk
Attachments:
1-Description/Analysis
2-Sample Standardized Report of City Advisory Bodies
File ID: 2022-00393 Discussion Item 7 February 15, 2022
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City of Sacramento
Description/Analysis
Issue Detail: To assist the city council and city council appointed board, commission and committee members achieve the high professional levels of service our community expects the Personnel and Public Employees (P&PE) Committee has assumed the role and responsibility of developing the model for oversight, facilitation, and staffing responsibilities for city advisory bodies. The word “advisory bodies” in this report will be used to denote all city boards, commissions, and committees. The word “commissioner” in this report is used to denote all members appointed by the city council to serve within the advisory body.
Commissioners are appointed from within the community and are expected to represent the city as a whole while promoting community and stakeholder input and taking into account all viewpoints. Commissioners are nominated for appointment by councilmembers, the mayor, or by P&PE, confirmed by the mayor and are appointed by the full city council. Serving as a commissioner provides a way for residents who have special experience or interests to participate in the city's decision-making process by advising city staff and the city council on numerous issues.
The specific role of most advisory bodies is to review and make recommendations to the city council on matters within its scope of authority and responsibility. This is achieved at publicly noticed meetings, serving as a venue for robust community input and participation, in developing suggestions regarding city policy within the purview of that advisory body.
So that advisory bodies may effectively incorporate their important role, voice, and work to provide thoughtful community recommendations to the city council on a consistent basis the P&PE Committee will facilitate the process for advisory bodies to communicate their accomplishments, projects, priorities, and recommendations with the city council.
Each advisory body shall provide an annual report for review by the P&PE Committee with assistance from assigned city staff. P&PE will review the reports and provide feedback. The annual report should include highlights and accomplishments from the prior year’s work and proposed projects, priorities, and recommendations for the upcoming year. Clear and transparent communication with advisory bodies will ensure they remain relevant and consistent with their purpose and are producing timely, actionable advice to staff, the mayor, and city council, as defined by their purpose.
The Office of the City Clerk will provide a report format template and will manage the annual report calendar so that staff can gather input to complete their report in a timely manner. The Office of the City Clerk shall act as a liaison and collaborate with city staff to collect any additional data that may support P&PE’s evaluation of the annual report.
Staff will present the draft report to the advisory body for discussion and approval prior to forwarding it to the P&PE Committee. Once approved, staff will present the report to the P&PE Committee.
File ID: 2022-00393 Discussion Item 7 February 15, 2022
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City of Sacramento
The P&PE Committee will review the advisory bodies annual report and will give staff direction on the recommended projects, priorities, and recommendations. The committee may ask for more information from staff and/or the advisory body prior to forwarding to the city council. The P&PE Chair will advise staff on the placement of the city council agenda.
Below is the proposed 2022 Annual Advisory Body Report schedule:
Advisory Body Draft for
Advisory Body
Review and
Comment
Advisory
Body
Approval (if
needed)
To P&PE To Council
Pilot
Sacramento Disabilities
Advisory Commission
April May June July
Sacramento Ethics
Commission
April May June July
Active Transportation August September October November Animal Care Services Citizens
Advisory Committee
August September October November
Ann Land and Bertha
Henschel Memorial Funds
Commission
June July August September
Ethel Macleod Hart Trust
Fund Advisory Committee
June July August September
Measure U Advisory
Committee
August September October November
Parks and Community
Enrichment Commission
August September October November
Planning and Design
Commission
September October November January
Preservation Commission September October November January Sacramento Arts, Culture,
and Creative Economy
Commission
September October November January
Sacramento Community
Police Review Commission
October November January February
Sacramento Youth
Commission
October November January February
Utilities Rate Advisory
Commission
October November January February
File ID: 2022-00393 Discussion Item 7 February 15, 2022
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City of Sacramento
Policy Considerations: Not Applicable.
Economic Impacts: Not Applicable.
Environmental Considerations: Not Applicable.
Sustainability: Not Applicable.
Commission/Committee Action: Not Applicable.
Rationale for Recommendation: To help our city council, city commissioners, and whole city team and city achieve the high professional levels of service our community expects, the P&PE Committee has assumed the role and responsibility of developing and reviewing policies for city advisory body policies, staffing, facilitation, and oversight. The proposed process for city advisory body annual reporting will ensure that commissions remain relevant and consistent with their purpose and are producing timely, actionable advice to staff, the mayor, and city council, as defined by their purpose.
Financial Considerations: Not Applicable.
Local Business Enterprise (LBE): Not Applicable.
Standardized Report of City Boards, Commissions, and Committees – Rev. 2-10-22 Page 1 of 2
Standardized Report of City Advisory Bodies
Each advisory body shall prepare an annual work plan for proposal and review to the Personnel and Public Employees (P&PE) Committee. P&PE will review the work plans and provide feedback and forward to the City Council for review. The annual report should include the results of the prior year’s plan. Council expects advisory bodies to work on items in the approved workplan. Advisory bodies should refrain from expending their time and that of staff on items that have not been approved by the City Council.
The word “advisory body” will be used to denote all city boards, commissions, and committees.
Advisory Body:
Purpose of the Advisory
Body:
Establishing Code:
Evaluation Period:
Staff:
Members
Name Seat Term Term Expiration
Highlights and Accomplishments from Previous Year
Resulting Conclusions or Recommendations for Consideration from Previous Year
Standardized Report of City Boards, Commissions, and Committees – Rev. 2-10-22 Page 2 of 2 Projects, Priorities, and Recommendations for Consideration for Next Year List any projects, priorities, or goals for consideration and direction from P&PE.
Project/Priority/Goal:
Outcome/Recommendation:
Benefit/Challenges:
Project Sponsor:
Timeline for Completion:
Metrics of Effectiveness:
Resources Needed/Cost:
Legal Mandate/Policy
Considerations:
P&PE Recommendation: