01072026 BandC Survey Discussion Presentation
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Response to 2025 Board & Commission Member Survey Citizens Utility Advisory Commission Discussion • Duties and Responsibilities – Review board and commission applications and provide recommendations to Council – Recommend Chairs and Vice Chairs – Review alleged inappropriate conduct by board or commission members – Consider and act on matters related to the City’s boards, commissions, and committees Government Services Committee (GSC) 2 3 Boards, Commissions, and Committees • Arts Commission • Audit Committee • Aviation Advisory Commission • Board of Adjustment • Citizen Bond Election Committee (Ad Hoc) • Citizens Transportation Oversight Commission • Citizens Utility Advisory Commission • Commission on Diverse Cultures • Community Development Advisory Committee • Historic Preservation Commission • Industrial Development Authority • Library Advisory Board • Municipal Property Corporation • Parks and Recreation Advisory Commission • Personnel Board • Planning Commission • Public Safety Personnel Retirement Board • Risk Mgmt. and Workers’ Comp Trust Board 4 Board & Commission (B&C) Member Survey • Annual Board & Commission Member Survey – Began 2021 – Feedback used to identify concerns and shape new B&C policies – Most recent survey was conducted in February–March 2025 – Annual survey will transition to a biannual schedule • Next survey - 2027 • Add B&C Survey Results Agenda Item • Commissioners Review and Discuss – Survey comments provided by the B&C Members – GSC’s responses to the B&C Member comments • Seven Questions with Comments • Report Feedback to the GSC 5 Committee’s Request • B&C Member Comment – I don’t think this board has much authority; it seems like a review board with no authority of its own. • GSC Response to the B&C Member Comment – The authority of boards and commissions is to make recommendations to the Council, then the Council will take that into advisement. 6 Question 3 Do you feel your contributions and opinions are valued by the board/commission? Please explain • B&C Member Comment – Follow up on some commissioner requests result in a simplified response that does not adequately address the request or the request is denied. • B&C Response to the B&C Member Comment – Reference the Member Handbook, which explains procedures and responsibilities of a commission member. Some requests may fall under the purview of the Council and not a board or commission. 7 Question 4 Are board/commission meetings well-organized and productive? Please explain. • B&C Member Comment – I wish there was a virtual option to participate remotely. • GSC Response to the B&C Member Comment – Meetings should be attended in person; however, there may be an exception based on whether a quorum is needed. 8 Question 4 Continued Are board/commission meetings well-organized and productive? Please explain. Question 6 Do you feel you have received adequate training and orientation to effectively fulfill your role? 9 • B&C Member Comment – I don’t have a clear understanding of the process of recommending items to be considered. • GSC Response to the B&C Member Comment – During the, “Commission members comments and suggestions” item, that occurs towards the end of each meeting, would be the time to request an item be added to a future agenda for further discussion, if it’s under the board/commission’s purview. Question 6 Continued Do you feel you have received adequate training and orientation to effectively fulfill your role? 10 • B&C Member Comment – Is there a procedure on how to conduct a meeting? • GSC Response to the B&C Member Comment – Within the Member Handbook, there is a section explaining Parliamentary Procedures. That explains terms, and the basic process followed, similar to Robert’s Rules of Order. Question 8 Do you feel your contributions are valued and make a meaningful impact on decisions? 11 • B&C Member Comment – With one meeting annually, I don’t feel like my input has much impact. • GSC Response to the B&C Member Comment – Liaisons should be clear with the schedule of each board/commission. There are a few groups that meet once a year or on an as-needed basis. Additional information is also available on the City’s website. Question 9 What challenges, if any, have you faced in participating effectively on the board/commission? 12 • B&C Member Comment – Some of the terms and verbiage or acronyms used when explaining a project or procedure are complex. It should be simplified for the average person. • GSC response to the B&C member comment – The staff liaison should provide a list of commonly used acronyms to their board/commission members and it should be part of the board/commission’s on- boarding process. Question 9 Continued What challenges, if any, have you faced in participating effectively on the board/commission? 13 • B&C Member Comment – A commission serves to review routine annual staff reports that often do not get posted on a City Council agenda. • GSC Response to the B&C Member Comment – Details of an item are often included within the Council Action Report of an item posted on the Council agenda. Question 9 Continued What challenges, if any, have you faced in participating effectively on the board/commission? 14 • B&C Member Comment – Not enough detail is shared with commissioners to adequately analyze and provide reasonable feedback on a topic or issue. • GSC Response to the B&C Member Comment – Staff liaisons should provide a packet on items that will require discussion and/or action, similar to Council Action Reports. Question 9 Continued What challenges, if any, have you faced in participating effectively on the board/commission? 15 • B&C Member Comment – A board/commission makes a decision, but the rules are changed. • GSC Response to the B&C Member Comment – Each board/commission is advisory to the City Council. Their recommendations are taken under advisement but the City Council has the authority to make any final decisions. Question 10 What improvements would you suggest to enhance the experience of serving on a board or commission? 16 • B&C Member Comment – Improve the induction and onboarding process. • GSC Response to the B&C Member Comment – The induction takes place during a City Council meeting where members are sworn in by the Mayor at the beginning of each term. New members are given a New Member Handbook, which they are expected to review. Any questions that arise during the members’ term should be directed to the board/commission chair or the staff liaison. Question 10 Continued What improvements would you suggest to enhance the experience of serving on a board or commission? 17 • B&C Member Comment – A new member packet of information would be helpful. • GSC Response to the B&C Member Comment – Each new member will receive a New Member Handbook provided by the City Clerk’s Office either in-person, if they attend the swearing-in ceremony, or it will be mailed to the member. Question 10 Continued What improvements would you suggest to enhance the experience of serving on a board or commission? 18 • B&C Member Comment – The staff liaison should reach out to board/commission members when a meeting cannot be held due to a lack of quorum. • GSC response to the B&C member comment – This is a staff liaison responsibility to keep members informed, even when a meeting is vacated at the last minute. Question 10 Continued What improvements would you suggest to enhance the experience of serving on a board or commission? 19 • B&C Member Comment – Specialist in their field should consider who their audience is. Presentations should be made in simpler terms or a better explanation provided. • GSC Response to the B&C Member Comment – Members should ask questions during the meeting. Do not feel like you can’t ask any questions, especially if the item requires action. Often times, others may have the same question but may be too shy to say anything and it would be a missed opportunity for everyone. Question 10 Continued What improvements would you suggest to enhance the experience of serving on a board or commission? 20 • B&C Member Comment – Would there be any benefit to provide an annual report to the City Council? • GSC Response to the B&C Member Comment – Each board/commission may submit a brief written report at the end of the calendar year (December). It would be distributed to the GSC then possibly to all of Council. Question 10 Continued What improvements would you suggest to enhance the experience of serving on a board or commission? 21 • B&C Member Comment – Quarterly executive sessions could be used to discuss issues, training purposes, etc. • GSC Response to the B&C Member Comment – Executive sessions may only be held in certain instances, otherwise, all discussion, trainings, etc., should be public. The staff liaison should contact the City Attorney’s Office to determine whether a topic should be discussed within an executive session. Specific verbiage would need to be provided on the posted agenda for the item. Question 10 Continued What improvements would you suggest to enhance the experience of serving on a board or commission? 22 • B&C Member Comment – The commission’s decision should be the final answer. • GSC Response to the B&C Member Comment – Each board/commission is advisory to the City Council. Their recommendations are taken under advisement but the City Council has the authority to make any final decisions. Question 10 Continued What improvements would you suggest to enhance the experience of serving on a board or commission? 23 • B&C Member Comment – A board/commission may be struggling to obtain a quorum and meetings cannot be held. • GSC Response to the B&C Member Comment – Each board/commission has enough members to obtain a quorum to hold a meeting. Information is available on the City Clerk’s website as well as within each Councilmember’s newsletters on how to apply to become a board/commission member. When a vacancy arises, all efforts are made to fill that vacancy to ensure business can continue. Question 12 Do you have any comments or feedback regarding your service? 24 • B&C Member Comment – New members may not know the meeting frequency of the board/commission. • GSC Response to the B&C Member Comment – Upon becoming a new member, the staff liaison should contact the member and complete their own on-boarding process. This should specifically highlight the meeting frequency and board/commission specific related training that may be necessary. 25 T h a nk yo u fo r yo ur f ee db a c k !