Council committee adopts formal 'board action request' process to manage agenda submissions

The Administration & Public Works Committee voted to adopt a new Board Action Request (BAR) process to standardize and track requests to place items on standing‑committee agendas.

Under the adopted approach, a council member serving on a committee may submit a BAR that must be cosigned by at least two other committee members representing different wards. The request triggers automatic notification to the committee chair and city administrator and must include a description of the issue, any requested staff action, background and an indication of estimated staff resources or costs. Committee members not on that committee may ask a member to sponsor a BAR or request the chair’s direct consideration.

The motion emphasizes that if a BAR requires staff time, the agenda entry will be limited to a request for approval of staff involvement rather than an endorsement of the underlying proposal. The committee and staff intend this as a protection for workload planning and to reduce unvetted, ad hoc requests that can consume staff time without a clear council mandate.

Committee members debated tradeoffs: some argued a formal form is an efficient record‑keeping and prioritization tool that protects staff and prevents duplication; others warned about added red tape if the committee itself can already agree to add items at a meeting. Committee members agreed the process will be piloted for six months and revisited for adjustments based on staff and council feedback.

The committee approved the BAR process and directed staff to implement a web form, integrate the workflow into standing committee procedures and report back after six months.