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West Linn staff proposes standardized work plans and liaison reporting for community advisory groups
Summary
City staff proposed templates for annual work plans, a liaison report form and internal checklists to give West Linn’s advisory bodies clearer direction, streamline staff support and create a consistent pathway to request funding; council supported staff moving forward and asked for draft work plans to be returned for review.
City staff proposed a set of standardized tools for West Linn’s community advisory groups (CAGs) at the May 5 work session, including a draft template for annual work plans, a council‑liaison meeting report form and an internal staff checklist to improve meeting administration.
Staff said the aim of the package is to align CAG work with council priorities, make it easier for advisory group members to see how their projects advance council goals, and provide a clear mechanism for advisory groups to request limited budgets or consultant support. Dylan and Alyssa (staff) presented a sample work plan for the Sustainability Advisory Board that maps board activities to the council’s priority list and the board’s most recent annual report.
The draft liaison report form is a short checklist staff proposed council liaisons use after attending a CAG meeting to capture key discussion points, recommended actions, requests for staff resources, and any items the CAG requests council consider. Staff suggested the form could be completed by the council liaison at the meeting or, if the liaison is absent, by the CAG chair so the council receives a record reflecting the group’s agreed priorities.
Councilors supported the approach and asked staff to prepare draft work plans for each advisory group and to return with the proposed plans for council review. Councilors and staff discussed budget questions for CAGs; staff said smaller allocations often cover outreach or events, while larger projects (for example, consultant work for a board project) are possible and have occurred in the past (staff cited a previous $15,000 consultant budget for the Sustainability Advisory Board). Councilors also suggested an annual advisory‑group appreciation or orientation event to increase familiarity between members, staff and council.
Staff said the next step will be to draft work plans for each CAG, coordinate with council liaisons and the boards to finalize those plans, and return them to council for endorsement; staff proposed coordinating that schedule with the annual report cadence and council retreat timing.
Council signaled consensus to proceed; staff will draft work plans and coordinate outreach to advisory group chairs and liaisons.
