Councilors and volunteers debate clearer process for Newport boards and commissions

Councilor Smythe proposed establishing a short-term committee to create clearer, more consistent procedures for Newport's boards and commissions, saying the resolution will be revised to remove the word “oversight.” “The word oversight, I think, was a big hang up for a lot of people,” Smythe said, adding that many residents saw that language as “just another level of bureaucracy, and interfering with council authority.”

The proposal, discussed at a council workshop, grew from Smythe’s review of appointment practices and conversations with commissioners and staff. Smythe said she found confusion about how appointments are posted, how candidates are notified and how terms are tracked. “There are 50 people that have applied to the various boards and commissions that either haven't received any communication ... or they've been waiting for some up to to 3 to 4 years to be appointed to anything,” Smythe said.

Why it matters: Boards and commissions advise the Newport City Council and city administration on planning, zoning, historic preservation, sustainability and other operational and policy areas. Councilors and commission members said clearer onboarding and consistent procedures would help volunteers spend less time learning processes and more time on substantive work.

Council reaction was mixed. Councilor Napolitano and others questioned the need for a new committee, saying existing council and staff channels already handle appointments and oversight. “I think that what you're talking about is a council responsibility and a staff responsibility,” Napolitano said. Napolitano and one other councilor argued adding an intermediary committee could create confusion about where commissions should take questions.

Several commission members and volunteers who spoke during public comment described more mixed experiences. Jack Grant, a member of the Henderson Home Commission, said his appointment process was straightforward and documented in the city ordinance: “There are folks you can talk to in the community, within city government who have been very responsive to our commission... It's laid out in the ordinance.”

Energy and Environment Commission members described gaps in written procedures and onboarding. Andy Bjork, who has served on multiple commissions, urged a focus on structure and continuity: “Structure gives the opportunity for continuity. So as leadership changes, there's a way for the next leader to know how to run the meeting.” Emily Conklin, vice chair of the Energy and Environment Commission, described applying in 2021 and initially not hearing back: “It is a little bit of a black box in submitting online. I saw myself on the agenda, and that's how I learned I was being confirmed.”

Speakers noted specific operational issues the committee might address: inconsistent posting of minutes, expired terms not reflected in rosters, commissioners serving many consecutive terms, chairs who do not meet with incoming members, and commissions lacking basic “how to run a meeting” materials. Smythe said she found examples where some commissions operated with fewer-than-quorum attendance and that several members had not been sworn in when attending meetings.

Budget and staffing context emerged in the discussion. Smythe referenced an $85,000 line item for a consultant to support community engagement and suggested greater use of boards and commissions could reduce the need for some consultant work. Other councilors noted existing staff liaisons and monthly meetings of commission representatives as ongoing supports.

Outcome: Councilors did not vote on the resolution during the workshop. The sponsor said she will revise the language to remove “oversight” and pursue a proposal focused on producing a handbook, standard operating procedures and improved appointment notifications. Several councilors and commission members recommended exploring alternatives such as a handbook, an annual retreat or staff-led updates to commission procedures rather than creating a permanent oversight body.

Public comments and next steps: Multiple commission members volunteered to help with templates or training. Smythe said the committee — if formed — would be ad hoc and designed to “help come up with a process, help come up with a handbook, help come up with different formats” and would not supplant council authority. No formal directions to staff or motions were adopted at the workshop.