Scappoose council reviews committee roles, favors ad hoc and staff-led options ahead of January goal-setting

Scappoose — At a Nov. 4 work session, council members and city staff reviewed consolidated responses to an 11-question survey about the city’s advisory and staff committees and debated whether to rely on standing committees, short-term ad hoc groups, staff-led committees or community partners to advance city goals.

The session, introduced by a presenter for staff, framed the exercise as a high-level review: councilors were asked to imagine starting from scratch and decide whether current committees — many formed to support specific projects such as a parks master plan — would still be needed now. The presenter said the goal was not to eliminate committees but to align committee structure with the council’s priorities and staff capacity.

Why it matters: committee structure affects how quickly projects move from discussion to action, who provides technical expertise, and how the city meets public-meeting-law requirements. Several council members and staff said public-meeting constraints can make council-appointed committees less action-oriented and that staff committees or ad hoc groups can be more flexible for project implementation.

Council feedback and options discussed included: - Parks and recreation: Several members said the parks master plan is complete and argued the committee’s purpose should be reassessed; one councilor suggested shifting emphasis from park infrastructure to recreation programming and events. - Economic development: Multiple respondents recommended keeping a body focused on downtown development, land-use tools and recruitment of business expertise. - Emergency preparedness and safety: Ideas included exploring a CERT (Community Emergency Response Team) and verifying Scappoose’s representation on the county-level Local Emergency Planning Committee (LEPC).

On committee types, participants discussed three models: - Council ad hoc committees, created by resolution for defined projects (time-limited and public-facing), used for work such as a parks master-plan update. - Staff committees, convened at the city manager’s discretion, which can work more flexibly without repeating public-meeting processes for every step. - Community groups or non-profit partners that offer specialized expertise or volunteer capacity but carry continuity risks if leadership changes.

"Let's take this as though we have nothing," the presenter said when urging the council to re-evaluate committee roles and purposes rather than assuming existing structures remain appropriate. Jeanette, participating remotely, urged that any efficient model also include clear operating procedures to keep committees from exceeding their scope: "it needs to be structure in the sense of how things... can't just go crazy," she said.

Staffing and timing emerged as recurring constraints. The presenter noted the city has an open staff position and suggested that assigning part of that role to recreation or committee coordination could improve consistency and follow-through. Committee chairs who were interviewed said the council’s budget calendar (the presenter noted the city’s budget cycle begins in July) can delay committee work unless clear direction is provided earlier.

The council also discussed membership rules and recruitment: while some recommended a preference for residents within city limits for committees tied directly to taxpayer-funded parks, others said outside experts can add valuable technical knowledge. The presenter said appointments are made by the mayor and that recruitment typically uses applications reviewed for relevant expertise.

A historical note: one councilor pointed out that the parks and recreation committee was established by Resolution 1515 (2015) and that the council has amended that resolution several times; members suggested reviewing past resolutions and bylaws as part of the re-evaluation.

What’s next: councilors agreed not to make immediate changes. The presenter recommended completing the city’s goal-setting process (scheduled for January) and then using those goals to shape committee structure, operating procedures and any needed changes to resolutions or staff assignments. The meeting adjourned after the council signaled consensus to continue the review during goal-setting.