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Kelby board conditions SOP approval on partner impact reports, city-attorney review
Summary
Board reviewed the draft Standard Operating Procedure for community events and asked staff to require pre-event project proposals and post-event expense/impact reports from partner organizations; staff will submit revised SOP to the city attorney and the board moved to approve after edits.
Kelby board members reviewed a draft Standard Operating Procedure (SOP) for community events, cleanup requests and outreach and agreed to require more structured documentation from partner organizations.
Members urged the SOP to require pre-event project proposals that explain needs and projected costs, and post-event reports that list hours, monetary contributions and measurable impact. "If an event is going to be taking place, I would love to see a structured project proposal where it's like, hey, this is needed, this is how much it's gonna cost," one board member said, arguing that consistent documentation would support grant applications and accountability.
Staff said they would incorporate the suggested changes and send the revised SOP to the city attorney for review. A motion was put forward to approve the SOP after the additions and corrections are made and following city-attorney review; members discussed whether the impact-report template should be part of the SOP or kept as a separate impact-reporting document, with several members preferring a separate impact report to avoid overloading the SOP.
Next steps: staff will produce the edited SOP including a template or guidance for partner impact reports, send it to the city attorney for review and return a final version to the board for formal adoption by the January schedule.
