Philomath inclusivity committee broadens onboarding, clarifies membership and event roles

Amanda Polley, chairing the first Philomath Inclusivity Committee meeting of 2026, led members through introductions and an updated onboarding approach and sign-in process intended to help new participants engage more fully.

Polley urged a more deliberate orientation for new members and guests so "we can all get to know each other as a group," and said the committee will use a sign-in sheet and fuller introductions at the first meeting each year. "We want everyone to just come to the table," Polley said, describing the committee's informal, discussion-first meeting style.

Why it matters: Committee members said clearer onboarding and a more usable handbook should reduce confusion and help the group prioritize work. Members emphasized that being an appointed ("official") member is largely a paperwork step required for open meetings law compliance and not a marker of greater influence in the room.

Key decisions and clarifications - Composition and quorum: Members reviewed the committee's structure. The committee can have a minimum of six and a maximum of nine appointed members; at the time of the meeting there were five official appointees, making three members a quorum. Members stressed that unofficial members and appointed members participate equally in discussion, though appointment affects formal quorum calculations. - Chair and operations: The chair role includes running meetings, coordinating agenda materials with city staff, and submitting packets. Members discussed rotating chairs vs. a co-chair model to ensure continuity. - Events and city role: The group discussed the difference between city-sponsored events and community- or volunteer-led events. Members clarified that some events (for example, the Pride festival) have historically been organized by community volunteers rather than the city, while other events (like Veterans Day) have had city staff coordination and fiscal sponsorship. The committee agreed it can support events through volunteering, tabling, or by asking city council to fund speakers when appropriate.

Budget and next steps Committee members noted there is no dedicated line item for the committee; event and training expenses typically come from a council education/training line. The group agreed that if it proposes events or speakers next budget cycle, it should bring estimated costs and a narrower plan for consideration.

Process and planning The committee decided to move an in-depth discussion of community agreements to its February meeting. Members were asked to think about goals for the coming year (document reviews, accessibility projects, or event support) and to bring concrete proposals to the next session.

Who said what - Amanda Polley, acting chair, framed the onboarding changes and emphasized inclusive facilitation. - Jenna Fisher, a 2025 recruit and occupational therapist, described volunteering to "learn more about the local government" and urged practical community-focused work across boards. - Chelsea Starner, assistant city manager (substituting for the city manager), participated and clarified staff roles in event logistics and agenda workflow.

What happens next The committee will revisit chair appointments, community agreements, and committee goals at the February meeting and will return the finalized handbook and any line edits for approval. Members volunteering to draft proposed projects were asked to bring details and estimated costs if they seek budget support.

The meeting closed at approximately 7:05 p.m.