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Equity Advisory Board approves updated rules of procedure, delays review of feedback form
Summary
The Equity Advisory Board voted unanimously to adopt revised rules of procedure that limit staff liaison deliberation, clarify the chair's agenda role, and formalize initiative request reviews; the board will revisit the equity feedback form at its next meeting after staff prepares a clean draft and adds open-records/contact language.
The Equity Advisory Board voted unanimously to adopt revised rules of procedure and agreed to defer action on the city services equity feedback form until a future meeting.
The Chair called the meeting to order and introduced the agenda item on rules and the feedback form. Briana Miller, Special Project Manager in the City Manager's Office, reviewed the red-lined draft submitted to the board and described key changes. "The change here is to have the staff liaison not participate in board deliberations or decision making with the exception as requested or needed to provide information or assistance," Miller said, summarizing a primary procedural update.
Why it matters: the revisions tighten the separation between staff support and board deliberation, set clearer responsibilities for the chair in agenda development, and create a modest reporting structure intended to track community submissions and follow-up.
Among the substantive edits the board adopted: the chair must collaborate with the staff liaison on meeting agendas in a manner consistent with applicable open meetings requirements; meetings may be canceled only after consultation between chair and staff liaison if no business is scheduled; and the board's role in city planning was broadened to explicitly include participation in long-range documents such as the comprehensive plan, unified development code and utility master plan.
Staff also added procedural language governing "initiative requests" from community members. Miller said requests may be submitted online or in writing at the library and that "city staff will conduct an administrative review for jurisdiction, completeness and relevance to city authority and collaborate with the board chair before advancing" items for board consideration. The rules require the chair to provide a quarterly report summarizing submissions as "with merit," "without merit," or "without sufficient information."
A committee member moved to approve the rules of procedure and delay approval of the feedback form to the next meeting; another committee member seconded. The Chair called for a voice vote and announced the motion carried unanimously. The board directed staff to provide a clean (non–redlined) version of the approved rules and to return the edited feedback form for review at the board’s April meeting.
Next steps: staff will circulate the clean rules document and prepare the revised feedback form with an added open-records disclaimer and contact information before the next meeting.
