Administrative Policy #1.22 - Operational Advisory Bodies
Purpose
To establish guidance for the formation and operation of an Operational Advisory Body.
This procedure is informed by the Strategic Operational Plan Policy Priority E-1: “the City fosters meaningful public involvement through a diverse array of methods.” It establishes Operational Advisory Bodies as one method the City Manager and City staff can use to solicit input from the community on operational service areas, projects, or questions.
There are two types of Operational Advisory Bodies—Operational Advisory Committees and Operational Advisory Work Groups. See the Definitions section for more details. Throughout this procedure, when the term ‘Operational Advisory Bodies’ is used, the reference encompasses both types.
Scope
This procedure applies to all City departments and Operational Advisory Body members.
Procedures
The procedure for establishment and operation of Operational Advisory Bodies provides flexibility to allow the groups to meet the unique needs of the situation in which they are being utilized. The following are foundational steps in the formation of an Operational Advisory Body.
a. The Department Director or designee completes the Advisory Body Formation Worksheet as an aid for making decisions about the parameters of the new body.
b. The Department Director meets with the City Manager to discuss the completed Worksheet. This review will include a check for consistent use of Operational Advisory Bodies across the organization and for alignment of the new Operational Advisory Body with the public participation values and goals of the organization. Approval of the formation of the Operational Advisory Body is at the City Manager’s discretion.
c. The parameters of the new Operational Advisory Body are adjusted as appropriate based on the outcome of the discussion with the City Manager.
d. If formation is approved, the City Manager may delegate the establishment of the new Operational Advisory Body to the Department Director (or their designee).
Guidelines
Operational Advisory Bodies
The following are the general rules for the administration, conduct and operation of all Operational Advisory Bodies.
a. The City Manager or their designee appoints members to Operational Advisory Bodies.
b. Members of an Operational Advisory Body will have a definable interest in or connection to the City operational question/topic that the body is formed to address.
c. In making appointments, the City’s goals for inclusion and diversity will be promoted and staff will take special care to recruit community members from groups that have traditionally been under-represented in City government.
d. The City Manager has authority to remove members of Operational Advisory Bodies.
e. An Operational Advisory Body, or an individual member of the body, does not have authority to direct staff, represent the City, or take an action. The responsibility of the Advisory Body and its members is to provide input or make recommendations to staff on operational issues, not policy. If an Operational Advisory Body member has concerns about the input of the Body or staff’s response, their recourse is to direct concerns to the responsible Department Director and/or City Manager.
f. If a recommendation from the Operational Advisory Body is requested by staff, the Body will make it based on a majority of members present at the meeting.
Operational Advisory Committees
The following are additional guidelines that apply only to Operational Advisory Committees.
a. Appointments to an Operational Advisory Committee will be shared with the City Council as an item in the City Manager’s Report during a City Council Meeting.
b. The initial term for members of a new Operational Advisory Committee will be staggered, with approximately one-third of the membership appointed for one year, one-third of the membership for two years, and one-third of the membership for three years.
c. Following the initial term, the term for appointed members of an Operational Advisory Committee is three years. The City Manager or their designee may ask a member to retain their position at the expiration of their term until a replacement is appointed.
d. At least two-thirds of the members on an Operational Advisory Committee must reside within the city limits of Corvallis at the time of their appointment and must retain that qualification during their term of service.
e. The City Manager or their designee will fill vacancies on an Operational Advisory Committee for the remainder of an unexpired term. A vacancy exists upon the incumbent's death, incompetence, conviction of a felony, resignation, removal by the City Manager, or failure to regularly attend meetings without the approval of the City Manager or their designee. The City Manager or their designee will fill vacancies in a timely manner.
f. While no term limits are imposed by this procedure, staff should consider whether the length of service of an Operational Advisory Committee member seeking reappointment advances the City’s goals for inclusion and diversity.
g. Staff will chair Operational Advisory Committee meetings.
h. Staff will schedule and provide the required public meeting notice for meetings of an Operational Advisory Committee.
i. Staff will keep action minutes of an Operational Advisory Committee’s proceedings.
j. Staff will post the agenda and the meeting notes for an Operational Advisory
Operational Advisory Workgroups
Operational Advisory Workgroups are less formal than Committees and the parameters will vary to align with the needs identified by staff at the time of formation.
Definitions
Operational Advisory Bodies: Groups whose focus is to advise City staff on operational aspects of the City. This term is used to encompass both Committees and Work Groups. Operational Advisory Bodies provide input or make recommendations to staff on operational issues, not policy, and do not have authority to direct staff, represent the City, or take an action.
Operational Advisory Body Formation Worksheet: Document to be completed by a department when contemplating the creation of a new Operational Advisory Body. The Worksheet is attached to this Administrative Procedure.
Operational Advisory Committee: Body formed to advise staff on a specific operational service area or areas on an on-going basis. There are four Operational Advisory Committees—Housing Committee; Multi-modal Transportation Committee; Parks, Recreation, and Natural Areas Committee; and Watershed Committee.
Operational Advisory Work Group: Body formed to advise staff on a particular operational project or question, often used with Strategic Operational Plan projects. The Work Group is temporary and sunsets when the project is completed or the question has been addressed.
Review/Update
The City Manager will prepare this Administrative Procedure for review as needed.
Last reviewed: 04-2022
