Title
RESOLUTION ESTABLISHING A BOARD AND COMMISSION REALIGNMENT REVIEW COMMITTEE.
Body
CITY PROPOSAL:
WHEREAS, the city’s boards, commissions and authorities, hereinafter referred to as “BCAs,” play a critical role in providing opportunities for residents to influence public policy and to engage in local government decision making; and
WHEREAS, the City of Duluth manages 34 BCAs involving over 300 resident volunteers; and
WHEREAS, BCA’s have a wide variety of purposes ranging from state-mandated responsibilities, specific program oversight, and advisory to the city council and Mayor; and
WHEREAS, providing city staffing to management and support BCAs has become increasingly difficult with the addition of three new BCAs in the past five years; and
WHEREAS, community volunteers have expressed frustration within the current system such as with unclear roles and responsibilities, mandate overlap, lack of funding and staff capacity, and inconsistent communication processes between BCAs members, city council and the administration; and
WHEREAS, the City of Duluth, when compared to other Minnesota cities, manages a disproportionate number of BCAs based on population and community characteristics, including: City of Minneapolis (42 BCAs), City of St. Paul (33 BCAs), City of Rochester (18 BCAs), City of St. Cloud (19 BCAs), and City of Mankato (5 BCAs); and
WHEREAS, the administration and council seek to work together with the City’s BCAs to identify strategic opportunities to make the BCAs more inclusive, sustainable, and efficient; and
THEREFORE, BE IT RESOLVED, that the city council shall establish a BCA Realignment Review Committee to examine our current BCA’s and identify community-centered solutions for an advisory board structure that better meets the needs of the community; harnesses expertise and the lived experience of community members; creates a collaborative work flow; and cultivates and prioritizes community-led and centered solutions for pressing issues in Duluth.
BE IT FURTHER RESOLVED, that the board and commission realignment review committee will have the following goals:
§ Equity: Represent a more diverse cross section of the community and work to eliminate barriers to participation.
§ Efficiency: Design a more effective structure with clear, transparent communication lines among BCA’s, city council, mayor’s Office, and city staff.
§ Strategic: Clearly define the roles and responsibilities of the advisory board and its members and align advisory board work with city council priorities and the city’s comprehensive plan.
§ Accountability: Create a clear structure for communicating direction, challenges, and accomplishments.
BE IT FURTHER RESOLVED, that the board and commission realignment review committee will have the following duties:
1. Examine the current Advisory BCAs;
2. Identify challenges and opportunities in recruitment, onboarding, and retention;
3. Identify duplicate duties, missions, and priorities;
4. Identify best practices in harnessing resident expertise and lived experience to create an advisory system that is community centered, inclusive, efficient, strategic, cost effective and accountable.
BE IT FURTHER RESOLVED, that board and commission realignment review committee shall consist of seven members, including two city councilors, three administration representatives and two current members of BCAs. The council president and chief administrative officer shall appoint all seven members of the board and commission review committee. The committee shall conduct a minimum of two (2) community engagement sessions with BCAs members, city staff, and community members.
BE IT FURTHER RESOLVED, that the committee shall present a written report containing its findings and recommendations to the council no later than six months after the committee’s first meeting. The report shall be delivered to the council by way of the city clerk.
Statement of Purpose
STATEMENT OF PURPOSE: This resolution establishes a board and commission realignment review committee to provide the city council with information and potential options to establish a community-centered advisory board structure that is inclusive, strategic and efficient.