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Receive the annual report on the goals and accomplishments of Board-created advisory boards pursuant to the Board’s Advisory Board Principles and Policies for the period ending December 31, 2023
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Published Notice Required? Yes ___ No _X _
Public Hearing Required? Yes ___ No _X _
DEPARTMENTAL RECOMMENDATION:
The County Administrator’s Office recommends that the Board of Supervisors receive the annual report on the goals and accomplishments of Board-created advisory boards pursuant to the Board’s Advisory Board Principles and Policies for the period ending December 31, 2023.
SUMMARY:
This is the sixteenth countywide report on the status of advisory committees, commissions, and boards pursuant to the Board’s Advisory Board Principles and Policies (Attachment A) adopted on June 7, 2005 and amended on November 9, 2010. This report complies with Principle 6, Policy 6-B which states that the Board of Supervisors will review existing advisory boards annually and evaluate the continued need for such boards. The report was prepared to provide the Board of Supervisors with an overview of the most recent goals and accomplishments of the various advisory boards as of December 31, 2023 to assist in their evaluations. The following four advisory boards subject to the Principles and Policies are included in the annual review:
• Library Advisory Council
• Nut Tree Airport Advisory Committee (NTAAC)
• Park and Recreation Commission
• Solano Commission for Women and Girls (SCWG)
FINANCIAL IMPACT:
The cost of preparing the countywide status report for the Board-created advisory boards and committees is borne by the supporting departments and is included in their existing budgets. The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2023/24 Working Budget.
DISCUSSION:
On June 7, 2005, the Board of Supervisors adopted Advisory Board Principles and Policies to provide general guidelines concerning the role of County advisory boards, also known as committees or commissions, and how those advisory boards should be formed, dissolved, organized, reorganized, and staffed, as well as how they should operate. The Policies require that appointees have relevant expertise, interest, or background to provide advice that is well-reasoned, credible and/or appropriately represents opinions held by the broader community or relevant segments of the broader community. In addition, the Policies require that advisory board activities should be related to purposes that are consistent with County policies. The Policies also state that County staff shall provide staff support while representing their department and the County.
The Boards and Commissions Review Sheet is a template for the receipt of annual goals and accomplishments from the advisory boards that are subject to the Board-adopted Advisory Board Principles and Policies. This template was designed to assist the Board in staying current on the status of the advisory boards and their compliance with the Policies. The template has been revised over time to include additional information, such as a reference to how, why, and when the advisory board was created, and the advisory board’s mission statement and work plan, if one has been adopted. Each of the respective boards also provides an attendance record, which includes each of the various appointed members’ term expiration dates. Many of the appointments have staggered terms of office to provide for ongoing consistency and stability with the function and purpose of each of the various advisory boards. This allows some members who have the ongoing history and knowledge of the advisory board to continue to serve while new members are appointed and gain this knowledge, ensuring continuity of the respective board.
A matrix of the advisory boards (Attachment B) subject to the Principles and Policies which require an annual report to the Board of Supervisors is included to provide an overview on the reporting entities. The matrix also reflects each of the advisory boards’ current number of member vacancies, if applicable.
All four Board-appointed boards subject to the Principles and Policies have provided a Boards and Commissions Review Sheet, as discussed above, with their annual goals and accomplishments, attendance records, and bylaws for the period January 1 - December 31, 2023. (Attachments C - F).
ALTERNATIVES:
The Board may choose not to accept the advisory committee reports; however, this is not recommended as the Board has previously directed staff to provide this information.
OTHER AGENCY INVOLVEMENT:
The County Administrator’s Office has worked with staff from the following departments to review and provide the information in this report: County Library; Resource Management - Parks; General Services; and staff of the Board of Supervisors - District 4.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION