7.2 sr MFAC Annual Meeting with Council

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Annual Work Plan and Annual Report Commissions meeting with the City Council on an annual basis should prepare an annual work plan. The annual report should contain a general work plan that the group expects to follow during the next year and a general description of the policy areas the group wishes to explore. What is a Work Plan? It’s a plan the commission develops annually that guides their work and ensures alignment with the commission’s purpose. Members work together to develop the plan in coordination with their staff liaison. These plans are presented each year to the City Council for their approval for the work outlined by the commission. Work plans typically reflect key policy areas and align with city guiding documents. Members will receive information about policies and plans that are relevant to their work and may be involved with updating and developing these documents. Work plans are developed and owned by the commission. City staff assists in the review of the work plan prior to it being forwarded to city leadership and the Council for review. The timing for developing and presenting the plan varies by commission., although many are presented annually to the City Council around the beginning of the year. What is an Annual Report? An annual report is the report given to the City Council at the conclusion of the year by the commission to share their activities of the last year, highlight key accomplishments, and showcase projects completed. This report also provides accountability that the activities of the past year align with the approved work plan and may reflect what is anticipated in the next year. The annual report is an opportunity for the commission to showcase their work. These reports are provided in written form and highlighted in a presentation at a City Council meeting, often at the same time as the next year’s annual work plan. Preparing and Using Work Plans and Reports The most important function of the annual work plan and annual report are: 1) to document that the work of the commission aligns with their role and with city plans and policies; and 2) for the City Council to approve of that work for the year ahead. The work plan also serves as a guiding document for the commission and may be used to guide decisions about committees or subcommittees, plan and organize the meeting agendas, and inform the community about the activities of the commission. These plans and reports will be developed by the commission with staff in a variety of processes depending on the group, the amount of content change needed, and the scope of work anticipated for the coming year. Once the content is agreed upon, the commission will work with staff to ensure it is reviewed, and appropriately aligned with policy and city plans.