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7.2 sr MFAC Annual Meeting with CouncilRequest for Action To Item Number Multipurpose Facility Advisory Commission 7.2 Agenda Section Meeting Date Prepared by Discussion August 12, 2024 Joe Stremcha, Assistant City Administrator Item Description Reviewed by MFAC Annual Meeting with City Council Reviewed by Action Requested Discuss setting a work plan and annual report date. Financial Impact None. Mission/Policy/Goal Work with citizens to achieve goals. Attachments  Advisory Board Work Plan and Annual Report The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: January 2023 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. ANNUAL REPORT SAMPLE ANNUAL REPORT GUIDE Commission Name SUMMARY OF REPORT Give a brief description of the report. This can include the type of overall guidance and direction that the commission gave the city in decision making. Restate the purpose of the report, you may also choose to briefly highlight the major points of the report as part of the summary, or create a different section for highlights. VISION STATEMENT Restating the commissions vision statement is a good reminder to council and readers about the commission’s purpose. HIGHLIGHTS  Include your top highlight in this section  Describe each highlight broadly, by including the problem and solution  Use bullets to help the reader anticipate what will be covered in the report  Be brief, highlights don’t have to be detailed since they will be described in depth in the report PROJECTS/ACCOMPLISHMENTS Project/Accomplishment A Name Detailed description of project or accomplishment. This should include, but is not limited to, dates, location, data collected, department support, challenges, impacts, and resolutions. Project/Accomplishment B Name Make sure to include a description for all your different projects and accomplishments. Remember that your highlights should be reflected in this section in much more detail. EDUCATION AND OUTREACH Use this section to highlight any education programs or outreach strategies that your commission participated in, or implemented during that fiscal year. This is a great opportunity to talk about any community engagement initiative, or impacts that your commission had in the community. You may use tables, bullets, or titles to showcase the different activities, outreach events, or educational programs that were done that year. ANNUAL WORK PLAN SAMPLE ANNUAL WORK PLAN GUIDE Commission Name INTRODUCTION Give a brief description of the Commission focus, statement, and overall purpose. The work plan will be reviewed and must be approved by City Council, therefore it is a good idea to address council and mention the priorities that align with the strategic plan. LIST OF ISSUES AND GOALS FOR YEAR In this section, you may create a list of issues and plans to address each of those issues; or you may choose to list the goals your commission has established for the year and the tasks needed to meet them. Examples  Events that will be hosted by the commission  Educational and Outreach  Strategies and evaluations in community engagement  Upcoming projects  Proposed budget Another way to show your goals is by creating individual categories for each. Use an outline that can be repeated for each goal. Below are some of the topics that may be included for each goal in your work plan:  Issue  Goal  Strategy  Budget  Education and Outreach Progress updates on past work plan actions, and other items may also be added to this section. LIST OF MEMBERS OF THE COMMISSION John Doe, Chair Jane Doe, Acting Chair Sam Q. Public, Peter Perez Jan Jansen, Staff Liaison