Submitted by: Joanne Wasczcak
Submitting Department: Legislative
Agenda Section: Discussion
Item Title:
title
FY23 Budget Initiative: Stipend Program to Diversify Membership of City of Hyattsville Advisory Committees, Boards, Commissions and Task Forces
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Suggested Action:
recommendation
I move that Council create a program to provide stipends to members of City of Hyattsville Advisory Committees, Boards, Commissions and Task Forces with the goal of recruiting and retaining membership that proportionally represents the community.
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Summary Background:
It is critical for the City to find ways to ensure that our Advisory Committees, Boards, Commissions and Task Forces (heretofore called Advisory Bodies) represent the racial, ethnic, economic, gender and age diversity of our community. The City struggles to recruit and retain advisory body membership that proportionally represents the community.
To make it more accessible and affordable for residents to join and participate actively in the City’s Advisory Bodies, the City would provide a stipend of $40 per meeting attended per member. Members might use the stipend to offset lost wages when giving up a shift, or to pay for transportation to the meeting, day care or elder care during the meeting, carryout food for their family during the meeting, or other costs they incur as a result of attending the meeting.
The stipend amount is not intended to provide an economic incentive; rather it is intended to reduce an economic barrier to regular, sustained participation in Advisory Bodies. Members would receive the stipend for only those meetings they attended.
City Council has established more than 10 Advisory Bodies to provide recommendations and advice to Council about major issues, challenges and opportunities facing the City. The City of Hyattsville and its residents benefit from the commitment demonstrated by the members of these Advisory Bodies.
Note that this program would not include the Board of Supervisors of Elections, which is compensated uniquely.
ANTICIPATED STAFF RESOURCES REQUIRED TO IMPLEMENT:
One-time requirements:
• The City’s Human Resources team would need to process onboarding/payroll paperwork for each committee and task force member
• The City Clerk team would need to update the manual for committee and task force members to reflect information and policies regarding the stipend.
Ongoing requirements:
• The Staff Liaison would need to take attendance at each committee/task force meeting.
• The payroll team would need to process a check for each member once a month.
SUPPORTING DOCUMENTATION:
• The City of Takoma Park, Maryland compensates all members of their advisory bodies at $40 per meeting attended per member. <https://takomaparkmd.gov/government/boards-commissions-and-committees/>
• The City of Durham, North Carolina compensates members of their advisory bodies when they opt in to the program. <https://durhamnc.gov/4637/Stipend-Program-for-Board-Committee-Comm>
Next Steps:
Council discussion.
Fiscal Impact:
• Hyattsville has approximately 80 members across 10+ Advisory Committees, Boards, Commissions and Task Forces.
• The size of each City Advisory Body has been predetermined and would not be impacted by this program.
• Each of these bodies meets approximately 10-12 times per year.
• Annual budget estimate = $40 x 80 members x 10 meetings per year = $32,000 per year
• Members would receive the stipend only if they are in attendance at a meeting, so actual costs would likely be lower than the estimate above. We could also create a provision for members to opt out of the stipend.
City Administrator Comments:
The City does not currently collect demographic data on committee members. This can be done if the Council finds it critical to their decision making. We have attached information on the ward distribution of committee members, see chart below.
Attached is a copy of the Payment Agreement developed by the City of Takoma Park. The form does offer the ability for a member to opt out of the payment and we recommend that option. Takoma Park pays members quarterly and attendance is verified through the adopted minutes of the advisory body. City staff recommends Hyattsville follow a similar approach if this proposal is adopted. The City Clerk’s Office would transmit the payment data to the City Treasurer’s Office on a quarterly basis.
We will need to consider the policy for individuals serving on more than one committee. Will they be eligible for the payment for each committee? Current policy limits individuals to membership on a max of two committees at one time. Another area for consideration is the implementation of term limits for committee members, particularly when there is a waiting list of individuals interested in joining the committee.
|
WARD |
TOTAL MEMBERS |
% |
|
1 |
25 |
33% |
|
2 |
27 |
36% |
|
3 |
11 |
14% |
|
4 |
7 |
9% |
|
5 |
5 |
7% |
|
Not a City Resident |
1 |
1% |
The Treasurer does not recommend pre-paid cards. Committee members will be required to complete a W-9 form and be issued a 1099 form annually.
Community Engagement:
The City struggles to recruit and retain advisory body membership that proportionally represents the community. The stipend program would make it more accessible and affordable for residents to join and participate actively in the City’s Advisory Bodies. Members of Advisory Bodies might use the stipend to offset lost wages when giving up a shift, or to pay for transportation to the meeting, day care or elder care during the meeting, carryout food for their family during the meeting, or other costs they incur as a result of attending the meeting.
Strategic Goals:
Goal 5 - Strengthen the City’s Identity as a Diverse, Creative, and Welcoming Community
Legal Review Required?