Advisory boards consist of a representative group of stakeholders that are appointed to provide comments and advice on projects and issues related to a broad topic area. Some of the Advisory Boards in Tompkins County include the Environmental Management Council, Public Information Advisory Board, and the Board of Health. Boards generally meet on a regular schedule over a period of time to develop a detailed knowledge of the project and issues and to share their relevant perspectives, ideas, concerns, and interests. Boards often work to identify areas of common ground and/or consensus recommendations. Board members are usually appointed to one- to four-year terms, depending on the by-laws of the specific advisory board.
Advantages
- Provides broad-based input into planning and decision-making from a range of stakeholder interests that are affected by a proposal or issue.
- May work over time to generate in-depth knowledge and ownership of a project or issue in a way that less intensive efforts cannot achieve.
- Allows for the in-depth and focused involvement and input of a wide range of stakeholders.
- Allows for development of consensus (where achievable) and detailed recommendations for action on complex issues that affect the broader community.
- Allows for in-depth understanding of project issues among stakeholders represented on the board.
- Provides opportunities for exploring alternative strategies and building on commonalities and alliances.
- Provides for a detailed analysis of project issues, timelines and deliverables and a focus on the outcomes.
- Enables participants to gain an understanding of other perspectives leading toward common ground for recommendations.
Challenges to Consider
- Convening must be done in such a way as to result in a fair and balanced group that is widely perceived to represent the community at large.
- The range of interests must be broad enough to represent all those affected, and members must possess the relevant background and skills to assist in addressing the problem at hand.
- Boards must be provided a meaningful role in the decision process and should not be viewed as a rubber stamp.
- Participants must be willing to work together on a common challenge.
- A clear mission, charter, and ground rules need to be agreed to by all members.
- It is not always possible to achieve consensus.
- Can be very time and labor intensive if the issue is significant.
Principles for Successful Planning
- Conduct a thorough stakeholder analysis and convene the board such that all relevant community interests are fairly represented in its membership.
- Select a strong chairperson who understands good process.
- Set expectations to ensure that members continually communicate with their constituents to keep the larger community informed and engaged throughout the process.
- Do not rush the process, it takes time for board members to build relationships and trust and become fully informed enough about the project in order to develop meaningful results.
- Maintain regular contact between board activities and the broader community; seek opportunities for broader public interaction with the board.
- Record decisions and keep a running summary of board deliberations, make sure all decisions are supported by a clear and detailed rationale to share with the broader public.
Staffing
- Facilitator
- Administrative and logistical support
- Technical project support to develop briefing papers and information
Materials
- Regular meeting venues
- Briefing books, presentations and materials
Planning Time
- May take several months to identify, invite, and confirm members.
- Well functioning advisory boards require a great deal of time and effort to prepare for each meeting.
Implementation Time
- Advisory boards generally meet once per month for several hours.
- It generally takes 12 to 18 months for most boards to address issues and develop recommendations; complex and controversial projects can take significantly longer.