Primary Purpose
Description
A citizen advisory board or group typically consists of a group of representatives from a particular set of interests, field of expertise, or community. Members meet at regular intervals to share perspectives, advice, or concerns while also developing in-depth knowledge of a project or a particular issue. Some boards may strive to reach common ground or develop consensus, while others simply function as opportunities to gather input.
The life of an advisory board is typically limited and focused on a specific project, issue, or decision. Advisory groups should represent the full range of interests in the field of expertise or the community. As such, conducting a stakeholder analysis can be a helpful first step in identifying potential members. Additionally, the group's role in the decision making process should be clearly defined.
Federal agencies convening advisory boards need to be aware of what is permissible under the Federal Advisory Committee Act. If the members of an advisory board are representing a broader group or organization, they should also consistently inform that constituency about the activities of the advisory board.
Outcomes
At the most basic level, citizen advisory boards provide input to agency decisions. However, if done effectively, they can also improve decisions by gathering diverse perspectives throughout a decision-making process. They can also improve the buy-in of stakeholders by providing consistent input and transparency. Advisory boards have the potential to develop understanding and trust between diverse perspectives as members work together over time to understand a shared problem and provide input to potential solutions.
Time considerations
Citizen advisory boards can be time intensive for both agency staff and participants. Identifying stakeholders and inviting them into the process may take several months. Once established, advisory boards can require a great deal of agency staff time and effort to prepare for each meeting. Advisory board members meet at regular intervals for several hours at a time. Full-day meetings may be useful depending on availability of members. It may take months to years of regular meetings to address the issues at hand.
Staffing
A moderator or facilitator may be required to prepare materials and agendas for meetings, maintain communication, and keep the process moving between meetings. Depending on the size of the board and the frequency of meetings, this could require a substantial amount of the facilitator's time. Agency staff can serve as the facilitator, but may find it beneficial to have a third-party neutral play that role.
Staff not functioning as a facilitator may need to participate in meetings as a subject matter expert or group member, requiring regular attendance and reporting back to their home agency about progress and decisions.
Materials
- Regular venue for meetings
- Supplies for working in groups (pens, paper, easel-pads, markers, etc.)