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HomeMy WebLinkAboutESJ 2017-08-03 Agenda PacketTUKWILA EQUITY 1 SOCIAL JUSTICE COMMISSION d� 1� uguSTT, 5:15 P.M. AGENDA I. Call to Order II. Roll Call III. Approval of Agenda IV. Approval of Minutes, June 1, 2017 V. Possible Guest Presentation: Foster High School Student Project — Flags on TIB and Documentary VI. Unfinished Business a. Bylaws Discussion b. Membership VII. New Business a. Equity Policy Update VIII. Reports of Commissioners and Staff/Announcements IX. Agenda for Next Meeting X. Adjournment TUKWILA EQUITY 1 SOCIAL JUSTICE COMMISSION d� 1� une , 5:15 P.M. DRAFT MEETING MINUTES I1V d. The motion V. Guest Presentation: Foster High School Student Project — Flags on TIB and Documentary Foster High School juniors Ekua Monkah and Leary Labanlic presented information on a proposed project to produce a documentary about students' stories, and installing international flags on Tukwila International Boulevard. Two other students, seniors Serena Nget and Daniel Humkey are also part of this project. 1 The students were inspired by the results of the election to find ways to make their voices heard, promote inclusivity, show pride in diversity. The documentary would include a history of Tukwila, incorporate the stories of immigrant and refugee families and students, tell the story of what is happening for students at home, and discuss the need for improving the community (crime, violence, inequities, prostitution, etc.). The documentary would include many different languages so students can tell their stories in the way that's most comfortable for them. The Commission expressed support for the documentary, and stressed the importance of telling all the stories of Tukwila, both old and new. Once the students have their plan more fleshed out, they will be looking for help with funding, professional filmmaking, advertising, and a way to share the documentary. They are thinking of premiering the film et the Tukwila Village grand, opening. The goal for completion of the film is Spring 2018. The goal for the flag project is to hist Boulevard on flag poles. They are thi Foster families, and including a plgi The motto of the project is, "Today v make this an official group and leave The Commission again exl Tukwila Historical Society idea is to have the differe Kathv recommended nex ME ill all 230 country flags on Tukwila International eking of starting with the 80+ flags represented by e for each pole with the country name and motto. e stand, tomorrow we unite." The group wants to alegcy for the future. port, encouraged the students to meet with the Fe grant ideas'. Leary also mentioned that one funding ral committees sponsor their flag's installation. steps to the students: • Submit a funding request to the Commission once all the details are in place. • Present to Commission again when plan is in place, perhaps September. • The Commission will help set up a presentation to the City Council. • Mia will send the funding request form to the students. VI. Unfinished Business a. Bylaws Discussion. The group decided to postpone the bylaws discussion to a future meeting. b. Membership. We still need a student, 2 employees, 1 resident/business representative, and 1 representative from the educational field. The question remains of whether or not students should vote. The students present were split about that. P� VII. New Business a. Summer Meetings. The group decided to cancel the July meeting due to staff and Commission absences. Mia will check for a quorum before the August 3rd meeting. VIII. Reports of Commissioners and Staff/Announcements Mia updated the group on the Equity Policy. It is currently being revised in advance of going to the Finance Committee. Will have an update at the next meeting. Mia also updated the group on the high school internship program. We will have at least 6 summer interns. IX. X. Joan asked the group to begin looking for her replacement: She had planned to complete her term in July, but the ordinance moved that to December. She will be resigning her position as of July. Kathy reported that she ha! mbers. 3 Equity and Social Justice Commission Bylaws Article I Purpose Per Tukwila Municipal Code ("TMC') 2.29.010, the Equity and Social Justice Commission ("Commission") is hereby established to serve in an advisory capacity to the Mayor and City Council for the City of Tukwila. The objective of the Commission shall be: 1. To promote understanding that accepts, celebrates, and appreciates diversity within the community. 2. To serve as a resource for the community by providing information and educational forums that will facilitate a better understanding and awareness of social justice and human rights. 3. To provide recommendations to the Mayor and City Council regarding opportunities to increase equity and social justice awareness and promote social justice programs. Article II Membership Per TMC 2.29.020, the Commission shall be comprised of ni by the Mayor and confirmed by the Tukwila City Council. Tc shall be representative of the diversity of the community ar 1. Two City employees and one Tukwila City Councilm( City is unable to fill one of its two'positioiis, a comm position. 2. Three community members that meet the resident Section 2.29.020.A (Positions 3, 6 and 9), members who shall be appointed ie extent possible, membership should include: ber (Positions 1, 4 and 7). If the iity,member may fill one City usiness criteria as stated in TMC 3. Three members representing; the education field in Tukwila (Positions 2, 5 and 8). If needed, a community, member may fill one education field position. 4. In addition to the appointed positions, the Commission shall seek to recruit one non- voting student representative to participate on the Commission. The student representative shall be a high school student who resides in the City of Tukwila, OR enrolled in McKinnevNento Homeless Assistance Services at a Tukwila school. A. Length of Appointment The term of membership for the members of the Tukwila Equity and Social Justice Commission shall be two years. B. Resignation If a Commission member is unable to complete their term of service a letter of resignation should be sent to the Mayor indicating the effective date of the resignation. C. Removal A Commission members may be removed from the position if absent without being excused for three consecutive meetings or six regular meetings in a calendar year. D. Compensation Members will receive no monetary compensation for serving on the Commission. Article III Duties of the Commission, Officers, Commissioners and Support Staff A. Duties of Commission Page 1 of 7 DRAFT ESJ By -Laws 0 As stated in TMC 2.29 the Commission shall undertake the duties and responsibilities defined in TMC 2.29.010. B. Officers Officers shall be a Chair and a Vice -Chair; both appointed members of the Commission and voted into office by the Commission. In absence of both the Chair and the Vice - Chair members shall elect a Chair pro tem. C. Duties of the Officers Chair The Chair shall preside at all meetings and a prescribed in Robert's Rules of Order Newly call for special meetings. The Chair shall be a Chair may delegate duties to other Commiss The Chair shall speak on behalf of the Comm City staff. ad to the duties of the presiding officer Revised. When necessary, the Chair shall full voting member of the Commission. The loners with the consent of the Commission. ission before City Council, the public and The responsibilities of the chair include: • Providing group direction and,options for • Setting meeting agendas; • Coordinating meeting preparation with Ci • Represeting'the Commission in the comi The term of office shall be of than two consecutiueterms The Chair will serve as a mer unable or unwilling to serve member to serve on the Boa goals; staff; year. A Commissioner may serve as Chair for no more ber on the City's Board of Ethics. In the event the Chair is n the Board of Ethics, the Commission shall select a The Vice -Chair shall perform the duties of the Chair in absence of the Chair. The Vice - Chair may also speak on behalf of the Commission before City Council, the public and City staff when the Chair is not available to speak. The term of office shall be one year. A Commissioner may serve as Vice -Chair for no more than two consecutive terms. D. Duties of Commissioners It is the responsibility of all Commission members to: • Arrange adequate time to carry out responsibility as a Commission member; • Come to meetings prepared: Read all reports, proposals and documents distributed prior to meetings; Page 2 of 7 DRAFT ESJ By -Laws • Listen to other Commission members and communicate with respect and courtesy; and • Participate in group discussion and decision making. In addition, Commissioners must comply with the following requirements: 1. Ethics Training Every Commission member must complete Ethics Training and sign an Ethics Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. 2. Open Public Meetings Act Training Pursuant to RCW 42.30.205, every Commission member must complete training on the Open Public Meetings Act and sign an OPMA Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years; whichever comes first. 3. Public Records Training Every Commission member must complete training on the Public Records Act and sign a Public Records Training CertificationForm within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. 4. Conflict of Interest Washington's ethics laws prohibit public officials from gaining financially as a result of his or her position. Public'officials must'declare any conflicts of interest at a public meet.ing. A conflict exists if a recommendation potentially could affect the finances of the group member or the finances of a family member. If a conflict exists, the member must declare this fact at a meeting where the issue is being discussed and refrain from discussing or voting on the recommendation. Every Commission member must sign a Conflict of Interest Disclosure Form within 90 days of appointment and must sign a new Disclosure Form within 90 days of reappointment or every four years, whichever comes first. S. Reporting Requirement The'Commission shall submit an annual report of its activities and recommendations by January 31s' each year, summarizing the activities for the previous year. Any reports or recommendations shall be provided to the Council and the public in electronic format and posted on the City website. Hard copies shall be made available upon request at City Hall. E. Duties of the Sister Cities Committee The Tukwila Sister Cities and Civic Awareness Committee is made up of members of the Equity and social Justice Commission chosen by the Commission Chair, and operates under the procedures set foth for the Equity and social Justice Commission. All interested Equity and social Justice Commission members are eligible. Page 3 of 7 DRAFT ESJ By -Laws rA The Committee will meet at least two times per year. The Committee will provide recommendations to the Commission for funding, and strategic advice for sister city and civic awareness issues and activities. F. Duties of Support Staff A City staff person is assigned to support the Commission. The primary role of staff is to represent the City and facilitate communication between the Commission, City Administration, the City Council and other City departments. Staff responsibilities include: • Ensuring that meeting notifications and recordkeeping are consistent with applicable state laws; • Ensuring compliance with applicable laws, such asthe Open Public Meetings Act (OPMA) and the Public Records Act (PRA),; • Providing professional guidance, issue analysis and recommendations; • Assisting with research, report preparation and correspondence; and • Compiling agendas, maintaining minutes, forwarding recommendations and/or implementing actions. Article IV Elections The Commission shall elect a Chair and a Vice Chair each year. Generally officers shall be elected and take office annually at the first regular public meeting of the Commission in January. The election will take place as the first item of new business and the elected officers will assume their duties at the close of elections. The election of the Chair will be conducted byte Administrative City support staff (Admin). No one Commissioner shall nominate more than one person for an office. Nominations do not require a second. The Admin will repeat each nomination, ask for further nominations, and when there are none the Admin,will declare the nominations closed. A motion to close nominations is not n After nominations have been closed, voting for the Chair takes place in the order nominations were made. Commissioners will be asked io vote by a raise of hands. As soon as one of the nominees receives a majority vote of the seated members the Admin will declare that Commissioner elected as the Chair. No votes will be taken on any remaining nominees. A tie vote results in a failed nomination. If none of the nominees receive a majority vote the Admin will call for nominations again and repeat the process until a single candidate receives a majority vote. Upon election the Chair will conduct the election for Vice -Chair following the same process. Should the Chair be vacated prior to the completion of the Term, the Vice -Chair will assume the duties and responsibilities of the Chair for the remainder of the Term. The Chair will then conduct elections for a new Vice -Chair. Should the Vice -Chair be vacated prior to the completion of the Term, the Chair will conduct elections for a new Vice -Chair to serve out the remainder of the Term. Page 4 of 7 DRAFT ESJ By -Laws Time spent fulfilling a vacated Term shall not count towards the two consecutive Term limit for Chair and Vice -Chair. Article V Meetings All Commission meetings shall comply with the requirements of the Open Public Meetings Act RCW 42.30. All meetings shall be noticed and open to the public. A. Schedule The Commission shall hold regular meetings according to the following schedule: The first Thursday of each month. The meetings shall begin at 5:15 p.m. unless modified. Should a regular meeting day be a legal holiday, the scheduled meeting shall be postponed to the succeeding Thursday, unless a majority of the Commission votes to select another day or to cancel the meeting. Any Commission meeting may be canceled by a majority vote or consensus of the Commission. The Chair or Vice -Chair may cancel a meeting for lack of agenda items or lack of a quorum. B. Special Meetings Special meetings may be held by the Commissicin subject to notice requirements prescribed by State law. Special meetings may be called by the Chair, the City Council, or the Mayor, or by the written request of any three (3) Commissioners by written notice emailed or delivered to each member of the Commission at least 24 hours before the time specified for the proposed meeting. Special meeting called shall state the subject(s) to be considered and not subject other than those specified in the notice shall be considered. No special meetings shall be scheduled between November 15111'and the end of the year. The agenda for a special r6eeting need not conform to the Order of Business in Section C of this Article. C. Order of Business The order of business for each regular meeting of the Commission shall be as follows: 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes 5. Unfinished Business 6. New Business 7. Reports of Commissioners and Staff/Announcements 8. Agenda for Next Meeting 9. Adjournment D. Notices The public shall be notified of the preliminary agenda for the forthcoming Commission meeting by posting a copy of the agenda in the City's Digital Records Center. Page 5 of 7 DRAFT ESJ By -Laws X Article VI Rules of Meetings A. Absences Absence from more than three (3) consecutive Commission meetings may be cause for removal. Members shall communicate with the Chair, the Vice -Chair or the City Admin staff person with requests for an excused absence in the event they will miss three (3) or more consecutive meetings. Emergency requests may be considered. The Chair may approve the absence. B. Quorum At all Commission meetings, the presence of the majority of the currently seated members constitutes a quorum. A quorum is required for the Commission to take any action. C. Rules of Procedure The current edition of Robert's Rules of Order Newly Revised shall provide the basis for meeting structure and official decisions shall be made by motion and vote of the Commission. D. Meeting Decorum To provide a fair and efficient forum for the conduce meetings the following rules of decorum shall be of 1. No person shall address the Commission wit the chair. 2. The Commission may allow comments from Commission meetings by permission of the Commission members present. 3. If there are a large number of p may limit each speaker to 5 rhir representing an organization, tl minutes of sneaking time. of business at Commission rst obtaining recognition from ers of the public attending r majority vote of the vho wish to speak at a meeting the Chair (;speaking time. If a speaker is r may grant that speaker an additional 5 4; Once a member of the public has spoken in regard to a specific matter before the Commission, he/she shall not be recognized to speak again until all persons wishing to speak have first been given the opportunity to do so. 5. To aid in the creation of accurate meeting minutes all speakers should provide their first and last name each time they address the Commission. 6. Commission meetings will generally begin at 5:15 p.m. or as indicated on the public notice. Meetings will continue until the agenda items have been completed or until 7:00 p.m. whichever comes first. Continuation of a meeting beyond 7:00 p.m. requires approval of a motion to extend by a majority vote. If no motion is approved the Chair will continue the meeting to a specific date. E. Voting In instances where a vote is called for or required, the present majority is sufficient to act (provided a quorum is present). Each member shall have one vote and no proxies shall be allowed. Present members may abstain. The Chair may vote on any issue and shall vote in the event of a tie. No action is taken if the Chair votes and the tie Page 6 of 7 DRAFT ESJ By -Laws 10 continues. A majority vote shall carry and minority opinions shall be formally registered in the minutes and report to the City Council. F. Adjournment/Recess/Continuations Meetings shall be adjourned by a majority vote of the Commission or by the chair when it appears that there is no further business. The Commission may, by majority vote or consensus, recess for a short break. The proposal to recess may set a time limit or can be until the Chair calls the meeting back to order. Continuations of meetings shall be to a definite time and place by the majority vote of present Commission members. Article VII Code of Ethics Members of the Commission shall fully comply with RCW 42.23 Code of Ethics for Municipal Officers and with TMC 2.95 Code of Ethics for Employees and Appointed Officials. Article VIII Amendments These Bylaws may be amended or repealE meeting or special meeting by a majority"I proposed Bylaws or amendments thereto; days prior to the date of the meeting. All Mayor and City Council for their informati DRAFT ESJ By -Laws I and new Bylaws' f the vote of the shall be furnished ments to th e Page 7 of 7 may be adopted at any regular membership. A copy of the to each member at least three (3) Bvlaws shall be submitted to the 11 12 (o s�TUKWILA EQUITY• •ROSTER �i9QBr 2 Year Terms Position #1 KATHY HOUGARDY Term Expiration: City Council Representative 1495057 1h Avenue South December 31, 2017 Tukwila, WA 98168 (206) 244-5023 Appointed: 04/07/2014 (206) 818-0510 .V..:....g ..!'::r,..... ..c ..�' . a..:i::...n.e:t Position #2 VACANT Term Expiration: Education Field Representative December 31, 2017 Appointed: Position #3 VACANT Term Expiration: Resident or Business Representative December 31, 2017 Appointed: Position #4 VACANT Term Expiration: City Representative December 31, 2018 Appointed: Position #5 DR. NANCY COOGAN Term Expiration: Education Field Representative Tukwila School District December 31, 2018 4640 S. 144th St. Tukwila, WA 98168 Appointed: (206) 901-8006 coogann@tukwila.wednet.edu Position #6 VACANT Term Expiration: Resident or Business Representative December 31, 2018 Appointed: Position #7 VACANT Term Expiration: City Representative December 31, 2017 Appointed: 1/22/2013 Position #8 AARON DRAGANOV Term Expiration: Education Field Representative 5109S.164 1h December 31, 2017 Tukwila, WA 98059 (425) 283-3029 Appointed: 10/18/2010 Updated 5/9/2017 13 (o s� EQUITY AND DIVERSITY COMMISSION• �i9QBr Position #9 DATTRAN Term Expiration: Resident or Business Representative 12258 48th Avenue South December 31, 2018 Tukwila Washington 98178 (206) 370-4748 Appointed: Student Representative VACANT Term Expiration: Minimum one year, maximum four, or until graduation, whichever comes first. Appointed: Updated 5/9/2017 14 CITY OF TUKWILA EQUITY POLICY 2017 BACKGROUND AND OVERVIEW The Mayor, Council, and staff of the City of Tukwila have a stro government, and they desire that all residents, visitors and ern reach their full potential. Societal, environmental and legal face have resulted in inequitable access to opportunities and seevic people. These include but are not limited to: Age Physical and/or Cognitive Disability Economic Status • Gender National Origin/Language Race and/or Ethnicity Religion Sexual Orientation The City of Tukwila value color, and 40% were bo spoken in our schools, a We benefit from friends businesses owned by irr around the world. While we celebrate Tukwila, to services, government, edu More than 20% of our populi income is 40% of King Count) than 10% of students in the'1 )mmitment to equity in city yes have the opportunity to both historic and present-day, r some individuals and groups of )rity of people who live in Tukwila are people of e United States. More than 80 languages are ds speak a language other than English at home. it perspectives and cultures, the variety of the community forged by sharing foods from nee recognize that many in our community do not have equitable access -ation, employment and other opportunities toward a better future. tion does not have health insurance, and Tukwila's median household is. 23% of Tukwila households live below the poverty line, and more ukwila School District currently experience homelessness. We recognize the role that government can play in breaking down barriers to equitable access to opportunities. The City's Strategic Plan, adopted in 2012, provides us the guideposts for our work on behalf of our residents, businesses and guests, and emphasizes partnerships and collaboration. One of the goals --A Solid Foundation for All Tukwila Residents -- clearly calls for equitable access to opportunity for Tukwila residents and serves as the foundation of this equity policy. 15 Though we fully acknowledge we have more work to do, the City has made many strides toward equity. We are proud of our successes and, in some cases, our leadership around identifying and implementing policies and programs to promote equity. We also realize that we as a city government have a much longer journey to take in our efforts to be truly equitable in the delivery of all City services. II. PURPOSE The purpose of this policy is to provide guidance to City elected officials, staff, boards and commissions, partners, residents, businesses and guests on how the City of Tukwila will actively promote equitable access to opportunities and services III. DEFINITION OF EQUITY Equity: Eliminating systemic barriers and providing fair access to programs, services and opportunities to achieve social, civic and economic justice within the City of Tukwila. IV. POLICY GOALS In order to achieve equitable access to opportunities and services in the City of Tukwila, the City adopts the following goals. 1. Our City workforce reflects our community. The City will identify strategies around recruitment and hiring, and personnel policies that provide equitable opportunities for existing employees, and support City's long-term goal that its workforce reflect the evolving make-up of the community. 2. Community outreach'and engagement is relevant, intentional, inclusive, consistent and ongoing, The City often has important information to share with the community, and often seeks dialogue with the community. The City will create a community outreach and engagement toolkit to enable inclusive public engagement that all departments will use when seeking community participation. 3. All residents and visitors receive equitable delivery of City services. The City will identify strategies that facilitate equitable access to current and future City services and facilities, regardless of rac%thnicity, language, ability, gender, age, family status, geography, and mode of transportation. 4. City government is committed to equity indecision making. The City will identify strategies to facilitate equitable access to decision-making, where the decisions themselves -- and the process and context in which they are made -- are transparent. i[: 5. Equity serves as a core value for all long-term plans moving forward. The City will develop and implement an equity toolkit for City staff, consultants, and partners that will provide guidance for the equitable physical development of the city, and other activities. This goal applies to plans such as but not limited to the Comprehensive Plan, transportation, infrastructure, strategic plans, etc. 6. Build capacity around equity within City government and the broader community. The City will resource this policy through activities such as but not limited to regular trainings and workshops, both internal and public, and establishing an Equity Policy Implementation Committee. V. IMPLEMENTATION The City will be accountable for assessing a baseli reporting measurable progress in meeting each o 1. Equity Policy Implementation and The City will establish a committee implementation plan, and reportin implementation plan should specif include how the work will be distri 2. 3. Equity and Social Justice Corn The Equity and Social Justice Evaluation Committee, and pr eloping an implementation plan, and goals. Evaluatioh'Committee that will be responsible for setting baselines, developing the measurable progress in meeting the goals of this policy. The i staff leads responsible for key elements of the work, and luted throuehout the a�encv. ission -emission will monitor the work of the Implementation and ?ide information to the committee, as well as the Council as to ementation. implementation plan is one year from the adoption of this 17 iR