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HomeMy WebLinkAboutMN-DAC-2017-10-04Disability Advisory Council Meeting Minutes October 4, 2017 Present: Chair Roberts Vice Chair Scriber DAC Members: Andrew Rappaport Erin Sember-Chase Others Present: Information Management Specialist – Myers CC Liaison Brock Excused: DAC Members Monroe and McElrath Approval of Minutes: Approval of the minutes of the September 6, 2017 Disability Advisory Council meeting was deferred until the November 1, 2017 meeting. Discussion Items: Discussion and Planning for an ADA Coordinator for the City of Ithaca: Chair Roberts expressed his disappointment that City Clerk Holcomb could not attend the DAC meeting today to discuss the role of the ADA Coordinator. She was asked by the City Attorney to wait until November to attend the DAC meeting with him to review the information his office has put together on an ADA Coordinator. DAC Member Sember-Chase expressed her concern that the DAC wanted an opportunity to provide input to the City by way of discussing the position with City Clerk, Julie Conley Holcomb, which now will not take place today. She is not clear why that discussion could not take place today as the DAC was given the impression by City Attorney Lavine at the September meeting that such a discussion would not be an issue; that the City would be happy to discuss it further with the DAC; so the message today is very surprising. She stated that the DAC is only in a position to advice and advocate on behalf of the public for such a position within the City of Ithaca. Chair Roberts noted that at the last meeting, his assumption had been that the DAC said it was going to make suggestions about the position. The best way to do that is with a job description of what an ADA Coordinator would do and then move that through whatever channel it needs to go through. The reason City Clerk Holcomb was invited was because she has institutional knowledge of that position only; he is stunned and worried now that the City Attorney has advised her not to attend today’s meeting . Chair Roberts suggested adjourning this meeting until November; or, the DAC could ignore the whole issue with the City Attorney and just do the work it said it would do today. If the DAC prefers the latter, then his suggestion would be that it will be important for the DAC to record in its minutes, to have it on record, what is discussed and agreed to by the City about what its next steps and intent are. Will the City seriously consider an ADA Coordinator and also seriously consider the DAC’s recommendations. Disability Advisory Council Meeting Minutes October 4, 2017 2 CC Liaison Brock stated that she is guessing, reading between the lines, that it has been appropriately identified that there are legal responsibilities of an organization like the City of Ithaca. This caught members of the Working Group off guard and they are investigating what they do have and how they meet those requirements or don’t and they won't have any discussion (so that it is in the minutes) until their answer is in place. It is important for the City to have as much information about the position as possible. The DAC should acknowledge that the City may not have had a chance to work and find information to report to the DAC at today’s meeting, and to report how what is in place complies with the spirit of the law. The DAC should make very particular and precise changes to the rules that have been circulated. Perhaps a formal letter or resolution from the DAC that outlines proposed changes that they would like to see incorporated into the proposed new rules and procedures for the four new commissions. Those changes need to be made now because this item will appear on the City Administration Committee meeting agenda in the very near future. In addition, at this point, she has not seen the new application that will be used to recruit members for the new commissions. Therefore, all the DAC can do right now is to respond to the proposed rules and procedures. Review of Draft Rules and Procedures: The draft Rules and Procedures will be attached to the minutes. After the September DAC meeting, Chief of Staff Dan Cogan, shared proposed new language that Alderperson and Chair of the Working Group Mohlenhoff will incorporate into the Rules and Procedures on page 7. That language is as follows: m. Diversity, Accessibility, Inclusion, and Sustainability. Every Commission and working group is responsible to uphold the core values of the City, including the values of diversity, accessibility, inclusion, and sustainability. To respect these values, commissions should: i. Recruit volunteers who reflect the demographics of the City, including members who are of color, LGBTQA, religious minorities, or recent immigrants ii. Hold meetings in locations that are physically accessible by persons with limited mobility and make reasonable accommodations for persons with limited hearing or vision iii. Enforce rules consistently regarding public comment and debate. Show a willingness to consider points of view that are well-reasoned, even if at odds with the majority iv. Promote policies and laws that protect that natural resources within the City; that use City funds wisely; and that set a model for restrained consumption of non- renewable energy m. Communicate and collaborate with the other commissions—most commonly on a Chair-to-Chair basis—to promote these values and to seek advice regarding issues before them that may have special impact on under-represented groups of persons or on the natural environment. To be determined. CC Liaison Brock shared her thoughts on the wording “values” and “upholding core “values”. Personally, to her, that doesn't mean someone will have particular expertise or experience in anything. If the DAC is looking for a commission to have members that represent diversity, disability, and accessibility expertise that needs to be specifically stated. Disability Advisory Council Meeting Minutes October 4, 2017 3 DAC Member Sember-Chase feels that it would be important to add to the charges of the other Commissions something that explicitly states that they should proactively consider and address any issues that might have an impact on citizens with different disabilities (as well as other underrepresented groups). For example, the Commission that is addressing emergency preparedness- this can have a huge impact on people with disabilities and people with disabilities should be involved in decisions or policy making that could impact them. By explicating stating each of the underrepresented groups that should be considered in this work, it allows for transparency of what that Commission's charge is and who they should be considering and/or consulting. It also helps to show that disability issues, as well as issues that impact other marginalized groups, does not fall within just one Commission's purview but under all four commissions’ charges and responsibilities. She understands that listed under "Duties: G" that it says "to serve as a means of....consistent with diversity, accessibility...as necessary..." as a piece of each Commission's duties, but she doesn’t think that's explicit enough. Each group to be considered and involved should be spelled out. That demonstrates the City’s commitment to these historically marginalized populations in a more tangible manner. She shared that her rationale in making this suggestion relates to the fact that the DAC was created in early July of 1990 (referencing the "How Did We Get Here" piece of the “Recommendations from the DAC” shared with members of the Working Group at the September meeting. This was actually before the ADA was even passed. The fact that the DAC was conceived of, and the wording of the points made in the resolution itself, really shows how progressive Ithaca was in recognizing the importance of the disability perspective and the value that members of this underrepresented group contribute to our community, and therefore our responsibility to make our community accessible to and inclusive of them. By creating the DAC, Ithaca was demonstrating this commitment before the federal government even said it had to be done. Here we are over 25 years later and while she understands the need to streamline efforts, she doesn’t think any of us want to see the change in Committee structure take us backwards, for people with disabilities or any other historically marginalized group. She is also a big proponent of diversity and inclusion efforts being the responsibility of all and not just one group, and being something that is interwoven into everything each group does. Moving toward having these four Commissions presents a great opportunity to ensure that happens, but she does think it needs to be very explicitly stated that that is the expectation of the DAC that each Commission actively engages in making it happen. Vice Chair Scriber stated that in conjunction with the Rules and Procedures for the new commissions that the City needs to provide specific training to commission members on diversity, inclusion, disabilities and how decisions affect every member of the community. The City by just saying they “value” and “understand” what those things mean are two entirely different things. DAC Member Rappaport noted that in the list of people that the City is striving to include in its membership and decisions that diversity and people with disabilities are not on that list. The City needs to insure that each commission has a member that can stand up for these underrepresented groups. CC Liaison Brock reminded DAC members that some of the language and thoughts being shared relate to language in the ordinance and local law to change the City Code. Those two documents have already been approved so no changes in their language is possible right now. Disability Advisory Council Meeting Minutes October 4, 2017 4 Vice Chair Scriber expressed her concern and frustration that by the time the proposed changes to a four commission structure was presented to the DAC it was a done deal and provided no opportunity for changes to be made. DAC Member Sember-Chase stated that in the Rules and Procedures that people with lived disabilities is not even included. It’s embarrassing that other groups are mentioned and not disability related groups. Chair Roberts stated that he is a little worried about where there is any discussion about disabilities it is phrased as “people with limited mobility or limited hearing”. It should be “people with disabilities and also people with limited hearing”; that general language is outdated. Vice Chair Scriber would like to see the wording adjusted to “people with disabilities including…., but not limited to and people with limited hearing” so that it is explicitly clear about the representation on the commissions and the groups that any decision will have an impact upon. She would suggest changes to the first bullet point to make it state “reflect commissioners who represent the demographics of the city including those with lived disability experience or expertise in accessibility and disability”. That statement should come before the statement that begins “members of color…”. DAC Member Rappaport suggested that language from the ADA website be used. That would include language such as “Promote and enhance policies and laws that prohibit discrimination based on disability, race, religion, sex, national origin, and other characteristics illegal”. He further stated that the DAC wants to insure that each Commission’s designated member will consider everything from the ADA perspective including federal/state and local laws for people with disabilities and other marginalized groups. He further suggested that perhaps the word “promote” should be used to promote policies and laws that enforce and enhance disability and accessibility compliance. The ADA is a separate law; and there are other laws that also apply such as the building code, fair housing laws, and NYS and federal laws which are sometimes stricter. Vice Chair Scriber would also like to see this language become part of the review process for all projects undergoing review by the City prior to permit issuance. Chair Roberts voiced his opinion that the DAC has provided a lot of advice to the City about how important it is that each commission have a member with either a lived disability or experience working with ADA law and accessibility. He would propose that the DAC provide a resolution to the Working Group and Common Council that recommends specific changes to the policy and procedures manual related to ADA law, accessibility, disability and qualifications to serve on each commission as a designated expert in this field. The resolution also needs to include the recommendation that these designated experts would meet amongst themselves regularly to share information between commissions. That member should be required to either be a person with lived disability experience or expertise in ADA laws and compliance. Chair Roberts further noted that at the November meeting, the DAC could ask City Attorney Lavine to offer an opinion about what else the DAC should recommend be placed in the policy and procedure manual for the four new commissions. Disability Advisory Council Meeting Minutes October 4, 2017 5 CC Liaison Brock reminded DAC members that they had discussed the need for the policy and procedure manual to include some kind of training requirement that all commissioners must participate in a certain amount of training each year in order to continue to serve. DAC Member Sember-Chase stated that she received an e-mail from Sue Kittel, who is on the City’s Workforce Diversity Advisory Committee. Ms. Kittel explained that the committee had just learned about the changes being made to the boards and committees, and they concerned about the DAC being disbanded. They offered to provide any type of assistance to the DAC as it may need. CC Liaison Brock, who is also the CC Liaison to the Workforce Diversity Advisory Committee (WFDC), explained that she had shared recent e-mails between DAC members about the change as well as the minutes from the DAC meetings so they would have the all the information about the concerns of the DAC. DAC Member Sember-Chase explained that she did respond to Ms. Kittel’s e-mail. She further noted that the members of the WFDC want to help the DAC in its efforts to ensure expert member representation on each of the commissions, but not duplicate efforts that the DAC may have already made. She, also, shared emails from this year with information from DAC with Ms. Kittel. Ms. Kittel responded back her, and Schelley Michell-Nunn, the City’s Human Resource Director and member of the WFDC has requested that the committee talk about these changes and the implementation of the new plan. The members of the WFDC would like to be helpful and want to make sure they do not do or say anything that might go against anything the DAC has been doing; however, they did want the DAC to know that they support them in their efforts. Chair Roberts suggested that the DAC invite members of WFDC to the November meeting. He will reach out to discuss concerns of the DAC with Ms. Kittel prior to the meeting. The members of the WFDC that attend the November DAC meeting are welcome to either observe or offer comment during the meeting. After that meeting, he will ask the WFDC to either formally support the efforts of the DAC or whatever the members of the committee might want to do in support of the DAC. Recommendations from the Disability Advisory Council for Changes to the Proposed “Rules of Procedures for the City of Ithaca Advisory Commissions” - Resolution By DAC Member Sember-Chase: Seconded by Vice-Chair Scriber WHEREAS, the Disability Advisory Council, in response to the City of Ithaca’s restructuring of its boards and committee that includes the discontinuance of the Disability Advisory Council, has reviewed the language in the proposed “Rules of Procedures for City of Ithaca Advisory Commissions”; and WHEREAS, the DAC has further reviewed the charge for each commission as outlined in the ordinance that is a companion document to the “Rules of Procedures”; and WHEREAS, while the DAC acknowledges that changes to the ordinance cannot be made since it has already been approved, they do want it stated that language should have been added to the charge that explicitly states that each individual Commission should have at least one Commissioner with a lived experience with a disability and/or expertise pertaining to disability, and that each Commission should proactively consider and address any issues that might have an impact on citizens with different disabilities (as well as other underrepresented groups); and Disability Advisory Council Meeting Minutes October 4, 2017 6 WHEREAS, by explicitly stating each of the underrepresented groups that should be considered in this work, it allows for transparency of what that Commission's charge is and who they should be considering and/or consulting. It also helps to show that disability issues, as well as issues that impact other marginalized groups, does not fall within just one Commission's purview; and WHEREAS, each group to be considered and involved should be spelled out in the charges so that it demonstrates the City’s commitment to these historically marginalized populations in a more tangible manner; and WHEREAS, the City of Ithaca in recognizing the importance of the disability perspective and the value that members of this underrepresented group contribute to our community, and the responsibility to make our community accessible to and inclusive created the DAC in 1990 to demonstrate its commitment - before the federal government even said it had to be done; and WHEREAS, Chief of Staff Cogan, after meeting with the DAC on September 6, 2017 to discuss this topic provided the following language for item 1m in the proposed “Rules of Procedure” related to Diversity, Accessibility, Inclusion, and Sustainability; and : WHEREAS, in order to ensure that each of the four new commissions has a designated member with either lived disability or experience in working with people with disabilities and accessibility, the DAC recommends the following changes to item f and item m in the proposed “Rules of Procedures”: f. Commissioner Appointments and Applications. i. At least one Commissioner appointed to each Commission shall be a self- identified individual with a lived disability or expertise in accessibility and disability and advocate for accessibility for everyone. m. Diversity, Accessibility, Inclusion, and Sustainability. Every Commission and working group is responsible to uphold explicitly the core values of the City, including the values of diversity, accessibility, inclusion, and sustainability. To respect and promote these values, commissions should: i. Recruit Commissioners and volunteers who reflect the demographics of the City including, but not limited to those with lived disability experience or expertise in accessibility and disability, and members including, but not limited to who are of color, LGBTQA, members of diverse socio-economic status, religious minority, or recent immigrants ii. Hold meetings in locations that are physically accessible for all persons, including those with limited mobility and make reasonable accommodations for persons, including but not limited to those with limited hearing or vision. iii. Enforce rules consistently regarding public comment and debate. Show a willingness to consider points of view that are well-reasoned, even if at odds with the majority iv. Promote policies and laws that prohibit discrimination based on disability, race, religion, sex, national origin, and other characteristics, protect natural resources within the City; that use City funds wisely; and that set a model for restrained consumption of non-renewable energy Disability Advisory Council Meeting Minutes October 4, 2017 7 v. Promote the establishment of policies, services and laws that not only serve the needs of those with disabilities, but also enhances state and federal protections for those with disabilities and accessibility concerns, vi. Communicate and collaborate with the other commissions—most commonly on a Chair-to-Chair basis—to promote these values and to seek advice regarding issues before them that may have special impact on under-represented groups of persons, on the disabled, and on the natural environment. To be determined ; and WHEREAS, the DAC recommends that regular training for commission members be provided to ensure complete consideration and compliance with ADA requirements in reviewing topics and recommendations to Common Council; and WHEREAS, the DAC recommends to the City of Ithaca to insure discussions of each commission promote compliance with ADA laws and requirements for accessibility and disabilities, and that they be incorporated into any work for each and every project prior to permit issuance; now, therefore be it RESOLVED, That the DAC has thoroughly reviewed and discussed the concerns outlined in this resolution and recommends that Common Council incorporate the suggested changes into the charges for each commission and the proposed “Rules of Procedures” prior to January 1, 2018. Carried Unanimously Adjournment: On a motion the meeting adjourned at 1:25 p.m. _______________________________ _______________________________ Sarah L. Myers, Larry Roberts, Information Management Specialist Chair Rules of Procedure for Citv of lthaca Advisorv Commissions l. General Rules and Procedures a. Enactino Authoritv a nd Amendments . These Rules of Procedure govern the membership and meetings of the Public Safety and lnformation Commission, the Community Life Commission, the Mobility, Accessibility, and Transportation Commission, and the Parks, Recreation, and Natural Resources Commission (collectively, the "Commissions"). These Rules are adopted by the Common Council pursuant to "City Code" $ 8-9. Any amendment of these Rules is subject to Council approval. b. Duties and Expectations. The followin g are the duties and expectations for the Commissions' Chairperson, Commissioners, Advisors, and Common Council Liaisons: Commissioners. The Commissioners are expected to have experience, interest, or expertise in one or more subject matter areas considered by the Commission on which they serve and shall strive to educate themselves on, and take interest in, issues impacting the City and its residents within the Commission's entire purview. Commissioners are expected to attend all Commission meetings as active participants and shall review all agenda packets and relevant information or documents before meetings. The Commissioners shall work with the Chairperson, City Staff administrator, Advisors, Common Council Liaison, and working groups to provide Common Council with information, analysis, and recommendations regarding issues falling within the subject matter areas considered by their Commission. The Commissioners shall follow the rules of procedure set forth herein in order, including those regarding working groups, agendas, meetings, order and decorum, and voting. ii. Chairoerson. ln addition to the duties and expectations applicable to all Commissioners, the Chairperson presides over meetings of the Commission and is expected to strive to ensure that the work of the Commission is accomplished. The Chairperson is responsible for establishing each meeting's agenda and guiding all meetings through the order of business and voting procedures set forth in the rules below. The Chairperson shall check in periodically with the working groups of the Commission to ensure such groups are fulfilling their purpose. The Chairperson shall meet at least quarterly with the Chairpersons of the other Commissions and of the standing committees of the Common Council. The Commissioners shall appoint, by majority vote, another Commissioner as the Vice- Advisory Commission Rules of Procedure Page 1 of 'l 1 Chairperson, who shall assume all Chairperson responsibilities in his or her absence. iii. Advisors.lThe Advisors are appointed by a majority vote of the Commission and shall serve as a resource to the Commission in one or more subject matter areas in which the Advisors have expertise. Advisors may be called upon by the Chairperson to provide information, analysis, or advice during the discussion of an agenda item for which the Advisor has expertise to offer. Such information, analysis, or advice may be presented verbally during a meeting or in documentation provided to the Commission before, or during, a meeting. Advisors may petition Commissioners or the Chairperson for the inclusion of relevant topics or issues on the agenda, subject to approval by the Chairperson and agenda procedures set forth herein. During meetings, Advisors shall not vote and shall only have privilege of the floor in excess of that afforded members of the public if granted by the Chairperson. Such privilege of the floor shall not be subject to time limitations applicable to members of the public and may include participation in discussion of voting items. Advisors may also serve on Commission working groups under the procedures set forth in these rules. iv. Common Council Liaisons. The members of Common Council appointed to serve as a liaison to the Commission are expected to serve as the primary channel of communication between Common Council and the Commission, review the annual workplan of the Commission and make recommendations to the Common Council and Commission regarding the same, strive to ensure proper functioning of the Commission, and otherwise assist the Commission as necessary. At least one Common Council liaison is expected to attend each Commission meeting. c. City Staff Administrator. The City shall assign a member of City staff to serve as administrator for each Commission. The duties of such City staff administrator shall include attending all Commission meetings, taking notes during meetings, preparing minutes for approval, preparing and distributing agenda packets to Commissioners in conjunction with the Chairperson, and tracking Commissioner attendance at meetings. ln the event a City staff administrator is unable to perform these duties or attend a Commission meeting, he or she must notify the Chairperson and relevant Department Head in advance so that the City can make altemate, temporary arrangements. 1 City Code S 8-4(AX5) Advisory Commission Rules of Procedure Page 2 of 11 d. Workinq Groups. The Commissions ma y create, renew, and dissolve ad hoc working groups as follows:2 i. Creatinq Workinq Groups The Commission may form a working group to advise the Commission on a particular issue or topic if it determines such a need exists or if requested to do so by the Mayor or Common Council. The Commission may only create such a working group upon a majority vote and must establish the working group for a fixed period of time that may not exceed one year. A majority of a working group must be composed of Advisors to the Commission creating the group. The Commission is empowered to appoint the working group's membership by majority vote and should strive to appoint individuals with knowledge or expertise in the subject matter the woriling group will consider. ii. Renewinq Workinq Groups. At the last regular Commission meeting before a working group is set to expire, the Commission may, upon a majority vote, renew the working group for a fixed period of time not to exceed one year. The Commission should only renew a working group if it believes the working group has been useful in addressing the topic or issue before the Commission for which the working group was established to consider. iii. Dissolvinq Workinq Groups. lf not renewed , a working group shall dissolve automatically when the period of time the Commission prescribed for its existence expires. Additionally, the Commission may at any time dissolve a working group upon a majority vote. iv. Reqular Reports bv Workinq Groups. No less than quarterly, or upon request of the Chairperson, the working group shall present a report of its activity and findings to the Commission. Such reports should be presented in person, but, if necessary, the working group may provide a written report to the Chairperson at least '14 days before the regularly scheduled meeting. Unless presenting the final findings or recommendations of the working group, no report shall exceed three minutes in length, excluding questions from the Commission and responses thereto, or, if written, two pages. Atten dance Commissioners must strive to attend every meeting. Absences. When any Commissioner or Chairperson fails to attend three regularly scheduled meetings in any calendar year, unless such absence is for good cause, the post may be deemed vacant for purposes of nomination and appointment of a successor pursuant to , City Code S 8-9(C). Advisory Commission Rules of Procedure Page3of11 the procedure set forth below in "Vacancies caused by Meeting Absences."3 lf a Commissioner or Chairperson is going to be absent from a meeting for good cause, he or she must inform the Chairperson or Commissioners at least 3 days before the meeting, or as soon as possible under exigent circumstances. ii. Leaves of Absence. The Ma yor may grant a Commissioner or Chairperson a leave of absence, upon a showing of good cause, for up to six months. Commissioners or Chairpersons may be reinstated prior to expiration of their leave of absence without approval of Common Council. No leaves of absence will be permitted where doing so would make the Commission unable to reach a quorum. iii. Phvsical Attendance. To be considered present for attendance purposes, Commissioners must be physically present at the meeting and may not take part via tele-conference or intemet video services. iv. A!!e-ndercC_.8ruI!. The City staff administrator assigned to the Commission shall record Commissioner attendance, keep track of attendance through each calendar year, and provide an annual report of the Commissioners' attendance to the Chairperson and Common Council at the end of the year. f. Commissioner Appointments and Applications Application procedures to be determined. g. Vacancies. The following guides the filling of vacancies of Commissioner and Chairperson positions: i. Vacancies followinq the Expiration of a Term.a Vacancies on the Commissions shall be filled in the same manner as the original appointment. Applications to fill the vacancy of an expiring term that have been submitted by October 31 of the year in which the term expires, or on such other date as the Common Council may deem appropriate, shall be considered for appointment to the subsequent term. ii. Vacancies for Reasons oth er than Expiration of a Term.5 ln the event that a vacancy arises for reasons other than the expiration of the term, applications to fill the vacancy that have been submitted by April 30 shall be considered for appointment to the vacancy effective no later than July 1 and applications that have been submitted by 3 City Code S 4-26.'l (A) I City Code S 8-4(D). 5 City Code S 8-4(D). Advisory Commission Rules of Procedure Page 4 of 'l 'l October 31 shall be considered for appointment to the vacancy effective no later than January 1 of the following year. iii. Vacancies caused by Meetinq Absences.6 lf a Commissioner or Chairperson fails to attend three regularly scheduled meetings in a calendar year, the City staff administrator assigned to the Commission shall so inform such Commissioner and the Mayor. The Mayor shall write the Commissioner requesting either an explanation of the reasons for the Commissioner's nonattendance or a letter of resignation. lf the Commissioner does not respond to the Mayor within 20 days of the Mayor's letter to the Commissioner, with an adequate explanation for his or her absences and assurances of ability to attend future meetings on a regular basis, it shall be deemed that the post is vacant for purposes of nomination and appointrnent of his or her successor. lf the Mayor finds adequate the Commissioner's explanation for his or her absences and assurances of ability to attend future meetings on a regular basis, the Commissioner may continue to serve. h. Conflicts of interest. Commissioners and Advisors must abide by the City's Code of Ethics set forth in Chapter 55 of the City Code. This includes, but is not limited to, restrictions on the acceptance of gifts, maintenance of confidentiality, and required conduct, including recusal from a vote, with respec't to actual and potential conflicts of interest.T i. Coordination with Common Council . The following guides the relationship and communication between the Commissions and Common Council to ensure that the Commissions efficiently and effectively advise the Common Council: ii. Communications from Common Council. The Common Council ma vrequest of the Commissions information, analysis, 6 City Code 5 4-26.1(B). 7 City Code SS 55-5 - 55-7 Advisory Commission Rules of Procedure Page5of11 i. Relationship to Common Council. The Commissions were established to assist the Common Council by advising it on matters that are within the Commission's areas of concern. The Common Council relies on the Commissions to expand Common Council's knowledge base and to conduct analyses and research that Common Council may not have the time or expertise to pursue. However, the Common Council is the authorized legislative body of the City and is under no obligation to accept the Commission's recommendations. After reviewing a report or recommendation from a Commission, Council is free to choose to accept, endorse, reject or modify the report or recommendation. recommendations, and the gathering of public input. Such requests shall be made by the Common Council to the City Clerk who will transmit the request to the Chairperson. lf appropriate, the Council may indicate a desired date for the response from the Commission. iii. Presentinq Commission Fi dinos to Common Council . After the Commission has taken final action on a request from the Common Council, or other agenda item it wishes to present to Council, the Commission shall inform the City Clerk as such. The item shall, in the Common Council's discretion, be placed on an upcoming agenda of the Common Council or a standing committee thereof. The Commission's findings should be provided as a complete, concise, and accurate report to the Common Council that is comprehensible to a person lacking significant expertise in the Commission's areas of concern. lf the report contains a recommendation, it should be clearly stated and include the facts on which such recommendation is based, and significant points of disagreement or the minority recommendation, if any. Such reports may also include a summary of relevant discussion, public input, research, data points, and viewpoints of other organizations or persons consulted. Coordination ith Citv Staff. Commissions re quiring information or assistance from City Staff may fansmit such requests to the appropriate member, or members, of City Staff. lf the request represents a signiflcant expenditure of City Staff time or resources, the relevant City Staff or their Department Head may seek guidance from the Mayor as to staffing priorities before proceeding (or, if the Mayor so instructs, declining to proceed) to respond to the request. An individual Commissioner or Chairperson is not granted authority over the work of a City Staff member and should never attempt to influence the conduct of City Staff. k. Communication with the Press and Public. The Commissions shall issue no statement or press release on behalf of the City. The Commissions may issue their own statement or release after majority vote of the Commission authorizing the same, provided that such statement is explicitly identified as issued on behalf of the Commission and is provided to the Mayor and Common Council at least twenty-four hours in advance of its release.. L Social Media. Commissioners and Chai rpersons may not post on social media on behalf of the Commission or othenarise use their title or City imagery or stationery to create the appearance that the City endorses or approves of their personal social media posts. Advisory Commission Rules of Procedure Page6of11 m. Diversitv, Accessibility, lnclusion, and SustainabiliV. To be detennined. ll. Meeting Rules and Procedures a. Reqular Meetrnqs. Each Commission shall hold a re gular meeting once each month.s The days, times, and locations for each Commission's regular meeting are as follows: i. Public Safety and lnformation Commission: X:XX p.m., on the x _day ot the month, at /ocafibn. ii. Community Life Commission: X:XX p.m., on the x _day of the month, at location. iii. Mobility, Accessibility, and Transportation Commission: X:XX p-m., on the x _day of the month, al location. iv. Parks, Recreation, and Natural Resources Commission: X:XX p-m., on the x _day of the month, at location. b. Special Meetinqs Any meeting not on the regular meeting schedule is a special meeting. The Chairperson, or at least three Commissioners, may call special meetings as required to conduct the business of the Commission.e Special meetings must follow the same agenda procedures as regular meetings set forth herein. The Commission may only act upon items appearing on the special meeting agenda. c. Joint Meetinqs. Two or more Commissions ma y hold a joint meeting to consider a significant topic or issue that pertains to the subject matter areas considered by such multiple Commissions. All participating Commissions must approve the holding of a joint meeting by a majority vote. The Chairpersons of all participating Commissions shall jointly prepare the agenda for the meeting under the same procedures as regular meetings set forth herein. The votes of each participating Commission shall be counted separately. Minutes of joint meetings shall be adopted at the next regular meeting of each participating Commission. d. Alternate Locations for Meetinqs. The followin g locations are approved for regular or special meetings of the Commissions and, when used, shall be conspicuously noted as such in the meeting agenda: i. Location 1 8 City Code S 8-5 'g City Code S 8-5 Advisory Commission Rules of Procedure Page 7 of 'l 1 ii. Location 2. iii. Location 3. e. Lenqth of Meetinqs. The Commission shall make all efforts to conduct its meetings in two hours or less. Meetings may only exceed three hours upon a majority vote of the Commission. f. Aoenda. All meetings of the Commissions shall have an agenda which shall be available to the public before the meeting.l0 i. Aoenda Preoara tion and Postino. The agenda shall be compiled by the Chairperson and shall include items requested by Common Council and items appearing on the Commission's workplan. Commissioners may introduce additional items to the agenda so long as they are consistent with the Commission's charge and presented to the Chairperson at least ten days before the meeting. The Chairperson must provide the agenda to the City Clerk seven days before the meeting. The City Clerk shall post the agenda on the City's website at least 72 hours before the meeting. ii. Recordinq of Aqenda. The agenda shall be recorded in the City Clerk's office g. Minutes. The City staff administrator for each Commission shall keep an accurate record of their proceedings, actions, votes, and resolutions, thereby constituting the minutes of each meeting.ll Such minutes are presented to the Commission by the Chairperson for approval at its next regular meeting and any errors or omissions contained therein may be corrected by motion as required to conform to fact. Approved minutes shall be recorded in the City Clerk's office. h. Order of Businets. The order of business for each regular meeting shall be as follows i. Aqenda Amendments. An item may be removed from the agenda with the approval of the Chairperson and at least two Commissioners. An item not on the published agenda may be added to the agenda, but, if any one Commissioner objects, the item shall not be considered. ii. Public Comment. lndividuals who are not members of the Commission shall be afforded the privilege of the floor and permitted ro City Code S 8-6. 11 City code S 8-8. Advisory Commission Rules of Procedure Page 8 of '1 '1 to speak for no more than three minutes regarding matters within the scope of the Commission. Such speakers may pose questions to the Commission and the Commission may respond briefly, with such responses not accounting for the speaker's three minutes of privilege of the floor. Advisory Commission Rules of Procedure Page 9 of 'l 1 During special meetings, all public comment shall be confined to the subject matter considered during the special meeting, which shall be noted as such on the agenda. iii. Aqenda ltems. A Commissioner wishing to propose discussion or action on a particular item on the agenda shall ask to be recognized by the Chairperson and then move accordingly. After another Commissioner "seconds" the motion, the Chair calls for discussion, and, thereafter, calls for a vote, if necessary. Following the Commission's discussion of a voting item, but before such a vote, the Commission shall provide members of the public an additional opportunity for public comment specific to the agenda item pending a vote. Each speaker is once again permitted to speak for no more than three minutes, and for no more than nine minutes cumulatively in any given meeting. The Commission may thereafter further discuss the agenda item before a vote. For non-votino aoenda items. the public may provide the City staff administrator with written questions or notes regarding the agenda item. The Commission may respond to such written questions or notes in the course of or following its discussion of the agenda item. iv. Reports ftom Workino Groups. The Commission shall receive above- described reports from all working groups in existence at the time of the meeting. v. Approval of Minutes. The Chairperson shall present the minutes from the previous meeting. Absent any correction, the minutes shall stand as approved without formal motion. vi. Adioumment. Upon completion of the above-listed orderof business, the Chairperson shall hear a motion to adjourn the meeting. i. Order and Decorum. The following rules govern order and decorum of all speakers and attendees at meetings of the Commissions. i. All Persons. No person shall speak without being first recognized by the Chairperson as having the privilege of the floor. All speakers and persons in attendance shall treat the Commission, and all other persons, with respect and shall refrain from shouting, using foul language, throwing anything, booing or hissing, entering or remaining in an area of the meeting that is not open to the public, approaching the Commission without permission, or othenvise engaging in any form of disruptive or disrespectful behavior. ii. Chairperson. The Chai rperson shall strive to preserve the rules of order and decorum set forth herein and shall decide questions or order and decorum that may arise during a meeting. iii. Commissioner. Commissioners should not interru pt the proceedings or any speaker having the privilege of the floor. iv. Members of the Public. An y person who desires to speak during the public comment portion of a meeting shall fill out a card stating his or her name, municipality of residence, and the topic on which they will speak or inquire. Upon speaking during public comment or any other portion of a meeting, each person shall state their name, the municipality in which they reside, and the name of the group, if any, they represent. Such members of the public may also provide the Commission copies of relevant written materials they wish to be considered for distribution to the Commission. Members of the public who do not follow these rules of order and decorum may be asked by the Chairyerson to take a seat, cease the disruptive conduct, and, if appropriate, leave the meeting. lf a member of the public creates a significant disruption to the conduct of the meeting or acts in a threatening manner toward another member of the public, City Staff, or Commissioners, law enforcement personnel may be called to remove the individual from the premises. Executive Session. On ly on rare occasions, if ever, the Commission may enter executive session, during which discussion is not open to the public and no vote or other action is taken. The Commission may only enter executive session upon a majority vote for the sole purpose of considering appropriate topics for executive session, as set forth in City Code $ 78-6 and New York State Open Meetings Law $ 105. The particulars of executive sessions are confldential and may not be discussed publicly. k. Votinq. The Commission may not vote without the presence of a quorum, which is five voting members.12 A simple majority of the full membership of the Commission is required for a motion to pass. 1'? City Code 5 8-7 Advisory Commission Rules of Procedure Page 10 of 1 1 Voting items shall include approval of minutes, advisor appointments, working group creation and renewal, the Commission workplan, and recommendations and reports to Common Council. l. Robert's Rules of Order. Robert's Rules of Order is a set of rules of parliamentary procedure relied upon by boards, organizations, and committees for their meeting and voting procedures. The Commissions are not expected to adhere to all requirements of Robert's Rules, but the core fundamentals of Robert's Rules guide these rules and Commissioners should strive to adhere to these principles during their meetings. Such fundamentals include. i. A person may only speak when recognized by the Chairperson as having privilege of the floor. ii. A motion to consider an agenda item must be made and seconded by Commissioners before discussion of that item begins. iii. Following sufficient discussion of an agenda item, it may, by way of a new motion, be amended, tabled (held over to the next meeting), adopted, or rejected. Page 11 of 11Advisory Commission Rules of Procedure