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6/14/2022 - Meeting Agenda Accessibility and Disability Commission Salt Lake City Utah Special Meeting Agenda 14 June 2022 3:00 PM This meeting is a discussion among Commissioners and select presenters. The public is welcome. Items scheduled may be moved or discussed during a different portion of the meeting based on circumstances or availability of speakers. This meeting will be hybrid. The Commission Meeting will have a physical location at the City and County Building in the Cannon Room 335 and members of the public may observe the meeting and/or provide public comment in-person at this location. Commissioners and presenters may attend and participate either in-person or through electronic means. Public Meeting Rules: The Council's meetings are a place for people to feel safe and comfortable in participating in their government. A respectful and safe environment allows a meeting to be conducted in an orderly, efficient, effective, and dignified fashion, free from distraction, intimidation, and threats to safety. To support a respectful meeting, comments or items that disrupt the meeting, intimidate other participants or that may cause safety concerns are not allowed. 1.Welcome 2.Open Dialogue (— 5 minutes): During this portion of the meeting, Commissioners may raise topics and discuss current events that may impact or influence the Commission's overall work, discussions, and deliberations to provide recommendations to the Mayor and City Council regarding accessibility and disability matters in Salt lake City. No action will be taken during this section of the meeting. Matters discussed during this section of the meeting may be scheduled on a subsequent agenda for follow-up, if desired. 3.Public Comment (limited to 15 minutes): Attendees may be provided one or two minutes of time, determined by the number of attendees and the time available as determined by the Commission. Please observe the time limit stated at the beginning of the public comment period so everyone may have a chance to speak. Per the public meeting guidelines, keep comments free of discriminatory language referring to a person or group based on their religion, ethnicity, nationality, race, color, descent, gender, sexual orientation, disability, age, or other gender identity factor. Items or comments that disrupt the meeting, intimidate other participants or that may cause safety concerns are not allowed. 4.Approval of Minutes: None. 5.Commission Policies and Procedures Review (— 45 minutes): Ashley Lichtle, Board Manager and Hannah Vickery, Senior City Attorney 6.Chair and Vice Chair Elections (— 30 minutes): Ashley Lichtle, Board Manager and Hannah Vickery, Senior City Attorney 7.TENTATIVE Closed Session The Commission will consider a motion to enter into a Closed Session. A closed meeting described under Section 52-4-205 may be held for specific purposes including, but not limited to: a. discussion of the character, professional competence, or physical or mental health of an individual; b. strategy sessions to discuss pending or reasonably imminent litigation; c. discussion regarding deployment of security personnel, devices, or systems; and d. investigative proceedings regarding allegations of criminal misconduct. A closed meeting may also be held for lawful purposes that satisfy the pertinent requirements of the Utah Open and Public Meetings Act. CERTIFICATE OF POSTING On or before 3.00 p.m. on June 13, 2022, the undersigned, duly appointed ADA Coordinator, does hereby certify that the above notice and agenda was (1) posted on the Utah Public Notice Website created under Utah Code Section 63F-1-701 , and (2) a copy of the foregoing provided to The Salt Lake Tribune and/or the Deseret News and to a local media correspondent and any others who have indicated interest. ASHLEY LICHTLE SALT LAKE MAYOR'S OFFICE People with disabilities may make requests for reasonable accommodation, which may include alternate formats, interpreters, and other auxiliary aids and services. Please make requests at least two business days in advance. To make a request, please contact the ADA Coordinator at ADA(aD_slcgov.com, 801-535-7739, or relay service 711. DRAFT: Accessibility and Disability Commission Policies and Procedures I. Creation The Accessibility and Disability Commission (Commission) was created on February 15, 2022, by the Salt Lake City Council. A. Purpose. The Accessibility and Disability Commission was created to serve as an advisor to the Mayor and City Council on how the City can improve and generally enhance accessibility and the experience of the disability community through a practice, systematic, and solution-based approach. B. Powers and Duties.The powers and duties of the Commission, as specified by Salt Lake City Code 10.07.100 include: • Identify issues of importance to the accessibility and disability community and provide information to the Mayor and City Council pertinent to those issues, • Advise and assist the Mayor and City Council on issues affecting the accessibility and disability community, and • Evaluate City policies and practices and make recommendations on how to increase access and participation among individuals with disabilities. C. Sponsor Department. Office of the Mayor D. Board Manager Title. ADA Coordinator E. Advise. Mayor and City Council II. Board Manager Role The Office of the Mayor will provide a liaison to function as a manager and facilitator to assist the Commission with technical support, internal and external communication, logistics, and administration, and to provide advice to the Commission as requested. The Board Manager will provide public notice of all regular and special meetings in compliance with the Open Public Meetings Act, post materials to the Utah Public Notice Database, and prepare and post meeting agendas and minutes. The Board Manager will facilitate meetings to help ensure a safe and welcoming Page 1 of 6 Accessibility and Disability Commission Policies and Procedures—DRAFT FOR REVISION environment where all Commissioners can participate and are conduct meetings in a manner to foster collaborative decision-making and consensus-building. III. Meetings A. Frequency of Meetings. The Commission shall meet no less than once quarterly but is expected to meet monthly. Annual meeting schedule shall be set at the first regular meeting in January of each year. Meetings shall be conducted in accordance with the operating procedures specified herein and any other applicable law. B. Hybrid and Electronic Meetings. • Level 1 Hybrid Meeting: Commissioners may participate electronically or in person. The public must join in person at the designated anchor location. • Level 2 Hybrid Meeting: Both Commissioners and the public may participate either electronically or in person at the designated anchor location. • When there is a determination from the Chair that having an anchor location open to the public poses a substantial risk to the health or safety of those who may be present or that the building where the anchor location is located is closed to the public—a fully electronic meeting may be held in accordance with the law. C. Use of Technology to Facilitate Hybrid and Electronic Meetings. • The chat function will not be used during an electronic meeting. Questions or comments about theCommission's work shall be stated verbally and not written in the chat, unless necessary as a reasonable accommodation. • The polling function will be used only to determine if Commissioners are ready for a formal vote or if more deliberation is needed. • All electronic meetings will be recorded for transparency and accessibility. IV. Membership and Term A. Membership. The Commission is comprised of fifteen (15) members. There are no alternate members. Members must be appointed by the Mayor with the advice and consent of the City Council. B. Terms. All terms began on February 181h, 2022, and are staggered to end either on December 30th, 2024, or December 28th, 2026. All subsequent terms will be for 4 years. Page 2 of 6 Accessibility and Disability Commission Policies and Procedures—DRAFT FOR REVISION C. Term Limits. A person may serve as a commissioner for up to, but not more than, 8 years. V. Voting A.Quorum. A simple majority of the Commission—eight (8) Commissioners— is required to conduct business. For purposes of determining whether a quorum is present, all commissioners present shall be counted, including members who may abstain from a particular vote. A particular commissioner is considered present when they are physically present at the anchor location or are otherwise connected to the meeting via electronic means and make their presence known. B.Voting. The Commission will use modified consensus decision making. If consensus cannot be reached, the affirmative vote of a simple majority of those present—fifty percent (50%) plus one (1)—will prevail. Votes of for or against and abstentions from voting are permitted. All commissioners may vote, including those who are present via electronic means. C.Subcommittees. Subcommittees require a quorum to conduct business. Subcommittees will use modified consensus decision making. If consensus cannot be reached, the affirmative vote of a simple majority of those present—fifty percent (50%) plus one (1)—will prevail. Only Commissioners may vote on subcommittees. D.Absentee Voting. Absentee voting is prohibited. E. Proxy Voting. Proxy voting is prohibited. VI. General Operating Procedures A. Disclosure of Conflicts of Interest. • Commissioners must comply with Chapter 2.44 of the Salt Lake City Code. B. Modified Consensus Decision Making. The Commission will make decisions collaboratively—all viewpoints will be honored, respected, and have appropriate time for consideration. To make a decision on any proposal or matter: • The Commission may receive informational briefings, • Commissioners will deliberate, and • After deliberation, Commissioners will identify whether they are supportive, Page 3 of 6 Accessibility and Disability Commission Policies and Procedures—DRAFT FOR REVISION neutral or in opposition. If all Commissioners are supportive or neutral, the proposal or matter passes. If any Commissioner is in opposition, Commissioners will take a roll call vote. C. Public Participation. The Commission values public participation, involvement, engagement, co-creation, and collaboration. • Commissioners are encouraged to engage community networks outside of public meetings. Information obtained from those engagements should generally be brought back to the Commission for discussion. There may be times when Commissioners choose not to disclose the source of the information. D. Public Meetings. Members of the public shall have the opportunity to comment during designated time periods, subject to reasonable constraints. Comments should be free of discriminatory language referring to a person or group based on their religion, ethnicity, nationality, race, color, descent, gender, sexual orientation, disability, age, or other gender identity factor. Items or comments that disrupt the meeting, intimidate other participants or that may cause safety concerns are not allowed. The Commission may accept public comment when listed on the agenda in accordance with the following: • The Chair will call upon each attendee. • Attendees will be provided two minutes to share a public comment or ask a question • People cannot combine their time so that one person may speak longer than others VII. Removal and Resignations A. Removal Process. • For unexcused absences: The Board Manager will keep meeting attendance records and inform the Chair of any unexcused absences. If a commissioner has 2 unexcused absences in a calendar year, the commission shall inform the Mayor, consistent with Salt Lake City Code 2.07.090.A commissioner may be removed by the Mayor for cause. B. Resignation Process. Commissioners shall make a good faith effort to complete their term. If a Commissioner determines it is not possible to complete their term, the Commissioner shall submit a Page 4 of 6 Accessibility and Disability Commission Policies and Procedures—DRAFT FOR REVISION letter of resignation to the Board Manager and the Chair at the earliest opportunity to avoid any interruptions to the Commission. VIII. Officers and Subcommittees There shall be selected by the Commission at their first regular meeting in January of each year, or as soon as possible thereafter, a Chair and a Vice Chair. The selected Chair and Vice Chair shall serve in that role for the calendar year. The presiding officer of the Commission is the Chair. The Vice Chair will serve in the absence of the Chair or as otherwise directed by the Chair. The Commission will use modified consensus decision making to nominate and appoint the Chair and Vice Chair. Terms of the Chair will fluctuate based on workflow. There are no limits on how many times a commissioner may serve as the Chair and/or Vice Chair. Chair Responsibilities: • Lead discussions and keep the Commission to time/task • Collaborate with the Board Manager on meeting agendas • Provide guidance on content and ideas to meet the Commission's goals • Establish time limits on testimony by members of the public • Provide direction to Board Manager in preparation for public meetings • Provide feedback to Board Manager on a variety of issues • Participate fully and equally as a member of the Commission • Encourage modified consensus decision making • Lead meetings when all attempts at reaching consensus have been exhausted • Act as a Commission spokesperson The Commission may divide its members into subcommittees authorized to act on behalf of the full Commission for an assigned purpose. The Commission may engage non-Commissioners in the work of subcommittees. Subcommittee meetings are also subject to Open Public Meetings Act. For purposes of determining the outcome of a vote, a simple majority (fifty percent (50%) plus one (1) of the number of seats) of the commission members present is required. IX. Communications Commissioners agree that transparency is essential to all information gathering, deliberations and decision making. • Interest Groups. Commissioners shall notify the Board Manager and the full Commission of verbal communications with interest groups. Commissioners are required to copy the Board Manager on all written communications from or to interest groups commenting on the Commission's work. • Media. Media inquiries to the Commission must first be directed to the Board Manager. The Board Manager will work with the Chair and any relevant City staff to Page 5 of 6 Accessibility and Disability Commission Policies and Procedures—DRAFT FOR REVISION determine a media response. • All written communications between Commissioners and the general public, interest groups and media will be retained by the Board Manager. Please refer to the Communications Guidelines for additional guidance. X. Public Meetings and Public Records Meetings of the Commission and its subcommittees are open to the public and will be conducted under provisions of the Open Public Meetings Act. The Commission Manager will provide at least twenty-four (24) hours' notice to the public regarding the dates, times, locations, and principal subjects of all meetings. Commissioners can participate through telephone or other electronic communication. All records of the Commission will be retained and open to the public in accordance with the Government Access and Management Act and city retention policies. XI. Amendment of Policies and Procedures The Commission may vote to amend or repeal these Policies and Procedures. Original Policies and Procedures Created by the Accessibility and Disability Commission on May 26th, 2022. Page 6 of 6 Accessibility and Disability Commission Policies and Procedures—DRAFT FOR REVISION