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HomeMy WebLinkAbout2021-05-24 Rules Committee Agenda PacketIt 1 =26z®4 Ak —Ot.a.__ CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 Electronic (319) 356-5000 City Council Rules Committee Agenda w 19} g6-5009 FAX www.ic ov.or Monday, May 24, 2021 11:30 AM Zoom Meeting PL-dorm Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. You can participate in the meeting and can comment on an agenda item by going to httr)s://zoom.us/webinar/reaister/WN Aeha6EkSSK6V4P 80011rw via the internet to visit the Zoom meeting's registration page and submit the required information. Once approved, you will receive an email message with a link to join the meeting. If you are asked for a meeting or webinar ID, enter the ID number found in the email. A meeting password may also be included in the email. Enter the password when prompted. If you have no computer or smartphone, or a computer without a microphone, you may call in by telephone by dialing (312) 626-6799. When prompted, enter the meeting or webinar ID. The ID number for this meeting is: 922-0829-4296. Once connected, you may dial *9 to "raise your hand," letting the meeting host know you would like to speak. Providing comments in person is not an option. 1. Call to Order 2. Ad Hoc Truth and Reconciliation Commission By -Laws Discuss DRAFT Ad Hoc Truth and Reconciliation Commission By-laws. 3. Adjourn Recommended Ad Hoc Truth and Reconciliation Commission By-laws - passed on 5/13/2021 1) Notice of Meetings Notice of meetings shall be required; meetings may be called upon notice not less than twenty-four (24) hours before the meetings unless such notice is impossible or impracticable, in which case notice shall be provided as outlined in the Iowa Code. The news media shall be notified by staff. Commission meetings shall be public except where provided in the Iowa Code. 2) Meetings The TRC shall determine the frequency and conduct of its meetings. The meetings will be open to the public and conducted in accordance with Chapter 21 of the Iowa Code. Records, documentation, and communications of the TRC will be public records under CHapter 22 of the Iowa Code. 3) Special Meetings Special meetings may be called by the Chairperson or Vice Chairperson at the request of three or more members of the commission. At least one (1) full day's written notice of the meeting place, time and agenda shall be given to each member and the media. 4) Agenda At regular and special meetings only matters included on the agenda may be discussed and formal votes taken. Care shall be taken to avoid discussion of non -agenda items. A commissioner must notify staff and Chair/Vice Chair when submitting a request for an item to be on the agenda. All commissioners will be given reason in writing if a request to submit an item to the agenda is denied. 5) Public Discussions Time shall be made available during all meetings for open public discussion. The TRC values public input and wants everybody to have a chance to speak their thoughts, but there needs to be specific times allocated for when someone can make a comment. Times for public discussion during meetings going forward are as follows: -5 mins max per public comment pertaining to items not on the agenda. -5 mins max per public comment pertaining to items on the agenda. Public comments will be made before the commission discusses said agenda item. (Vice Chair will keep track of time and notify Chair when someone is close to the allotted time provided to give comment) 6) Motions Motions may be made or seconded by any member of the commission, including the Chairperson but all commission discussion must be completed before the commission may vote or pass a motion. Staff wil[ keep track of motion and will roll call and tally votes. 7) Voting A majority vote is required for adoption of any motion. Voting will be by roll call. Every member of the commission, including the Chair, is required to cast a vote upon each motion. A member who abstains shall state the reason for abstention. 8) Absences The Commission may recommend to the City Council that they [Council] discharge any member who: (1) is absent from three consecutive regular or special meetings without excuse as determined by the Commission on a case by case basis; or (2) is absent from six consecutive regular or special meetings whether excused or unexcused. 9) Quorum 5 members of the (9 member) commission shall constitute a quorum at any meeting. 10) Resignations Resignations shall be submitted in writing to the staff (Stefanie Bowers) with a copy sent to the City Council and the Commission at least 14 days prior to the date of the intended departure. 11) Subcommittees Subcommittees of the TRC are decided and voted on by commission members. The function of the committees shall be to make investigations, conduct studies and hearings, inform the commission of public findings and help make recommendations to the City Council. Subcommittee members must decide on how often they will meet and what roles each member will play (these roles should be sent to the Staff, Chair & Vice Chair). Subcommittees will select a member to have the role of briefing the entire TRC of subcommittee activities and discussion during public meetings. Once committee action has been approved by council, it shall be incumbent upon the committee "chair" or the individual they designate as being familiar enough with the issue to give testimony or give a presentation before civic and/or government agencies. The TRC may create or dissolve subcommittees as needed. 12) Amendments These bylaws may be amended when necessary by majority vote (at least 5). Proposed amendments must be sent to staff to forward to all members of the commission and/or add to the following meeting agenda. May 13, 2021 Draft Ad Hoc Truth and Reconciliation Commission Minutes (Electronic) Zoom Platform Regular Meeting Commissioners present: Amel Ali, Daphney Daniel, Chastity Dillard, Wangui Gathua, Eric Harris, Clifton Johnson, Kevin Rivera, Sikowiss, Mohamed Traore. Staff present: Stefanie Bowers. (Electronic Meeting Pursuant to Iowa Code section 21.8) An electronic meeting was held because a meeting in person was impossible or impractical due to concerns for the health and safety of commission members, staff, and the public presented by COVID-19. Meeting called to order: 7:11 PM Approval of the minutes from the April 29, 2021 meeting: Motion by Rivera, seconded by Ali. Motion passes 9-0. Public comment of items not on the agenda: Annie Tucker thanked the Truth and Reconciliation Commission (TRC) for their service. Annie is the Executive Director for Mediation Services of Eastern Iowa (MSEI). MSEI offers Circle Trainings and works with a diverse group of populations. Annie also would like to work with the TRC on their transformative justice and restorative justice efforts as she has years of experience on these topics. Discussion on including a land acknowledgment as a part of TRC meetings: Rivera and Sikowiss will have something to present to the entire TRC soon for their review and approval. Staff follow-up on TRC questions: The TRC can accept testimonies from anyone who wishes to participate regardless of age. The only reminder is that no testimony can be compelled or made confidential. All TRC information collected during their term lengths and after will be stored on City servers and accessible to the public. Any additional staffing resources needed by the TRC should be requested as part of the budget. This would include AmeriCorps and interns. Any staff that is approved would be hired and supervised by the Office of Equity and Human Rights. Any stipends paid to TRC members should be requested as part of their budget. To allow for community access to TRC meetings, forums, and, events, members of the TRC should work with staff to make sure that places utilized are part of the City's transit service lines. There is limited availability for the use of City vehicles to provide transportation for some events. Requests for the TRC to have social media accounts should be proposed in the budget submission. Childcare requests for TRC events and programs should also be proposed in the budget submission. Discuss and vote on facilitator hiring process including Commissioner Daniel's findings: Daniels has done research to make sure the process for the facilitator is fair and transparent. There was discussion on the various roles a facilitator could play for the TRC and whether the hiring of a strategic planner in addition to a facilitator would be helpful to the TRC. Traore would like to see someone hired who is committed to living in the Johnson County area. Rivera believes that sharing the prior agreement the TRC had with Jesse Case with new TRC members would be useful to see what may be applicable as a part of a new agreement. Harris wants someone selected who understands the mission. Rivera made a motion to proceed on hiring a facilitator using the rfp process (request for proposals), Daniels seconded. The motion passed 7-2. (Harris, Johnson in the negative). The budget committee will work on drafting the request for proposals. Rivera will join the budget committee. Review and approve bylaws: Item 4 is amended to include the chair and vice chair will set the agenda. Item 7 is amended to strike "majority" and add "5 vote minimum. Motion by Gathua to adopt the bylaws as amended, seconded by Dillard. Motion passes 9-0. Commissioner Announcements: Traore read a letter from several community organizations on funding excluded, low wage, and public -sector workers through the American Rescue Act. Traore also mentioned an upcoming meeting, Peoples Townhall, being held on May 17 from 6-7 pm via Zoom. Ali recently participated in a program on the school to prison pipeline and would encourage others to watch it. Traore will be in Ankeny next Wednesday -Friday for a "Strategic Doing" training. Harris would like to see the TRC do more. Harris reports there is a lot of stuff going on. Gathua attended the Peoples Truth and Reckoning Commission meeting of May 6 along with 3 other TRC members. Adjourn: 8:51PM