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06-08-23 Diversity Commission Minutes DIVERSITY COMMISSION MINUTES June 8, 2023 Diversity Commission June 8, 2023 Meeting Minutes Page 1 COMMISSION MEMBERS PRESENT: Allison Fine Chika Onyejiaka Gin Hooks on Zoom at 5:44 p.m. and left at 7:38 p.m. Ron Walker Saudia Abdullah on Zoom at 5:44 p.m. and left at 6:13 p.m. Shante Lane on Zoom at 5:47 p.m. Tirzah Idahosa Tracy Myers Trenise Rogers on Zoom at 5:44 p.m. COMMISSION MEMBERS ABSENT: Lisa Wallace Shermoin Clardy STAFF PRESENT: Sarah Bridgeford (Community Service Manager) Levi Luft (Diversity, Equity, and Inclusion Analyst) Victoria Banks (Administrative Assistant I) Joanna Eide (Assistant City Attorney) CALL TO ORDER: Meeting called to order at 5:44 p.m. INTRODUCTION: Commissioner/Staff Staff and Commissioners introduced themselves. PUBLIC COMMENT (2 Minutes/person): None. COMMISSION BUSINESS: It was noted that the Commission has requested to add “Approval of Agenda” on the agenda each meeting; Levi and Sarah will make sure this is on future agendas as a template. A request was presented by staff to add the item of Code Amendments, an Ordinance in front of City Council to update Code for Commissions: the item would be presented by Joanne Eide, Assistant City Attorney. Additional requests for agenda items were Federal Way Community Festival, discussion about the Pride and Juneteenth Proclamations and statements made at the City Council meeting and statements. Commissioner Myers motioned to add the Code Amendments presentation after the Approval of Meeting Minutes to the June Meeting Agenda, add the discussion about the Pride and Juneteenth Proclamations and statements from the City Council meeting from the June 6, 2023 under Budget, and add the Federal Way Community Festival after Commission Involvement Subcommittee and Commissioner Fine seconded the motion. Motion carried 6-0. DIVERSITY COMMISSION MINUTES June 8, 2023 Diversity Commission June 8, 2023 Meeting Minutes Page 2 A. Approval of Minutes (April and May): Commissioner Fine motioned to approve the April meeting minutes and Commissioner Idahosa seconded the motion. Discussion on April minutes: Commissioner Idahosa would like to amend the April Meeting Minutes pertaining to the budgeting reflected more in-depth detail. Commissioner Fine motioned to table the approval of the April meeting minutes to the July meeting with the intent of getting clarification of what happened in the Staff Report and Commissioner Idahosa seconded the motion. Motion carried 7-0. Commissioner Fine motioned to approve the May meeting minutes and Commissioner Walker seconded the motion. Motion carried 7-0. B. Code Amendments: Assistant City Attorney Joanna Eide presented a high-level overview of an ask of the City Council for all of the Commissions and corresponding Code sections to be updated, being as though the codes are inconsistent with one another throughout the entire code. Changes have been updated at different times and certain things are not reflected in the code which should have been. With the Diversity Commission specifically, is the code does not currently reflect that there are alternate members and it should reflect this. Some things that are reflected in these changes are combining and consolidating code sections so things are simple to see, read, and find. Also, to have consistency throughout structure, making it simpler to navigate. There are new provisions specifying commissions will meet at least quarterly, to provide Commissioners to have flexibility in their meetings. Also, adjustments to allow for alternate members to contribute to a quorum, i.e. not having enough voting members present, an alternate member would be able to be recognized as voting member for the purpose of that particular meeting so the meeting can proceed and vote during those meetings. Another change included; removing language specifying specific number of members that have to constitute a quorum and instead having it be controlled by a majority of members, i.e. Diversity Commission has nine voting members, five will always constitute a quorum. If the Commission has only seven people at the time, it would be four people that constitutes a quorum. The City Council has the authority to make all of the changes to the code; anyone has the ability to make recommendations to the Council on any changes that might be before it at any time. The changes that are being put forth have been in the works for some years but was shelved and as of a couple months ago, talks and actions have been put in place to make the changes active. Commissioner Myers motioned to have a statement be put forth to the City Council stating that the Diversity Commission is not in agreement with the current changes that have been proposed in the Code and we would like to request for that decision be put at the September 2023 City Council meeting so this commission can provide adequate input and Commissioner Fine seconded the motion. Motion carried 7-0. DIVERSITY COMMISSION MINUTES June 8, 2023 Diversity Commission June 8, 2023 Meeting Minutes Page 3 C. Community Agreements: This document was created at the Diversity Commissioner’s Retreat for holding each other accountable and how the interaction is with one another. There will be further discussions to agree upon how future discussions will take place in a respectful and productive way for all parties involved. The Commission discussed and recorded potential changes during the meeting. Commissioner Fine motioned to change the wording of the Commissioner Engagement Agreements as a draft and Commissioner Hooks seconded the motion. Motion carried 7-0. D. Budget: Staff member Sarah began speaking about the budget and a proposal for future reports and process. Commissioner Idahosa brought up representations that the Commission was over budget on the 2023 MLK event. Sarah spoke on the misinterpretation of the budget being overbudget saying that it is staff’s responsibility to oversee budgets for implementation of work. Line items for the budget such as a general ledger are requested for the Diversity Commission from the Finance department. Commissioner Idahosa motioned to extend to 7:45 p.m., Commissioner Fine seconded. Motion carried 6-0, Commissioner Hooks abstained. Further discussion around budget requests were expressed including responsibility. Given staff changes, staff at the meeting do not have all the context or information requested and will present again in July. NEXT MEETING: Regular Meeting July 13, 2023 at 5:30 p.m., Hylebos Conference Room, City Hall, Federal Way ADJOURN: Commissioner Walker motioned to adjourn and Commissioner Idahosa seconded the motion. Motion carried 6-0. The meeting adjourned at 7:48 p.m.