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HomeMy WebLinkAbout2026 01-12 SCC (2)•Open Meeting -Lives and Land Acknowledgment •Roll Call •Check-In -How did you celebrate the holidays? •Approval of the Agenda- January 6, 2026 •Approval of meeting minutes- November 4, 2025 •2026 SSC Position Voting -Recap from November 4, 2025 meeting •2026 Meeting Dates -City Website •5 Minute Break •Updates/ -Vacancy on SSC •Spread the word! -SSC Commission History •City Website -Community Engagement Opportunities 2026 •Liberian Independence Day- Sunday, July 26, 2026 •Night to Unite- Tuesday, August 4, 2026 •Check-Out •Adjourn Brooklyn Center Sister Cities Commission Tuesday, January 6, 2 026 6: 00 pm – 7: 30 pm Brooklyn Center —City Hall 6301 Shingle Creek Pkwy Brooklyn Center, MN 55430 Regular Meeting Agenda For more information visit brooklyncentermn.gov Lives and Land Acknowledgment City of Brooklyn Center – Sister Cities Commission Meeting We acknowledge that the City of Brooklyn Center is located on the traditional, ancestral, and contemporary lands of the Dakota people. We honor their enduring connection to this land— past, present, and future—and recognize the pain and resilience rooted in the experiences of Indigenous peoples, as well as the histories of Black, immigrant, and refugee communities who have also shaped this city. As we engage in this Sister Cities work, we do so with deep respect for the diverse cultures, lives, and legacies that continue to define Brooklyn Center as one of the most vibrant and diverse cities in Minnesota. May our efforts reflect a commitment to equity, healing, and global connection. 11/04/25 -1-DRAFT BROOKLYN CENTER SISTER CITIES COMMISSION MEETING MINUTES 6:00 p.m., Tuesday, November 4, 2025 BROOKLYN CENTER CITY HALL 1.OPEN MEETING Staff Liaison Oster called the meeting to order at 6:06 p.m. 2.ROLL CALL Members: Nahid Khan, Tashawna Williams, Yolanda Mays, and Famatta Zeon City Staff: Staff Liaison Armando Oster and Community Engagement Specialist Christina Jones Council Liaison: None Guests: Mitch Vosejpka, Brooklyn Bridge Alliance for Youth; and Crixell Shell, Brooklyn Bridge Alliance for Youth 3.CHECK-IN a.What Does SCC Wish to Accomplish in 2026? Commissioners responded with their plans for the SCC in 2026, which included hosting more community engagement events, showcasing the SCC, and meeting with the SCC in Brooklyn Park. Staff Liaison Oster noted that Brooklyn Park does not have an active SCC at this time. Commissioner Khan stated that the Brooklyn Center SCC could offer to help in any way that Brooklyn Park may need. 4.APPROVAL OF THE AGENDA Commissioner Khan moved to adopt the agenda as presented, and Commissioner Mays seconded it. Motion unanimously adopted. 5.APPROVAL OF JULY 1, 2025, MEETING MINUTES Commissioner Khan asked about the lives and land acknowledgement statement. Staff Liaison stated that the wording is included in every packet. Commissioner Khan moved to approve the minutes of July 1, 2025, as presented, and Commissioner Zeon seconded the motion. Members unanimously adopted the motion. 6.APPROVAL OF SEPTEMBER 2, 2025, MEETING MINUTES 11/04/25 -2-DRAFT Commissioner Khan moved to approve the minutes of September 2, 2025, as presented, and Chair Williams seconded the motion. Members unanimously adopted the motion. RECESS AND RECONVENE Chair Williams called for a five-minute recess; no one needed one, so the meeting moved on. 7.LIVES AND LAND ACKNOWLEDGEMENT Staff Liaison Oster presented the acknowledgement. 8.2026 SCC POSITION VOTING Chair Williams called for nominations for the positions of Chair, Vice Chair, Secretary, and Treasurer. Staff Liaison Oster explained that for the Chair position, he is fine with preparing the agenda, so the Chair would just have to review the agenda with him before the meeting and be the point person for the group. Commissioner Khan stated that Chair Williams would be a great person because of her long history with the Commission to continue to hold the Chair position. She asked about the Vice Chair and who was serving in the role. Staff Liaison Oster shared that Jacob Saffert was the Vice Chair, but had moved. He added that for the meeting today, the most important positions were the Chair and Vice Chair to help the Commission function. He noted that the Treasurer is not needed at this time because there is no funding. Commissioner Khan added that she would be willing to fill the role of Treasurer when needed. Chair Williams remarked that with her full-time job, she is unable to commit to being the Chair, but would be willing to be the Vice Chair. Commissioner Mays suggested that Commissioner Khan be the Chair. Commissioner Khan thanked Commissioner Mays for the nomination, but shared that she is the Chair for a different commission, which is a lot of work. Commissioner Zeon asked if this is a decision that needs to be made at this meeting or if nominations will be sent to Staff Liaison Oster and then talked about in the new year. Staff Liaison Oster stated that, in asking other Staff, it would be best to have at least a Chair and Vice Chair going forward from this meeting. Chair Williams asked if the roles were kept the same going into the beginning of the year, and with the recruitment process of new members hopefully happening before the next meeting, whether the nomination could take place then. She asked if she would have to be the Chair for all of 2026 if done that way. Staff Liaison Oster stated that it was recommended to go into the new year with the leadership in place; however, it would be up to the Commission what is wanted and how the Commission 11/04/25 -3- DRAFT wants to handle the situation going forward. He shared that, however, the Commission chooses to handle it is fine with him. Commissioner Khan suggested that Chair Williams stay on as Chair until the next meeting, and then another Commissioner be the Chair in training to see how it feels to take on some of the position roles of the Chair. Chair Williams asked for a vote to have a Commissioner fill the Vice Chair role to potentially fill the Chair role in the new year. Commissioner Khan asked if either of the two Commissioners would be willing to try that role out. Commissioner Mays declined, due to being too new on the Commission, and not feeling that the position would be right for her at the time. Commissioner Zeon shared that she would be the Vice Chair until January. Chair Williams summarized that the vote would be for Chair Williams to stay the Chair until 2026, and move Commissioner Zeon to the acting Vice Chair role. Commissioner Zeon moved to vote Chair Williams as the Chair into January 2026 and Commissioner Zeon as the acting Vice Chair in January 2026, and Chair Williams seconded the motion. Members unanimously adopted the motion. Commissioner Khan shared that as the Chair of the Cultural and Public Arts Commission, she involves the Vice Chair in every decision that is made. She suggested that the same be done for the SCC, so that Commissioner Zeon can see what is involved in the position of Chair. 9. UPDATES a. Vacancy on SCC Chair Williams gave an update on the vacancies available. She asked how many spots were available. Staff Liaison Oster noted that there is one vacancy available. Chair Williams suggested connecting with neighbors about interest, and there is information available to share if someone is interested. She noted that before COVID, the Commission was growing and had many events, and is starting to get back to that with more in the new year. She added that with busy lives, it is nice to have more Commissioners so that a quorum is easier to obtain. Commissioner Khan suggested that if there is more than one applicant, all applicants are encouraged to attend or be involved in the Commission in some way. Chair Williams asked if adding another seat to the Commission is possible. Staff Liaison Oster clarified whether the thought is to invite the applicants into the meeting to meet with the Commission. Commissioner Khan stated that thinking openly about whether there is more than one applicant, then somehow involve more people if possible. She noted she does not have specific suggestions at this time, just not turning anyone away at this time. Community Engagement Specialist Jones stated that, being part of the Brooklyn Park Lion Club, there is a distinction between members and board members, meaning there can be as many members as wanted, but the board members are those who vote. She added that it may be a good idea for the SCC. Mitch 11/04/25 -4- DRAFT Vosejpka, Youth OnBoard Coordinator with Brooklyn Bridge Alliance for Youth, asked whether the members could take part in the discussion. Community Engagement Specialist Jones explained that she attends the meetings and is involved in the discussion, but just does not have a vote. Commissioner Mays noted that it may be confusing for people to do it in that way, and it is a commitment that needs to take place. She added that as a new member, it can be confusing, so commitment should be emphasized. Community Engagement Specialist Jones asked Commissioner Khan if she was suggesting that the new person be present at all meetings, or just come one time. Commissioner Khan explained that there are no specific suggestions at this time, only noting that if someone is interested, find a way to keep them interested, even if they are not officially on the Commission. Chair Williams asked if there is an age requirement, as there may be a youth interested. Staff Liaison Oster stated that there will be more discussion of this in the presentation, but it will depend on the stage of life of the youth and whether they would be a voting member or not. Mr. Vosejpka explained that in Brooklyn Park, there is a Youth Liaison and an Emerging Leader. He added that the Youth Liaison is ages 14 to 18, who are members of the Commission but are non-voting members. He stated that Emerging Leaders support the Youth Liaison, but are voting members of the commissions and are in the 18 to 24 age range. He noted that how it looks in Brooklyn Center is open for discussion at this time. b. BBAY Youth on Board presentation Mr. Vosejpka introduced himself as the Youth OnBoard Program Coordinator and Facilitator with Brooklyn Bridge Alliance for Youth, BBAY. He stated that he works in four different schools to develop leadership and get young people involved in city opportunities. He described the program of Youth OnBoard. He shared that it is run through the Afterschool Community Learning Grant. He added that it is for youth in grades 9 through 12. He shared that it is done to help youth make an impact on themselves. He noted that the four schools are Champlin, Park Center, Robbinsdale Cooper, and BCHS. He explained that the program meets once a week for two hours after school, and the same topics are sort of talked about each week, but it is tailored to the individual schools and students as well. He added that there are no requirements other than regular attendance; students apply and are welcomed. He described that the group focuses on leadership skills and themes, and connects outlier students to engagement and development. He noted that the programs help young people build a voice and power to change, and connect them to real opportunities to advocate for young people and join decision-making bodies. He explained the reasons why Youth OnBoard would benefit the SCC, such as it gives the students a voice and space to engage, improves the way community is represented, provides a direct pipeline to involve young people and keep them involved, welcomes different perspectives, long lasting practice that will change how communities engage youth, and broadens understanding of young people and youth leadership. Staff Liaison Oster noted that there are other commissions in Brooklyn Center that 11/04/25 -5- DRAFT Mr. Vosejpka will be meeting with to give information about Youth OnBoard as well. Mr. Vosejpka thanked the Staff and others who have been helping to make the change of having more youth involvement in the City. Mr. Vosejpka described the process of getting youth involved in the commissions. He encouraged the SCC to come to and speak with the youth about their Commission. He stated that the process starts with a survey to help match individual commissions, then there is training that is provided on inclusion and multigenerational decision- making practices, providing touch base with the Commission on a quarterly basis, monthly correspondence with youth members in commissions to support, and including YOB Leader in commission trainings and orientation to maintain strong practices. Chair Williams asked about the particular youth who would be involved with the City’s commissions and if it would be only youth from BCHS. Mr. Vosejpka noted that the youth who would be involved in the City commissions would only need to be a resident of Brooklyn Center. Community Engagement Specialist Jones asked if there is limited space for how many can be involved in the commission. Mr. Vosejpka explained that it is up to the individual commissions, but the standard is about two youth liaisons and two youth emerging leaders. Commissioner Khan asked about the readiness inventory and if the students' prior courses or areas of interest are looked at during the process. Mr. Vosejpka explained that the readiness inventory is for the adults in the commission. He added that he works with the students weekly, so he is always engaged to see if the students are ready for commissions and which ones. He noted that the survey is to see if the commission is ready for the students to come in and be a part of the commission. Commissioner Khan suggested that it could be a lot to have the youth, which is a good thing, but that potentially a Commissioner could be the point person to help with the responsibility. Mr. Vosejpka stated that this sort of organized approach is encouraged, so the youth is not just tossed into the space rather thoughtfully being a part of the commission. He added that a point person is a great way to help the student and others in the commission as well, so discussing who that would be is a good idea as well. Mr. Vosejpka noted that he has a schedule if anyone is interested in going to one of the Brooklyn Center Youth OnBoard meetings to meet the students, and would send the information to Staff Liaison Oster. He added that there is a Youth OnBoard open house event coming up that is being put on for community leaders to learn about Youth OnBoard, led by the youth. Staff Liaison Oster asked if help is needed to find space. Mr. Vosejpka explained that they are looking for a centralized location. Staff Liaison Oster suggested the library. 11/04/25 -6- DRAFT Chair Williams thanked Mr. Vosejpka for his time. Mr. Vosejpka gave out some flyers and noted what the flyers were for. Crixell Shell, Brooklyn Bridge Alliance for Youth, Youth and Community Engagement Initiatives Coordinator, introduced herself to the group. She noted that the Brookdale Library is being revamped, and they are looking for adult and youth feedback. c. 2026 Meeting Dates Chair Williams explained that the Commission had decided to meet every other month on the first Tuesday of that month, beginning in January. She asked the Commission to look at the calendar to see if any potential conflicts could be shared. Staff Liaison Oster shared that the first meeting in 2026 would be January 6. Commission Khan stated that she would be out of town but would attend via Zoom. Staff Liaison Oster shared that the next meeting would be on March 3. Commissioner Khan stated she may be gone, but available via Zoom. Staff Liaison Oster continued with the next meeting being on May 5. Chair Williams noted she may be out of town, but would keep the Commission posted. Staff Liaison Oster stated the next meeting would be on July 7. He noted that the next meeting would be on September 1. He added that the last meeting of 2026 would be on November 3, but it is election day and would need to be avoided. The Commission plan for November 10. Chair Williams noted that a community engagement on National Night Out would also be something to keep on the Commissioners' radar for the upcoming year, on August 4. Staff Liaison Oster suggested hosting an event, and then the community would come to the event, or the Commission could go to different parties. Chair Williams noted that in Brooklyn Park, there are different events on different days. She stated that if hosting was done, maybe it would be good to do with all other commissions in Brooklyn Center as well. Commissioner Khan noted that it is a great idea, and maybe not on the actual night out, to be in the commissioner's own neighborhoods. Commissioner Mays noted that at the event she attended last year, the Fire Department came, and the kids were very excited. She added that it would be a great idea to do it on a site and include other departments as well. 10. CHECK-OUT Chair Williams asked if there were questions on the agenda items or any thoughts or questions about other things. Commissioner Khan suggested that on the agenda, there be an item where the Commission reviews the history of the SCC and past activities that have taken place. She noted even reviewing the whole SCC program as a national or state-wide program. She hoped that would be a way to build up the Commission as well. Staff Liaison Oster suggested leaning on the Sister Cities at a national level and even doing something at the beginning of the year to really kick things off in 2026. He stated that he would get the information and videos together. 11/04/25 -7- DRAFT Commissioner Khan noted that in Paris, there is a huge African immigrant population. She wanted to share that it is a very interesting point to think about. She added that Brooklyn Center is not unusual in its diversity, but it is an around-the-world thing. Chair Williams noted having the Liberia Day celebration again in 2026. Staff Liaison Oster stated that the Staff just met with the organizers that day, and they are looking to collaborate with the City. 11. ADJOURN Chair Williams moved to adjourn the meeting, and Commissioner Mays seconded the motion. Members unanimously adopted the motion. Chair Williams declared the Commission meeting adjourned at 7:37 p.m. RESOLUTION NO. 2015-159 RESOLUTION ESTABLISHING A BROOKLYN CENTER SISTER CITIES COMMISSION AND DEFINING DUTIES AND RESPONSIBILITIES WHEREAS, the City of Brooklyn Center is among the most ethnically diverse communities in the State of Minnesota with more than 20% of its residents being foreign born; and WHEREAS, the City has been approached on several occasions by residents wishing to establish a Sister City relationship between the City of Brooklyn Center and other communities throughout the world; and WHEREAS, through a meeting arranged by New Horizons Resource Group, a non-profit organization in Minnesota, The Vice President of the Republic of Liberia, His Excellency Joseph Nyumah Boakai, asked that the City of Brooklyn Center establish a Sister City relationship; and WHEREAS, the City of Brooklyn Center adopted a resolution on December 10, 2012, establishing a Sister City relationship between Voinjama Lofa County, Republic of Liberia, and the City of Brooklyn Center; and WHEREAS, the City of Brooklyn Center on January 13, 2014, adopted a resolution approving a Memorandum of Understanding expressing our desire to foster ties of friendship, cooperation and mutual understanding between the two cities of Voinjama and Brooklyn Center in the areas of culture, sciences, education, health, tourism and sport; and WHEREAS, a delegation of volunteer Citizens representing the City of Brooklyn Center accepted the invitation from The Vice President, His Excellency Joseph Nyumah Boakai, and The Honorable Mayor Yunger Sherman to participate in a cultural exchange in Liberia in January 2014; and WHEREAS, all partners are committed to continuing, growing and developing this Sister City relationship into the unforeseen future; and WHEREAS, upon return from the January 2014 exchange it was determined that the best way to fulfill our goal of maintaining a productive ongoing Sister City relationship between the City of Brooklyn Center and Voinjama City, Lofa County, Liberia, in the spirit of Sister Cities International Inc., founded in 1956 by President Dwight D. Eisenhower, is to establish an advisory Sister Cities Commission; and WHEREAS, cities throughout the United States have established Sister City Advisory Commissions as an effective way to authorize the approval of Sister City relationships, to foster and perpetuate the continuation of successful international exchanges and mutually beneficial interaction between the partners of these relationships; and WHEREAS, an advisory Sister Cities Commission will facilitate the orderly authorization of formal “people to people” Sister City relationships between the City of Brooklyn Center and other international communities by promoting the ideals of peace and understanding. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brooklyn Center, Minnesota, that Brooklyn Center Council does hereby establish an advisory Brooklyn Center Sister Cities Commission. ARTICLE I. NAME. The name of this organization shall be the Brooklyn Center Sister Cities Commission (hereafter referred to as the Commission). ARTICLE II. PURPOSE. The purpose of the Commission shall be to serve as an advisory body on matters affecting sister cities relationships, programs and activities. This Sister Cities Commission will also review applications for sister city affiliations and forward recommendations to the City Council for the establishment of future Sister City agreements. Commissioners are expected to volunteer time to participate in Sister City events projects outside the regular meetings. ARTICLE III. MEMBERSHIP. Section 1. The Commission shall consist of five (5) members who shall be appointed by the City Council upon recommendation of the Mayor. Section 2. The initial appointments to the Commission shall be for one, two, three, four, and five year terms, and thereafter all appointments shall be for a term of five years or until a successor is qualified. Section 3. Vacancies shall be filled for the unexpired term in the same manner as the original appointment. ARTICLE IV. MEETINGS. Section 1. Official meetings of the Commission shall be held at City Hall or such other place as designated by the Chair of the Commission. Section 2. Special meetings of the Commission may be called by the Chair, or in the absence of the Chair, by the Vice-Chair, or upon written request of a majority or more of the appointed Commissioners. Notice of a special meeting shall be given as prescribed by the Open Meeting Law. Section 3. All meetings of the Commission shall be conducted according to Roberts’ Rules of Order, but it shall be necessary in any event for a quorum to be present for the Commission to act. A quorum shall be defined as a simple majority of the existing members of the Commission. Section 4. An agenda for each regularly scheduled meeting and the minutes of the last meeting shall be sent to each Commission member in advance of the meeting. The Chair shall approve the agenda for each meeting and additional items may be proposed by any member of the Commission. Section 5. The Commission shall act as a body in making its decisions and announcing them. No Member other than the Chair shall speak or act for the Commission without prior authorization. Section 6. All meetings of the Commission shall be open to the public, and notice of these meetings shall be provided in compliance with the Open Meeting Law of the State of Minnesota. Section 7. Provided there is a quorum present, a majority of those present shall be required to adopt any item of business. ARTICE V. OFFICERS. Section 1. The officers of the Commission shall consist of a Chair, Vice-Chair, Secretary, and Treasurer, each of whom shall be elected by the Commission. Section 2. Terms of officers shall be one (1) year and officers may succeed themselves. Section 3. The duties of the officers shall be as follows: CHAIR. The Chair shall preside over all meetings. The Chair shall appoint all standing and ad hoc committees. The Chair shall have the authority to call special meetings provided the proper notices are given. The Chair shall be responsible for establishing the monthly meeting agenda. The Chair shall be considered an ex-officio member of all committees. VICE-CHAIR. In the event of the absences of the Chair, the Vice-Chair shall assume the duties of the Chair. SECRETARY. The Secretary shall keep accurate records of all proceedings of the Commission. Minutes of all Commission meetings shall be promptly recorded and maintained and shall be open for public inspection. The Secretary shall keep an accurate record of attendance. The Secretary may be assisted in the execution of these duties by a person designated by City Manager. TREASURER. The Treasurer shall keep an accurate record of all monies received and disbursed by the Commission and make a monthly written financial report to the Commission. ARTICLE VI. DUTIES AND POWERS. Section 1. The Commission shall have the following duties and powers. a.The Commission shall adopt such rules and procedures not inconsistent with these provisions as may be necessary for the proper execution and conduct of business; b. To develop guidelines inclusive of the guidelines described in EXHIBIT 1, and a program for a Sister City relationship with other cities throughout the world; c.To prepare an annual report of the activities of the Commission for the Brooklyn Center City Council; d.To develop a budget as necessary for Commission projects to be considered by the Brooklyn Center City Council, including the annual membership dues to Sister Cities International Inc.; e.To initiate, sponsor, or conduct, alone or in conjunction with other cities or agencies, public programs to further public awareness of and interest in communities throughout the world emphasizing such things as the cultural, historical, and economic aspects of the City’s adopted sister cities; f.To advise and assist the City in connection with such other activities as may be referred to the Commission by the Brooklyn Center City Council; g.To generally stimulate, facilitate, coordinate, and cooperate with existing organizations throughout the Country for the promotion and development of Sister City relationships. Section 2. Fundraising Activities. To generally stimulate, facilitate, and coordinate fundraising activities as needed. ARTICLE VII. COMMITTEES. The Commission may include standing committees and other committees as deemed necessary and appropriate: Special committees or task forces may be created by the Chair of the Commission. All Committees or task forces are advisory in nature and do not have the authority to make final decisions on Commission policy regarding any Commission business. Such decisions are reserved for the Commission itself and must be considered at a regular or special meeting as defined above. ARTICLE VIII. INDEMNIFICATION. The City of Brooklyn Center is required by Minnesota Statutes, section 466.07 to indemnify and defend Commissioners, within certain limits, for damages, including punitive damages, claimed or levied against them while serving on the Commission, provided the Commissioners were acting in the performance of their duties and they were not guilty of malfeasance in office, willful neglect of duty or bad faith. ARTICLE IX. AMENDMENTS OF BYLAWS. These bylaws may be amended at any regular business meeting of the Commission by a two-thirds vote of the entire membership, provided the amendment has been submitted in writing at the previous regular business meeting, and shall become effective when approved by the Brooklyn Center City Council. EXHIBIT 1 Sister City Q&A What is the purpose of a Sister City Program? Brooklyn Center has established and supports Sister City relationships in the belief that person-to-person ties are the strongest and to work for peace and better understanding of all cultures. Sister City relationships are created to develop lasting friendships on the human level and to provide a forum for the exchange of ideas and views. What are the guidelines for starting a Sister City Program? There shall exist areas of mutual interest and involvement with the prospective city in the areas of culture, business, technology, education, agriculture, sports or humanitarian goals. There should be evidence of strong, diverse, local community support for the prospective Sister City relationship in order to assure an adequate financial base and ongoing interest in exchanges. There should be an active local organization to support and commit to the creation of a committee and its work. How does on apply to become a Sister City? In 2015 the Brooklyn Center Sister Cities Commission was established with the primary purpose to coordinate and support Sister City activities. The Commission was also charged with reviewing applications of proposed Sister City relationships and passing their recommendations onto the City Council for action. The Brooklyn Center Sister Cities Commission, prior to consideration of the proposed sister city, shall meet the following conditions: Shall have a formal structure with officers and appropriate sub committees. Shall submit to the Sister City Advisory Commission a work plan including activities and goals, accompanying the proposed resolution requesting an official Sister City relationship, showing how the activities of the committee will further the objectives of the Sister City Program for the next 12 months, as well as a report on all activities the committee has been involved in during the previous 12 months. Shall present to the Sister City Advisory Commission a budget for the first year’s activities following the request for a formal affiliation, showing the funds available to meet the budget requirements and indicating how the committee plans to fund its activities in the future. There shall be a counterpart organization in the prospective sister city, with which, the Brooklyn Center committee has correspondence and obtained a written agreement concerning affiliation; or the Brooklyn Center committee must have obtained a positive written indication from the government of the foreign city that a sister city relationship would be welcome within a period of two years following approval of the Brooklyn Center City Council of the Sister City relationship. Shall apply for 501c3 status from the Internal Revenue Service or become fiscally sponsored by an established non-profit organization within two years from the passing of the resolution. What are the responsibilities of a recognized Sister City Program? Submit to the Sister Cities Advisory Commission annual work plans/activities. As part of annual plan, provide specific plans for citizen participation in committee planning and trips. Make arrangements to all trips, activities, events, ceremonies, documents and gift selection and assume responsibility for related expenses and payments. Take steps to achieve formal status as tax exempt organization (IRS 501c3 designation) within a two-year period following approval of the Brooklyn Center City Council of the Sister City Relationship. Tax exempt status must be maintained as long as the sister city relationship is determined to be achieved by the Sister Cities Advisory Commission. Clear all requests for functions involving Mayoral members of the City Council or City Staff appearances with the City Manager’s Office. 1 BR291-4-1038794.v6 Brooklyn Center City Commission Code of Respect and Ethics Table of Contents Brooklyn Center City Commission Code of Respect and Ethics .......................................................... 2 A.Commissioner Conduct with One Another ............................................................................ 2 1.In Public Meetings ............................................................................................................ 2 2.In Private Encounters ....................................................................................................... 3 B.Commissioner Conduct with City Staff .................................................................................. 4 C.Commissioner Conduct with the Public ................................................................................ 4 1.In Public Meetings (For Commissions with Public Hearings) .............................................. 4 2.In Unofficial Settings ........................................................................................................ 5 D.Commissioner Conduct with Other Public Agencies .............................................................. 6 E.Poor Conduct and Accountability Measures ......................................................................... 6 1. Conduct ........................................................................................................................... 6 2.Types of Accountability Measures .................................................................................... 6 3.Process ............................................................................................................................ 7 4.Conduct During Meetings ................................................................................................. 8 F.Ethics ................................................................................................................................... 8 1.Open Meeting Law ........................................................................................................... 8 2.Gift Law ........................................................................................................................... 9 3.Conflict of interest ............................................................................................................ 9 2 Brooklyn Center City Commission Code of Respect and Ethics A.Commissioner Conduct with One Another City Commissions are composed of individuals with a wide variety of backgrounds, personalities, values, opinions, and goals. Despite this diversity, all have chosen to serve the community. In all cases, this common goal should be acknowledged even as Commissioners may "agree to disagree" on contentious issues. 1.In Public Meetings (a)Commissioner Interaction. Commissioners agree to practice civility, professionalism and decorum in discussions and debate. Difficult questions, tough challenges to a particular point of view, and criticism of ideas and information are legitimate elements of a free democracy in action. Commissioners can promote camaraderie and collaboration by refraining from making belligerent, personal, impertinent, slanderous, threatening, abusive, or disparaging comments. Shouting or physical actions that could be construed as threatening will not be tolerated. Commissioners should make every effort to conduct themselves in a professional manner at all times, including listening actively during Commission meetings. (b)Deference to Order. Commissioners agree to honor the roles of Commission leadership including the Chair and Co-Chair in maintaining order by deferring to their direction and guidance. It is the responsibility of the Chair and/or Co-Chair to keep the Commission meetings on track during meetings. Commissioners agree to honor efforts by the Chair or Co-Chair to focus discussion on current agenda items. If there is disagreement about the agenda or Chair or Co-Chair’s actions, those objections should be voiced politely and with reason, following procedures outlined in parliamentary procedure. (c)Setting a Positive Example. One prominent goal of every commission meeting should be to demonstrate a positive example of decorum and respect for constituents. To accomplish that goal, Commissioners agree to avoid comments that personally attack other Commissioners. If a Commissioner is personally attacked by the comments of another Commissioner, the offended Commissioner will make notes of the actual words used and may call for a "point of order" to challenge the other Commissioner to justify or apologize for the language used. The Chair or Co-Chair will maintain control of this discussion. (d)Collaborative Problem Solving. Another goal of the commission meeting is to demonstrate effective problem-solving approaches. Commissioners have a responsibility to show how individuals with disparate points of view can find common ground and seek a compromise that benefits the community as a whole. (e)Timeliness. To ensure smooth and timely execution of each commission meeting, Commissioners agree to make best efforts to be punctual and keep comments relative to topics discussed. Every Commissioner has made a commitment to attend meetings and participate in discussions. Therefore, it is important 3 that Commissioners be punctual and that meetings start on time. It is equally important that discussions on issues be relative to the topic at hand to allow adequate time to fully discuss scheduled issues. (f) Endorsement of Candidates. It is inappropriate to mention endorsements during commission meetings or other official City meetings or functions. (g) Professional Courtesy. Commissioners endeavor to avoid putting colleagues in awkward or disadvantageous positions in an effort to capitalize on another colleagues’ vulnerability or to embarrass them publicly. Commissioners agree to make every attempt to submit questions or concerns to the Staff Liaison prior to formal meetings to avoid surprising Commissioners, Council Liaisons, or Staff at said meetings. (h) Personal Attacks. Commissioners shall not personally attack, under any circumstance, another member of a Commission. Commissioners acknowledge that cultural differences, body language, tone of voice, as well as the words they use, could be experienced as intimidating, off-putting, or aggressive to the message recipient. 2. In Private Encounters (a) Respectful Workplace Values. Commissioners agree to continue to model respectful behavior in private. The same level of respect and consideration of differing points of view that is deemed appropriate for public discussions should be maintained in private conversations. (b) Data Practices. Commissioners recognize that written notes, voicemail messages, social media and email may be public information. Technology allows words written or said without much forethought to be distributed wide and far. Commissioners agree to consider the following: (1) how they, their family and/or friends would feel if this voicemail message was played on a speaker phone in a full office? Or broadcast on the nightly news; (2) What could the consequences be if this email message was forwarded to others? Commissioners agree that written notes, social media postings, voicemail messages and email should be treated as potentially “public” communication. (c) Public-Private Considerations. Even private conversations can have a public presence. City officials are always on display – their actions, mannerisms, and language are monitored by people around them that they may not know. Lunch table conversations could be overheard, parking lot debates may be watched, and casual comments between individuals before and after public meetings noted. (d) Personal Comments. Commissioners agree to refrain from making personal comments about other Commissioners. It is acceptable to publicly disagree about an issue, but it is unacceptable to make derogatory comments about other Commissioners, their opinions and actions. 4 B.Commissioner Conduct with City Staff Governance of the City is a cooperative effort, including elected officials, appointed officials, and staff. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the community. 1.Respectful Workplace Values. Commissioners agree to treat all staff as professionals. Commissioners agree to engage in clear, honest communication that respects the abilities, experience, expertise, and dignity of each individual. Berating, personal, impertinent, slanderous, threatening, abusive, or disparaging comments toward staff are not acceptable and are automatic grounds for a Code of Resect violation. 2.Limited City Staff Contact. Questions for City staff and/or requests for additional background information should be directed to the City Manager or City Attorney. Commissioners agree to copy the City Manager on or keep the City Manager informed of any request. Except in extraordinary circumstances, Commissioners agree to avoid disrupting City staff while they are in meetings, on the phone, or engrossed in performing their job functions. 3.Staff Criticism. Commissioners should not publicly criticize an individual employee. Commissioners agree to express concerns about the performance of a City employee directly to the City Manager through private correspondence or conversation. Commissioners will refrain from expressing concerns in public, to the employee directly, or to the employee’s manager. 4.Political Solicitation. Commissioners will not solicit any type of political support (financial contributions, display of posters or lawn signs, name on support list, etc.) from City staff. 5.Personal Comments about other Commissioners. Commissioners agree to refrain from speaking ill of other Commissioners to staff. This puts staff in an uncomfortable and compromising position because staff have the responsibility to treat all Commissioners equally and with respect. 6.Personal Attacks. Commissioners shall not personally attack, under any circumstance, a member if city staff. Commissioners acknowledge that cultural differences, body language, tone of voice, as well as the words they use, could be experienced as intimidating, off-putting, or aggressive to the message recipient. C. Commissioner Conduct with the Public 1.In Public Meetings (For Commissions with Public Hearings) (a)Create a Welcoming Environment. Making the public feel welcome is an important part of the democratic process. No signs of partiality, prejudice or disrespect should be evident on the part of individual Commissioners toward an individual participating in a public forum. Every effort should be made to be fair and impartial in listening to public testimony. 5 (b)Speaking Time. The Commission as a body agrees to be fair and equitable in allocating public hearing time to individual speakers. The Commission Chair or Co-Chair will determine and announce limits on speakers at the start of the public hearing process and ensuring those with Brooklyn Center addresses have an opportunity to speak. Generally, each speaker will be allocated two minutes to speak. Applicants or their designated representatives may be allowed more time. If many speakers are anticipated, the Chair or Co-Chair may shorten the time limit and/or ask speakers to limit themselves to new information and points of view not already covered by previous speakers. (c)Public Hearing Speakers. No speaker will be turned away unless the speaker exhibits inappropriate behavior. Each speaker may only speak once during the public hearing unless the Commission requests additional clarification later in the process. After the close of the public hearing, no more public testimony will be accepted unless agreed upon by the Commission. (d)Avoid Public Debate. Commissioners agree to avoid debate and argument with the public. Only the Chair or Co-Chair – not individual Commissioners – can interrupt a speaker during a presentation. However, a Commissioner can ask the Chair or Co-Chair for a point of order if the speaker is off the topic or exhibiting behavior or language the Commissioner finds disturbing. Commissioners may request that the Chair or Co-Chair seek clarification from the speaker. (e)Commission Chair to Focus Discussion. If speakers become flustered or defensive by Commissioner questions, it is the responsibility of the Chair or Co-Chair to calm and focus the speaker and to maintain the order and decorum of the meeting. Questions by Commissioners to members of the public testifying should seek to clarify or expand information. It is never appropriate to belligerently challenge or belittle the speaker. Commissioners agree to refrain from providing personal opinions or revealing inclinations about upcoming votes until after the public hearing is closed. (f)Personal Attacks. Commissioners shall not personally attack, under any circumstance, a member/members of the public. Commissioners acknowledge that cultural differences, body language, tone of voice, as well as the words they use, could be experienced as intimidating, off-putting, or aggressive to the message recipient. 2.In Unofficial Settings (a)No Promises. Commissioners may not make promises on behalf of the Commission. Commissioners may be asked to explain a Commission policy or recommendation or to give their opinion about an issue as they meet and talk with constituents in the community. It is appropriate to give a brief overview of City policy and to refer to City staff for further information. It is inappropriate to overtly or implicitly promise Commission or Council action, or to promise City staff will do something specific (fix a pothole, plow a specific street, plant new flowers in the median, etc.). (b)Personal Comments. Commissioners agree to refrain from making personal comments about other Commissioners to constituents. It is acceptable to publicly disagree about an issue, but it is unacceptable to make derogatory comments about other Commissioners, their opinions and actions. 6 (c)Public-Private Considerations. Commissioners may observed by the community as the serve the city in their capacity as commissioners. Commissioner behaviors and comments serve as models for proper conduct in the City of Brooklyn Center. Commissioners agree to reflect honesty and respect for the dignity of each individual in every word, communication, (whether in social media or otherwise), and action taken by Commissioners, 24 hours a day, seven days a week. It is a serious and continuous responsibility. D.Commissioner Conduct with Other Public Agencies Commissioners will be as clear as possible when representing City or personal interests. If a Commissioner appears before another governmental agency or organization to give a statement on an issue, the Commissioner must clearly state: 1.If his or her statement reflects personal opinion or is the official stance of the City; 2.Whether this is the majority or minority opinion of the Commission. Even if the Commissioner represents his/her/their own personal opinions, the Commissioner must remember that the comments may reflect upon the City as an organization. If the Commissioner is representing the City, the Commissioner must support and advocate the official City position on an issue, not a personal viewpoint. E.Poor Conduct and Accountability Measures 1.Conduct (a)Violations. Commissioners who violate the Code of Respect will be subject to accountability measures. Any violations that potentially constitute criminal conduct shall be handled by the criminal justice system. (b)Factors. Factors that will be considered in determining the appropriate restorative measure or sanction include but are not limited to the following: seriousness of the violation and number of preceding violations. 2.Types of Accountability Measures (a) Restorative Measures Commissioners agree to engage in restorative measures prior to initiating sanctions for violations of the Code of Respect. Restorative measures include, but are not limited to: (i)Private meeting Commissioner and City Manager (ii)Informal Mediation between involved parties and Mediator (iii)Mediator issues recommendations (i.e. training, public apology, meeting suspension, etc.) (iv)Commissioner / Involved Parties to follow recommendations (v)If Commissioner refuses to follow recommendations, then the process moves to sanctions: 7 (b)Sanction Commissioners may face commission removal for failing to engage in restorative measures or for continued violations of the Code of Respect. 3. Process (a) Complaint / Reporting a Code of Respect Violation (i)A Commissioner may report a potential Code of Respect violation by another Commissioner by bringing the matter to the attention of the official of their choice, Mayor, or the City Manager. (ii)A Brooklyn Center staff member may report a potential Code of Respect violation by a City Commissioner by bringing the matter to the attention of the City Manager or Human Resources Manager. (iii)If the potential violation involves the Mayor, it should be brought to the attention of the Mayor Pro Tem , City Manager, or City Attorney. (iv)A community member may report potential Code of Respect violations by a member of a City Commission to the Mayor, City Manager or any member of the City Council. (b)Investigation (i)Triage. The Mayor and City Manager will gather initial information, consult with the City Attorney if necessary and decide how to move forward. (ii)Fact Finding. If necessary, the matter will be referred to the criminal justice system. The Mayor and City Manager will determine whether to pursue independent fact-finding or internal fact-finding. (iii)Possible Outcomes. After an investigation, the City Manager, in consultation with proper staff, will determine if the complaint is substantiated or unsubstantiated. A restorative solution will be sought prior to moving to a sanction. (1)If Substantiated: The Commissioner will have a consultation with the City Manager, if that is unsuccessful, then the parties move to a graduated resolution process: •Informal mediation with harmed individuals and City designee (Mediator); •Mediator issues recommendations •Commissioner / Involved Parties to follow recommendations •If Commissioner refuses to follow recommendations, then the process moves to sanction. 8 (2)Sanction: (Last Resort) •City Manager compiles redacted report for Council review (names, commission, other identifying information will be removed from the report) •After review of the circumstances and recommendation, Council will use a standard form provided by the Administration to communicate their vote •Administration will provide Council forms to Mayor •Mayor will state Council vote on the record •If Commissioner is removed from service, Commissioner will receive a letter of removal from the Council •Commission Removal results in automatic bar from Commission Appointment for 2 years (3)If Unsubstantiated: City Manager to work with City Attorney to determine resolution compliant with the Minnesota Government Data Practices Act 4.Conduct During Meetings (a)Inappropriate Statements. For inappropriate statements or conduct by Commissioners occurring during a Commission meeting, a verbal correction by the Commission Chair will normally be the first step to address the matter, either during or after the meeting. (b)Further Incidents. Further incidents at the same meeting may be addressed by subsequent verbal corrections accompanied Repeated incidents can give rise to Chair not recognizing the offending Commissioner to speak. A Commissioner can request that the Chair take any of these actions against an offending Commissioner if the Chair has not done so on her/his/their own. F.Ethics 1.Open Meeting Law (a)With certain exceptions, meetings of Council Commissions must be open the public. A meeting is a gathering of a majority of Commissioners at which City business is discussed. It is not necessary that action be taken for a gathering to constitute a “meeting.” (b)A meeting does not include chance social gatherings as long as public business is not discussed. (c)A majority of Commissioners should not communicate with each other by phone, email, in-person, or otherwise, to discuss City business. (d)Use of social media does not violate the open meeting law as long as social media use is accessible to all Members of the public. See Minnesota Statutes, Chapter 13D, for further information regarding the Open Meeting Law. 9 2.Gift Law A City Commissioner cannot accept a gift from someone who has an interest in any matter involving the City. A “gift” includes money, property, a service, a loan, forgiveness of a loan, or a promise of future employment. A “gift” does not include: •Campaign contributions; •Items costing less than $5; •Items given to members of a group; the majority of whose members are not local officials; •Gifts given by family members; or •Food or beverages given at a reception, meal or meeting at which a Council Member is making a speech or answering questions as part of a program See Minnesota Statutes, Section 471.895 City Charter, Section 14.04(A), and Section II, 2.95 of the Brooklyn Center Code of Policies for further information regarding the Gift Law and procedure. 3.Conflict of interest (a) Commissioners cannot have a personal financial interest in a sale, lease, or contract with the City. (b)Commissioners cannot participate in matters in which the Commissioner’s own personal interest, financial or otherwise, is so distinct from the public interest that the Commissioners cannot be expected to fairly represent the public’s interest when voting on the matter. See Minnesota Statutes Section 471.87, and Section II, 2.95 of the Brooklyn Center Code of Policies of further information about Conflicts of Interest involving Public Officers.