Loading...
HomeMy WebLinkAbout2025.09.02 SSCAP•Open Meeting •Roll Call •Check-In •Approval of the Agenda •Approval of July 1, 2025 meeting minutes •5 Minute Break •Updates/N -Welcome to new commissioner Yolanda Mays -Liberian Independence Day Re-cap •MSHALE Website: https://mshale.com/2025/07/28/vibrant- liberian-independence-day-parade-celebrates-178-years-of-freedom/ -Night to Unite •Updates and 2026 opportunity -All-Commission Appreciation Night •Survey: https://www.surveymonkey.com/r/3KQTFQ8 -Commission Code of Conduct Document •Commissioner feedback deadline September 12, 2025 •Check-Out •Adjourn Brooklyn Center Sister Cities Commission Tuesday, September 2 , 2 025 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 cityofbrooklyncenter.org 07/01/25 -1-DRAFT BROOKLYN CENTER SISTER CITIES COMMISSION MEETING MINUTES 6:00 p.m., Tuesday, July 1, 2025 BROOKLYN CENTER CITY HALL 1.OPEN MEETING Community Engagement Coordinator Armando Oster called the meeting to order at 6:08 p.m. 2.ROLL CALL Commissioners: Nahid Khan, Jacob Saffert, Tashawna Williams, and Famatta Zeon (present). Erasmus Williams (absent). City Staff: Community Engagement Coordinator Armando Oster, Director LaToya Turk, Engagement Specialist Christina Jones, and Planning Commission Chair Alexander Koenig. Council Liaison: None Guests: None 3.LIVES AND LAND ACKNOWLEDGEMENT Community Engagement Coordinator Oster presented the acknowledgement. 4.CHECK-IN Community Engagement Coordinator Oster presented an icebreaker for the group to participate in. If they were comfortable, they were to look at the last photograph they took or was sent to them and discuss its meaning to them. 5.APPROVAL OF THE AGENDA Commissioner Khan moved to adopt the agenda as presented, and Commissioner T. Williams seconded it. Motion unanimously adopted. 6.APPROVAL OF JUNE 3, 2025, MEETING MINUTES Community Engagement Coordinator Oster stated that Member Famatta Zeon’s absence from the meeting was excused. Commissioner Khan inquired about the approval of the agenda from the last meeting and whether it should also state that there was no quorum under item number four. Community Engagement Coordinator Oster noted that a line could be added to the agenda stating there was no quorum, but the Commissioners both agreed to proceed with the agenda presented. 07/01/25 -2-DRAFT Commissioner Khan moved to approve the minutes of June 3, 2025, with the amendments, and Commissioner Saffert seconded the motion. Members unanimously adopted the motion. 7.BOARD ELECTIONS Community Engagement Coordinator Oster called for nominations for the positions of Chair, Vice Chair, Secretary, and Treasurer. He explained that for those in person, they had the sheets to fill out and then give them to Director Turk; for those online, they have a digital copy of the same sheet, which they are to complete and then email to Director Turk. He added that she would be tallying during the break. Commissioner Saffert asked for a brief introduction from each Commissioner in order to get to know them a little better before the nominations. No one was opposed to doing this, so each person gave a brief introduction. Commissioner Khan asked about residency and how that works with the Sister Cities Commission. Community Engagement Coordinator Oster stated that under Article 3, it did not say anything about residency specific to this Commission. He added that every Member has a connection to Brooklyn Center, and that is what is important for this Commission. Director Turk noted that there is a priority for having residency in Brooklyn Center, but just being connected to the City is being looked at because of the many constraints to the City, and as a way to diversify commissions. Commissioner Khan noted that no person was hoping to accept leadership positions on this Commission; she felt this needed to be talked about. Community Engagement Coordinator Oster stated that Commissioner T. Williams served as the Chair before, and that would be the position that would require the most time. Director Turk asked if the Commission was meeting quarterly or monthly. Community Engagement Coordinator Oster stated that right now they are meeting monthly, but that could be adjusted depending on need. Director Turk stated that with the Members and the Liaison for this Commission, there is a great group of people already. Community Engagement Coordinator Oster noted that they already have work to jump into, and connections that are made, so that will not be as difficult to find. Commissioner T. Williams noted that there are four positions and four members, so they need to try to fill them, at least the Chair and Vice Chair. She added that she is willing to take the Chair if someone is willing to take the Vice Chair. Commissioner Saffert added that he would be willing to be Vice Chair. Commissioner Khan noted that she was going to be nominating Commissioner T. Williams and Commissioner Saffert for the sake of continuity, since they had served in these positions previously. 07/01/25 -3- DRAFT Commissioner Khan asked if Commissioner Zeon would be willing to take on the role of Secretary. Director Turk noted that she is the chair of a large organization, and she believes that the Staff Liaison could also be the Secretary. She asked about the description of the role for the Secretary. Community Engagement Coordinator Oster noted that in Article 5 of the bylaws, there was a description for each of the elected positions, which he read aloud to the Commission. Commissioner Khan asked if the Sister Cities Commission had received or dispersed money in the past. Commissioner T. Williams noted that they began the process of getting money, but they did not receive it in the past. Commissioner Khan stated that, due to the current lack of funding for the Commission, there may be no need to fill the Treasurer position. Community Engagement Coordinator Oster noted that right now, there would not be a need for it, but they would like to fill all the positions just in case something changes in the future. Director Turk noted that she thinks about the position as long-term versus immediate, because the Treasurer could be helping to be proactive and seeking out some corporate allotment funding to be able to host events in the City. Commissioner Khan noted that the description for the Treasurer position does not really reflect the fundraising that they are talking about. Commissioner Khan noted that City Staff is currently working on aligning all the commissions, so it could be good for it to be noted that there may need to be some revision of roles within the commissions. Community Engagement Coordinator Oster stated that it would be a great thing to be brought up in the meetings going forward. Commissioner Khan added that any commission that does not have a budget would like guidance or a framework for how to obtain money. Community Engagement Coordinator Oster asked Planning Commissioner Chair Koenig if the Rotary Club has sponsored any commissions in the past. Planning Commissioner Chair Koenig noted that he is the current president of the Rotary Club, and they have in the past provided substantial funds to certain things. He noted that he wrote a note to see if it would be possible to sponsor a small cultural event in the future. Commissioner Zeon moved to approve the self-nominations of the election of Tashawna Williams to the position of Chair for 2025, Jacob Saffert to the position of Vice Chair 2025, Famatta Zeon to the position of Secretary 2025, and Nahid Khan to the position of Treasurer 2025, and Member Saffert seconded the motion. Members unanimously adopted the motion. 8. UPDATES / NEW TOPICS a. Remaining Meeting Dates Community Engagement Coordinator Oster noted that there were a few dates that came 07/01/25 -4- DRAFT up that may have been a problem for meetings in the future, the first is the November meeting due to elections. He checked with the City and found that there are no elections this year unless the school initiates school board elections, so that meeting should be fine to go on as scheduled. The other date that could be an issue is August 5th, due to Night to Unite, he asked for a conversation on the topic of cancelling or postponing the meeting, but also it could be an opportunity for the Commission to get out into the community and explain who the Commission is and get some feedback from the community as well. Commissioner Khan asked if there was a way for the non-resident members of the Commission to participate in the City’s Night to Unite. Director LaToya Turk stated that, of course, they would be able to. She explained that there are many ways for the Commission to participate in Night to Unite, such as hosting an event. She added that there is a registration form to fill out to inform the City of what the Commission would like to do. Commissioner Zeon stated that she was in favor of making the August 5th meeting a working meeting to go out into the community and participate in the activities, engage with the community, and connect as well. Director LaToya Turk stated that it may be something as simple as creating lanyards that show what Commission one is a part of, and then on the back, there could be a QR code that leads people to the website for commissions, where they could get more information. Chair T. Williams asked about continuing the meetings monthly; she would like to see fewer meetings. Community Engagement Coordinator Oster stated that it is up to the Commission to make that decision if they want to go quarterly or something else. Director Turk noted that if they made the August meeting a working meeting, she would encourage the Commission to take October and November to start doing the planning. Commissioner Khan added that they could also go every other month. Community Engagement Coordinator Oster noted that the Commission can select when they would like to meet and what works for them. Commissioner Saffert noted that he likes the idea of every other month, so they could meet again in September, leaving August to engage in the community, and then in November again for elections and planning for 2026. Commissioner Khan moved to meet every other month for the rest of the year and next year, making the next meeting September 2025, on the first Tuesday of the month, and Chair T. Williams seconded the motion. Members unanimously adopted the motion. b. Liberian Independence Day Parade Saturday, July 26 Community Engagement Coordinator Oster presented the Librarian Independence Day 07/01/25 -5- DRAFT parade and the different events that are taking place over the whole weekend. The event organizer, Josh Port, extended an invitation to the Commission to join in the parade festivities, and that day, if the Commissioners are available. He added that more information would come via email shortly. Director LaToya Turk noted that Brooklyn Center has a robust history of events that have been curated by the elders, and those elders are no longer curating. She added that some of the younger generation is coming in and doing this, particularly, this group is very excited about the event and connecting with the elders in the community. Commissioner Khan asked about the Brooklyn Park Sister Cities Commission and making a connection with their commission. Community Engagement Coordinator Oster noted that he is working on making a connection and that this could be an agenda item at the next meeting, connecting with other Sister Cities Commissions. Commissioner Khan noted that it would be great if there were some way for both Brooklyn Center and Brooklyn Park to join forces since they both have sister cities in Liberia. Community Engagement Coordinator Oster asked Chair T. Williams if she knew if the Brooklyn Park Sister Cities Commission was currently meeting. Chair T. Williams noted that she was not sure if they were currently, but that she could reach out to Dr. Richardson and ask. Commissioner Khan noted that she would like to have a joint meeting with them to just talk about what they may be doing. Community Engagement Coordinator Oster stated that he would reach out to them and keep thinking about it and how they can work together. Chair T. Williams asked if they were expected to participate in only the Saturday event and what the Grand Marshall of the event would look like: walking, riding in a vehicle. Community Engagement Coordinator Oster noted that the event organizers had said in a vehicle, and the City has some trucks that could be used. He added that the ask is for Saturday in the parade, but they are free to be a part of anything. Commissioner Khan noted that the Arts Commission could be asked in their upcoming meeting on July 17th to collaborate in decorating the float for the parade. 9. CHECK-OUT Community Engagement Coordinator Oster asked if there were any questions about meeting dates or the upcoming event. 10. ADJOURN Chair T. Williams called for a motion to adjourn. 07/01/25 -6-DRAFT Chair T. Williams moved to adjourn the meeting, and Commissioner Khan seconded the motion. Members unanimously adopted the motion. Chair T. Williams declared the Commission meeting adjourned at 7:43 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. 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. 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.