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EQUITY, ACCESS, AND RIGHTS ADVISORY BOARD MEETING MINUTES
DATE: April 30, 2024 START TIME: 11:30a.m. LOCATION: City Hall (In person and virtual)
VOTING MEMBERS PRESENT: Amy Samara Krouskop, Alyson McWilliams, Cameron Jones, Francisca Ramirez Aquino, Julia
Cochrane, Laurie Riley, Richard Rogers, Stephanie Burns, Stephen Chase
NON -VOTING MEMBERS PRESENT: Deputy Mayor Howard (Council Liaison)
MEMBERS EXCUSED: (None) MEMBERS ABSENT: (None)
CITY STAFF PRESENT: Marketing and Communications Director Shelly Leavens, People and Performance Director Cynthia
Shaffer, City Attorney Alexandra Kenyon, and City Clerk Alyssa Rodrigues
Topic
Action
Call to Order: City Clerk Alyssa Rodrigues called the meeting to order at
11:30am.
Introductions:
Deputy Mayor Howard provided a welcome. Individual introductions were made.
Discussion ensued around why members were selected for board, organization
representation, Jefferson County Immigrant Rights Advocates, inclusion of
homeless community on board, application requirements, replacing "citizen"
with "resident" on all city documents, and equity thesis.
Public Comment- On Agenda Items:
There was no public comment.
Open Public Meetings Act and Public Records Act Training
Staff will create options for the committee
on how to communicate.
City Attorney Alexandra Kenyon provided the Advisory Board OPMA and PRA
Training which included Public Records Overview, What is the PRA and why
Shelly will check with IT about Equity,
should I care?, Personal Devices, Examples when they got it wrong,
Access, and Rights Advisory Board email.
Exemptions, Privacy, Common Exemptions, Penalties, OPMA Refresher, What
is a meeting?, Electronic "Meeting", Quorum seeking, Reminders, Right to
Record Meetings, Penalties for OPMA Violations, and Social Media.
Topic
I Action
In response to Advisory Board questions staff and Deputy Mayor Howard
explained creating an email for city business, Advisory Board city email, email
record retention, definition of quorum, how to properly disperse emails,
subcommittee work, Advisory Board Handbook, consistency between Advisory
Boards, options for communication provided by city, purpose of the committee,
how to build relationships, who is on group email, where to direct questions,
public comment, how to share work of board, and how the city reaches out to
community.
Set Regular Meeting Schedule
Discussion ensued around setting a regular meeting schedule.
The board agreed on the 2"d Thursday of the month 12:30-2:30pm for regularly
scheduled meetings.
Committee Member Updates
Deputy Mayor Howard explained the purpose of committee member updates.
Staff Updates:
Deputy Mayor Howard explained the purpose of staff updates.
Set Agenda for Next Meeting
The board agreed on the following items for the next meeting:
• Select a chair/vice chair
• Determine job description,
• Workplan and budget letter discussion
• Discuss ideas for what to accomplish on board.
Next Meeting: July 11, 2024 at 12:30pm
Adjourn: The meeting adjourned at 1:07pm.