HomeMy WebLinkAboutDEI Advisory Board Rules of Procedure- Approved Dec 11 2023Page 1 of 8
Diversity, Equity and Inclusion
Advisory Board
Rules of Procedure
Kimberly A. Coleman
HRCS Department Director
Andrea Collier, Interim
Diversity, Equity, and Inclusion
Coordinator
Approved: July 24, 2023
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TABLE OF
CONTENTS
Advisory Board Mission Statement ................................................................................................ 3
Advisory Board Purpose ..................................................................................................................3
Name and Place of Business ............................................................................................................ 3
Affiliated Department ...................................................................................................................... 3
Responsibilities ................................................................................................................................ 4
By-Laws……………………………………………………………………………………………4
Board Meetings ................................................................................................................................ 6
Amendments .................................................................................................................................... 7
Advisory Board Officers ................................................................................................................... 7
Committees ...................................................................................................................................... 8
Staff ................................................................................................................................................. 8
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DIVERSITY, EQUITY AND INCLUSION ADVISORY BOARD
RULES OF PROCEDURE
I. MISSION STATEMENT
The City of Lansing's Diversity, Equity and Inclusion (DEI) Advisory Board will help to carry
out DEI efforts under the Administrative guidance of the Diversity, Equity, and Inclusion (DEI)
Officer. The mission of the Diversity, Equity, and Inclusion Advisory Board drives policies and
practices in the Lansing Community that eradicate racism and create an inclusive, fair and
equitable environment where all people have access to economic opportunities, education,
housing, and social resources.
II. PURPOSE
The purpose of the Diversity, Equity, & Inclusion (DEI) Advisory Board, as recommended by the
Mayor's Racial Justice and Equity Alliance (MRJEA), is to assist the City of Lansing in becoming
a more equitable and inclusive municipality. The ordinance establishing this Advisory Board was
confirmed by City Council on April 25, 2022, to help advise City leaders on key policy decisions
that impact the quality of life in the community. The Advisory Board, appointed by the Mayor, is
comprised of a diverse group of members from within the community who have a passion for
diversity, equity, and inclusion-related issues and an interest in strengthening the work of the City
as it relates to racial justice and equity. Members bring a variety of backgrounds and experiences
that are representative of the demographics of Lansing. Further, the Board shall perform advisory
functions as established by ordinance #1300 of the City of Lansing, Michigan. The Lansing
Codified Ordinances were amended by adding Chapter 256, Sections 256.01 – 256.03 to create
the Diversity, Equity, and Inclusion (DEI) Advisory Board.
III. NAME AND PLACE OF BUSINESS
The name of the Board is the DIVERSITY, EQUITY, AND INCLUSION ADVISORY
BOARD and the principal office is located at 124 W. MICHIGAN AVENUE, 4th FLOOR
CITY HALL, LANSING, MICHIGAN 48933.
IV. AFFILIATED DEPARTMENT
The Human Relations and Community Services (HRCS) Department is responsible for
administration of nine City program/service areas: Equal Employment Opportunity Compliance;
Non- Discrimination in City Services Enforcement; Labor Standards Compliance; Human
Services Funding; Direct Citizen Assistance; Grant Development; Leadership in Addressing Key
Social Concerns; and Liaison to City Boards and Committees, which address community
concerns related to equity. These responsibilities may be broadly conceptualized as two functional
components, which historically, have been designated as Human Relations and Community
Services.
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V. ADVISORY BOARD RESPONSIBILITIES
x Advise on issues of diversity, equity, and inclusion within the community with the
overarching goal of ensuring Lansing is a welcoming and inclusive community to all.
x Advise and encourage initiatives and activities to learn, listen, and lead the community
component of the Racial Justice and Equity Plan and promote an inclusive community that
reflects the rich and diverse experiences and cultures in the City.
x Develop ongoing community related diversity and inclusion plans, performance measures,
and best practices.
x Gather and review community data on relevant diversity topics and recommend ongoing
Racial Justice and Equity Plan performance measures and best practices; support the
facilitation of community listening and informational sessions.
x Review newly introduced City ordinances and amendments, through an equity lens, prior
to consideration for passage; Assess and provide feedback for potential negative effects
that may disproportionately impact citizens and the larger community.
x Advise City of Lansing DEI/HRCS Staff and designated partners to advance community-
wide goals of creating a community that celebrates diversity, upholds equity and fosters
inclusion.
x Build relationships among members and leaders of the Lansing community, schools,
organizations, businesses, and faith-based community to support the vision, mission, and
goals of the Racial Justice and Equity Plan.
x Serve as a direct liaison between the community and City Hall, amplify the voices of and
address the needs of people traditionally underrepresented or excluded in government.
x Help shape and promote educational/cultural lectures, events, and activities for the
community; Recommend and assists in organizing events to celebrate diversity and
inclusion.
x Provide recommendations or feedback on employee DEI training and education.
VI. BY-LAWS
Section 1: Composition of the Board: The Diversity, Equity and Inclusion Advisory Board
shall consist of eight (8) members who are appointed by the Mayor of Lansing
and confirmed by the City Council. Four (4) members shall be from the City-
at-large and one (1) member shall be appointed from each of the four (4) wards.
Eligibility shall be in accordance with those qualifications required by the City
Charter for holding office (Article 5, Chapter 1, Section 5-103). Board
members' term of office will be for a period of four (4) years commencing July
1. All Board members must reside within the legal boundaries of the City of
Lansing.
Section 2 The Diversity, Equity and Inclusion Advisory Board and such officers and agents
shall advise, review, and assess issues and topics of DEI within the community
serving as a liaison between the community and City Hall. The Board is
organized under the guidance of the HRCS Department.
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Section 3: Term of office for elected officials: The term for elected officers of the Advisory
Board shall be one (1) year beginning at the date of election. Elected Board
members may succeed themselves at the discretion of the Board.
Section 4: Removal from Office: Any member who does not maintain residency within the
City of Lansing shall be removed from membership on the Board. Any member
appointed as a ward representative who does not maintain residency within the
ward for which they are appointed shall be removed from membership of the
Board. Any member having missed three (3) unexcused absences from regular
meetings during the calendar year can be removed from the Board. Upon the
third unexcused absence for the calendar year of a member, the Chairperson of
the Board shall notify the member of their removal. Board members may also
be removed for unethical or disorderly behavior. The Chairperson shall notify
the Mayor's Office of any vacancy with a request to fill the vacancy.
Section 5: Vacancies: Appointments to fill vacancies shall be made upon the occurrence of
the vacancy and each person so appointed by the Mayor shall take office
immediately upon the confirmation of the City Council to serve for the
remainder of the unexpired term. Vacancies must be filled within sixty (60)
days of the occurrence of the vacancy.
Section 6: Compensation: No member of the Board shall receive compensation from the
City of Lansing.
Section 7: Ethics and Conflict of Interest: No DEI Board member who exercises any
function or responsibility with the Board shall have any interest, direct or
indirect, in any matter that materially benefits a Board member or directly
affects persons employed by the City of Lansing who are related to the Board
member by consanguinity or marriage.
Conflict of interest is defined as: DEI Board member using the position on the
Board for a purpose that is, or gives the appearance of being, motivated by a
desire for private gain for themselves or others.
If a Conflict of Interest exists, the affected DEI member must recuse themselves
from the matter where the conflict exists. Disclosure for conflicts of interest
shall be made on (form name), which contains a sworn statement of financial
interest as well as the affidavit of disclosure. The form shall be reviewed by the
HRCS Department for approval. If the department determines that a conflict of
interest exists, the form shall be sent to the City Clerk, who will then send it to
the Board of Ethics for review. After a review is conducted by the Board of
Ethics, the form will go back to the Clerk for filing.
Board Members shall also be subject to the City of Lansing Ethics Ordinance
(Chapter 290).
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VII. BOARD MEETINGS
Section 1: Frequency: There shall be monthly meetings of the DEI Advisory Board and
such additional meetings as the Board, at its discretion, may wish to hold.
Meeting location and cadence (day and time) will be determined by members.
Special meetings may be determined by the chair, and notification will be made
by DEI/HRCS Staff by mail, e-mail or telephone to Board members in advance
of such meetings, informing members of the purpose of the meeting. An annual
schedule of meetings shall be filed with the City Clerk's Office, the City
Council Office and shall be posted on the City website, in the City Hall Lobby,
and in the Human Relations and Community Services Department.
Section 2: Schedule: Prior to January 1 of each year, the Board shall adopt a schedule of
meetings for the upcoming year. At least one regular meeting shall be
scheduled each month. Regularly scheduled meetings shall be held on the First
Tuesday of each month for one hour at Foster Community Center, Room 213,
and/or other sites in the community as determined by a vote of the Board.
Section 3: Change of Schedule: The Board may change the regular meeting schedule by a
vote of its members. Any change in the schedule of meetings shall be posted
within three (3) days after the change is made in accordance with the Open
Meetings Act.
Section 4: Open Meetings: All meetings of the Board shall be open to the public in
accordance with law. The Board may hold closed meetings to discuss matters
that are exempt from open meetings in accordance with state and/or federal
law.
Section 5: Public Comment: The order of business (agenda) shall allow the public the
opportunity to give reasonable comment related to the responsibilities of the
Board. Public comment will be limited to 3 minutes per person at a public
meeting.
Section 6: Accessible Location: All meetings of the Board shall be held in an accessible
location. It shall be the duty of the Secretary to ensure accessible meeting sites
are used.
Section 7: Order of Business: The agenda for regular meetings of the Board shall include,
but not be limited to the following:
1. Call to Order
2. Attendance
3. Approval of Minutes
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4. Public Comment
5. Chairperson's Report
6. DEI Officer's Report
7. Committee Reports
8. Old Business
9. New Business
10. Adjournment
Section 8: Quorum: A majority of the serving members of the Board shall constitute a
quorum of the Board. A quorum shall be required to conduct business
including, but not limited to the approval of minutes, action on motions and
approval of reports.
Section 9: Rules: The latest edition of Robert's Rules of Order shall guide the Board in the
conduct of business, but the rules may be suspended by majority consent of the
members present.
Section 10: Voting: Each of the Advisory Board members shall be entitled to one (1) vote on
each matter submitted for a vote of the members. It shall take a majority of
those members present to approve any action by the Board.
Section 11: Special Meetings: The Chairperson may call a special meeting. Public notice of
a special meeting of the Board shall be posted stating the purpose, date, time,
and place of the meeting. Such notice shall be posted on the City of Lansing
website, City Hall Lobby, the City Clerk's Office, and the Human Relations
and Community Services Department bulletin board at least 18 hours prior to
the meeting.
VIII. AMENDMENTS
These rules of procedure (By-Laws) may be amended by 2/3 vote of the Diversity, Equity,
and Inclusion Advisory Board at a regularly scheduled meeting provided that a motion for
amendment had been presented at the previous regular meeting. Any amendment shall be
reviewed by the Human Relations and Community Services Director and submitted to the City
Attorney for review and, if acceptable, forwarded to the City Clerk's Office.
IX. OFFICERS
Section 1: The elected officers follow: Chairperson, Vice Chairperson, and Secretary. For the
Inaugural Board, Officers' roles shall be clarified at its first meeting and
nominations by Board members and the election shall be held at the second
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board meeting. Subsequently, nominations will occur at the first meeting after
July 1 of each year. The Board shall elect officers from amongst its members.
Section 2: Chairperson: The chairperson shall preside at all official meetings, public
hearings and/or meetings of the Board, and shall appoint members to serve on
the standing committees of the Board and other committees as necessary. Any
reports generated and approved by the Board shall be signed by the
Chairperson.
Section 3: Vice Chairperson: The Vice Chairperson shall assume the duties of the
Chairperson and the Secretary in the event that either is not present or unable
to perform their duties.
Section 4: Secretary: The Secretary shall maintain the records of the Board. These records
will consist of minutes, attendance, and any reports generated by the Board.
Assistance in maintaining these records may be provided by the staff of the
Human Relations and Community Services Department. It will be the
responsibility of the Secretary to ensure that all documents required to be filed
with the City Clerk are so filed. The Secretary shall be responsible for posting
notice of meetings.
Section 5: No officer shall serve in the same office for more than three (3) consecutive years.
X.COMMITTEES
Committees shall be established by the Board. Each committee shall include at least two (2)
members appointed by the Chairperson. Subcommittees may be established as needed.
XI.STAFF
The DEI Officer is the staff liaison between the department and the Board. The Board does
not have any responsibility related to the staffing of the Department unless the Department
Director solicits their involvement.
XII.ANNUAL REPORT
The Board shall publish an annual report in November of each year that discusses its activities,
findings, recommendations, and accomplishments. The annual report may take any form the
Board so chooses. A copy of the annual report shall be delivered to the DEI Officer and the
Director of the HRCS Department and shall be available for public consumption.
Approved as to form:
December 6, 2023