8a - Biometrics committee charter
Item Number: 8a_attach Meeting Date: January 7, 2020 1 PORT OF SEATTLE COMMISSION 2 BIOMETRICS SPECIAL COMMITTEE CHARTER 3 4 Proposed January 7, 2020 5 6 I. INTRODUCTION 7 8 The Biometrics Special Committee, herein referred to as "the committee," is a special committee 9 created by the Port of Seattle Commission. The committee will provide information, advice, and 10 recommendations regarding proposals developed by the Biometrics Working Group and Advisory 11 Group, established by Motion 2019-13 on December 10, 2019. 12 13 This charter defines the composition, authority, mission, scope, responsibility, and meeting 14 structure of this committee. 15 16 II. COMPOSITION 17 18 The committee will consist of two Port of Seattle commissioners appointed by the commission 19 president after consultation with the commission at the beginning of each calendar year in which 20 the committee is active. 21 22 III. SCOPE OF WORK 23 24 The work of the committee shall include the following: 25 26 A. Review proposals developed by the Biometrics Working Group and Advisory Group and 27 provide recommendations to the Port of Seattle Commission by the end of the first 28 quarter of 2020. 29 30 B. Develop policies or update existing port policies that govern the use of biometric 31 technology at port facilities, as needed and based on the proposals from the Biometrics 32 Working Group and Advisory Group, for the Port of Seattle Commission consideration by 33 the end of the second quarter of 2020. 34 35 IV. AUTHORITY 36 37 In pursuit of its mission and scope, the committee is not legally authorized to act on behalf of the 38 Port of Seattle Commission, but is authorized to conduct the following activities: 39 Biometrics Special Committee Charter Page 1 of 3 40 A. Gather information, consider matters within the committee's scope of work, and provide 41 information, advice, and recommendations to the Port of Seattle Commission. 42 43 B. Communicate recommendations of the Biometrics Working Group and Advisory Group to 44 the Port of Seattle Commission. 45 46 C. Engage in outreach efforts and activities to gather information to provide to the Port of 47 Seattle Commission. 48 49 D. If the committee determines that to meet its responsibilities it needs the independent 50 services of an outside advisor or consultant with biometrics expertise, it may propose the 51 retention of such advisor or consultant to the commission for approval. 52 53 V. DURATION 54 55 The work of the Biometrics Special Committee will continue until policies are developed or 56 existing policies are updated that govern the use of biometric technology at port facilities, as 57 needed and based on the proposals from the Biometrics Working Group and Advisory Group, for 58 the Port of Seattle Commission consideration by the end of the second quarter of 2020. 59 60 VI. RESPONSIBILITY 61 62 A. The role of the committee chair(s) shall be to: 63 64 1. Preside at meetings and serve as committee sponsor(s); 65 66 2. Ensure that the committee addresses the purposes described in this charter; and 67 68 3. Set committee meeting agendas. 69 70 B. The Commission Policy Manager is the committee liaison, and commission specialists will 71 support the work of the committee as assigned. The role of the committee liaison shall 72 be to: 73 74 1. Regularly update the commission on the work of the committee in memos, individual 75 briefings, and public session. 76 77 2. Support the work of the committee. 78 79 3. Help develop, manage, and distribute meeting materials. 80 81 4. Provide logistical support including procuring meeting rooms, scheduling, creating 82 meeting records, and providing technical assistance. 83 Biometrics Special Committee Charter Page 2 of 3 84 C. The Port of Seattle External Relations Department will support the committee as the 85 primary executive staff contact. The role of the executive staff contact shall be to: 86 87 1. Support the committee with timely and responsive information; 88 89 2. Coordinate with other executive staff in support of the committee's work; and 90 91 3. Serve as a resource for committee deliberation. 92 93 VII. MEETINGS 94 95 A. The committee will meet at least once a quarter and will subsequently report to the 96 commission in public session to provide transparency as to progress made in executing 97 its charter. 98 99 B. Workgroups composed of non-commissioner advisors and subject matter experts have 100 been formed by the commission to provide in-depth analysis of issues for the committee 101 and are expected to meet as frequently as needed. Workgroup meetings are not 102 considered official committee meetings for purposes of establishing a quorum or 103 management of records by the commission clerk. 104 105 C. A quorum of the committee is required to conduct official committee business. A quorum 106 is defined as the presence of both commissioners assigned to the committee. 107 108 D. Meetings of the Biometrics Special Committee shall be open to the public when required 109 by applicable law or the bylaws of the Port of Seattle Commission. 110 111 E. Agendas will be prepared and made available to committee members in advance of 112 meetings. 113 114 F. Agendas for updates to the commission to be presented in public session will be published 115 as part of regular or special commission meeting notices. 116 117 G. Minutes will be prepared and retained for all meetings of the committee. 118 119 H. Records of committee meetings, including any meeting minutes, shall be provided to the 120 commission clerk for appropriate retention in accordance with applicable law and best 121 practices. Biometrics Special Committee Charter Page 3 of 3
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