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