Biometrics Special Committee Charter Page 1 of 3
PORT OF SEATTLE COMMISSION
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BIOMETRICS SPECIAL COMMITTEE CHARTER
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Proposed January 7, 2020
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I. INTRODUCTION
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The Biometrics Special Committee, herein referred to as “the committee,” is a special committee
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created by the Port of Seattle Commission. The committee will provide information, advice, and
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recommendations regarding proposals developed by the Biometrics Working Group and Advisory
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Group, established by Motion 2019-13 on December 10, 2019.
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This charter defines the composition, authority, mission, scope, responsibility, and meeting
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structure of this committee.
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II. COMPOSITION
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The committee will consist of two Port of Seattle commissioners appointed by the commission
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president after consultation with the commission at the beginning of each calendar year in which
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the committee is active.
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III. SCOPE OF WORK
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The work of the committee shall include the following:
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A. Review proposals developed by the Biometrics Working Group and Advisory Group and
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provide recommendations to the Port of Seattle Commission by the end of the first
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quarter of 2020.
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B. Develop policies or update existing port policies that govern the use of biometric
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technology at port facilities, as needed and based on the proposals from the Biometrics
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Working Group and Advisory Group, for the Port of Seattle Commission consideration by
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the end of the second quarter of 2020.
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IV. AUTHORITY
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In pursuit of its mission and scope, the committee is not legally authorized to act on behalf of the
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Port of Seattle Commission, but is authorized to conduct the following activities:
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Item Number: 8a_attach
Meeting Date: January 7, 2020
Biometrics Special Committee Charter Page 2 of 3
A. Gather information, consider matters within the committee’s scope of work, and provide
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information, advice, and recommendations to the Port of Seattle Commission.
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B. Communicate recommendations of the Biometrics Working Group and Advisory Group to
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the Port of Seattle Commission.
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C. Engage in outreach efforts and activities to gather information to provide to the Port of
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Seattle Commission.
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D. If the committee determines that to meet its responsibilities it needs the independent
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services of an outside advisor or consultant with biometrics expertise, it may propose the
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retention of such advisor or consultant to the commission for approval.
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V. DURATION
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The work of the Biometrics Special Committee will continue until policies are developed or
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existing policies are updated that govern the use of biometric technology at port facilities, as
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needed and based on the proposals from the Biometrics Working Group and Advisory Group, for
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the Port of Seattle Commission consideration by the end of the second quarter of 2020.
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VI. RESPONSIBILITY
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A. The role of the committee chair(s) shall be to:
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1. Preside at meetings and serve as committee sponsor(s);
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2. Ensure that the committee addresses the purposes described in this charter; and
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3. Set committee meeting agendas.
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B. The Commission Policy Manager is the committee liaison, and commission specialists will
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support the work of the committee as assigned. The role of the committee liaison shall
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be to:
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1. Regularly update the commission on the work of the committee in memos, individual
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briefings, and public session.
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2. Support the work of the committee.
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3. Help develop, manage, and distribute meeting materials.
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4. Provide logistical support including procuring meeting rooms, scheduling, creating
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meeting records, and providing technical assistance.
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Biometrics Special Committee Charter Page 3 of 3
C. The Port of Seattle External Relations Department will support the committee as the
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primary executive staff contact. The role of the executive staff contact shall be to:
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1. Support the committee with timely and responsive information;
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2. Coordinate with other executive staff in support of the committee’s work; and
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3. Serve as a resource for committee deliberation.
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VII. MEETINGS
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A. The committee will meet at least once a quarter and will subsequently report to the
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commission in public session to provide transparency as to progress made in executing
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its charter.
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B. Workgroups composed of non-commissioner advisors and subject matter experts have
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been formed by the commission to provide in-depth analysis of issues for the committee
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and are expected to meet as frequently as needed. Workgroup meetings are not
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considered official committee meetings for purposes of establishing a quorum or
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management of records by the commission clerk.
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C. A quorum of the committee is required to conduct official committee business. A quorum
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is defined as the presence of both commissioners assigned to the committee.
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D. Meetings of the Biometrics Special Committee shall be open to the public when required
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by applicable law or the bylaws of the Port of Seattle Commission.
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E. Agendas will be prepared and made available to committee members in advance of
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meetings.
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F. Agendas for updates to the commission to be presented in public session will be published
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as part of regular or special commission meeting notices.
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G. Minutes will be prepared and retained for all meetings of the committee.
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H. Records of committee meetings, including any meeting minutes, shall be provided to the
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commission clerk for appropriate retention in accordance with applicable law and best
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practices.
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