Agenda
Simsbury Diversity, Equity & Inclusion Council - Agenda - Apr 6, 2026
Apr 6, 2026
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Page 1 of 3 Diversity, Equity & Inclusion (DEI) Council Rules of Procedure Approved by the Board of Selectmen on October 14, 2020 Revised May 10, 2021; February 28, 2022; February 14, 2024; March 23, 2026 1. Purpose A. The Simsbury Diversity, Equity, and Inclusion Council is a committee tasked with welcoming, celebrating, and taking actions to support diversity and inclusion among community members. B. The purpose of the Simsbury Diversity, Equity, and Inclusion Council shall be to represent the Simsbury community at large and serve as advocates to help Simsbury become more inclusive, fostering awareness, action, and a community where all voices are welcomed and each and every individual can live, work, learn and play in a safe environment with meaningful and healthy relationships. The Council is comprised of representatives from the community at-large, town departments, and the Simsbury Public Schools. 2. Effective Date This policy shall remain in effect until revised or rescinded. The Town reserves the right to amend this policy as necessary. 3. Goals A. The goals of the Diversity, Equity, and Inclusion Council are: i. To identify and recommend solutions to diversity and inclusion issues in our community. ii. To foster a welcoming atmosphere for all in Simsbury. iii. Proactively address the causes and consequences of inequities in our community. iv. Actively engage and expand community involvement. 4. Composition/Voting/Meetings A. The size of the Council shall consist of fifteen (15) members. Membership on the Council shall be comprised of residents of the Town. Staff liaisons are ex-officio members with full participation rights, but are non-voting members and do not count towards the appointed composition of Council. B. The Town Manager, or their designee, shall be an ex-officio member. The Town will aspire to have a staff liaison from each of the following departments as Town of Simsbury DEI Council Rules of Procedure March 23, 2026 Page 2 of 3 assigned by the department head: Simsbury Police Department, Simsbury Public Library. C. The Simsbury Board of Education has created an Equity Council to act in a similar capacity as Diversity, Equity, and Inclusion Council. Diversity, Equity, and Inclusion Council will have a consistent educational liaison as a part of their membership. The liaison will share the ongoing work of the Simsbury Public Schools' Equity Council as well as update the Board of Education with pertinent information relative to the Diversity, Equity, and Inclusion Council. D. Members shall have two (2) year terms coterminous with the Board of Selectmen. E. The Council will identify and recommend candidates for appointment to the Board of Selectmen. F. One of the 15 membership slots on the Council will be designated for a youth representative who attends the Simsbury Public Schools. G. A single Chair and Vice Chair, or Two Co-Chairs and a Vice Chair, (to be determined by the Council) shall be elected by the Council on their first meeting following a new term. Chair/Co-Chair and Vice Chair appointments can be considered as frequently as annually, but not fewer than once every two years coinciding with the beginning of a new term. H. Any member of the Diversity, Equity, and Inclusion Council may be removed by the Board of Selectmen, upon the recommendation of the Town Manager, for cause. Such member will be afforded an opportunity for a public meeting with the Board of Selectmen prior to a final decision being made regarding their status for removal. The purpose of the public meeting is to give the member an opportunity to be heard in person before the Board of Selectmen prior to a final decision being made. I. Any member who is absent from three (3) consecutive regularly scheduled meetings or from more than forty percent (40%) of the regular and special Council meetings during the preceding twelve (12) months, upon recommendation of the Chairs, the Selectmen, upon the affirmative voter of at least four (4) Selectmen, may remove any regular member. The vacancy shall be filled as outlined in Section 4E. An exception may be granted by, and at the discretion of, the Town Manager due to a member’s illness or other exigent circumstances. J. Each of the 15 appointed representatives shall have one vote. As ex-officio members, staff liaisons do not have voting rights. K. A quorum shall be determined by the number of appointed members, with a quorum being one more than half the number of members. A quorum is not needed to run a meeting if no action is being taken, however a quorum must be present for formal action to be taken. L. Regular meeting schedules shall be established annually and filed in accordance with Connecticut General Statutes, currently no later than January 31st annually. M. All meetings are open to the public, and the public may make comments during the portion of the meeting agenda that permits public audience. N. A member of the Council will act as secretary and record all minutes and actions. Town of Simsbury DEI Council Rules of Procedure March 23, 2026 Page 3 of 3 O. The Town Manager’s Office shall be responsible for scheduling and cancelling meetings, distributing minutes and the filing of said minutes, as well as other duties that may be necessary. P. The Council shall follow Roberts Rules of Order and may establish additional rules and/or procedures to govern the conduct of meetings, and review those rules and procedures on an annual basis. All FOIA rules and regulations will be adhered to. Q. The Diversity, Equity, and Inclusion Council shall provide an update to the Board of Selectmen at least once per year. The update may be oral or written. 5. Expenses A. No Compensation, Reimbursement of Expenses. Members of the Council shall receive no compensation for their services. However, members shall be reimbursed for necessary expenses incurred in the performance of their official duties, when such funds are available in the Town’s approved budget and authorized in advance by the Town Manager. B. Commitment of Town Funds. In the performance of its duties, the Council shall not incur any expense, or obligate the Town to pay any expense, unless funds have been appropriated by the Town specifically for the use of the Council and authorized in advance by the Town Manager. 6. Subcommittees and Ad Hoc Work Groups A. Subcommittees. The Diversity, Equity, and Inclusion Council shall be permitted to have Subcommittees, subject to approval by the Selectmen, comprised of members of the Council. Subcommittee meetings shall be open to the public similar to meetings of the full Council and shall be formed to help the Council fulfill its goals listed in Section 3.A. All subcommittees will report back to the full Council at its monthly meeting. Subcommittees shall also file an annual calendar as outlined in Section 4.L. Subcommittees shall also prepare minutes as outlined in section 4.P. Sub-committees shall also follow Robert’s Rules of Order and FOIA rules as outlined in Section 4.P.