Oregon Department of Transportation
Universal Accessibility Advisory Committee
Committee Charter, Phase 1
February 7, 2024
TITLE and PURPOSE:
Title: The name of this advisory body to the Oregon Department of Transportation (ODOT) is the Universal Accessibility Advisory Committee (UAAC).
Purpose: The name of this committee reflects the longer-term outcome goal from this collaborative, two-way effort. This committee will foster opportunities to improve practices and methods, informed by lived experiences, that balance ODOT’s stewardship and programmatic responsibilities while improving universal accessibility. This committee is advisory only and will serve as a consensus input body, not a voting or approval body.
SPONSORSHIP and POINTS of CONTACT:
Sponsorship: UAAC is sponsored by the Office of Equity and Civil Rights (OECR). OECR will serve as the lead point of contact for UAAC but will be supported by points of contact from other ODOT program areas, such as, Engineering and Technical Services, Public Transit, and DMV.
MEMBERSHIP:
Composition: The committee will be comprised of 15 members representing diverse experience with disabilities, places they live, presence or absence of services, age, and other intersecting identities. An effort must be made to include those with invisible disabilities, including people with health-related impacts. The composition of the committee will also include members from two other ODOT advisory committees and up to six external commissions or committees related to disability advocacy or support.
- ODOT committees with dual members are the Public Transit Advisory Committee (PTAC) and the Bicycle and Pedestrian Advisory Committee (BPAC). It is preferred that dual members include those that have lived experience with disabilities. The expectation is that these members will serve to keep both committees informed and engaged on shared interests, knowledge and efforts.
- State commissions and committees with dual members should be diverse in representation and may include, for example:
- Oregon Disabilities Commission.
- State Independent Living Council.
- Oregon Commission for the Blind.
- Oregon Deaf and Hard of Hearing Advisory Council.
- Oregon Council of Developmental Disabilities.
- Governor’s Commission on Senior Services.
- Community-based advocacy or support organizations (CBOs) for additional recruitment may include:
- National Federation of the Blind, Oregon Chapter.
- National Association of the Deaf, Oregon Chapter.
- Centers for Independent Living.
- FACT Oregon.
- Paralyzed Vets.
- Oregon Association of Higher Education and Disability (ORAHEAD.org).
It is essential to maintain clear expectations for members serving in these dual member roles. The UAAC should serve as an opportunity to share information and perspectives, but is not a substitute for more formal, appropriate communication and outreach to commissions and CBOs.
Selection for Membership: Membership will involve two complimentary processes. Dual committee members for Phase 1 will be invited through direct outreach to each commission/committee or CBO. Phase 2 expansion of the committee will be by an application process that will be developed in cooperation with the Phase 1 committee members.
Terms of Membership: Terms of membership will be three (3) years and will be staggered in Phases 1 and 2 so that terms for no more than one-third of the committee members expire each year.
OFFICERS and OTHER ROLES WITHIN the COMMITTEE:
Any member of the UAAC can serve generally and can add one of the following roles:
Officers: A chairperson (chair) and a vice chairperson (vice chair) will be elected each year. For succession planning, the committee should develop its members by moving the vice chair to chair and then seek someone new to serve as vice chair. Chair and vice chair should serve no more than two years, unless there are special circumstances that cause the committee to support an exception for one additional year.
Other Roles: Other members of the committee should be prepared to fully engage in collaborative learning and solutions to improve universal accessibility. Those that would like additional engagement opportunities can serve in liaison roles with program areas within ODOT that have capacity to host additional discussions. Liaisons can meet additionally once or twice a year with staff in these other program areas and will report back to the full committee.
MEETINGS, LOGISTICS and ADMINISTRATION:
Frequency: The full UAAC committee will meet up to three (3) times per year. Ideally, virtual meetings would occur in the early spring and late fall with an option for a hybrid meeting mid-summer. The goal for Phase 1 start-up of UAAC is mid-year 2024. The initial start-up of core committee meetings will include iterative processes to identify topics, ODOT program area engagement and follow-up. Members serving in liaison roles may meet with program area staff up to two (2) additional times per year.
Location: Meetings will be virtual, but the mid-year hybrid option will be at a location that is convenient for all who will attend in person, most likely, Salem, Oregon. Liaison meetings will be virtual with appropriate accommodations for accessibility.
Accessibility: Zoom will be the virtual meeting platform of choice. ASL interpreters and CART transcription will be included in every UAAC meeting. Communications and documents will also be accessible. This will be overseen by the Office of Equity and Civil Rights but informed by regular committee feedback.
Staff Support: It is preferred that a professional facilitator be engaged for Phases 1 and 2, as ODOT starts this advisory committee, for up to two (2) or three (3) years. Once the full committee is operational, experienced facilitators within ODOT could be transitioned into this role. It is also preferred that the facilitator coordinate all scheduling associated with the meetings, including hosting on the Zoom platform, translation, and CART transcription.
Participation and Critical Ground Rules: Participation must foster a forum where it is safe to seek to understand, ask questions that one might not know how to ask and where tolerance means nothing will be taken personally. This environment will foster shared learning and growth. Participation must encourage comments from each committee member during each appropriate agenda item. Committee members are encouraged to participate in each meeting, but when they cannot, notice of absence should be communicated to the Chair, Vice Chair and OECR key contact.
Agendas: Elements of each meeting agenda will be based on collaboration, and the idea of “Nothing about us, without us”. The committee will build the agenda with assistance from the facilitator (if needed). Each committee member shall be called upon individually throughout meeting to ensure opportunity for comment. Examples of standing agenda elements may include:
- Review of ground rules.
- DEI topic.
- ODOT program learning.
- Committee input and comments on program and/or standards.
- ODOT program follow-up on committee input.
- Liaison reports.
- Open discussion.
- Agenda build.
- General feedback.
Decisions: This committee is advisory only so no voting or approvals will occur. Because the longer-term goal is progress toward universal accessibility of ODOT-managed infrastructure and programs, consensus on the committee’s input may occasionally be needed to provide clarity. This will need to be led by the chair and vice chair with the assistance, as necessary, of the committee facilitator.
Liaison Roles: Initially, one member of the core committee may serve in a liaison role. As the committee is expanded to its full 15 members, this ideally becomes liaison pairs. Opportunities for liaison engagement will be based on committee interests and ODOT staff capacities to host these discussions. ODOT staff contacts will be established in a program area with UAAC liaisons. This staff will serve to facilitate opportunities for liaison engagement.
Meeting Notes/Minutes: Meeting transcriptions will primarily serve as records of the committee discussions. Any background documents will be in accessible formats and will be included as part of the meeting agenda or record package.
Expense Reimbursement: ODOT follows EECP guidelines and processes to compensate all eligible participants. All committee members are required to complete documentation to determine eligibility and enable compensation to eligible participants for time spent in committee meetings. Members identified to serve in chairperson or liaison roles may be eligible for compensation at the higher level authorized in the EECP policy when completing work outside of committee meetings. If travel is required related to committee efforts, travel costs and overnight accommodations can be reimbursed according to standard rates.
RESIGNATIONS/TERMINATIONS:
Resignation: If a UAAC member chooses to resign, the member shall notify the Chair and the OECR contact, preferably with advance written notice.
Termination: A UAAC member may be terminated before the end of their term. The decision to terminate membership is based on consultation between the Chair, Vice Chair and the key contact from OECR. OECR key contact will inform the member in writing of the intent to end their membership, the reason, and the effective date. Termination may occur for the following reasons:
- Failure to support the purpose of the committee.
- Behavior of the member that is detrimental to the reputation and purpose of the committee.
- Three (3) consecutive absences from committee meetings without advance notice.
UPDATES to THIS CHARTER:
The committee is deliberately phased, and the charter will need to be updated as the phases progress. Phases are anticipated to be annual, so updates may need to be annual until the committee is fully established. Updates should be made in collaboration with the committee members.