Human Relations Commission

Human Relations Commission Minutes Meeting #9 Wednesday, January 25, 2023 / 6PM ACC Planning Auditorium ACCGov Staff in Attendance: 1. Niki Jones (he/him) - Assistant Manager, Manager’s Office 2. Joseph D’Angelo (he/him) - Geographic Information Officer, Geospatial Information Office 3. Gino Cyrus (he/him) - Marketing & Outreach Analyst, Inclusion Office 4. Cameron McGlothen (he/him) - Equity & Engagement Coordinator, Inclusion Office 5. Sarah George (she/her) - Assistant to the Manager, Manager’s Office HRC Members in attendance: 1. Julita Sanders (she/her) 2. Tameka Curry (she/her) 3. Brandon Baker (he/him) 4. Jayivey Brown (she/they) 5. Myung Cogan (she/her) - virtually 6. Tucker Duval (he/him) 7. Danielle Gillmer (she/her) Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com  8. Ke’Marcis Howard (he/him) 9. Alejandra Villegas Lopez (she/her) 10. Sharon McDaniel-Miller (she/her) 11. Daniel “Ed” Moore (he/him) 12. Megan (Kathleen) Westbrook (she/her) 13. Darius Binion (he/him) Members who were not in attendance: 14. Cameron Jay Harrelson (he/him) 15. Callie Moore (she/her) Minutes  The meeting was called to order at 6:00 pm.  Chair Julita Sanders asked if anyone noticed any changes that should be made to the minutes from the November meeting.  Tucker Duval explained that the “nay” votes had not been recorded and inquired about how that could be included.  Niki Jones asked if the vote was documented correctly in the minutes, and Tucker Duval explained that the vote was not listed at all.  Sarah said that the minutes will be amended to address the exact vote using the recording from the November meeting. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Brandon noticed that the mission statement was typed out incorrectly. The last word said “reasons” but should read “persons.”  The Chair moved to accept the minutes with the requested amendments.  The body voted by raising their hands in favor, and the Chair noted that she did not see any nays. There were some objections, so Niki asked for the vote to be repeated so that it could be accurately reflected in the minutes.  The motion to accept the minutes from the November meeting passed 12-1, with Duval opposed.  Ed Moore moved to accept the agenda for the January meeting, and Ke’Marcis Howard seconded the motion. The motion to accept the January agenda passed unanimously.  The Chair acknowledged the newest member of the HRC, Darius Binion, and asked everyone to introduce themselves.  The Chair opened the floor to Public Comment on Old Business, but no members of the public were in attendance.  Joseph D’Angelo began the second phase of the work plan retreat. The group went over the SWOC analysis sheet from the last meeting. Joseph explained how the sheet was organized and how things were noted. He explained how to use this information to move forward and create a work plan. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Sarah explained that the group would have to vote to approve the work plan and vote to recommend that work plan to the Mayor & Commission. ACC Government staff would create the agenda report to recommend this work plan before the Mayor & Commission.  Sarah explained the process of getting through the SWOC language and how to use this draft moving forward. Sarah and Joseph went through the document and explained what each section meant, beginning with the Non-Discrimination Ordinance.  Sarah recommended that a subcommittee could be formed to address the inaccessibility of the Non-Discrimination Ordinance. Ke’Marcis asked how this process would work and if that would be formed today. Joseph explained that this would not happen today, but the group should start forming a calendar.  Joseph asked who was in favor of having a subcommittee lay out work in order to make it more digestible. A consensus of the members raised their hands.  Megan asked how strictly Robert’s Rules of Order must be followed compared to a general consensus. Sarah explained that for matters of this nature, a general consensus is preferable unless there are concerns brought forth during the conversation.  Sarah and Joseph then acknowledged the possibility of the HRC making recommendations to improve resident accessibility within the scope of this group. The HRC could also make recommendations to the Mayor & Commission outside of its scope. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Megan explained that she was concerned with what exactly “accessibility” means and where these resources and tools would be placed (online, etc.)  The next section was about raising awareness about the NDO and forming a clear process for reporting discrimination.  Megan brought up the point of which community partners to collaborate to raise awareness.  The Chair acknowledged that community partners is mentioned at a later point. Sarah recommended that the collaboration with the community partner can be addressed at a later time.  The group decided to let the subcommittee determine to address the possible milestones of developing large print, audio versions, etc.  Sarah had the idea to form and implement a community relations strategy for residents pertaining to the NDO to help constituents to become more knowledgeable.  Tucker expressed the need for a value proposition to communicate to residents.  The group agreed that the subcommittee should determine if there should be a video to communicate with residents about how to access the NDO.  Niki said if HRC members intentionally think about milestones it would certainly cut time off as they work through the work plan, He also stated that the milestones contribute to the bigger conversation of what ideas will be executed. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Niki also stated that next year the same milestones will be reviewed and discussed in order to determine what should be accomplished next.  Sarah asked the body if they feel if anything is missing that needs to be added to this work plan. The body’s general consensus was that nothing needed to be changed.  The group moves to focus area 2.  Joseph reads the following language from the SWOC: “Awareness of the HRC within the ACC Community.” Touched upon in the previous focus area. He stated that what we’re calling out now goes specifically beyond the boundaries of the NDO and delves more into the work of the committee, stating that this is broader.  Based on the desire to increase the awareness of what this Commission actually is designed to do and help spreading that awareness, Sarah suggested to develop an action plan for raising community awareness of the HRC. Sarah shared that this was fairly broad and asked the group to build on that idea.  Joseph asks how the HRC feels about a subcommittee tasked with developing an action plan. Sarah then asked if there were any concerns with that initiative or milestone language. The body didn’t share any concerns.  Sarah said that she interpreted the ‘finding opportunities and where to plug into the community’ SWOC language as the need to have a needs assessment, which she said would Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com  identify gaps in the community. She stated that in order to do such a needs assessment, staff would be needed.  Tucker asked Sarah what she thinks the staff side of conducting a needs assessment would look like. Sarah replied that the scope of the needs assessment would have to be identified. She also stated that once the desires are identified staff support could utilize survey production and dissemination (creating videos, analysis, marketing and outreach, etc.)  Sarah stated that a needs assessment specific to community outreach and relationship building is dependent upon data we’re trying to collect.  Tucker suggested that we change the language from “plan” to “conduct” a needs assessment. Tameka then stated that she too believes a plan has to take place before conducting a needs assessment. The body unanimously agrees.  Sarah stated that the “conducting a needs assessment” may fit better as a subcategory of the “raising community awareness of the HRC” action strategy.  Sharon stated that the action plan should come first and then out of that action plan comes the needs assessment. Sarah agreed. Megan pointed out the following in this order: an action plan, needs assessment, subcommittee (or whomever) would then determine an action plan. Thus, Megan also agreed. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Megan proposed language for conducting a needs assessment: a work plan for a needs assessment and/or a milestone where we have a resource inventory where we can determine gaps.  Sarah asked how everyone feels about planning for a needs assessment. Megan asked, “Does that follow with a suggestion of planning for a news assessment, following the action plan?” Sarah replied no.  Sarah asked if there are any other concerns around adding language related to planning for a needs assessment. Danielle asked if the action plan being discussed is the same action plan to raise community awareness. Sarah responded yes, and confirmed that this would follow a needs assessment.  Ed asked what are the needs for assessing. Sarah responded that the HRC is expected to help determine the gaps of where we actually need to be involved with the community and where those outreach efforts need to take place (an example being how we communicate).  Ed asked if the needs for assessing are the needs to effectively communicate or raise community awareness. Sarah responded, “potentially, yes,” and noted that that can be related to the HRC or other work of the HRC.  Joseph mentioned how the efficiency of the strategic coordination of stakeholder outreach activities in the SWOC. He mentioned how it can bridge gaps that would usually go unnoticed. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Sarah asked the group if there is indeed a consensus with the body to hold off on planning for a needs assessment and focus on the action plan first. Sarah also asked if anyone wanted to remove it all together. Tameka stated that she doesn’t think we should remove it all together.  Alejandra asked if what the HRC does throughout the year has to be approved. She also asked if action plan subcommittees and their specific missions have to be approved. Sarah responded that the Mayor and Commission would develop the recommendations associated with that. Alejandra asked if the HRC is supposed to figure out what needs are to be presented before the plan is presented to Mayor and Commission or after it’s approved. Sarah responded that that decision is up to the HRC.  Sarah said she noticed a lot of people in the room shaking their head, noting that they didn’t want to get rid of the needs assessment all together. Sarah asked how everyone would feel if they removed the plan to conduct a needs assessment as a possible milestone. With no concerns mentioned, the group agreed to remove the plan to conduct a needs assessment as a milestone.  Sarah told Gino to change “conduct a needs assessment” to “plan a needs assessment,” adding conduct a needs assessment as a second milestone under the first activities/initiatives. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Sarah asked the body how they feel about keeping or removing an initiative to form subcommittees as appropriate. Megan offered to remove it due to other parts of the work plan covering this same initiative (redundant to row 4 and row 1 of the work plan). Brandon stated that forming a subcommittee is a work process, not a goal in itself. He said he doesn’t know if forming a subcommittee should be a goal. Sarah asked if anyone has a counterpoint to Brandon’s and Megan’s point.  The Chair counterpointed that the forming of a subcommittee should be kept as an initiative because people have different talents that best fit certain committees. Tameka agreed.  Sarah asked if anyone had language suggestions that would satisfy those people who feel like forming a subcommittee is redundant and also satisfy the people who feel like forming a subcommittee should stay in the work plan.  Sharon recommended the language: Establishing subcommittees specifically to the task at hand. Sharon then stated this would provide subcommittee members the opportunity to branch out to different committees and grant them the opportunity to rotate according to their strengths and weaknesses.  Jayivey asked how many people are required to be on a committee. Sarah said that she doesn’t know for sure but it is in the by-laws. Sarah said she would get back with Jayivey with this information. Joseph said five people. Niki stated it was three to five people. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Sarah asked if the language around establishing subcommittees was in reference to general subcommittees or if it was specific to community. Tameka stated that she didn’t know if it was specific to community or not but believes it should be general.  Ed stated that if it’s pertaining to general then it is redundant to include in a focus area. He then said he doesn’t know why “establish or develop a subcommittee” is included.  The Chair responded that the by-laws would cover the different focus areas, meaning the work plan doesn’t have to keep repeating “establish or develop a subcommittee.”  As it became clearer to the body that “establish or develop a subcommittee” was redundant, Sarah declared that the group had come to a consensus to remove form subcommittees as appropriate.  Sarah asked how the group felt about the strategic coordination of stakeholder outreach language. The group unanimously agreed that there is no need for changes with that language.  Policy wise, Sarah asked how the group feels about what there is to learn at the local level compared to the state level. Ed asked if they have access to staff resources. Sarah confirmed that the Attorney’s Office would be brought in by staff to facilitate that. Ed asked if access to staff resources could be a milestone, which Sarah confirmed as a potential milestone. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Megan recommended to change the language of the first initiative (state vs. policies) from “learn more about” to “determine more about.” Megan then recommended the milestone to “determine some topic areas.” Sarah responded that she liked this language recommendation. No one opposed.  Danielle asked who will be available to complete tasks such as, “determine the topics.” Niki stated that staff will be available.  Ed asked if we should establish a policy subcommittee. Sarah responded that that is an option. Sarah asked if the body wants to make policy subcommittee as a milestone. Tameka replied not necessarily. Sarah repeated that it is an option.  Sarah asked if this addressed Danielle’s concerns around determining topic areas.  Danielle stated that she understands that there will be resources when the body has that topic. Danielle said if the body feels comfortable with those topics at hand then she’s okay with it. Brandon shared that he thinks it flows well from the activity to the milestone — figuring out what is state controlled vs level control.  Megan stated that due to limited time there should be specificity on what the HRC wants to learn about. In other words, the body should select what topics they want to learn from state and local.  Sarah asked if “determined topic areas” should be changed. No one objected. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Sarah mentions policy recommendations for 2024. Sharon asked if it will actually take a year to learn. Sarah said she intentionally made it that long to give people time to learn.  Alejandra asked to identify topic areas relevant to the work of the HRC.  Ed recommended that “identify topic areas relevant to the work of the HRC” be changed to a milestone. Niki agreed that the “identify topic areas relevant to the work of the HRC” would be the milestone.  Tameka suggested that the work plan read as “determine” instead of “develop” what those policy recommendations are.  Sarah asked if celebrations and events are relevant to the work of the HRC. Megan agreed that they are relevant but questioned if HRC would be hosting events. Niki responded that he doesn’t think HRC would host events themselves but they can facilitate and volunteer efforts (using 19 Days of Juneteenth and the Inclusion Office’s involvement with it as an example).  Sarah asked for recommended language for celebrations and events. Ed recommended to put ‘celebrations and events’ under community outreach relationship building. Sarah suggested to develop an initiative associated with that under the community outreach.  Megan requested that celebrations and events activities/initiatives language read as such: identifying, supporting, and amplifying what’s already happening in the community as well as make recommendations to encourage its manifestation. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   Sarah asked is there anything missing from the entire work plan. The group unanimously agreed that there is nothing missing. Tameka added that there is surely nothing to change but that the work plan contains a lot to accomplish in a year. Sarah responded to that by saying whatever isn’t accomplished can be rolled over to the next year — an iterative process.  Niki noted that there are some initiatives without milestones. Niki then asked if those were left blank intentionally. Joseph responded that there are milestones are under each focus area, which is the starting point to everything else in the work plan. Joseph also recommended that the Chair think of this as a kickoff calendar that is driven by the milestones. Niki said that Joseph’s kickoff calendar and milestone suggestion makes a lot of sense.  The Chair suggested that this draft of the work plan be mocked up. She then stated that those subcommittees need to be formed so that the HRC can actually start implementing their plan.  Sarah reiterated the Chair’s request of finalizing the work plan document, resharing it with the group, and revisiting the same document at the next meeting.  Alejandra asked if committee members are allowed to meet outside of the HRC’s regular meetings. Niki stated yes as long as there is not a quorum.  The Chair reiterated that the work plan document will be mocked up and revisited for the next meeting. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com   The Chair noted that there was no public comment made due to no one from the public being in attendance. In an overview of tonight’s entire meeting, the Chair said that they will revisit an annual calendar.  The Chair requested for announcements. Niki stated the following announcement: a new Inclusion Officer will be on board in the next month or two and that Inclusion Officer will work directly with the HRC  The Chair moved to motion the end of the meeting. Ke’Marcis moved to accept first. Brandon seconded the motion. By a raise of hands, the group unanimously voted in favor to end the meeting.  The meeting was adjourned at 7:59 pm. Inclusion Office THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY, GEORGIA P. O. Box 1868 ∙ Athens, Georgia 30603 (706) 613-3015 ∙ Email: inclusionoffice@accgov.com www.accgov.com