Mayor & Commission Meetings

LEGISLATIVE REVIEW COMMITTEE Thursday, September 16, 2021 Committee Members Present: Committee Members Absent: Commissioner Allison Wright, Chair Commissioner Mariah Parker Commissioner Jesse Houle Commissioner Carol Myers Commissioner Ovita Thornton Staff: Niki Jones, Assistant Manager Sherrie Hines, Chief Assistant Attorney Krystle Cobran, Inclusion Officer Lisa Pappas, Assistant Attorney Sarah George, Recorder Commissioner Wright called the meeting to order at 1:02 p.m. A. Approval of Minutes: Commissioner Myers made a motion to approve the September 9, 2021 minutes. Commissioner Thornton seconded. The motion passed unanimously. Commission Identified Items of Interest: B. Determine ideal composition and mission for a local civil rights/human rights commission, situated to provide support to the Inclusion Office. (Mayor Girtz assigned to LRC on August 3, 2021) Niki Jones introduced the topic and summarized the charge, as well as reviewed the timeline. Krystle Cobran provided an overview of Committee discussion to date on the topic. She explained that, in the first meeting, the Committee began establishing a baseline, shared understanding of the direction they were headed. The second meeting allowed the Committee to hear from other localities. She noted that this meeting was designed to provide the Committee the opportunity to respond to some of the questions identified in the first meeting. She shared the questions that were going to be discussed in the meeting, including:  What impact do you want the Human Relations Commission (HRC) to have within our community?  What are the top three goals you want the HRC to achieve within their first two years of existence?  What is the top outcome you want the HRC to achieve?  What are the most important factors to keep in mind in designing an HRC selection process?  What should be the composition of the HRC - # of people and characteristics?  What resources will be provided to help the HRC communicate effectively with residents?  How frequently should the HRC provide reporting and/updates to the Mayor and Commission?  What training do you think should be provided to HRC members?  What resources will you provide to help the HRC function effectively?  Krystle Cobran opened each question for individual member feedback of all members present. A summary of each question and subsequent discussion is captured in a bulleted format below.  What impact do you want the HRC to have within our community? o Commissioner Houle:  Provide an outlet for the community to have a venue for airing concerns and grievances in a way that can have them be heard and engaged with  Would like the impact to translate into policy through policy recommendations to the Mayor and Commission  Demystifying the way these processes work (ACCGov processes for the nondiscrimination ordinance but also external complaint processes like the EEOC) o Commissioner Thornton:  If issues do arise, would like a person/group to feel like their concerns are not just heard but that there will be some fair consequences, and their concerns will be addressed  If there is a complaint, it should be taken seriously and address it o Commissioner Myers:  Education and relationship building with the community  Having a first step involved in the complaint process for the nondiscrimination ordinance  Educated about what is going on and information about the issues  Evaluate HRC concerns or goals within the government itself  Supporting the Inclusion Office o Commissioner Wright:  Advisory board- initiate, plan, and direct community-wide efforts  Educate the community on the nondiscrimination ordinance and complaint process  What are the top three goals that you would like the HRC to achieve within the first two years of existence? o Commissioner Houle:  Existing  Should be up to the HRC to prioritize their focus  Top priority would be helping people navigate the complaint process  At least a couple policy recommendations come forward to the Commission for consideration  Finalize a work plan within the first year with measurable goals o Commissioner Thornton:  Training for each member that serves on the committee to prepare them and get everyone on the same page  A clear process for people to follow  Members should have a clear understanding of their process and their role on the committee  Ensure all of the decisions are defensible if legally challenged Legislative Review Committee Meeting Minutes Page 2 091621  o Commissioner Myers:  Important that it is not just symbolic and fluff  Would like to see the committee be representative of the diversity in the areas of concern of the HRC within a year  Have legitimacy within the community and among the commissioners  Having a clear work plan and follow-through report at the end  Needs to be timely in follow through, especially with addressing the more sensitive issues o Commissioner Wright:  Incremental approach  Development for what will be the long-term effort with initial assignment to the first group to help develop scope  Would like to see assigned topics by M&C but with two-way communication, so they can advise M&C of issues in the community  Policy recommendations, ordinances  What is the top outcome you want the HRC to achieve? o Commissioner Houle:  Policy recommendations to the M&C o Commissioner Thornton:  Be a role model and develop a process/program that other communities would look to as aspirational  Data on how they have tackled complicated situations using their training and legal guidance  Data reflects their process  Positive reputation in this area  Training o Commissioner Myers:  Legitimacy through education and policymaking work  Providing a venue that people feel that they can trust to bring issues and complaints through o Commissioner Wright:  Incremental approach  Development for what will be the long-term effort with initial assignment to the first group to help develop scope  Would like to see assigned topics by M&C but with two-way communication, so they can advise M&C of issues in the community  Policy recommendations, ordinances  What are the most important factors to keep in mind in designing an HRC selection process? o Commissioner Wright:  Establish this as an ongoing board within BAC application process and cycle that is promoted  New promotion in more places o Commissioner Houle: Legislative Review Committee Meeting Minutes Page 3 091621   Agree with using BAC process essentially  Would like to use community organizations to help recruit applicants  Give adequate time and space for Commission to interview applicants o Commissioner Myers:  Diversity and representation  BAC process is great and can start with that but could try different methods for outreach  Would like to get more diverse applicants  If applications are not diverse enough, should go out and get more people before doing interviews  Ensure expectations to the HRC are very clear  Ideally would like to see about 12 members to provide flexibility for subcommittees o Commissioner Thornton:  BAC is a good process, but it needs a clear mission for those who apply  Applicants need to know what they are signing on for at the very beginning  Need to reach out to unlikely applicants to encourage them to apply  Agrees with Commissioner Myers that if the diversity is not in the applicant pool, should go back out to get more applicants  What should be the composition of the HRC - # of people and characteristics? o Commissioner Wright:  About 7 people  Characteristics should be tailored to include people who have worked with and experienced discrimination o Commissioner Houle:  Use criteria similar to Asheville and Raleigh to ensure intersectional representation  Ensure that youth members are included o Commissioner Myers:  About 10-12 to provide flexibility for subcommittees o Commissioner Thornton:  Supports having 10-12 people  Agrees with Commissioner Houle’s idea about including youth  Find ways to compensate people who serve on our boards  Need to find ways to show appreciation, even if not providing a stipend  What resources will be provided to help the HRC communicate effectively with residents? o Commissioner Thornton:  Social media  Creating a directory of communication networks and Hispanic/African American communities  Identify new outlets and sources of information like school publications  Need to have conversations with PTOs, fraternities, etc. Legislative Review Committee Meeting Minutes Page 4 091621  o Commissioner Wright:  Not quite sure  Believes first group would be able to develop a better directory and communications network o Commissioner Myers:  $20,000 for initial communication support for banners, radio ads, and other communication materials  Website/social media support from staff or an intern  Technical administrative support o Commissioner Houle:  Dedicated website with basic information  Collaboration with Public Information Office and Inclusion Office to plan forums in the community, radio, publications, etc.  Hosting meetings in an accessible place where people can gather  Printed materials that the HRC can have on hand and share with the public  Training up front, including how to conduct a public forum  Would like to see budget come before M&C prior to selecting HRC members  How frequently should the HRC provide reporting and/updates to the Mayor and Commission? o Commissioner Wright:  Annual report as a standard coming from the HRC to the M&C  Should have a way to allow the M&C to send a topic to the HRC for feedback o Commissioner Houle:  Semi-annual and monthly meetings with the BAC and an annual review of their work plan  Quarterly reports  6-month meetings that include time for questions and answers o Commissioner Myers:  Twice a year for the first two years and annual after that  Ideally, would like 15-minute presentation from the HRC once a year with time for questions and answers from the M&C to help build relationships o Commissioner Thornton:  Quarterly report- not necessarily very detailed but something to keep M&C informed of what is happening  Annual report with a presentation at a work session  What training do you think should be provided to HRC members? o Commissioner Wright:  Presentation that was shared with the LRC on the first meeting  Legal training on do’s and don’ts from the Attorney’s Office  Information on the role of the HRC members  Should get input from HRC and staff on other training opportunities o Commissioner Houle:  Meeting facilitation and basics of Robert’s Rules of Order Legislative Review Committee Meeting Minutes Page 5 091621   How the nondiscrimination ordinance works  Basic presentation on how to develop a work plan  Overview of information gathered from other communities being presented o Commissioner Myers:  How meetings work and how to run a them  Equity workshop  Ensure there are common values, goals and teambuilding, so everyone understands where everyone is coming from and grows from that type of discussion  Training repeated annually to allow for reflection on how they are working on it together o Commissioner Thornton:  Agree with other ideas shared  DEI training  Legal and Robert’s Rules of Order  Restorative justice practices  Other trainings identified by the HRC  What resources will you provide to help the HRC function effectively? o Commissioner Wright:  Staff support that all BAC’s have- consistent rapport to help keep meeting in line with Open Meetings and Open Records Acts  Current staff connectivity  Quarterly report can help in the questions that are asked of other BAC’s and the M&C o Commissioner Houle:  Stipends for HRC members- possibly $20 a meeting (would need to see what this would mean in terms of cost)  Dedicated staff person in the Inclusion Office  Facilitation, notetaking, reporting, and liaising with other staff  Budget brought forward for M&C consideration with line items included for HRC stipends, events budget, etc. o Commissioner Myers:  Staff liaison to help with taking notes/minutes  Websites / resources  Communication intern to help with materials o Commissioner Thornton:  Agree with other ideas shared  Support could also come in the way of a promo or marketing plan  Stipend  Showing appreciation – acknowledging the work and time of the BAC members  Any other general feedback to keep in mind as the framework is developed? o Commissioner Wright: Legislative Review Committee Meeting Minutes Page 6 091621   Stay within the advisory as the starting point and continue to make it incremental so the first HRC can continue to define the group’s role in the community  Visual communication and presentation o Commissioner Houle:  Impressed by Raleigh- would like to borrow from their process  Many of these commissions get very focused on LGBTQIA+ - don’t want to overlook race and ethnicity o Commissioner Myers:  Make sure policy is really clear, and all the parts work logically together  Need to make it clear about the HRC’s relationship to the nondiscrimination ordinance – educational and not involved in any of the investigation or review o Commissioner Thornton:  Provide an update and how we are trying to meet a deadline  Need to ensure scope is focused- this should not be where every topic gets dumped to ensure efficiency Commissioner Wright inquired about how the public would know what has been discussed regarding this topic, given the topic is “title only” on the Mayor and Commission meeting agenda. Niki Jones shared that staff would be preparing a summary around the discussion of the three meetings, and this would be shared on the ACCGov website. C. Schedule/Agenda Changes The next LRC meeting is scheduled for September 23, 2021 at 1:00 p.m. and will be held remotely via WebEx. Commissioner Thornton made a motion to adjourn. Commissioner Myers seconded the motion. The motion passed by unanimous vote. The meeting adjourned at 2:35 p.m. Legislative Review Committee Meeting Minutes Page 7 091621