Mayor & Commission Meetings

LEGISLATIVE REVIEW COMMITTEE Thursday, October 7, 2021 Committee Members Present: Committee Members Absent: Commissioner Allison Wright, Chair Commissioner Jesse Houle Commissioner Carol Myers *Left meeting at 1:30 p.m. and returned at 2:00 p.m. Commissioner Mariah Parker Commissioner Ovita Thornton Staff: Niki Jones, Assistant Manager Krystle Cobran, Inclusion Officer Sherrie Hines, Chief Assistant Attorney Sarah George, Recorder Lisa Pappas, Assistant Attorney Commissioner Wright called the meeting to order at 1:03 p.m. A. Approval of Minutes: Commissioner Thornton made a motion to approve the September 30, 2021 minutes. Commissioner Houle 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 summarized the scope of the topic and discussion regarding the topic to date. He shared that we would also post the summaries of the fourth and fifth meetings on the website as well. Krystle Cobran explained that the key objective for the meeting is to finalize the recommendations and ordinance that will be sent to the full Mayor and Commission by reviewing the proposed budget and the Human Relation Commission’s role in respect to the Commission with People on Disabilities and American Rescue Plan Act. Krystle Cobran shared a presentation that provided an overview of staff recommendation on the budget for staffing and supplies in regard to the Human Relations Commission (HRC). She explained that, in terms of staffing and supplies, there are two positions that are being recommended by staff: HRC Data & Policy Analyst and HRC Marketing & Outreach Specialist. She noted that the HRC Data & Policy Analyst is designed to ensure the day-to-day responsibilities of the HRC are being actively covered; they will be responsible for project management, infrastructure and process development, and ensuring that diversity, equity, and inclusion-focused data analysis is consistently taking place. She also explained that this would be the position that needs to ensure that critical education, communication, reporting, and collaborative and strategic decision-making become embedded in the functionality of the HRC. The HRC Marketing & Outreach Specialist position will be focused on making sure that we are functioning in alignment with the objective of making sure that ACC residents know about the HRC and that they understand about the HRC’s processes and work. Additionally, this individual would also be responsible for making sure information regarding our nondiscrimination ordinance is accessible and understandable.  Krystle Cobran shared that the budget proposal also includes allocations that are focused on the HRC, including the following line items:  Community events;  Marketing and outreach;  Training, onboarding, memberships, and work plan development; and  HRC stipends. She explained that this budget proposal includes this funding to ensure sufficient financial support to allow the HRC to bring their ideas to life and be able to take action. She noted that the LRC had expressed interest in prioritizing and ensuring consistent support to the HRC with training; the training, onboarding, memberships and work plan development line item would provide funding for ongoing training and development. Krystle Cobran asked the Committee to share their thoughts on whether or not this budget aligns with the scope and function they have identified for the HRC. Commissioner Houle requested clarification on whether or not the positions would live in the Inclusion Office. Krystle Cobran shared that it is her understanding that they would. Commissioner Houle noted it might be helpful to mention that explicitly on the proposed budget, so it is clear when it is considered by the full Mayor and Commission. They also asked if either of the positions being recommended would be the note taker at the HRC meetings and sponsored events. Krystle Cobran explained she believes that would be a good role for the Data & Policy Analyst. Commissioner Houle also requested clarification on whether or not the website was anticipated to be captured within the proposed budget, including website design and maintenance. Krystle Cobran explained that ACCGov uses Civic Plus to host all webpages, and she noted that they would likely defer to the Public Information Office but plan for webpages that are clear, accessible, and actionable for members of the public. Niki Jones agreed and noted that the Public Information Office and Inclusion Office can collaborate to work on the webpage. He also noted that if it is later determined that there is functionality that is needed that ACCGov does not currently have, staff can explore that further at that point. Commissioner Houle explained that they believed it would make sense to invest in the HRC website as a starting point, given that many websites for HRC’s in other communities tend to be more modern and easier to navigate. They also shared that, in regards to the meeting stipend, they recalled that the Committee had set 10 meetings as a minimum expectation; they suggested budgeting for 12 meetings. Commissioner Thornton explained that she agreed with Commissioner Houle’s comments. She also inquired as to whether or not the operating budget of $20,000 would include the stipends. Krystle Cobran explained that it does not. Commissioner Thornton explained that she would like to see the starting operating budget closer to $50,000, which could be reduced if needed. She also noted that she believes they could explore grant funding to supplement some of the cost. Krystle Cobran clarified that the total proposed budget includes $20,000 for community events, $20,000 for marketing and outreach, $20,000 for training, onboarding, memberships, and workplan development, and $3,750 for the stipends. Commissioner Thornton explained that she believed that those allocations would be sufficient. Commissioner Parker requested clarification on the role for the Marketing & Outreach Specialist. Krystle Cobran shared the draft job description for the position with the Committee. Commissioner Parker noted the job description was helpful and suggested that it would also be likely very important for the person in this role to be fluent in Spanish and culturally competent in that realm. She also requested clarification on how the marketing and outreach budget for the staff differs from the HRC marketing and outreach budget. Krystle Cobran explained the thought was that the HRC will likely generate ideas for outreach and marketing, and their line item would Legislative Review Committee Meeting Minutes Page 2 100721  be specific to them to allow them to effectuate the ideas that they develop. Commissioner Parker inquired as to whether or not the HRC would be empowered to generate and create their own materials or if those ideas would be passed along to staff to generate. Krystle Cobran shared that she anticipates staff to provide consistent support to HRC, and the HRC budget for marketing and outreach would be able to cover ideas that may not otherwise be feasible with the budget for staff. Commissioner Wright explained that hearing the job description for the position was helpful. She also understood that the staff marketing and outreach budget might allow for more outreach prior to the HRC being formed and onboarded to a point to be able to generate those ideas. Commissioner Parker explained that, in regards to the stipends, she would feel comfortable, given that the role of the HRC members extend beyond attending regularly-scheduled meetings and also encompasses work and outreach in the community, finding another way to disperse funds beyond just attending a regular meeting. Commissioner Wright suggested capturing it by saying “12 meetings or sanctioned activities”. Commissioner Parker and Commissioner Thornton agreed. Commissioner Houle explained that they appreciate the direction the Committee is going in wanting to acknowledge the valuable work that people are doing within the community, but they feel like it is important that the stipend be tied to the meetings of the body. They further explained a work plan could be developed to define other activities that members of the board could participate in to be paid some amount to do that work. Niki Jones explained that not all boards and commissions get paid stipends, but he noted that, however they approach this, they will need to keep in mind how it will go with other boards and commissions as well. Commissioner Wright explained that she believes they need a defined number to plan for in the budget and branching out beyond the 12 meetings is something that may need to be addressed at another time to keep the topic moving. Commissioner Parker explained that she is comfortable moving on right now, given Commissioner Houle’s comments. Commissioner Thornton agreed. Commissioner Houle shared that they do believe the proposed budget aligns with the scope and function for the HRC but asked for the Committee’s thoughts on whether or not they would like to add something specific for the website. Commissioner Parker requested clarification on whether or not this would be funding for the HRC that is separate from the ACCGov website. Commissioner Houle explained that their thought would be that it would be something separate. Commissioner Parker explained that she does not know whether or not the marketing and outreach budget line item would be sufficient for funding the website. Commissioner Myers requested clarification on whether or not the positions being recommender were totally connected to the HRC or if they would have other responsibilities in the Inclusion Office. Niki Jones clarified that the positions would also have other responsibilities tied to diversity, equity, and inclusion within the Inclusion Office. Krystle Cobran agreed and provided an overview of some of the work that the Inclusion Office is currently working on. She noted that every team member that works for the Inclusion Office may have specific focus areas, but they will need to also be able to expand to other areas as well due to the work of the office. Commissioner Thornton agreed that the proposed budget aligns with the scope and function for the HRC. Commissioner Wright explained that she believes there is consensus with the Committee that the budget aligns with the scope and function for the HRC, but she is wondering if LRC could consider championing in the budget process a separate position that could work with Public Information Office to improve the website comprehensively. Commissioner Houle requested clarification on the timeline and when the Committee may discuss a budget amendment to get the HRC off the ground before July. They noted that if a budget amendment is not made for the FY22 budget, staff would not be able to be hired until September and may delay the HRC from being formed until next fiscal year. Niki Jones explained that staff always Legislative Review Committee Meeting Minutes Page 3 100721  recommends bringing forward new initiatives in the budget process, but, if the Committee would like to see the HRC formed sooner, the Committee could recommend funding a modified budget from contingency. Commissioner Parker requested staff provide a more modest interim budget that could be pulled from contingency funding to get the HRC started sooner. Commissioner Wright requested staff outline a fair and reasonable starter budget and staffing. Niki Jones shared staff could put something together. The Committee agreed. Niki Jones shared a presentation that provided an overview on the scope, history, and status of the Commission on People with Disabilities. He shared the Commission on People with Disabilities was an advisory body that was authorized to:  Adopt bylaws;  Initiate plan, and direct community-wide efforts to achieve such commission’s goals;  Solicit and accept donations and appropriations of money, service, products, property, and facilities for use by such commission; and  Make recommendations to the Mayor and Commission as well as the private sector regarding measures that are deemed necessary to accomplish its objectives. He also shared feedback from the Mayor regarding a potential role for the HRC in regards to the Commission on People with Disabilities. The Committee was asked if the feedback on the HRC’s role in regards to the Commission on People with Disabilities aligns with the scope and function identified for the HRC. Commissioner Wright explained that she does not believe it aligns with the HRC, and she would like to recommend that the Commission on People with Disabilities be reactivated with a review of their mission and scope. Commissioner Parker agreed and noted that she believes that it should be separate. She also noted that, in speaking with disability advocates within the community, reinvigoration of a stand-alone committee has been of particular interest, and it seems like that is the direction they would like to see. Commissioner Thornton agreed that it should be separate. She explained that this is a very important focus area, and she would hate for it to get lost in other cases and situations that may come before the HRC. Commissioner Houle explained that they believe there is some overlap between the HRC and the Commission on People with Disabilities, but there are some important distinctions. They would recommend the Commission on People with Disabilities be revived with an updated mission and scope, and a review of capital projects would seem to be a good place to start. Commissioner Myers agreed that it should be separate with an updated mission and scope. Commissioner Wright requested clarification on whether or not a statement should be prepared for the Mayor with the Committee’s recommendation for her to send as Chair. Niki Jones agreed and noted that it would also be included in the recommendation agenda report. Niki Jones shared feedback from the Mayor in regards to a potential role for the HRC regarding the American Rescue Plan (ARP). The Committee was asked if the potential role provided by Mayor overlaps with the scope and function that has been identified for the HRC. Commissioner Wright shared that she does not see an overlap between the HRC and the ARP process at this point in time, rather she would be more supportive of having the resident group providing input for ARP to actually receive the Diversity, Equity, and Inclusion training to further expand understanding regarding equity within the community. Commissioner Myers expressed concern that it might be overwhelming for the HRC to have this included in their role. She also noted that it is not quite clear to her how the ARP funding will roll out, so it is difficult to understand how the HRC’s role would intersect with that. Commissioner Houle explained that they do not believe it aligns with the scope and function of the HRC. They noted the timeline does not seem to work for this role and suggested the Athens Justice and Memory Project may be an existing body that could possibly be a place to start. Commissioner Thornton does not believe it aligns with the scope and function of the HRC, but she does believe the Mayor and Commission should be Legislative Review Committee Meeting Minutes Page 4 100721  intentional about the direction and the message that they are sending to the community in regards to ARP funds. Commissioner Parker agreed that it does not align with the scope and function identified for the HRC. C. Schedule/Agenda Changes The next LRC meeting is scheduled for November 4, 2021 at 1:00 p.m. and will be held remotely via WebEx. The November 4, 2021 meeting was subsequently cancelled. The next regularly scheduled meeting of the LRC is December 2, 2021 at 1:00 p.m. Commissioner Parker made a motion to adjourn. Commissioner Houle seconded the motion. The motion passed by unanimous vote. The meeting adjourned at 2:15 p.m. Legislative Review Committee Meeting Minutes Page 5 100721