Citizens’ Engagement Advisory and Review Commission (CEARC)

City of Hampton, VA Meeting Minutes Citizens’ Engagement Advisory Commission Members: Sanket Acharya, Steve Bond (ACM), Chris Bowman (Co-Chair), Steve Brown (Chair), Larry Enscore, Leroy Foster, James (Jimmy) Gray (Councilman), Joshua Head, Ebony Majeed, Henry Mills, Will Moffett (Councilman), Ahmed Noor, Shawn O’Keefe, Ryan Taylor Staff: Synetheia Newby - Executive Director & Wanda Ferrell – Program Coordinator Attendance: Sanket Acharya, Steve Bond, Chris Bowman (Co-Chair), Steve Brown (Chair), Larry Enscore, Leroy Foster, James (Jimmy) Gray (Councilman), Joshua Head, Ebony Majeed, Henry Mills, Will Moffett (Councilman), Ahmed Noor, Shawn O’Keefe Absent: Ryan Taylor Guest: Pastor Stephen Deane of New Covenant Church, Hampton __________________________________________________________________ Date: September 20, 2016 Time: 6:30pm Venue: Veterans Conference Room, Rupert Sargent Building, Hampton __________________________________________________________________ Call to Order: Chair – Steve Brown at 6:41pm Action Items Item 1: Review and Approval of Meeting Minutes-March 15, 2016  The meeting minutes were approved, with no corrections. Item 2: Review and Approval of Meeting Minutes- July 20, 2016  The meeting minutes were approved, with no corrections. New Business Item 1: Overview of Change in Commission Name and Clarification of Commission Roles and Responsibilities (Assistant City Manager Steve Bond)  Assistant City Manager Steve Bond shared a presentation he made to City Council, on September 14, 2016, regarding the 21st Century Policing program.  Included in the presentation is the proposed change of this commission’s name from CEAC to CEARC: Community Engagement Advisory & Review Commission. This change will be in line with the requirements of the 21st Century Program 1  guidelines to have a review commission. Copies of the relevant guidelines are attached to these minutes.  The presentation can be viewed in the link on page 4 of these minutes o There were no questions at this time by commissioners. Steve Bond informed that if anyone had any questions or comments concerning the power point to contact him. Item 2: Review and updates to Commission By-Laws (Assistant City Manager Steve Bond)  An updated copy of the by-laws was sent out along with tonight’s agenda packet. Assistant City Manager Steve Bond asked if anyone had questions or concerns. There were none, however, he noted that he, Synetheia Newby, or either of the CEAC Co-Chairs (Steve Brown and Chris Bowman) can be contacted with subsequent questions and comments.  Vice Chairperson Chris Bowman suggested that we bring the by-laws back to the October meeting for further discussion. o Steve Bond informed the commissioners that City Council will see the by- laws on Sept 28 when they go for approval. If there are questions or issues there is a process to amend them. Item 3: Discussion on Commission Elections: Chairperson and Vice Chairperson  Chair and Vice-Chair are elected every year  Elections are in October; Steve Brown informed that he will not be seeking re-election as Chairperson.  The processes for elections are as follows: nominations will be taken from the floor, written ballot will be collected and the numbers are counted to determine the new Chairperson and Vice Chairperson.  Elections will be conducted at the October retreat. The date for the retreat is to be discussed later in the agenda.  A question was asked about whether nominations and elections are done at separate meetings; Steve Brown noted that they are done at the same time. Item 4: Annual Retreat  Synetheia Newby informed the commissioners that the retreat will be held on a Saturday in October for 5-6 hours of training to make sure we are on track and all singing from the same sheet of music at all times.  The commissioners reached a consensus to hold their annual retreat on Saturday, October 29th, 9:30 am-2:30pm. Commissioners were asked to arrive @ 9:00 am for breakfast and advised that lunch will be served.  There was a discussion about locations and several suggestions were shared, including Sandy Bottom Nature Park, Newtown Neighborhood Learning Center, and the meeting space on the rooftop at Old Point National Bank. Synetheia Newby noted that CUC staff had already checked Sandy Bottom and Newtown and their space is not available. CEAC 2  Commissioner Henry Mills volunteered to check the Old Point National Bank location and follow-up with Synetheia Newby.  The executive team will meet to discuss the retreat agenda. If members have suggestions or recommendations for the retreat agenda content, please email them to Synetheia Newby by Oct 3rd. Please include names and contact information of any facilitators you may want to suggest for retreat topics. Item 5: Training Schedule  The colored table in your agenda packet is the suggested training schedule for the remainder of the fiscal year. This training road map will ensure that the group is prepared in case of a crisis.  Commissioners are asked to thoroughly review the training schedule and give any suggestions they may have. Suggestions for additional trainings are welcomed and elaboration on current topics is available. Please contact CUC staff, if necessary.  Commissioner Joshua Head suggested that the training be recorded and be shared with new members in the future. Item 6: Discussion: New Sub-Committees (Membership/Orientation; Media & Marketing)  The Membership/Orientation sub-committee: This committee will establish the orientation for new CEAC members and address any other membership tasks and responsibilities.  Committee members: Ebony Majeed (Lead), Leroy Foster, Henry Mills  The Media & Marketing sub-committee: This committee will address how the commission lets the public know it exist and how to communicate the mission and purpose to the public. Pastor Larry Enscore is the media person who has been working on this committee and is willing to continue.  Committee members: Joshua Head (Lead), Larry Enscore, Shawn O’Keefe Both sub-committees were asked to exchange phone numbers and meet before next meeting. Announcements  The regular monthly meeting will be cancelled in lieu of the retreat on Oct 29th.  Vice Chairperson Chris Bowman recommended that the commission invite the new Regional FBI Special Agent in Charge to an upcoming meeting.  Joint meeting with CPAG at some point  Commissioner Ahmad Noor announced that in the last 2 weeks, the Hampton Police Department have come into the mosque to learn about the sensitivity of the Muslims in Hampton. 3  o Steve Bond shared that one of the mandates of Hampton Police Department is that they have pro-social contacts every year and are required to have meetings in the areas that they patrol with citizens that are not about police enforcements but are conversations to build relationships, get to know citizens and citizens know who they are as the patrol in their neighborhood. o Commissioner Ahmad Noor shared that the mosque is planning active shooter training and invited commissioners to attend. Assistant City Manager Steve Bond announced that Hui-Sun Walker of the Emergency Management Department recently received funding to offer active shooter training in the City of Hampton. Commissioner Noor was encouraged to continue with his planning and the commission can look at opportunities to partner in the future.  Commissioner Joshua Head inquired as to whether there is any written documentation for CUC and CEAC. He has a presentation on September 30th with Hampton City Schools and would like to have information to share. o Synetheia Newby advised that there is an informational sheet and some information on the web. She will send the committee the informational sheet.  Chairperson Steve Brown asked members to send each other information on events they think need to be attended by fellow commissioners.  There are 2 vacancies on the commission. Also, continue to think about new leaders for CEAC. Adjourn. 7:34 Attachments Agenda Attachments for September 20 Meeting: http://hampton.gov/DocumentCenter/View/14100 CEARC and CPAG presentation by Steve Bond: http://hampton.gov/DocumentCenter/View/14101 4