Citizens’ Engagement Advisory and Review Commission (CEARC)

City of Hampton, VA Meeting Minutes Citizens’ Engagement Advisory and Review Commission Attendance: Sanket Acharya, Steve Bond (ACM), Chris Bowman (Chairperson), Leroy Foster, Joshua Head, Ebony Majeed (Vice Chairperson), Ahmed Noor, Shawn O’Keefe Absent: Larry Enscore, Henry Mills, Councilman Will Moffett Staff: Synetheia Newby (Executive Director) & Wanda Ferrell (Program Coordinator) __________________________________________________________________ Date: January 17, 2017 Time: 6:30pm Venue: Veterans Conference Room, Ruppert Sargent Building, Hampton __________________________________________________________________ Call to Order: At 6:40pm, by Chris Bowman, Chairperson Welcome to Community Guests: There were three, community members present for this meeting: R. Tuck, D. Kelly, and J. Harris. Action Items Item 1: Review and Approval of Meeting Minutes-November 15, 2016.  The meeting minutes were approved, with no corrections.  Meeting agendas and approved meeting minutes are now available online at www.hampton.gov/unity Old Business  Item 1: Committee Reports 1. Membership/Orientation Committee a. Ebony Majeed, Committee Lead, provided a summary of the last committee meeting. b. The committee has decided that demographics should be reviewed for the city and ensure that the commission mirrors those demographics. c. The committee has decided that persons interested in the commission and new appointees should be provided a summary and history of the commission. It recommends that a packet of information be put together and made available to these persons. d. At the conclusion of this report, commissioners were asked to complete a demographic sheet and the information collected will be compiled and 1  submitted to City Council to assist in addressing the demographic gaps that exist on the commission. e. It was requested that this committee provide a written committee report to CUC staff. 2. Media & Marketing a. Joshua Head, Committee Lead, provided a summary of the last committee meeting. b. This committee recommends a social media presence for this commission; they further recommends a Twitter and Instagram pages. c. The committee recommends that social media be utilized to conduct polls with citizens and gain insight on their views; to post videos of things done by the commission; to share information on the work that community partners are carrying out. d. ACM Steven Bond recommended that the committee coordinate with Marketing Inc. Department and the City Attorney’s Office to get clarity on the social media policy. The current social media policy is currently under review and revision, per ACM Steven Bond. e. Executive Director Synetheia Newby noted that the Citizens’ Unity Commission Department launched a Facebook page on January 16th. Items for CEARC can be posted on this page as well. The social media platform will expand to Instagram and Twitter as the year progresses. Selene Guerrero is our point of contact for Marketing Inc. f. Chris Bowman, Chairperson, requested that the committee reconvene and suggest questions for the polls and submit to CUC staff; additionally, the committee was asked to review the existing “talking points” for CEARC and bring those back to the large body meeting in March. g. It was requested that this committee provide a written committee report to CUC staff. 3. Communications and Community Engagement a. This committee merged with Marketing & Outreach committee and no longer exists as of September 2016. The members merged as well. b. This committee is now defunct and no further action is required of this committee. New Business Item 1: Review of Updated CEARC Training Roadmap 1. The CEARC Training Roadmap has been updated to reflect the new bi-monthly meeting schedule. 2. The training content has not changed. If commissioners have additional topics that they would like training on, please submit those requests to CUC staff for review and presentation to the full commission. 3. The commission reviewed and approved the updated training roadmap. 4. The updated training roadmap is included in these minutes. Item 2: Update on Implementation of New Recruitment Methodology 2  1. ACM Steven Bond provided an update on the status of City Council’s current nomination process, relative to CEARC. 2. The recruitment methodology process, formerly approved at the November meeting, is temporarily suspended as City Council has not made a final determination on how they desire to have recruitment carried out and appointments made. 3. Currently, City Council is utilizing a community nomination process and will fill the three vacancies using that process. 4. Relative to a CEARC member serving on the new Citizens’ Police Advisory Group (CPAG), that decision has not been made by City Council, per ACM Steven Bond. Item 3: Annual Retreat 1. The retreat was scheduled for March 21, 2017, from 5:30pm-9:30pm. 2. CUC staff will attempt to secure Old Point National Bank, 101 E. Queen Street, Hampton, VA. The final venue will be shared with the commission when the retreat agenda is disseminated. Announcements 1. Several upcoming community events were announced and commissioners were encouraged to attend. 2. CUC staff will be taking pictures and recording video for use on the CUC Facebook page. If any commissioners, are opposed to being photographed and/or videoed, please notify CUC staff. 3. Commissioners were encouraged to go see Hidden Figures, a movie that is based in Hampton, VA. 4. Hampton Diversity College-Spring session dates and locations can be found at www.hampton.gov/unity Special Presentation: Chief Terry Sult, Hampton Police Department Next Meeting: March 21, 2017, 5:30pm-9:30pm Meeting adjourned at 8:01pm. 3