Citizens’ Engagement Advisory and Review Commission (CEARC)

City of Hampton, VA Meeting Minutes Citizens’ Engagement Advisory and Review Commission Attendance: Steve Bond (ACM), Chris Bowman (Chairperson), Leroy Foster, Jr., Ahmed Noor, Jim Williams, Yolanda Earl, Michele Benson, Diana Gulotta, Alice Callahan, Shannon Freeman, Simeon Green III, Shawn O’Keefe Absent: Larry Enscore, Henry Mills, Councilman Will Moffett, Ryan Taylor Staff: Synetheia Newby (Executive Director) __________________________________________________________________ Date: May 16, 2017 Time: 6:30pm Venue: Ruppert-Sargent Building, Veterans’ Conference Room, 1 Franklin Street, Hampton __________________________________________________________________ Call to Order: At 6:50pm, by Chris Bowman, Chairperson Action Items Item 1: Review and Approval of Meeting Minutes-March 21, 2017  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: Re-Introduction of New Commissioners Item 2: Annual Retreat Wrap-up (Comments and Feedback)  Commissioners Michele Benson, Yolanda Earl, Chris Bowman, Simeon Green, and Shannon Freeman shared their feedback on the retreat.  The overall consensus was that the event was well-prepared, used a great structure, provided great information, and it provided a valuable opportunity for commissioners to get to know one another. Item 3: Approval of CEARC By-Laws  The following amendments were made to the bylaws: 1. Ensure that the document consistently utilizes the name and acronym: Citizens’ Engagement Advisory and Review Commission and CEARC 2. Update Section 5: Terms to reflect five year appointments instead of four 3. Update Section 7: Officers and Their Duties to ensure that the content is grammatically correct (i.e. subject-verb agreement) 1  4. Update Section 4: Service Requirements to ensure that each bulleted statement begins with the word “To” Item 4: Election of New Vice Chairperson  The role and responsibilities of the Vice Chairperson were reviewed  Nominations were accepted from the floor; Commissioner Yolanda Earl was nominated and Commissioner Diana Gulotta seconded the nomination.  Commissioner Shawn O’Keefe made a motion to close the nominations from the floor and Commissioner Shannon Freeman seconded the motion.  Commissioners voted affirmative to appoint Commissioner Yolanda Earl as the new Vice Chairperson New Business Item 1: Committee Updates- Appointment of Committee Chairs  Membership & Orientation: There was a discussion about the purpose of the committee and its leadership. After the discussion, Commissioner Michelle Benson made a motion to keep this committer, however to suspend it until such as time as needed; Commissioner Ahmad Noor seconded the motion. The commission voted to suspend the committee until such time as needed.  Media & Marketing: There was a discussion about the purpose and history of the committee and its leadership. After the discussion, Commissioner Diana Gulotta volunteered to lead the committee; Commissioners Michelle Benson and Shawn O’Keefe agreed to serve on the committee.  The commission voted to defer the election to the May, 2017 meeting. Commissioner Leroy Foster, Jr. made the motion and it was seconded by Commissioner Yolanda Earl. Item 2: Training Roadmap- Summer Training Recommendation  The commissioners agreed to meet during the summer for training on crisis management and communication.  CUC Executive Director will finalize the training plans and correspond via email with the commissioners on the date, time, and location. 7:15PM-8:15PM- A special simulation was conducted by the Hampton Police Department on traffic stops. Announcements  CEARC is scheduled to have a summer sabbatical for the months June, July, and August. Meetings are scheduled to resume in September.  Due to budget cuts, the CUC will be unable to continue providing dinner at the regular CEARC meetings. Snacks and a beverage will be provided. Commissioners can bring their own meal or plan together and place an order.  Call meetings: In the event that a crisis or other significant incident occurs during the summer month, a special call meeting will be scheduled by the City Manager or the CUC Executive Director. Meeting adjourned at 8:31pm. Next Meeting: Tuesday, September 19, 2017 (Tentative) 2