Citizens’ Engagement Advisory and Review Commission (CEARC)

City of Hampton, VA Meeting Minutes Citizens’ Engagement Advisory and Review Commission Attendance: Michele E. Benson, Alice Callahan, Will Moffett, Shannon D. Freeman (Vice Chair), Shawn O’Keefe (Chair), Ryan Taylor, Jim Williams, Councilwoman Chris Snead Absent: Corey Palmer, Crystal Carrington, Leroy Foster Jr., Dewain Alexander II, Debbie Hudgins, Dr. Ahmed K. Noor, Michele Riddick Hamilton, Charlene Johnson, Sanket Acharya (CEARC Community Liaison), Steven D. Bond (ACM), Staff: Latiesha Handie (Executive Director), Imara G. Diaz (Program Coordinator) _______________________________________________________________ Date: November 19, 2019 Time: 6:30pm Venue: Ruppert-Sargent Building, Veterans Conference Room, 1 Franklin St., Hampton, VA __________________________________________________________________ Call to Order: CEARC Chairperson Shawn O’Keefe called the meeting to order at 6:35 pm Roll Call: Latiesha Handie, Executive Director Action Items Item 1: Review and Approval of Meeting Minutes-May 14, 2019  The meeting minutes were unable to be approved due to the absence of a quorum.  These meeting minutes will be placed on the agenda for approval at the next meeting. New Business Item 1: Welcome CUC Program Coordinator  Latiesha Handie, Executive Director, introduced Imara Gabe Diaz as the new Program Coordinator for the Citizens' Unity Commission, who started in June of 2019.  Imara Gabe Diaz expressed his gratitude and excitement in serving the commission as an employee. Item 2: CEARC Success Pack Overview  Latiesha Handie reviewed the content found in the CEARC Success Packets for the commission. Each Commissioner received the following handout information: o A summary of the Stages of Involvement & Engagement o CEARC By-laws o Commissioner & Staff Contact Information o CEARC Training Roadmap o Hampton Diversity College information o Commissioner & Diversity College Calendar 1   Latiesha Handie explained that since the retreat was delayed to November, all scheduled training has been adjusted on the CEARC Roadmap to reflect the following updates: January 21, 2020 Addressing Gun Violence Proposed Speakers: 7:15pm-8:30pm and Local Gang Activity This session will Purpose: To understand the be set-up as a Tetaun Moffett, The Virginia Requesting a date change implications of gun violence lecture format, Action Network to January 14th or 28th and gang activity in our including Q & A. communities and the HPD, FBI initiatives and resources available for individuals and communities. Diversity Training Topic: Diversity 101 What is Diversity & Inclusion March 17, 2020 Media Relations This session will Proposed Speaker(s) 7:15pm-8:30pm Purpose: To understand the be set-up as a Cheryl Tan, Cheryl Tan Medi parameters of information lecture format, Ashley Jenerette, Hampton Police sharing and discuss how they including Q & A. Robin McCormick, Marketing and envision working with CEARC Outreach, City of Hampton in fulfilling its role; CEARC members will be able to ask questions. Diversity Training Topic: Meyers Brigg – Getting to know you May 19, 2020 Interfaith Connections This session will Proposed Speaker(s): 7:15pm-8:30pm Purpose: To empower CEARC be set-up utilizing A panel of citizens from various members in connecting with an open discussion faiths in the community the community, across format. generations and faith. Diversity Training Topic: Equity vs. Equality  In addition to the following training, Commissioners requested instruction on the Opioids Crisis and Human Trafficking. Latiesha explained, CUC has an upcoming programming launching in 2020 that will address the topic of Opioids vs. Crack, and CEARC members will be invited to participate in the conversation. Training  Latiesha Handie welcomed guest speakers Brandi Law from the City Attorney's office and Housing & Neighborhood Services Staff Jonathon McBride & Anna Hammond, who presented the following training. Item 3: FOIA Request & Public Meeting Review  Deputy City Attorney Brandi Law trained commissioners on FOIA requests, holding public and closed meetings, public records, and creating meeting minutes. 2   FOIA is Virginia's Freedom of Information Act "ensures the people of the Commonwealth ready access to public records in the custody of a public body or its officers and employees, and free entry to meetings of public bodies wherein the business of the people is being conducted.  It is recommended that no meeting be conducted through telephonic, video, electronic, or other electronic communication means where the members are not physically assembled to discuss or transact public business.  Records are available to the public in less there is a restriction that is designated by law.  A meeting is considered when at least three members of a public body meet to discuss public business via face to the face conference call, video, email that is simultaneously transacting public business.  Example: If several members of a body attend a Banquet, it will not be considered a public meeting because they should not be discussing public business.  Notice of meetings shall include notifying the member of the date, time and place, if any, of each annual and special meeting. The notice should state the purpose or purposes for which the meeting is called.  At any public meeting, minutes should be drafted and recorded for open meetings, including audio or audiovisual records, sub-committee meetings, and shall be deemed public records and subject to an FOIA request.  Brandi was asked what the penalty is if the open meeting rules of FOIA were violated.  Her response: If a court finds that the violation was willfully and knowingly made, each officer, employee, or member in violation will be assessed a civil penalty of not less than $500 nor more than $2,000 for a first violation. A second or subsequent violation is punishable by a civil penalty of not less than $2,000 nor more than $5,000. Also, if the court finds that the public body voted to certify a closed meeting in violation of the rules, the court may impose on the public body (not the individual members) an additional civil penalty of up to $1,000.  Minutes shall be in writing and shall include the date, time, and location of the meeting, members of the public body recorded present/absent, a summary of the discussion on matters proposed, deliberated or decided actions, and a record of any votes taken.  After FOIA training, commissioners received the web link to request records and to review additional information about the freedom of information act. https://hampton.gov/1957/Freedom-of-Information-Act  Commissioners were advised at the end of the presentation that Commissioners would receive copies of the PowerPoint via email. Item 4: Samoan Discussion Circle Training  Anna Hammonds & Jonathon McBride trained Commissioners on the Samoan Circle meeting process to help members learn how to facilitate controversial discussions when there is a large group of people interested in the topic. Its principal value is in the opportunity it affords for exploration and exchange of knowledge and opinion where the large size of the group, or an environment of controversy, might dispel tension and divides in the community.  The following explains the discussion format: o Two Facilitators. 1. Tracking details and the other lightly assisting in presenting information for the group to consider and enforcing norms when necessary. o Participants gathered in two circles - an inner circle (with or without a table) and four chairs; and an outer circle (with chairs for participants) with ample walking and aisle space o Everyone began in the outer circle o To begin the conversation, the following issue was presented: 3  o An Article about the Fort Worth Officer Charged with the Murder of Atatiana Jefferson ( the woman shot in her home); a multimedia clip depicting the community's response at a Fort Worth City Council Meeting. o With everyone beginning in the outer circle, persons were asked if they would like to join the inner circle to respond to what was heard.  After participating in the interactive learning process commissioners shared their enjoyment in the process and the benefits of using the facilitation practice in future conversations. Announcements 1. Latiesha Handie requested to change the next meeting date from January 21, 2020 to January 14, or January 28th due to a schedule conflict. 2. Call meetings: In the event that a crisis or other significant incident occurs a special call meeting will be scheduled by the City Manager or the CUC Executive Director. Next Meeting: Date TBD either January 14th or January 28th, 2020 Meeting adjourned at 8:45 pm. 4