Ad Hoc Committee on Diversity

Regular Meeting

Lansing, MI · February 9, 2018

Minutes

DRAFT MINUTES AD HOC COMMITTEE ON DIVERSITY Friday, February 9, 2018 @ 11:30 a.m. Council Conference Room, 10th Floor, City Hall Call to Order The meeting was called to order at 11:30 a.m. Committee Members Council Member Carol Wood, Chair Council Member Patricia Spitzley-excused Council Member Brian T Jackson - absent No quorum present Others Present Sherrie Boak, Council Staff Mayor Schor Marilyn Plummer, Community Outreach and Mayoral Staff Dax Carpenter, Disability Network Griffin Rivers Brandon Waddell, Assistant City Attorney Dr. Joan Jackson Johnson, HRCS Director Sarah Lehr, LSJ Mark Brown, Community Organizations; ACLU; Lead of Lansing, NAACP of Lansing Amanda Bernes, NAACP Judi Harris, St. Vincents Catholic Refugee Services Sandy Wolfe, Peckham Joseph Abood, Chief Deputy City Attorney Tammy Lemmer, TCOA – via conference call Laura Griffin, Peckham Minutes Minutes will be moved to the next meeting. DRAFT Presentation - City Boards/Commission Developing policies for inclusion on Boards -Mayor Schor and Mayoral Staff Council Member Wood acknowledged and thank the Mayor for attending. She noted the Committee extended an invitation so that the Mayor could be made aware of their concerns and suggestions the Ad Hoc Committee had before he beginning appointments to Boards & Commissions. Introductions were made by the participants. The Committee hoped that Mayor would consider some of the issues outlined in the policy report that was developed over a series of meetings before he makes any appointments. Noted that this AD HOC looks at how services and policies are addressed in the City. Dr. Jackson Johnson asked who handles the Snow Sergeants, how it is funded and said someone donated a snow blower that could be donated to them. She was directed to Mr. Carpenter and Ms. Boak provided his contact information to Dr. Jackson Johnson. Council Member Wood explained to Mayor Schor what this Committee had accomplished which included amending the Human Rights Ordinance, and how those complaints are now being addressed. Based on some the inclusion training the Committee felt it was important to look at the Board and Commission appointments are addressed, and how to integrated those Boards. The Committee started by proposing a draft policy, and they also are encouraging a paper application for those that do not have access or use a computer. They also felt the applications should be available at all City owned buildings. For transparency purposes the Committee is now asking the Mayor to make available in all the referrals for appointments, the applicants resume when they are forward on to Council for action. Ms. Lemmer also proposed a “Conflict of Interest Statement” form that would be included in the application. Continuing down the list of suggestions, the Committee asked the Mayor to consider changing the number of terms members sits on a Board or Commission to two terms, by limiting terms more people would have access to the positions. A list of criteria points were presented that would be considered of each applicant including knowledge of the Board, passion of the topic, desire to shape the policy, ability to offer profession or personal skills, and willingness to engage the City population to form inclusive policies. The Committee admitted they were not requesting that the Mayor has to put someone with a disability on the Board, but have someone who has the willingness to engage that population to hear their needs. In being placed on a Board the appointee should have a list of expectations such as timely, familiar with issues, review back ground information, participate, open and responsive, engage with the public, participate in ethics and inclusion training, participate in the Open Meetings Act training, and generate an annual report to Council by February 1st of each year. Mayor Schor acknowledged the Committee and admitted he himself had also been looking at some of the same items that were just listed. Regarding the expectations of the Board members, he was open to setting expectations, and will follow the Charter, however will also be looking into their own Mayoral expectations. One item that the Mayor has already been made DRAFT aware of that is an issue is the concern on attendance to the meetings by Board Members, and he stated there are ways to address attendance. Regarding a report due to Council by February 1st annually, the Charter already says December 31st to Council, Clerk and the Mayor, so it is already set. Mayor Schor then admitted he was going back and forth on the term limits, but might consider the ability to waive it. He noted that there are a lot of Boards where expertise is beneficial, and if you remove expertise. Mayor Schor was hesitant to enforce a hard 2 term limit, but could make it less formalized and look at each individual board case by case. Mayor Schor then stated to all those present that he strongly supports diversity, but people need to apply. He confirmed he had already looked at the applications his office has, and these is not a lot of diversity applying. He encouraged all the groups present to go back to their organizations and encourage them to apply. Council Member Wood asked for an ongoing updated list of vacancies, and posted on the website visible so anyone can check it. Mayor Schor stated the Clerk’s office does maintain that, and Ms. Boak located the Boards and Commissions page on the City website for all present. https://www.lansingmi.gov/153/Boards-Commissions Council Member Wood then asked each organization present to inform the Mayor of what they are interested in seeing happen. Mr. Carpenter admitted he has told his constituents to make conscious effort to apply. Ms. Lemmer, via phone, stated they too are trying to diverse at their location also. They are trying to encourage people to step outside their comfort zone, and looking at how to encourage involvement with older adults. Ms. Harris asked for the Mayor to review the policy they proposed, because the policy will allow her group to do a lot of more civic education and be involved. Ms. Wolfe stated that where she works, Peckham there are not a lot of people that live in the City, and she herself does not live in the City, however wants to have a role on a Board. She asked for a list of Boards non-residents can apply for. Mayor Schor again encouraged the groups to approach the members of their groups and have them apply and be an advocate. Mr. Rivers voiced a concern with the LPD, and his opinion on their lack of training, lack of diversity, and the process of recruiting. Mr. Rivers informed the Mayor he believed that there are no minorities working on the street, and there is a Captain with a PHD who needs to be on the streets not at a desk. His belief was that people of color need to see a person of color in a high ranking position on the street. Mr. Rivers continued with his opinion that the applicants are being scrutinized. Mayor Schor assured Mr. Rivers he had already spoken to the Police Chief and their programs. His belief would be to bring in recruits and approach them in high school where they can start making a difference. Mayor Schor added that the Police Chief had provided him with a list of his efforts to recruiting minorities, and speaks to people who could help with financial assistance and scholarships. Mr. Rivers opinion was that the department was recruiting in the wrong places. Mayor Schor assured Mr. Rivers that the LPD is recruiting even in other states, and recently at a Mayor’s conference all the Mayors heard that the DRAFT statistics show people do not want to work any further than 70 miles from where they were raised. The Chief is interested in the conversations and both are watching the numbers. Mr. Carpenter asked if there would ever be a time when someone who may have a disability or be a minority, and be taken as a genuine interest for a vacancy. Council Member Wood answered that by stating some Boards and Commissions are put together by the Charter, which requires them to be Lansing residents. Mayor Schor told the group he is concerned with non- residents on the Boards because residents pay taxes, and someone who lives in a surrounding township, they are living there for some reason, whether it be property taxes, and then they make decisions that affect residents of the City of Lansing. Mr. Carpenter understood the statement, but again stated they want more people with disabilities, and wouldn’t it be better to have a full board even if it meant going outside the City. Council Member Wood suggested having a non-resident liaison on the Boards who wouldn’t vote. Mr. Brown spoke about hiring practices for the police and fire and acknowledged working with HR and the previous leadership. His opinion was that there have been hiring practices that made it difficult in hiring minorities when hiring in the police and fire. His organization is currently looking into a discovery to address those issues. Mr. Griffin admitted he has filed a FOIA on behalf of the NAACP. Mayor Schor was not aware of this concern or FOIA request and asked for a copy. Mr. Brown is asking the policy address a way to make sure employers are not missing something or creating a ceiling or barrier that employees are not aware of. Mayor Schor acknowledged all the comments and made them aware that the challenge is to create a policy and conform to the Charter. They can create a policy and suggest the Boards do it, but each Board has to do it. His office will navigate and follow the law, but it is fair to say they should have something standardized. Mr. Brown quickly referenced a list he submitted to the Mayor at another meeting, stated he wanted to provide him with an updated list. Mayor Schor lastly informed the group his office will be creating task forces, and blue ribbon Committees that will be an advisory to the Mayor. These will not be official appointments and board but could be open to residents and non-residents. The proposed blue ribbon art culture task force will be Lansing residents. He stated again his desire will be to have the majority of Lansing residents on the boards because there is a lot of talent in the City. Council Member Wood acknowledged the Mayor for attending and listening to their suggestions, and understands he will take his charge according to the Charter but they will navigate together. She then introduced to the Committee that the Mayor wants to start a Commission on Diversity and Inclusion and this Committee could come up with recommendations for him to consider. Mayor Schor welcomed the recommendations, and stated this Commission would be appointment recommendations from his Office and Council would confirm. He also encouraged recommendations from this Ad Hoc on membership. He is currently working on an executive order on the topic and it will be sent out to Council. Other Updates on Participants in the Committee Adjourn DRAFT Adjourn at 12:35 p.m. Submitted by, Sherrie Boak, Council Office Manager Approved by Committee on February 20, 2018

Agenda

AGENDA AD HOC COMMITTEE ON DIVERSITY AND INCLUSION Friday, February 9, 2018 @ 11:30 a.m. Council Conference Room, 10th Floor, City Hall Councilmember Carol Wood, Chair Councilmember Brian Jackson, Vice Chair Councilmember Patricia Spitzley 1. Call to Order 2. Roll Call 3. Public Comment 4. Approval of Minutes • January 19, 2018 5. Discussion A.) Presentation - City Boards/Commission Developing policies for inclusion on Boards Mayor Schor and Mayoral Staff 6. Other • Updates on Participants in the Committee 7. Adjourn Pending Opioids information from Sparrow Hospital MINUTES AD HOC COMMITTEE ON DIVERSITY AND INCLUSION Friday, January 19, 2018 @ 11:30 a.m. Council Conference Room, 10th Floor, City Hall Call to Order The meeting was called to order at 11:32 a.m. Committee Members Council Member Carol Wood, Chair Council Member Brian T. Jackson, Vice Chair Council Member Patricia Spitzley - excused Others Present LaSondra Crenshaw, Council Staff Tammy Lemmer – TCOA Julee Rodocker – Consumers Energy Griffin Rivers Dax Carpenter, Disability Network Brandon Waddell – Attorney’s Office Stacey Locke – Peckham Guillermo Lopez, LLEAD/LSD Elaine Womboldt – Rejuvenating South Lansing Judi Harris - STVCC Jim Bale - GLLC MINUTES MOTION BY COUNCIL MEMBER WOOD TO APPROVE THE MINUTES FROM December 15, 2017 AS PRESENTED. MOTION CARRIED 2 - 0 Discussion: Information on City Boards and Commission Developing policies for inclusion on Boards Council Member Wood advised that the Mayor would like to create a Commission on Diversity & Inclusion. We would like prepare suggestions to the Mayor on a mission and vision for the Commission. Council Member Wood gave Council Member Jackson a brief description of what had been previously discussed within the Ad Hoc Committee. Council Member Wood advised the group that January 26, 2018 that Mayor Schor, Chief of Staff Samantha Harkins, and Marilyn Plummer were invited in to go over the policy we had been discussing during the last several meetings. Council Member Wood asked the group to look over the draft policy to see if any other changes/suggestions are needed. We have included conflict of interest and disclosure statement for people to fill out. And paper applications as some do not have computers but we want them to have the opportunity with the paper application. Council Member Jackson asked what the end result of the policy is. Council Member Wood stated we will ask the Mayor to adopt this policy as part of his procedures. We ask that he make it part of the application process, and webpage so the public can see the policy that is out there. Ms. Rodocker asked is there a time frame on when positons are to be filled. Council Member Wood stated yes the Charter requires ninety days, if not filled within ninety days Council has the ability to make up a three person committee. Mr. Lopez asked if Boards ask for consumers as part of requirement. Ms. Locke asked would the Mayor elect or nominate someone with a disability or would he question their skills to discuss the detailed policies. Council Member Jackson asked should we have a clause or section to consider the current sitting Board when adding to members. Also do we want to make Boards diverse. Ms. Rodocker stated we are replacing people on Boards with the same person that left that position. Council Member Jackson asked should we consider the current make-up of the board when considering a new person. Mr. Waddell advised the legal problem would be if the decision is based or race/gender. Mr. Rivers asked will council play a role in the decision? Council Member Wood advised that Council reviews and could send it back to the Mayor if we believed it was not the right fit. In the past the Mayor would reach out to the Ward Council Member and ask their opinion. However the last twelve years council has not been asked their input. This topic should be brought up next Friday January 26, 2018 when the Mayor is here. Council Member Wood advised to remove #10 on Application. Discussion Inclusion training January 22, 2018 Inclusion Training will take place January 22, 2018 at 5:30 - 7:00 p.m. during the Committee of the Whole Meeting Council Member Wood started the meeting with explaining to Council Member Jackson what inclusion training is and how it all came about. Ms. Lemmer spoke about what her presentation will consist of January 22, 2018. Ms. Womboldt asked if copies of the presentations will be available for the public. Council Member Wood advised yes and also advised if any material you feel is necessary please make sure all departments have copies as well. Ms. Harris spoke about what her presentation will consist of January 22, 2018. Ms. Locke and Mr. Carpenter both spoke out what their presentation will consist of January 22, 2018. Council Member Wood asked whether you are explaining what it takes for refugees to come to this country. Ms. Harris advised she will add a slide explaining this information Mr. Carpenter stated he would like to see everyone engaging citizens. As this would make it an inclusive process. Ms. Locke explained October is National Disability Employment Awareness Month. Council Member Wood advised Mr. Carpenter during their presentation they should speak on crossing the street and the issues it causes being so close to the Disability Network building. Council Member Jackson asked if Peckham still has flag football team. Ms. Locke advised they have a basketball team. Mr. Lopez asked how Peckham decides if someone is disable to get a job. Ms. Locke advised their intake team members all have Master’s Degrees and they ask certain questions to make that determination. They must have documentation, and a barrier to employment. Peckham has eligibility requirements at the federal level and they have case workers that speak many different languages. Based on statistics forty five percent of the workforce has mental illness (something you can’t see). Mr. Rivers asked does the public get to speak during discussion/action during COW meeting or only during public comment. Council Member Wood advised that no only Council gets to speak but they will provide information as to where they can attend the Ad Hoc on Diversity and Inclusion Meetings if they have additional questions. Ms. Womboldt suggested that everyone doing a presentation January 22, 2018 should provide business cards to make sure the public can contact them. Next meeting January 26th, 2018 February Meeting Dates: February 9th and 23rd Still working on Opioids issues OTHER Updates on Participants in the Committee Screening of documentary Wounded Places Sunday January 21, 2018 at Unitarian Universalist Church of Greater Lansing 5509 S. Pennsylvania Ave 6-8pm Cesar Chavez event March 29th at 12:00 p.m. – City Council Chambers 10th Floor. Time?? Adjourn Adjourn at 12:47 p.m. Submitted by, LaSondra Crenshaw, Administrative Assistant Policy for Boards & Commission (DRAFT) 01/19/2018 Unless stated differently within the City of Lansing’s Codified Ordinance or State Law, Boards & Commissions membership is as follows: Charter 5-103 .1 Every member of a board, commission or committee established by Charter or ordinance shall be an officer of the City and shall possess the qualifications required by this Charter for holding office. .2 Except as otherwise specifically provided in this Charter or State law, the Mayor shall appoint persons to all such boards, commissions and committees with the advice and consent of the Council. No such appointment shall be effective until it has been confirmed by the Council. .8 Each board established by this Charter shall be composed of eight (8) members. Four (4) members shall be from the City-at-large and one member shall be appointed from each of the four (4) wards of the City in the following pattern: .9 The members from the City-at-large shall be appointed to staggered terms, at least one of which shall expire each year. .10 Appointments to each board, commission and committee shall be made with regard to the diversity of Lansing citizens, their variety of interests and the experience and expertise that each can contribute to the common good of the City. Be a registered elector in the City of Lansing (Charter Section 2-102), Be a resident of Lansing for one year prior to taking office (Charter Section 2-102) Not be in default to the City of at the time of taking office (Charter Section 2-103.2) Not have been convicted, within 20 years of taking office, or a violation of the election law or any felony (Charter Section 2-103.1) An application process is required.  Applications should be available online and via paper copies.  Applications should be available in City-owned or leased buildings such at City Hall, Community Centers, and libraries  Once a referral from the administration is made to City Council, information about the applicant will be readily available for the public  Applicants will be required to fill out a Conflict of Interest Form as part of the process. Board or Commission Membership  Board or Commission membership should be limited to two full terms (8 years) to allow for a variety of citizens with various ideas and skill sets to hold seats. Individuals are also only allowed to sit on a maximum two boards/commissions simultaneously.  Board or Commission membership should take into effect the following for each applicant: Knowledge of the Board or Commission; Passion for the topic/issue of the particular Board or Commission; Desire to help shape policy; Ability to offer one’s professional and personal skills; Willingness and plan as a citizen representative to engage with the City of Lansing’s diverse population for their input in helping to form inclusive policies.  Expectations of Board or Commission members: Be on time for meetings; Be familiar with the issues; Review background information and the agenda and previous minutes before each meeting; Participate in discussions and work assignments; Be courteous to each other and to members of the public; Be open and responsive to questions and concerns; Engage with the public (i.e. attend neighborhood meetings, etc.); Participate in Ethics and Inclusion training, Open Meetings Act Training, and any training recommended by the specific Board or Commission; Generate an annual report to Council by February 1st CITY OF LANSING Conflict of Interest Policy & Disclosure Statement A conflict of interest is any situation in which Board or Commission member interferes with or influences the City of Lansing business. Examples include, but are not limited to the following examples: 1. An individual with a personal interest in the decision of the Board. 2. An individual in direct competition with another applicant for funds. 3. An individual acting as a representative of an agency, organization, business or institution being evaluated or receiving funds, or where decisions are in process of being formulated that directly influence that agency, organization, business or institution. Printed Name: ___________________________________________________________________________ Position: ______________________ In the past 12 months, have you worked as an employee, independent contractor or consultant for any organization doing business with the City of Lansing? If so, please list them here: ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ Do you or any member of your immediate family have a relationship with the City of Lansing as a vendor, contractor, consultant, etc.? If so, please describe: ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ Please list all outside organizations in which you or any member of your immediate family serve as a Board member, Director, Trustee or other position of authority? ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ I hereby attest I have disclosed all requested information regarding myself and my immediate family members. I understand I am required to complete this form on an annual basis. I also understand I must inform the City of Lansing immediately should any of my above answers change in between each annual update. Signature Date Rev 12 2017