Human Relations Commission

Human Relations Commission AGENDA FOR REGULAR MEETING March 18, 2021 HUMAN RELATIONS COMMISSION: Babs Gellman, Chair Tina Meier, Vice Chair Ed Bryant Jason Dunn Jessica Ross-Sutton Donalee Gastreich Dr. Suzanne Leake Dr. Wade Steinhoff Lt. Thomas Wilkison (Representing PD) Dan Borgmeyer, Mayor Tom Besselman, City Council Liaison Chuck Lovelace, Staff Liaison and Secretary/Treasurer Commission Members: ON THURSDAY, MARCH 18, 2021 AT 4:30P.M. THE CITY OF SAINT CHARLES HUMAN RELATIONS COMMISSION WILL HOLD ITS REGULAR MEETING VIA ZOOM. THE PUBLIC WILL BE PERMITTED TO ATTEND THE MEETING VIA ZOOM UTILIZING THE FOLLOWING LINK: https://us02web.zoom.us/j/87318748749?pwd=ZlRnM2wrWmxzNXBpQ3ZERUpOeHIzZz09 OR, YOU MAY CALL IN TO LISTEN VIA ZOOM CALL AT: 1 312 626 6799. Meeting ID: 873 1874 8749 and Passcode: 557175 I. Call To Order (5 min) II. Welcome Judy Sharma (Mayor’s Invited Guest- 5 Min) III. Review and Approval of February 18, 2021 minutes (5 min) IV. New Business A. Committee Updates (12 min) 1. City Education Committee (Tina, Ed, Jessica, Wade)  2. Social Media Committee (Babs, Chuck) 3. Partnership & Community Outreach Committee (Jason, Suzanne, Tom, Donalee) 4. Administrative Committee (Babs, Tina, Chuck) B. Budget Spend 2021/2022 (Babs - 20 Minutes) V. Comments from Commissioners (5 min) VI. Next Meeting- Next general meeting will be held on Thursday, April 15, 2021 VII. Adjournment Upcoming General Meeting Schedule: April 15, May 20, June 17, July 15, August 19, September 16, October 21, November 18, December 16 The City of St. Charles offers all interested citizens the opportunity to attend public meetings. If you wish to attend this public meeting and require an accommodation due to a disability, please contact the Office of the City Clerk to coordinate an accommodation at least two (2) business days in advance of the scheduled meeting at 636-949-3282 or 636-949-3289 (TTY – for the hearing impaired). The City of St. Charles, Missouri fully complies with Title VI of the Civil Rights Act of 1964 and related statutes and regulations in all programs and activities. For more information or to obtain a Title VI Complaint Form, please call the City Clerk’s Office at 636-949-3282 or visit City Hall located at 200 North Second Street, St. Charles, Missouri, 63301. Agenda Posted 3/12/21 @ 5:00 p.m. By: CWL Attachments: ● HRC Minutes February 18, 2021 DRAFT ● HRC Updates March 18, 2021 ● Education Committee 2021 Goals ● Social Media & Marketing Committee 2021 Goals ● Partnership & Community Outreach Committee 2021 Goals ● Administrative Committee 2021 Goals ● Education Committee March Report ● Social Media & Marketing Committee March Report ● Partnership & Community Outreach Committee March Report ● Administrative Committee March Report ● Human Relations Commission Budget Guidance 2021-2022 ● Budget Suggestions 2021-2022 HUMAN RELATIONS COMMISSION AGENDA PAGE 2  HUMAN RELATIONS COMMISSION - MINUTES February 18, 2021 4:30 pm Zoom Meeting MEMBERS PRESENT: STAFF PRESENT: Babs Gellman, Chair Chuck Lovelace, Staff Liaison & Secretary Tina Meier, Vice Chair Bruce Evans, Director of Com. Dev. Ed Bryant Jason Dunn GUEST: Jessica Ross- Sutton Nancy Thomas Donalee Gastreich Dr. Suzanne Leake Lt. Thomas Wilkison (Representing PD) Tom Besselman, Council Member MEMBER ABSENT: Dr. Wade Steinhoff Dan Borgmeyer, Mayor The regular meeting of the St. Charles Human Relations Commission was held on Thursday February 18, 2021 at 4:30 p.m. virtually through Zoom. The minutes for this meeting are as follows: 1. Call to order and call the roll- The meeting was called to order by Chair Babs Gellman at 4:31 p.m. Those in attendance are noted above. When Nancy Thomas joined the call, Chair Babs Gellman welcomed her. 2. Review and Approval of January 21, 2021 minutes: Commissioner Donalee Gastreich made a motion to approve the minutes. Commissioner Lt. Thomas Wilkison seconded the motion. All were in favor. The minutes were approved. 3. Comments from the Mayor- None 4. Old Business- A. Committees’ 2021 Goal Finalizing with full Commission- 1. City Education Committee- Goals discussed and attached to these minutes. 2. Social Media & marketing Committee- Goals discussed and attached to these minutes.  3. Partnership & Community Outreach Committee- Goals discussed and attached to these minutes. 4. Administrative Committee- Goals discussed and attached to these minutes. 5. The need for additional guidance for the Committees was raised. Commissioners were advised to direct such questions to Staff Liaison Chuck Lovelace who would then work with the Vice-Chair, Chair and appropriate City staff to develop guidance. 6. All Committees were given the opportunity to further tweak their goals over the next month, and were asked to submit their finalized goals to be included in the March Meeting Packet 7. New Business- A. Committee Updates- 1. City Education Committee- Updates discussed and report attached to these minutes. 2. Social Media and Marketing Committee- Staff Liaison Chuck Lovelace discussed a proposed Respect Harmony and Understanding Week to take place on April 19-23, 2021. Commissioners will request a proclamation from the Mayor for the week. Additionally, a monthly report is attached to these minutes. 3. Partnership & Community Outreach Committee- Updates discussed and report attached to these minutes. 4. Administrative Committee- Updates discussed and report attached to these minutes. B. First Annual Report Review- Commissioner Dr. Suzanne Leake suggested a minor change and all agreed. A motion was made by Commissioner Jason Dunn and Seconded by Commissioner Donalee Gastreich to approved the annual report as amended. All were in favor. The report was approved unanimously. The Administrative Committee stated they would submit to the Mayor and City Council. C. Safe Zone Training- Commissioner Jason Dunn discussed possible future safe zone training for commissioners and city staff. It was agreed to have the Education Committee discuss and make a recommendation to the full Commission on how to proceed. 8. Comments from Commissioners- A. Guest Nancy Thomas was introduced to the commissioners. Nancy is a 29 year St Charles resident, bilingual in Spanish language and has worked with the St Charles Community College and Lindenwood University as a liaison to the Hispanic Community. A commissioner  application will be forwarded to Nancy Thomas. B. Commissioner Bryant suggested Commissioners consider including the use of pronouns with their names on Zoom. 9. Next Meeting- The next general meeting will be held on Thursday, March 18, 2021. Continuing to keep COVID restrictions in mind during the pandemic, this will be a zoom meeting. 10. Adjournment- After final discussions and there being no further business, a motion was made by Commissioner Lt. Thomas Wilkison and Seconded by Commissioner Jessica Ross-Sutton to adjourn the meeting. All were in favor. The meeting was adjourned at 6:22 p.m. ______________________________ ___________________________ CHUCK W. LOVELACE III, SECRETARY DATE  HRC Updates March 18, 2021 Babs Gellman - Chair ● The recommendation from the Mayor for Jason Dunn’s re-appointment to the HRC will go to City Council March 16th. ● Updated and finalized 2021 Goals for all Committees are included in this meeting’s packet for reference. We have been advised that Commissions and Boards usually only share goals within the Commission or Board itself. It was suggested the finalized goals be included in the minutes, which are available to the Mayor, City Council and the public. Chuck will include the updated Committee Goals as part of the Mar Meeting Minutes. Furthermore, this year’s (2021) Annual Report will include these goals and report on what we accomplished during this year, towards these goals. ● We gathered information regarding having a table at St. Charles Pride, but at Jason’s suggestion, we are holding off on discussing that until April or May after St Charles Pride firms up some of their plans. ● The purpose of Committee Reports is multifold. They serve to update everyone (other HRC Commissioners, Mayor, City Council and the public) about the activities of the Committee. They serve as a reminder of what the Committee has set out to do this year, and to share progress, decisions, issues, celebrations, jeopardized goal delivery dates, etc. We are relying on those reports to reduce time in the meetings spent on updating, allowing us to instead turn our attention to things that require discussion. Each Committee is asked to provide a written (Word-like document) Monthly Committee Report, for inclusion in the packet. It should include: ➔ A date ➔ “(Committee Name) Report” as a title ➔ Who the Report is From (Members of the Committee) ➔ Who the Report is being sent To (The Human Relations Commission) ➔ The three 2021 Goals, so that we have a constant yet easy reminder of what these are. ➔ For each goal, an update of things having occurred over the last month. If you have done nothing, or have not started – that’s fine and that is all you need to put in the report. ➔ Beyond that, feel free to include things going on within the Committee not related to a specific goal, but you feel would be good to share with the Commissioners. ● Now that we have established Committees, their purpose, and goals for 2021, and will now have a written report from each Committee every month, we will reduce the meeting time allocated to Committee reporting. With all Commissioners getting and reading the Reports in advance, the time set aside will be used for Commissioners to raise questions/comment about all reports should they feel the need. Please keep this in mind. If your Committee has Page 1  something they feel truly requires a lengthier HRC discussion, please let us know beforehand so we can plan and allocate additional time. We will see how this goes and adjust in the future if needs be. ● I contacted last month’s guest Nancy Thomas via email on 2/21. I advised her how to apply to be a Commissioner, that the Social Media and Marketing Committee was not yet ready to engage her in a book reading for FB but would reach out in the future, I let her know that meetings are public and she can attend anytime, and where she can find meeting dates and agendas. I have not had a response, but as Social Media and Marketing plans for book readings, we will reach out to her. Chuck Lovelace – Secretary/Treasurer and Staff Liaison ● Budget- 2021 Total Annual Budget: $2,000.00 Remaining Budget total as of February: $1,920.20 Spent Last Month: $0 Remaining Budget total as of March 10: $1920.20 (Note: Total includes $1,000.00 for City Lights) ● City Lights- The city’s Media Department has agreed to take over the City Lights program. I will assist the Media team as we transition the City Lights program to them. Page 2  The mission of the Human Relations Commission (HRC) is to promote respect, harmony and understanding throughout the St. Charles community. EDUCATION COMMITTEE Purpose: Identify ways to offer and deliver education on Diversity, Equity, and Inclusion to City residents, businesses, staff, and City Council. Members: Tina Meier, Ed Bryant, Jessica Ross-Sutton, Wade Steinhoff 2021 Yearly Focus Topics: Goal Setting (Pick Three): Specific | Impactful | Measurable | Realistic 1. Edit and finalize a recommendation letter to Shanton Fountain, Human Resources Director for the City of St. Charles quarterly workshops based on the survey results that were conducted through Survey Monkey during the week of October 20, 2020. A total of 178 responses were collected (Trauma Informed Training 59%, Diversity, Inclusion, and Equity Training 34%, and LGBTQ Training 4%.) Once we hear back from Shanton Fountain, Human Resources Director for the City of St. Charles with approval for the quarterly workshops, we will work on dates, topics, and logistics in collaboration with Shanton Fountain. 2. Create an education information sheet, PowerPoint, etc., for all City of St. Charles employees to know more about the Human Relations Commission and what we do. Out of 178 responses, 133 people or 75% know very little or nothing at all about the HRC. 3. The sense of belongingness will increase within the student body of St. Charles City residents. The sense of community, and inclusion, will be fostered via youth representation. Through monthly youth council meetings, the issues surrounding mental health, and homelessness, will be addressed through solution based methods. 4. Making book resources available to Commissioners and Council members which are being held at Chuck Lovelace’s office.  The mission of the Human Relations Commission (HRC) is to promote respect, harmony and understanding throughout the St. Charles community. SOCIAL MEDIA & MARKETING COMMITTEE Purpose: Deliver messaging focused on fulfilling HRC’s purpose, and news about HRC activities, to ensure the community is aware of, and engaged with, the HRC. Members: Chuck Lovelace, Babs Gellman 2021 Yearly Focus Topics: Goal Setting (Pick Three): Specific | Impactful | Measurable | Realistic 1. Hold three events/activities over the course of the year, to promote awareness of the HRC and increase community engagement. 2. Redesign the HRC City website to provide more information regarding the HRC and our work to the public. Make it user friendly, accessible and relatively easy to maintain. Recommended changes delivered to the Commission by end of April. 3. Increase HRC Facebook Page likes by 10% by year end, to further broadcast the message and mission of the HRC and educate and engage the community. Extend the Facebook reach by adding a feed to the website.  The mission of the Human Relations Commission (HRC) is to promote respect, harmony and understanding throughout the St. Charles community. PARTNERSHIP & COMMUNITY OUTREACH COMMITTEE Purpose: Develop partners, representing various identities, whom the HRC can rely upon to provide input, messaging, and active support for HRC’s work. Members: Jason Dunn, Suzanne Leake, Lt. Tom Wilkison, Donalee Gastreich 2021 Yearly Focus Topics: LGBTQ+ Homelessness Mental Health Goal Setting (Pick Three): Specific | Impactful | Measurable | Realistic 1. Build a list of allies and resources aligned with the work of the HRC to be shared with the community with each committee member making 4 connections per quarter. This should give us a list of about 50 by the end of 2021. 2. We aim to host a live program or event by year end, to support Mental Health within the St. Charles city community. 3. Support our allies in local events and activities.  The mission of the Human Relations Commission (HRC) is to promote respect, harmony and understanding throughout the St. Charles community. ADMINISTRATIVE COMMITTEE Purpose: Create an infrastructure and processes to enable the HRC to run efficiently and effectively Members: Babs Gellman, Tina Meier, Chuck Lovelace 2021 Yearly Focus Topics: Goal Setting (Pick Three): Specific | Impactful | Measurable | Realistic 1. Develop a process to ensure the Human Right’s Campaign is kept apprised of actions taken by the City of St Charles that would impact our Municipality and Equality Index (MEI). Plan completed by May 1. 2. Create an on-line hub accessible to the Commissioners, for the purpose of storing and collaborating on their work, and to provide easy access to non-public Commissioner resources. This will make our work easier and produce informed, cohesive, better quality, work. Officer Hub pilot to be completed by Jul 1. 3. Create a Commissioner Handbook to provide written requirements, guidance, policies, procedures, and standing plans for the HRC, so that we approach and carry out our work with the same understanding, speaking and acting on behalf of the Commission. First draft completed by Sep 1.  Education Subcommittee of the Human Relations Commission City of St. Charles, Missouri Education Committee Members: Tina Meier, Ed Bryant, Jessica Sutton, & Wade Steinhoff Topic: March Report Committee Mission: The mission of the Human Relations Commission is to promote respect, harmony and understanding throughout the Saint Charles community. 1. On February 25, 2021 at 3:00 pm, Tina Meier, Ed Bryant, Jessica Sutton, and Wade Steinhoff all meet via Zoom for our meeting.  We finalized the letter to Shanton Fountain, HR for the City of St. Charles and suggested two dates and times that we could all meet with Shanton to discuss further.  On March 4th, we emailed Shanton Fountain the recommendation letter which included a list of the books that are held in Chuck’s office, and final survey results from the City of St. Charles employees.  As of March 11th, we have not heard back from Shanton. We will reach out again on March 12th.  We looked at our goals and updated them as follows: 1. Finalized and emailed on March 4th a recommendation letter to Shanton Fountain, Human Resources Director for the City of St. Charles quarterly workshops based on the survey results that were conducted through Survey Monkey during the week of October 20, 2020. A total of 178 responses were collected (Trauma Informed Training 59%, Diversity, Inclusion, and Equity Training 34%, and LGBTQ Training 4%.) Once we hear back from Shanton Fountain, Human Resources Director for the City of St. Charles with approval for the quarterly workshops, we will work on dates, topics, and logistics in collaboration with Shanton Fountain. 2. Create an education information sheet, PowerPoint, etc., for all City of St. Charles employees to know more about the Human Relations Commission and what we do. Out of 178 responses, 133 people or 75% know very little or nothing at all about the HRC. We plan on having this completed and sent out in the email when the 1st workshop is scheduled. 3. Create a plan for engaging students within the student body of St. Charles City residents. The sense of belongingness, community, and inclusion, will be fostered via youth representation. Through monthly youth council meetings, the issues surrounding mental health, and homelessness, will be addressed through solution based methods. This will take some time and it will be a process to create a plan to engage students in the City of St. Charles. 4. Making book resources available to Commissioners and Council members which are being held at Chuck Lovelace’s office. Promotion of these resources will be done throughout the year with the Education Committee creating Facebook posts regarding one of the book recommendations. These will be sent to the Social Media Committee for posting. We have made Shanton Fountain, HR Director, aware of the book lists and where they are located. We are looking into Internal and External newsletters.  March 1, 2021 Shanton Fountain Human Resources Director City of St. Charles 200 North Second Street St. Charles, MO 63301 RE: Recommendations for Quarterly Diversity, Equity, and Inclusion (DEI) Workshops for City of St. Charles Employees Dear Shanton: The St. Charles City Human Relations Commission (HRC) mission is to promote respect, harmony, and understanding throughout the St. Charles Community. We promote a mutual understanding and respect among all social, racial, religious, cultural, and ethnic groups in the community. Our goal is to eliminate prejudice among citizens, groups, agencies, and departments within the City. The HRC is recommending quarterly workshops in Diversity, Equity, and, Inclusion (DEI) for City of St. Charles employees based on the survey results that were conducted through www.surveymonkey.com during the week of October 20, 2020. The results showed City of St. Charles Employees Workshop interests were (Trauma Informed 59%, Diversity, Inclusion, and Equity 34%, and LGBTQ 4%). A copy of the survey showing 178 responses is attached to this letter. Our hope is to meet with you via Zoom on either Tuesday, March 16th at 3:30 pm or Tuesday, March 23rd at 10:00 am to discuss the following: • Quarterly dates • Venue • Virtual/In-Person Human Relations • Topics for each workshop Commission • Presenters • Budget • Non/Mandatory training 1 of 2  We would also like to let you know that toward the end of 2020, the Human Relations Commission decided to utilize a portion of its annual budget to create a HRC Media Library, which includes a robust list of 25 books (available to City employees to borrow) on a variety of issues on diversity, equity, and inclusion. We would like to have some communications to City employees about the books available to borrow. In addition, we would like to explore the possibility of the HRC assisting with City employee reading groups. Our Commission liaison, Chuck Lovelace, maintains the books in his office. A list of the books is attached. Thank you, Tina Meier, Ed Bryant, Jessica Ross-Sutton, and Wade Steinhoff The Education Subcommittee of the Human Relations Commission Human Relations Commission 2 of 2 CURRENTLY AVAILABLE IN THE HRC MEDIA LIBRARY:  Safe Enough to Soar Accelerating Trust, Inclusion and Collaboration in the Workplace- By Frederick A Miller and Judith H Katz.  Out of Many Faiths: Religious Diversity and The American Promise- By Eboo Patel  Inventing Latinos- A New Story of American Racism- By Laura E. Gomez  We Can’t Talk About That At Work: How To Talk about Race, Religion, Politics and other Polarizing Topics- By Mary-Frances Winters  Overcoming Bias: Building Authentic Relationships Across Differences- By Tiffany Jana and Matthew Freeman  A Queer History of the United States- By Michael Bronski  Narrative of the Life of Frederick Douglass: An American Slave- By Frederick Douglas  Stamped From The Beginning: The Definitive History of Racist Ideas in America- By Ibram X Kendi  Stony the Road: Reconstruction, White Supremacy and the Rise of Jim Crow- By Henry Louis Gates, Jr.  I Am Not Your Negro- (DVD) – By Magnolia Pictures  My Autobiography of Carson McCullers: A Memoir –By Jenn Shapland  The People Could Fly: American Black Folktales By Virginia Hamilton  Teaching for Diversity and Social Justice- By Maurianne Adams and Lee Anne Bell  Biased: Uncovering the Hidden Prejudice The Shapes What We See, Think and Do- By Jennifer L. Eberhardt, PHD  The Warmth of Other Suns: The Epic Story of Americas Great Migration- By Isabel Wilkerson  Caste: The Origins of Our Discontents – By Isabel Wilkerson  X + Y A Mathematicians Manifesto for Rethinking Gender –By Eugenia Cheng  An Indigenous Peoples History of the United States- By Roxanne Dunbar-Ortiz  A Disability History of the United States- By Kim E. Nielsen  So You Want To Talk About Race? –By Ijeoma Oluo  The Educators Guide to LGBTQ+ Inclusion: A practical Resource for K-12 Teachers, Administrators and School Support Staff- By Kryss Shane  Racism Without Racists: Color Blind Racism and the Persistence of Racial Inequality In America- By Eduardo Bonilla-Silva  Readings For Diversity and Social Justice- By Maurianne Adams and Warren J Blumenfeld  Racism Without Racists: Color Blind Racism and the Persistence of Racial Inequality in America- By Eduardo Bonilla-Silva  The Color of Law: Forgotten History of How Government Segregated America- By Richard Rothstein  Social Media & Marketing Committee Report March 10, 2021 To: HRC Commissioners From: Chuck Lovelace Babs Gellman Social Media & Marketing Committee Purpose: Deliver messaging focused on fulfilling HRC’s purpose, and news about HRC activities, to ensure the community is aware of, and engaged with the HRC. Events GOAL: Hold three events/activities over the course of the year, to promote awareness of the HRC and increase community engagement. The Respect, Harmony and Understanding Week is tentatively planned for April 19-23. We discovered our plans for the event needed to be routed for review by City Admin: Legal, Finance, Director of Admin, Mayor and City Clerk. We are also choosing to also ask for input from City Media since this will be done using FB for posts. This routing must be done by completing a particular form (the white form). Chuck has completed that form, based on what Social Media and Marketing presented to the Commissioners, and has begun the routing. He will advise the outcome. Chuck forwarded a request to the Mayor to proclaim the week of April 19-23 as “Respect, Harmony and Understanding Week” and push that forward. We are requesting the proclamation be made during the Apr 6th City Council meeting and will confirm if that date is signed off on. We plan to have a presence at that meeting (Chuck and Babs – Tina has an obligation) and of course all Commissioners are welcome to join should they feel sufficiently safe (as pertains to COVID-19) and so desire. No one is asked to attend if they feel uncomfortable in doing so. Website GOAL: Redesign the HRC City website to provide more information regarding the HRC and our work to the public. Make it user friendly, accessible and relatively easy to maintain. Recommended changes delivered to the Commission by end of April. We have nothing further to report. Facebook GOAL: Increase HRC Facebook Page likes by 10% by year end, to further broadcast the message and mission of the HRC and educate and engage the community. Extend the Facebook reach by adding a feed to the website. Our FB page likes increased 21% from Feb 1, 2021 to Mar 1, 2021 (see Appendix A) and 26% from the beginning of the year. Our page likes at month end were 308. Number of posts in February (56) remained steady from the prior month (see Appendix B). Commissioners continue to provide content with just one missing their opportunity during Page 1  Social Media & Marketing Committee Report February to help broadcast the HRC cause. Several Commissioners provided multiple posts and the Social Media and Marketing Committee members are filling in between Commissioners’ posts to create a steady stream of posts. Chuck has added March’s HRC Meeting as an Event on FB and will continue adding our meetings each month. Heather Fleming’s Black History Month post reached a phenomenal 8.5k people and garnered 683 reactions, comments and shares. Once again, a high percentage of reactions (73%) occurred on the shared post rather than the original. Thanks to all who follow, like and share the posts. Pat Holtermann-Hommes, who lives and works in St. Charles, is the Chief Executive Officer of Youth in Need, a leader in the non-profit community, champion of youth, and a promoter of DEI within her agency, has provided a post for March, National Women’s History Month. We will take a break in April from these personal reflections and focus instead on our event week as our Feature Post. City Bi-Monthly and e-Weekly Newsletters We have discussed both of these platforms and are making plans. Next bi-monthly paper newsletter deadline is April 12th for a May publication. We are looking to do something on National Teen Self- Esteem month (May) in alignment with our Mental Health focus. We are aware that June is Pride month and we will make plans to promote the month in one of the newsletters (e-News or Print). Next bi-monthly paper newsletter deadline is June 14th for the July publication. If any Commissioner or Committee has an idea for newsletter content, please let us know. Page 2  Social Media & Marketing Committee Report APPENDIX A Number of HRC FB Page Likes On First Day of Month 350 308 300 255 236 244 250 228 221 202 210 196 200 180 187 170 171 150 100 50 0 MAR-20 APR-20 MAY-20 JUN-20 JUL-20 AUG-20 SEP-20 OCT-20 NOV-20 DEC-20 JAN-21 FEB-21 MAR-21 Page 3  Social Media & Marketing Committee Report APPENDIX B Number of Posts Per Month 60 50 40 30 55 56 20 23 10 9 6 1 1 3 3 1 1 2 0 MAR-20 APR-20 MAY-20 JUN-20 JUL-20 AUG-20 SEP-20 OCT-20 NOV-20 DEC-20 JAN-21 FEB-21 Page 4 We are looking for you to provide, for inclusion in the packet, a word document, that should include: * A date * "(Committee Name) Report" as a title * Who the Report is From (Members of the Committee) - and To: The Human Relations Commission * The three 2021 Goals, so that we have a constant yet easy reminder of what these are. * For each goal, an update of progress made over the last month, and as stated above any issues or celebrations, etc.. If you believe you will not be able to deliver on a goal - then give everyone a head's up. If you have done nothing, or have not started - that's fine and that is all you need to put in the report. * Beyond that, feel free to include things going within the Committee not related to a specific goal, but you feel would be good to share with the Commissioners. Monthly report from Partnership and Community Outreach Committee March 1st, 2021 Jason Dunn, Suzanne Leake, Lt. Wilison, Donalee Gastreich met on March 1st, topic was a discussion on our current questions and concerns we have around what is accepted and expected as policies, procedures, and practices to align with the city and legal department to allow us to represent the commission in our most productive, professional and practical ways. These questions were then compiled and sent to city staff –(Chuck Lovelace and Bruce Evans) to get answers as discussed in our Feb. meeting. Our goals have been updated – (we merged #2 in with #1 ) 1. Build a list of allies and resources aligned with the work of the HRC to be shared with the community with each committee member making 4 connections per quarter. This should give us a list of about 50 by the end of 2021. 2. We aim to host a live program or event by year end, to support Mental Health within the St. Charles city community. 3. Support our allies in local events and activities. Current update on these goals - We have yet to begin reaching out and are still gaining clarity with the questions provided and hope to begin as soon as we have answers to our proposed questions I attended a NAMI facilitator training over March 5-7, More to come on this next month. Questions for city staff or legal - Prepared on March 1, 2021 Response prepared March 10, 2021 1. What is the city’s policy regarding partnering with allies in the community to a. Promote their events on HRC FB page HRC is an official city commission. As such, events promoted on the HRC’s Facebook page carry the implication those events are endorsed and supported by the city. No board or commission has the authority to associate the city with another organization without ordinance authority or Administration approval. Outside events should not be promoted on the HRC Facebook page unless they are reviewed and approved in advance by Administration. b. Promote their events on city calendar The city calendar is used to publicize official city meetings and events. It is not used to promote outside events. c. Set up tables at their events Staff has no objection to HRC setting up a table at events that support the Commission’s mission. Staff recommends the full Commission review and approve each event in which you participate. 2. What is the process to inform the city of our plans to connect and create partnerships? Example - If someone get an email from us or call and reaches out to the city to make sure it is legit. If the HRC wishes to create an official partnership with any outside organization, it should request Administration approval first. The request should include information about the other organization and the intent of the proposed partnership. Chuck or Bruce will be happy to take the request forward to the appropriate staff for review. 3. What is the communication format required in the signature area of our emails? a. Logo b. Mission statement c. Legal disclaimer Emails from the HRC should simply use City of St. Charles Human Relations Commission as the signature. The full Commission should adopt a policy for emails from the Commission. 4. Are there any rules or policies regarding who not to engage with when reaching out to create partnerships with organizations that support human rights, LGBTQ+, Mental Health or Homeless? As stated in the response to the first question, no city board or commission has the authority to associate the city with another organization without ordinance authority or Administration approval. Proposed partnerships should be submitted to staff for review and approval before they are officially established. 1  5. Where can we obtain city letterhead and city logo to make our work professional? Electronic versions to use in email Community Development and the Media Department will assist with the creation of letterhead and a logo for the HRC. This will insure the HRC’s letterhead and logo are consistent with what is used by all other city departments, boards and commissions. Prepared by the Partnership and Community Outreach Committee Suzanne Leake, Jason Dunn, Lt. Thomas Wilkison, Donalee Gastreich 2  Administrative Committee Report March 10, 2021 To: HRC Commissioners From: Tina Meier Chuck Lovelace Babs Gellman Committee Purpose: Create an infrastructure and processes to enable the HRC to run efficiently and effectively MEI Updates GOAL: Develop a process to ensure the Human Right’s Campaign is kept apprised of actions taken by the City of St Charles that would impact our Municipality and Equality Index (MEI). Plan completed by May 1. On February 24th the Human Rights Campaign Foundation contacted the Mayor, via email, to inform him that St. Charles will be included in the tenth edition of the Human Rights Campaign’s Municipal Equality Index (MEI). They advised the “HRC will conduct preliminary research on (our) city and will send (us) a draft scorecard in June for (our) review. When (we) receive (our) draft scorecard, (they) ask that (we) review (their) research and contact (them) with corrections and supporting documentation before Friday, July 30. The MEI will be published and released near the end of the year.” The Mayor passed that on to Chuck. On March 10th, Chuck contacted the Human Rights Campaign Foundation via email to provide them with the news release regarding last year’s ordinance changes in the hopes that it will be considered in the draft scorecard. An auto-reply email from the Human Rights Campaign stated that they would follow up with Chuck in the weeks ahead. Chuck will confirm if the Human Rights Campaign Foundation is agreeable to multiple points of contact for the City and if so will ask the Mayor if he would like to add Chuck as an additional point of contact for the City. HRC Hub GOAL: Create an on-line hub accessible to the Commissioners, for the purpose of storing and collaborating on their work, and to provide easy access to non-public Commissioner resources. This will make our work easier and produce informed, cohesive, better quality, work. Officer Hub pilot to be completed by Jul 1. We were unable to establish an account to start trialing the tool we originally selected, so have reached out to the City to help us set up an account for us to begin evaluating. We are awaiting more information. In the meantime, the Administrative Committee is trying out Google Docs/ Drive for the compilation of meeting materials which will help us start thinking through organization of materials and potential use of that tool. Page 1  Administrative Committee Report Commissioner Handbook GOAL: Create a Commissioner Handbook to provide written requirements, guidance, policies, procedures, and standing plans for the HRC, so that we approach and carry out our work with the same understanding, speaking and acting on behalf of the Commission. First draft completed by Sep 1. We have started gathering examples for review to help in handbook development. Annual Report The report is now finalized with changes discussed at our last meeting, approved at that meeting, and ready to deliver. There was a discussion at our last meeting of how and when to deliver this report. After some research, the following information was found and shared via email. It is included here for the record. ● Annual reports are not read at the City Council meetings. Instead, we have been directed to submit the report to the City Clerk and she will include it under Item #12c in the Consent Agenda. That’s the way the other boards and commissions give their reports to Council. If the Council has any questions, they will relay them prior to the meeting. ● The report will be included in the Consent Agenda for the March 16th City Council meeting. If Council has any questions they will relay them prior to the meeting. Therefore we don’t believe anyone needs to attend. Page 3  Human Relations Commission 2021/2022 Budget Guidance Based on input from the City’s Director of Community Development and Purchasing Manager, the following offers guidelines and requirements on budget planning and spending. This is not intended to be an exhaustive list of all rules that apply, or things to consider, but should provide some guidance. Should you have other questions, please send those to the HRC City Liaison, Vice-Chair and Chair so they may be addressed. 2021/2022 Budget Planning 1. As requested, all suggestions for 2021 and 2022 budget spends must be submitted to Chuck by March 10, 2021 to be consolidated and included in the meeting packet for our March 18th meeting. Please complete the Budget Suggestions Worksheet (following) to make that submission – one for 2021 and a separate for 2022. 2. The HRC must spend its budget every year, even if it was requested for something specific and spent on something other than its intended purpose, by the end of the year. 3. For 2021, since the available funds were not specifically designated (other than those for City Lights), we will review suggestions at our March meeting, and plan to spend the funds as the majority sees fit – confirmed by vote. 4. The HRC 2022 budget must be submitted to the Department Director for review by the beginning of May 2021, which gives us a little more time. The City begins the budget process mid-May. The HRC will discuss 2022 suggestions at our March meeting. If all are agreed, we will delay a final vote until April to allow more thought to be given to next year’s budget, particularly in light of the Committees just setting goals for this year. At our April meeting, we will vote on the items to be requested for inclusion in our 2022 budget. 5. Budget for 2022 will not be finalized until City Council votes in December 2021. Spending Guidelines 1. All expenditures must clearly support the mission of the HRC. 2. Section 130.210, Financial Interest in City Contracts – Sales to City and Purchases from City of Surplus Property, states: “No elected official, appointed official or employee shall sell or barter anything to the City, or to a contractor to be supplied to the City, or be financially interested, directly or indirectly, in the sale to the City of any land, materials, supplies, equipment or services. Nothing herein shall prohibit an employment contract between the City and an employee.” An HRC Commissioner would be considered an Appointed Official per the above definition and therefore would not be eligible to sell goods/services to the City. 3. The HRC cannot make any donation to another group., agency or non-profit. 4. Contest or participation awards/prizes are permissible. These may not be in the form of a gift card or cash. Acceptable items in the past have included things like art supplies/sets. All ideas for prizes should be submitted to the City Liaison with a brief explanation, to gain input from the City’s Director of Community Development before proceeding. 5. Event Giveaways, i.e., branded small items to be handed out by Commissioners at events in which the HRC has agreed (by vote) to officially participate are permissible, examples: children’s books, coloring books, Crayola’s etc. Note, some partners like HUD, EHOC, Census and CDBG have donated some items in the past. Page 1 Rev. 3/1/2021 6. Purchases of $3,000 and up, require soliciting at least three written quotes. A requisition must be entered for any purchase over $3,000, which requires Purchasing Manager’s approval. Requisitions over $10,000 require approval of Director of Finance and Director of Administration. 7. If the Commission agrees amongst themselves to continue doing business with a vendor previously used, and the purchase does not exceed the amount requiring bids, they can choose to do so. That agreement will be confirmed by a vote. 8. The City has no specific DBE (Disadvantaged Business Enterprise) participation requirements in its Purchasing Code. As background, from the US Department of Transportation: DBEs are for- profit small business concerns where socially and economically disadvantaged individuals own at least a 51% interest and also control management and daily business operations. African Americans, Hispanics, Native Americans, Asian-Pacific and Subcontinent Asian Americans, and women are presumed to be socially and economically disadvantaged. Other individuals can also qualify as socially and economically disadvantaged on a case-by-case basis. Page 2 Rev. 3/1/2021  Budget Suggestions Worksheet 2021 Requestor* Description of Item and Brief Explanation of Use Requested Amount How Have Costs Been Determined? *Commissioner or Committee Page 3 Rev. 3/1/2021  Budget Suggestions Worksheet 2022 Requestor* Description of Item and Brief Explanation of Use Requested Amount How Have Costs Been Determined? *Commissioner or Committee Page 4 Rev. 3/1/2021  Budget Suggestions Worksheet 2021 (Renting Tabling Equipment) Requestor* Description of Item and Brief Explanation of Use Requested Amount How Have Costs Been Determined? Picture Website Jason Dunn 10' or 10' Tent rental for outdoor festivals $115.00 Using the business Fundways online costs for rentals. Renting might be a www.fundwaysofmissouri.com better choice versus have to purchase, replace, and store these large items. If is event is on grass $105.00, if water barrels are needed $120.00. Jason Dunn 6' or 8' Table rental for outdoor festivals $7.50 Using the business Fundways online costs for rentals. Renting might be a www.fundwaysofmissouri.com better choice versus have to purchase, replace, and store these large items. Either size table is the same cost. Jason Dunn Wedding White Plastic Chair rental for outdoor festivals (4 chairs) white $4.80 Using the business Fundways online costs for rentals. Renting might be a www.fundwaysofmissouri.com will be cooler in the summer. better choice versus have to purchase, replace, and store these large items. Wedding white chairs $1.20 per chair, black chairs $1.10. Jason Dunn Spinning Wheel - interaction with attendees $75.59 Found on Amazon, dual purpose (table top or free standing), 14 color slots, uses dry erase markers, which are included with eraser Jason Dunn HRC Labled Pens (Giveways -awareness and interaction) $85.00 100 pens. Includes logo, one color design, from discountmugs.com www.discountmugs.com Jason Dunn HRC Labled Water Bottles (Giveways -awareness and interaction) $122.50 50 bottles.Includes logo, one color design, from discountmugs.com www.discountmugs.com Jason Dunn HRC Labled Magnets (Giveways -awareness and interaction) $80.00 50 HRC magnets 3" x 3" www.stickermule.com Jason Dunn HRC Labled Stickers (Giveways -awareness and interaction) $70.00 50 HRC stickers 3' x 2" www.stickermule.com Donalee stickers to share at events - “I support HRC” open to ideas $500.00 est Gastreich Jason Dunn Additional Badges (5 replace an lost badges throughout the year) $45.00 Jason Dunn Commissioner Shirts $300.00 Donalee logo’d shirts to wear when out supporting HRC mission and purpose $500.00 est Gastreich 10 commissioners @ $40 each+tax + shipping Donalee Volunteer t-shirts $500.00 Guess Gastreich Jason Dunn Table cloth (solid black to cover table) $12.99 Jason Dunn Award Plaque - HRC Person of the Year $79.80 Tina Meier HRC Document Storage $396.00 Between $240-$396 depending upon plan. City City Lights $1,000.00 Total Budget $3,894.18 Approved Budget $2,000.00 Variance -$1,894.18  Budget Suggestions Worksheet 2021 (Buying Tabling Equipment) Requestor* Description of Item and Brief Explanation of Use Requested Amount How Have Costs Been Determined? Picture Website Jason Dunn VILLA 10 x 10ft Portable Pop Up Canopy Event Tent Party Tent, 100 Sq. $99.99 Would require storage somewhere and replacement cost if damaged Amazon.com : PHI VILLA 10 x 10ft Jason Dunn Ft of Shade Cosco (Blue) Deluxe 6 foot x 30 inch Fold-in-Half Blow Molded Folding Table, $46.99 Would require storage somewhere and replacement cost if damaged Amazon.com: Cosco Deluxe 6 foot x Black 30 inch Fold-in-Half Blow Molded Folding Table, Black: Furniture & Jason Dunn Cosco Black, Steel Folding Chair, 4 Pack $61.20 Would require storage somewhere and replacement cost if damaged Amazon.com: Cosco Black, Steel Jason Dunn Spinning Wheel - interaction with attendees $75.59 Found on Amazon, dual purpose (table top or free standing), 14 color slots, uses dry erase markers, which are included with eraser Jason Dunn HRC Labled Pens (Giveways -awareness and interaction) $85.00 100 pens. Includes logo, one color design, from discountmugs.com www.discountmugs.com Jason Dunn HRC Labled Water Bottles (Giveways -awareness and interaction) $122.50 50 bottles.Includes logo, one color design, from discountmugs.com www.discountmugs.com Jason Dunn HRC Labled Magnets (Giveways -awareness and interaction) $80.00 50 HRC magnets 3" x 3" www.stickermule.com Jason Dunn HRC Labled Stickers (Giveways -awareness and interaction) $70.00 50 HRC stickers 3' x 2" www.stickermule.com Donalee stickers to share at events - “I support HRC” open to ideas $500.00 est Gastreich Jason Dunn Additional Badges (5 replace an lost badges throughout the year) $45.00 Jason Dunn Commissioner Shirts $300.00 Donalee logo’d shirts to wear when out supporting HRC mission and purpose $500.00 est Gastreich Donalee 10 commissioners Volunteer t-shirts @ $40 each+tax + shipping $500.00 Guess Gastreich Jason Dunn Table cloth (solid black to cover table) $12.99 Jason Dunn Award Plaque - HRC Person of the Year $79.80 Tina Meier HRC Document Storage $396.00 Between $240-$396 depending upon plan. City City Lights $1,000.00 Total Budget $3,975.06 Approved Budget $2,000.00 Variance -$1,975.06  Budget Suggestions Worksheet 2022 (Renting Tabling Equipment) Requestor* Description of Item and Brief Explanation of Use Requested Amount How Have Costs Been Determined? Website Jason Dunn 10' or 10' Tent rental for outdoor festivals $115.00 Using the business Fundways online costs for rentals. www.fundwaysofmissouri.com Renting might be a better choice versus have to purchase, replace, and store these large items. If is event is on grass $105.00, if water barrels are needed $120.00. Jason Dunn 6' or 8' Table rental for outdoor festivals $7.50 Using the business Fundways online costs for rentals. www.fundwaysofmissouri.com Renting might be a better choice versus have to purchase, replace, and store these large items. Either size table is the same cost. Jason Dunn Wedding White Plastic Chair rental for outdoor festivals (4 chairs) white $4.80 Using the business Fundways online costs for rentals. www.fundwaysofmissouri.com will be cooler in the summer. Renting might be a better choice versus have to purchase, replace, and store these large items. Wedding white chairs $1.20 per chair, black chairs $1.10. Jason Dunn HRC Labled Pens (Giveways -awareness and interaction) $85.00 100 pens. Includes logo, one color design, from www.discountmugs.com discountmugs.com Jason Dunn HRC Labled Water Bottles (Giveways -awareness and interaction) $122.50 50 bottles.Includes logo, one color design, from www.discountmugs.com discountmugs.com Jason Dunn HRC Labled Magnets (Giveways -awareness and interaction) $80.00 50 HRC magnets 3" x 3" www.stickermule.com Jason Dunn HRC Labled Stickers (Giveways -awareness and interaction) $70.00 50 HRC stickers 3' x 2" www.stickermule.com Jason Dunn Commissioner Shirts (yearly cost built in for new commisioners) $100.00 Jason Dunn Table Runner $353.29 www.amazon.com Jason Dunn Award Plaque - HRC Person of the Year $79.80 SM&M Com. Large HRC Banner or Miscellaneous attention getting device for Events $300.00 SM&M Com. Event Supplies and Awards- 3 Events $150.00 Tina Meier HRC Document Storage $396.00 Between $240-$396 depending upon plan. Total Budget Request $1,863.89  Budget Suggestions Worksheet 2022 (Purchasing Tabling Equipment) Requestor* Description of Item and Brief Explanation of Use Requested Amount How Have Costs Been Determined? Website Jason Dunn VILLA 10 x 10ft Portable Pop Up Canopy Event Tent Party Tent, 100 Sq. $99.99 Would require storage somewhere and replacement cost if Amazon.com : PHI VILLA 10 x 10ft Portable Pop Up Canopy Ft of Shade (Blue) damaged Event Tent Party Tent, 100 Sq. Ft of Shade (Blue) : Garden & Jason Dunn Cosco Deluxe 6 foot x 30 inch Fold-in-Half Blow Molded Folding Table, $46.99 Would require storage somewhere and replacement cost if Amazon.com: Cosco Deluxe 6 foot x 30 inch Fold-in-Half Blow Black damaged Molded Folding Table, Black: Furniture & Decor Jason Dunn Cosco Black, Steel Folding Chair, 4 Pack $61.20 Would require storage somewhere and replacement cost if Amazon.com: Cosco Black, Steel Folding Chair, 4 Pack: damaged Furniture & Decor Jason Dunn HRC Labled Pens (Giveways -awareness and interaction) $85.00 100 pens. Includes logo, one color design, from www.discountmugs.com discountmugs.com Jason Dunn HRC Labled Water Bottles (Giveways -awareness and interaction) $122.50 50 bottles.Includes logo, one color design, from www.discountmugs.com discountmugs.com Jason Dunn HRC Labled Magnets (Giveways -awareness and interaction) $80.00 50 HRC magnets 3" x 3" www.stickermule.com Jason Dunn HRC Labled Stickers (Giveways -awareness and interaction) $70.00 50 HRC stickers 3' x 2" www.stickermule.com Jason Dunn Commissioner Shirts (yearly cost built in for new commisioners) $100.00 Jason Dunn Table Runner $353.29 www.amazon.com Jason Dunn Award Plaque - HRC Person of the Year $79.80 SM&M Com. Large HRC Banner or Miscellaneous attention getting device for Events $300.00 SM&M Com. Event Supplies and Awards- 3 Events $150.00 Tina Meier HRC Document Storage $396.00 Between $240-$396 depending upon plan. Total Budget Request $1,944.77