Human Relations Commission

Human Relations Commission AGENDA FOR REGULAR MEETING June 17, 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, JUNE 17, 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/82176367226?pwd=TGlpbzgrVDhocWhqZ3FFMkhMQ2xrUT09 OR, YOU MAY CALL IN TO LISTEN VIA ZOOM CALL AT: 1 312 626 6799. Meeting ID: 821 7636 7226 and Passcode: 020226 I. Call To Order (5 min.) II. Welcome to Guests (Babs- 5 min.) III. Review and Approval of May 20, 2021 minutes (5 min.) IV. Comments from the Mayor (5 min.) V. Old Business A. Safe Zone Training Debrief/Plans (10 min.) VI. New Business A. Committee Updates (12 min + specific topic times below)  1. City Education Committee (Tina, Ed, Jessica, Wade) a. Update on City Training Progress - (6 min.) 2. Social Media & Marketing Committee (Babs, Chuck) a. Multicultural Reading Event (5 min.) 3. Partnership & Community Outreach Committee (Jason, Suzanne, Tom, Donalee) 4. Administrative Committee (Babs, Tina, Chuck) a. 2021 Preliminary MEI Score (20 min.) b. Meeting in Person Revisit (3 min.) VII. Comments from Commissioners (5 min.) VIII. Next Meeting – Next general meeting will be held on Thursday July 15, 2021. IX. Adjournment Upcoming General Meeting Schedule: 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 6/11/21 @ 5:00 p.m. By: CWL Attachments: ● HRC Meeting Minutes May 20, 2021 ● HRC Updates June 17, 2021 ● Education Committee June 2021 Report ● Social Media & Marketing Committee June 2021 Report ● Partnership & Community Outreach Committee June 2021 Report ● Administrative Committee June 2021 Report and attachments: ○ 2020 MEI Standards for Credit (emailed under separate cover) ○ 2020 St. Charles MEI Scoresheet (emailed under separate cover) ○ 2021 St. Charles PRELIMINARY Scoresheet (emailed under separate cover) ○ Meeting in Person and Activity Guidelines ○ 2022 Submitted Budget HUMAN RELATIONS COMMISSION AGENDA PAGE 2  HUMAN RELATIONS COMMISSION - MINUTES May 20, 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. Jason Dunn Jessica Ross- Sutton SPECIAL GUESTS: Donalee Gastreich Nancy Zoellner Dr. Suzanne Leake Kathleen Thompson (CDBG Coordinator) Lt. Thomas Wilkison (Representing PD) MEMBERS ABSENT: Ed Bryant Dr. Wade Steinhoff Tom Besselman, Council Member Dan Borgmeyer, Mayor I. Call to Order and Call the Roll The meeting was called to order by Chair Babs Gellman at 4:30 p.m. Those in attendance are noted above. II. Welcome to Guests Commission Chair Babs Gellman welcomed guest Nancy Zoellner to the commission’s meeting. III. Review and Approval of Minutes from Last Meeting Commissioner Jason Dunn made a motion to approve the April 15, 2021 minutes as written. Commissioner Donalee Gastreich seconded the motion. All were in favor. The minutes were approved unanimously. IV. Comments from the Mayor None  HUMAN RELATIONS COMMISSION - MINUTES May 20, 2021 4:30 pm Zoom Meeting V. Old Business A. Budget 2021/2022: A motion was made by Commissioner Jessica Ross-Sutton and Seconded by Commissioner Suzanne Leake to purchase 2021 proposed promo items, and include 2022 proposed promo items in the HRC Budget request. All were in Favor. The motion was approved. Additionally, Commissioner Jason Dunn made a motion to approve the purchase of 12 aprons with the Commission logo in 2021 and include an additional 5 in the 2022 budget request. Commissioner Tina Meier seconded the motion The motion passed with Commissioners Babs Gellman, Tina Meier, Jessica Ross Sutton, Dr. Suzanne Leake, Lt Thomas Wilkison and Jason Dunn voting in favor and Commissioner Donalee Gastreich voting against. The motion passes with 6 in favor and 1 against. Finally, Commissioner Donalee Gastreich made a motion to approve the submission to the City of the 2022 Budget Proposal, amended to include aprons rather than shirts as approved above, and with an additional 15% for inflation. Commissioner Jason Dunn seconded the motion. All were in favor. The motion was approved unanimously. B. Safe Zone Training Commissioner Jason Dunn will lead the training. A motion was made by Commissioner Jason Dunn and seconded by Commissioner Donalee Gastreich to establish an evening of Safe Zone Training at the St. Charles Police Department in the community room. The training will take place both on Thursday, June 10 at 4:30 p.m. and be open to the public. All were in favor. The motion passed unanimously.  HUMAN RELATIONS COMMISSION - MINUTES May 20, 2021 4:30 pm Zoom Meeting VI. New Business A. Committee Updates: 1. City Education Committee Updates A meeting will be set between HR Director Shanton Fountain, Bruce Evans, Commissioner Tina Meier and Staff Liaison Chuck Lovelace to discuss a possible schedule and pricing for Training. The Education Committee will follow up at the June 2021 general commission meeting. Update and report are attached to these minutes. 2. Social Media and Marketing Committee Updates discussed and report attached to these minutes. a. Vote on participating in the City of St. Charles School District 6th Annual Family Festival. The commission will not participate in the family festival due to a conflict in schedule with our general meeting which takes place at the same date and time. 3. Partnership and Community Outreach Committee Updates discussed. 4. Administrative Committee A report is attached to these minutes. b. Vote on Pride Month proclamation request. A motion was made by Commissioner Tina Meier and Seconded by Commissioner Jessica Ross- Sutton to approve the language for the proposed June 2021 Pride month proclamation (language attached to these minutes). All were in favor. The motion passed unanimously.  HUMAN RELATIONS COMMISSION - MINUTES May 20, 2021 4:30 pm Zoom Meeting 5. Meeting in Person After some discussion, a motion was made by Commissioner Tina Meier and Seconded by Commissioner Jessica Ross- Sutton to continue meeting virtually via zoom until the end of 2021. At which time, the Commission will reevaluate and vote for meeting accommodations for 2022. All were in favor. The motion passed unanimously. VII. Comments from Commissioners - None VIII. Next Meeting- The next general meeting will be held on Thursday, June 17th, 2021. Continuing to keep COVID restrictions in mind during the pandemic, this will be a zoom meeting. IX. Adjournment- After final discussions and there being no further business, a motion was made by Commissioner Lt. Thomas Wilkison and Seconded by Commissioner Jason Dunn to adjourn the meeting. All were in favor. The meeting was adjourned at 5:57 p.m. ______________________________ ___________________________ CHUCK W. LOVELACE III, SECRETARY DATE  HRC Updates June 17, 2021 Chuck Lovelace – Secretary/Treasurer and Staff Liaison ● Budget: 2021 Total Annual Budget: $1,000.00 Remaining Budget total as of May 12: $920.20 Spent Last Month: $118.00 Remaining Budget total as of June 9th: $802.20 (Note: This total includes the recent purchase of a Table ($57.00) and 4 Chairs ($63.00) Page 1  JUNE 2021 Report Education Subcommittee of the Human Relations Commission City of St. Charles, Missouri Education Committee Members: Tina Meier, Ed Bryant, Jessica Sutton, & Wade Steinhoff 1. No monthly Education Committee meeting happened. 2. On June 2nd, Tina Meier, Chuck Lovelace, and Shanton Fountain met in-person at City Hall to have more discussions about the DEI training for all City of St. Charles Employees. Shanton was able to provide a more detailed list of questions to ask when speaking with potential DEI trainers. Here is a list of the questions: • Can the trainer provide multiple pieces of training per day? • Can the trainer provide training starting as early as 6:30-7:00 am or starting as late as 6:00 pm? • What is the maximum number of employees in a training? • Is the training virtual only, in-person only, or a hybrid model? • What is the length of the training? • Is there a PowerPoint or handouts provided? If so, Shanton needs to review all of that before the training and have it approved. • Is the training the same for all city employees or is there a different training for the executive level employees? • What is the cost of the training? Are there any other fees that will be associated with the training such as mileage, food, etc.? • 2nd, 3rd, and the beginning of 4th quarter work best for implementing the training. • Does the trainer have experience working with a large organization like the City of St. Charles with approximately 548 employees? 3. Tina has reached out to DAP, Diversity Awareness Partnership and they have provided a Diversity Awareness Partnership Workshop Proposal in the amount of $22,900. This includes 12 (2) hour sessions, booklets and 2 focus group follow ups. Tina also spoke with Dwayne James, P.E., Urban County Director/County Engagement Specialist at MU Extension in St. Louis County regarding the Navigating Differences. Cultural Awareness Training. He will provide a proposal on Monday, June 14th. Once I have that proposal, I will send an email to the Education Committee and Shanton Fountain. 4. Previous DEI trainings and presentations that Tina has reached out to include the following: • Inspire-eLearning: The United Way has used this company to provide DEI training. A rough ballpark would be around $10-$12/user per year. A license can also be transferred to a net new employee if one leaves. They will provide their hosted LMS to deploy and track the training completion as well as employee transcripts and certifications. They occasionally run monthly based promos to improve cost. • MO Department of Labor: They provide presentations and trainings that can be customized to fit different business needs. I filled out the training request form on April 23rd, but to date have not received a response back. I did send a follow-up email on May 13th. END OF REPORT  Social Media & Marketing Committee Report June 8, 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. As reported last month, since we have now taken on Fair Housing as part of our remit, we are investigating educational opportunities as a potential Social Media and Marketing sponsored event. We had contacted EHOC (Equal Housing and Opportunity Council) to see what might be available and the related details. We have not yet heard back. Again, when we do we will ask for Commissioners to approve this training once we have the additional details. “Respect, Harmony and Understanding Week” was held on-line via FB April 19-23. 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 the end of April. Recommended changes were delivered by the end of April. As previously shared, we discussed those recommendations with the City Media Department and had expected to see some initial work on May 18th. That meeting was delayed and we instead met on May 27th. The City Media Department Director had a lot to show us and we were excited with what we saw. Next steps are Media making changes we discussed at our meeting, and us gathering more detail to add to the site before going live. Our next meeting to review the site is set for July 6th. 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 essentially remained flat from May 1, 2021 to June 1, 2021 (see Appendix A) and 39% from the beginning of the year. Our page likes at month end were 338. Number of posts in May (33) dropped slightly from the prior month (see Appendix B). We have added two additional charts Age & Gender (Appendix C) and Top Cities & Countries (Appendix D). Commissioners continue to provide content with one missing their opportunity during Page 1  Social Media & Marketing Committee Report May to help broadcast the HRC cause. Thank you all. Chuck has added June’s HRC Meeting as an Event on FB and will continue adding our meetings each month. May FB Posts were primarily dedicated to Asian American and Pacific Islander Heritage Month and Mental Health Awareness Month. Maximum reach for any single post was 183. This was the teaser announcement about the Pride Month proclamation. It is obvious the more personal and relatable we make the posts, the greater reach we have. And, as we have been reporting, we are not always able to find people in the community to write a story. For June, as shared in our last meeting, we were unable to engage people in the LGBTQ+ community to do weekly articles as we had hoped. We have, however, promoted the PRIDE Month proclamation made by the Mayor on June 1, and asked followers to “Share Your Pride”. Specifically, we asked them to share their thoughts, stories, pictures, really… whatever you are moved to share”. The City Media Department has promoted some of our PRIDE Month posts on the City FB site. So far the Pride Proclamation announcement has reached 1,941 (with 264 engagements) and the Share Your Pride post has reached 412 (with 35 engagements). As previously shared, we have been looking into doing a multicultural on-line reading event. We have decided to aim for the month of August. We have been in touch with legal regarding any copyright issues, and they sent us over to the City Media Department Producer who suggested we contact the library regarding copyright and we are doing so. In addition he has offered some suggestions that we are considering. As previously shared, the idea is to have the reader match (if possible) the identity (race, ethnicity, language, sexual orientation, etc.) of someone in the story, to give it a feeling of authenticity. This is still our preference but may need to develop a back-up plan if we are unable to find volunteers to match the stories. We wanted to reach out to the Commissioners to determine if we hold this exclusively via Facebook by posting a number of video readings throughout the month as was originally intended, or if we should instead hold this in person on a single day by having live readings done at a particular venue (perhaps the library). We have been in touch with the Kathryn-Linnemann Library to discuss the entire idea and await information. City Bi-Monthly and e-Weekly Newsletters We have asked The City Media Department to promote PRIDE Month (June) in the e- Newsletter. Page 2 Social Media & Marketing Committee Report APPENDIX A Page 3 Social Media & Marketing Committee Report APPENDIX B Page 4 Social Media & Marketing Committee Report APPENDIX C Page 5 Social Media & Marketing Committee Report APPENDIX D Page 6 June 7, 2021 Partnership and Out-Reach Sub-committee Meeting We discussed the nature of our sub-committee following last month’s HRC meeting of what a true partnership entails for the HRC with various organizations. This discussion included re- branding our committee name to better describe our direction which we feel is developing awareness of what the HRC is and providing a resource list of a variety of organizations. Committee members will be working on this and discussing during next month’s sub-committee meeting. We discussed editing our sub-committee goals which include: developing ways to raise awareness that the HRC exists and what our purpose is; sharing resources; acknowledging/highlighting work being done by the HRC to include what the HRC has accomplished, who has received an award from the HRC, as well as, those who were nominated. When discussing the topic of our list of organizations providing outreach we spoke about what is manageable for the sub-committee members as well as the HRC. Respectfully, Lt. Tom Wilkison  Administrative Committee Report June 8, 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. This goal was completed by Apr 5th. On May 26th the HRC advised us of our preliminary 2021 score which took into consideration the work done last year. This preliminary score will officially be sent to the City in June. We will share these scores (not to be shared publicly) under separate cover and will discuss the results and any plans at the June meeting. 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. The Administrative Committee has been using Google Docs for many months and considers the Pilot complete. No recommendations, or further action will be taken, until the website is completed, so we can get a better picture of what will not be shared on the website, and of that, what needs to be kept on some shared space. 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. Nothing further to report. Strategic Plan Nothing new to report. As previously reported, we are developing a Strategic Plan outline to help us better plan for 2022. Once that is developed, we will work on how best to complete the plan. Goal for outline completion is Sep 1. Page 1  Administrative Committee Report Budget As stated at the last meeting (but not included in the report), the table and chairs in the 2021 budget were ordered and have now been received. Chuck is working with the vendors to order both promo items and aprons for 2021. The 2022 Budget Request, as approved last month, was provided to Bruce Evans for inclusion in the department’s budget request. A copy of that is attached for reference. PRIDE Month On June 1, at the City Council meeting, the Mayor signed the proclamation that was shared last month, proclaiming June as Pride Month in St Charles. The proclamation was presented by the Mayor to Beth Finder, President of Pride St. Charles, with members of the LGBTQ+ community present. Safe Zone Workshop As agreed at last month’s meeting Jason and Chuck have been coordinating the event with help from others. A few adjustments have been required, but everything is on track. To recap, the Safe Zone workshop will be held on Thursday, June 10th at 4:30pm at the St. Charles Police Station, in the Community Room, located at 1781 Zumbehl, Rd. Thanks Tom Wilkison for helping get that set up. This will be held as an in-person only event. The Social Media and Marketing Committee has created an Event on FB, inviting the public to attend. As of 6/6/2021, nine Commissioners and one member of the public are going, with an additional nine members of the public expressing interest in going. Page 2  HRC Meeting in Person & Activity Guidelines from the CDC as of 6/8/2021 (In Line With Co Health Department) While last month we voted to continue with Zoom meetings for the remainder of this year, we did subsequently receive information from the City that we wanted to pass on. This will be on the agenda for a brief discussion. We have been advised by the City that as of May 21, conference rooms are available for daytime and evening non-televised meetings of boards, commissions and festival groups. City staff were advised to make the boards they support aware of this and encourage them to return to City Hall for their meetings. However, it was also made clear that for the time being at least, boards that wish to continue to meet via Zoom may do so. The following was included in that communication “Last night the Human Relations Commission had a lengthy discussion on this topic after which a majority voted to continue to meet via Zoom through the end of the year, then reevaluate at that time.” None-the-less, staff were told that all city boards should be encouraged to return to meeting at City Hall. As background the communication included “The option of meeting on Zoom was provided only as a response to the pandemic; it was never intended to be permanent.” In summary we have been advised that for the time being, boards will not be forced to meet in City Hall but that policy could change at any time. Per the following CDC/St. Charles County Health Department recommendations it appears that should we choose to meet in person, we will need to distance at six feet to accommodate any Commissioners or visitors who may not be vaccinated. This following guidance was found at: https://www.cdc.gov/coronavirus/2019-ncov/daily-life- coping/participate-in-activities.html, and was confirmed by the County Health Department, in a call, to align with their guidelines (website yet to be updated). Page 1  HRC Meeting in Person & Activity Guidelines from the CDC as of 6/8/2021 (In Line With Co Health Department) Page 2 2022 Budget Proposal Description of Item and Brief Explanation of Use Requested Notes Website Tent - for use at events where we have a table. $150 VILLA 10 x 10ft Portable Pop Up Canopy Event Tent Amazon.com : PHI VILLA 10 x 10ft Portable Pop Up Canopy Event Party Tent, 100 Sq. Ft of Shade (Blue) Tent Party Tent, 100 Sq. Ft of Shade (Blue) : Garden & Outdoor Large HRC Flag - to bring attention (from a distance) to our $350 Flag (Vistaprint) - 10' tall, indoor/outdoor, double https://www.vistaprint.com/signs- table at events, placed outside the tent, or for use in parades. sided, includes flag, poles, ground stakes, printing posters/flags?xnav=swsProductOnly_ResultTitle&GP=05%2f11%2f2 and pavement base. 021+09%3a49%3a30&GPS=5969046478&GNF=0 Large HRC Banner - to bring attention to our table at events, $100 2.5x8' (Vistaprint) Banner - indoor/outdoor vinyl https://www.vistaprint.com/signs-posters/vinyl- placed on back wall of tent, or for use in parades. banner includes grommets and printing banners/templates?xnav=VinylBanners:ProductPage_VinylBanner_ GetStarted&project_id=72355792-93c5-4d76-84e5-82df74a9b21d Spinning Wheel - interaction with attendees at events $75 WinSpin 24" Color Prize Wheel Fortune w Folding : Amazon.com Tripod Floor Stand Carnival Spinning Game : WinSpin 24" Color Prize Wheel Fortune w Folding Tripod Floor Stand Carnival Spinning Game : Sports & Outdoors Promotional Items - to hand out at events, drawing people to $1,915 This includes: https://www.kooziegroup.com/US/bic-value-4-x-3-adhesive- our table so we can engage them, while also providing our 1. 1000 Stickie Pads; 25 sheet, 3x4 @ $.55 each for notepad-25-sheet-pad contact details. a total of $550 2. 500 Drawstring Bags; 14.5 x 14.5" @ $1.37 each https://www.vistaprint.com/clothing-bags/bags/drawstring/non- for a total of $685 woven- drawstring?xnav=Unknown%3AGallery_Gallery_undefined_tile- 3. 500 Potatochip Clips; @1.36 each for a total of cta_0_SKU-549700 $680 https://www.kooziegroup.com/US/ultra-clip Participatory - Event Supplies and Awards for the Social $150 Examples: coloring books/books for children at multi- Estimating 3 events @ $50 each. Media and Marketing Committee cultural book reading days and school events. Replacement HRC Badges (lost badges throughout the year) $45 5 @ $9 per Based on previous costs. Purchase from Incredible Engravings. Commissioner Aprons (replacements and volunteers) $75 5 @ $15 per piece https://www.misterstitcher.com/apparel/ (Workwear.Aprons) Human Relations Award Plaque $80 Sticking with the same style award until we have city Based on previous costs. Purchased from Incredible Engravings. budget approval and can research options. Commissioner Training $0 More strategic planning required before we request specific funds. Sub-Total $2,940 Anticipated Inflation of 15% $441 Total Budget Request $3,381