Human Relations Commission

Human Relations Commission AGENDA FOR REGULAR MEETING August 19, 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, August 19, 2021, at 4:30 p.m. the City of St. Charles Human Relations Commission will hold its regular meeting in City Council Chambers within St. Charles City Hall located at 200 N. Second Street, St. Charles, Missouri. I. Call To Order and Call the Roll (5 min.) II. The Pledge of Allegiance III. Welcome Any Guests (Babs - 5 min.) IV. Review and Approval of July 15, 2021 minutes (5 min.) V. Comments from the Mayor (5 min.) VI. Comments from the Staff Liaison (Chuck- 5 min.) VII. Old Business A. None VIII. New Business Human Relations Commission Agenda Page 1  August 19, 2021 A. City Education Committee Report Questions/Comments (Tina, Ed, Jessica, Wade - 3 min.) B. Social Media & Marketing Committee Questions/Comments (Babs - 3 min.) 1. St Louis Racial Equity Summit 2021- Summary (Jessica - 5 min.) 2. Website review (Babs, Chuck- 20 min.) C. Building Awareness, Alliances and Appreciation Committee Questions/Comments (Jason, Suzanne, Tom, Donalee - 8 min.) 1. Thoughts/ Opposition/ Approval for the commission to send a congratulatory letter to all nominees for the person of the year award. 2. Thoughts/ Opposition/ Approval for starting with the 2022 person of the year aware to accept nominations year round with the intention to push (including communication and a feature story on the previous year’s recipient) starting in October. D. Administrative Committee Questions/Comments (Babs, Tina - 3 min.) IX. Comments from Commissioners (5 min.) X. Next Meeting – The next general meeting will be held on September 16th. XI. Adjournment Upcoming General Meeting Schedule: September 16, October 21, November 18 and December 16. NOTICE TO THE PUBLIC: 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 8/13/21 @ 5:00 p.m. By: CWL Human Relations Commission Agenda Page 2  August 19, 2021 Attachments:  HRC Meeting Minutes July 15, 2021  HRC Updates August 19, 2021  Education Committee August 2021 Report  Social Media & Marketing Committee August 2021 Report  Building Awareness, Alliances and Appreciation Committee August 2021 Report  Administrative Committee August 2021 Report Human Relations Commission Agenda Page 3  Human Relations Commission MEETING MINUTES July 15, 2021 MEMBERS PRESENT STAFF PRESENT Babs Gellman, Chair Chuck Lovelace, Staff Liaison & Secretary/Treas. Ed Bryant Bruce Evans, Director of Com. Dev. Jason Dunn Donalee Gastreich Dr. Suzanne Leake Lt. Thomas Wilkison (Representing PD) Tom Besselman, City Council Liaison Jessica Ross- Sutton (Participated via Phone) MEMBERS ABSENT GUESTS Tina Meier, Vice Chair None Dr. Wade Steinhoff Dan Borgmeyer, Mayor On Thursday, July 15, 2021, at 4:30 p.m. the City of St. Charles Human Relations Commission held its regular meeting in City Council Chambers within St. Charles City Hall located at 200 N. Second Street, St. Charles, Missouri. I. Call To Order and Call the Roll- The meeting was called to order by Chair Babs Gellman at 4:32 p.m. Those in attendance are noted above. II. Pledge of Allegiance III. Welcome Any Guests Commission- No guests were in attendance. IV. Review and Approval of Minutes from Last Meeting Commissioner Thomas Wilkison made a motion to approve the June 17, 2021 minutes as written. Commissioner Jason Dunn seconded the motion. All were in favor. The minutes were approved unanimously. V. Comments from the Mayor- None VI. Old Business- None Human Relations Commission Minutes Page 1  Meeting Minutes - July 15, 2021 VII. New Business A. City Education Committee Report Questions/Comments- Report attached to these minutes B. Social Media & Marketing Committee Questions/Comments- Report attached to these minutes 1. St Louis Racial Equity Summit 2021 August 4th-6th - A motion was made by Commissioner Ed Bryant and Seconded by Commissioner Donalee Gastreich to purchase one seat at the upcoming Racial Equity Summit in the amount up to $120.00. The summit will be held virtually the week of August 4th. The motion passed unanimously. 2. St Charles Jewish Festival Proclamation - A draft proclamation was shared. A motion was made by Commissioner Ed Bryant and Seconded by Commissioner Dr. Suzanne Leake to amend the language as discussed and request the Mayor proclaim August 15, 2021 as St. Charles Jewish Festival Day. The motion passed unanimously. C. Partnership & Community Outreach Committee Questions/Comments- 1. Commissioner Jason Dunn reported the committee decided to change its name to Building Awareness, Alliances and Appreciation Committee. Report attached to these minutes D. Administrative Committee Questions/Comments- Report attached to these minutes E. Chair Recommendation- 1. Commission Chair Babs Gellman presented recommendations for the commission going forward. Recommendations presentation handout is attached to these minutes. Additional strategy planning will take place at future general Commission meetings. VIII. Comments from Commissioners- None IX. Next Meeting – The next general meeting will be held on August 19th. Human Relations Commission Minutes Page 2  Meeting Minutes - July 15, 2021 X. Adjournment- After final discussions and there being no further business, a motion was made by Commissioner Dr. Suzanne Leake and Seconded by Commissioner Ed Bryant to adjourn the meeting. All were in favor. The motion passed unanimously. The meeting was adjourned at 6:35 p.m. CHUCK W. LOVELACE III, SECRETARY DATE Human Relations Commission Minutes Page 3  HRC Updates August 19, 2021 Chuck Lovelace – Secretary/Treasurer and Staff Liaison ● Budget: 2021 Total Annual Budget: $1,000.00 Remaining Budget total as of July 1st: $800.20* Spent Last Month: $734.99 Remaining Budget total as of August 5th: $65.21 * Correction: spend in June was $120, not $118, therefore this number is $2 less than last report. ● Concerns brought to the attention of the Commission: One complaint was received and we will discuss it at the August general meeting. Page 1  AUGUST 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. Shanton Fountain was presented with the attached Training Matrix on August 9, 2021. Once we hear back from Shanton, we will meet to discuss the next steps and provide the commission with an updated report.  A B C D Diversity MU Extensions Inspire e- Safe Awareness Cultural. learning Zone Awareness- Partnership Nav. Differences (DAP) 1 Will Provide Multiple Yes Yes Yes Yes trainings/day 2 Available to Train Yes Yes Yes Yes Between(6:30am thru 6:00 pm/start) 3 Max persons/per training 45 35 NA 20 4 Platform Virtual In-Person Virtual In- (virtual, in-person, hybrid) person 5 Length of training 2 hours 3.5- 4 hours NA 4 hours 6 Provide Handouts? Yes Yes NA online SF will need prior to approval 7 Tiered training? Not listed Not listed NA No (Exc. level?) 8 Cost $1,900/45 $18,500/550 Approx. No cost $ 22,900/538 employees $11/person or a employees total of $5920 9 Quarter to implement NA NA NA NA (2,3,4) 10 Experience with working Yes Yes Yes NA with large organizations or municipalities? END OF REPORT  Social Media & Marketing Committee Report August 12, 2021 To: HRC Commissioners From: 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. Equity Fair July 17th The HRC had a table (no cost) at the event, with Commissioners Tom Wilkison, Ed Bryant and Babs Gellman working at the table. An HRC flyer was developed (APPENDIX F) and handed out, as were the HRC Suggestion/Concern Form, HRC business cards, Fair Housing flyer, COVID Financial Aid postcard, diversity coloring pages and crayons, and various left-over promotional items. FB was used to promote the event and share our participation with accompanying photos. A suggestion box was made available with the following suggestion received “Add DEI goals for vendor/consulting labor force in engineering construction, as well as services RFP/RFQ/RFI processes.” I have sent this to Chuck to get input from the City. The speakers were well received and so many DEI advocates also had tables. There was a slow stream of people visiting our table, and we were able to speak to them and share our work. For me, this event illustrated the need for us to review, update and create materials for such events. I extend a thank you to the Media Department for supporting the flyer development with such short notice. St Louis Racial Equity Summit 2021 August 4th-6th As voted upon at the July 15th meeting, the HRC purchased one virtual “ticket” using funds allocated to education, and Commissioner Jessica Ross-Sutton attended on our behalf. FB was used to promote the event. Page 1  Social Media & Marketing Committee Report St. Charles Jewish Festival August 15, 2021 As voted upon at our July 15th meeting, we sent a tweaked version of the proclamation we shared during that meeting to the Mayor, asking he proclaim August 15, 2021 as St Charles Jewish Festival Day. Mayor Borgmeyer did so at the August 3, 2021 St. Charles City Council Meeting, where Rabbi Landa received the proclamation, with Commissioner Ed Bryant and Staff Liaison, Secretary/Treasurer Chuck Lovelace there in support. FB has been used to promote the event and publicize the proclamation. Rabbi Landa has kindly invited all Commissioners to the event’s ribbon cutting and several have accepted the invite. Respect, Harmony and Understanding Week This 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. Our redesigned website is up and running. Chuck and I will spend time at our August meeting providing an overview of the work completed and I ask you to visit the site, as time allows, and let me know of any comments, issues or suggestions. I will be announcing its update via FB. Please help the HRC maintain the site by suggesting content changes as the Commission continues its work. 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. Page likes have increased 43% from the beginning of the year (see Appendix A). See appendices for details on Page Likes, Number of Posts, Age & Gender, Top Cities & Countries and Reach. City Newsletter The next paper Newsletter deadline is August 16 for a September publication. The Media Department has kindly agreed to create a piece on our new website for that issue. The next deadline is Oct 11th for the November Newsletter. The Building Awareness, Alliances and Appreciation Committee will be creating the Person of the Year piece, including the nomination form, for that issue. 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 Social Media & Marketing Committee Report APPENDIX E Page 7 Social Media & Marketing Committee Report APPENDIX F Page 8 The AAA Subcommittee met on July 29th at 8:00 p.m. Summary of Meeting We discussed the Person of the Year award. Specifically, we talked about the timeline, communication, application and due dates. We generated several ideas to promote the award and to effectively communicate the selection process. These ideas include sending the nominator confirmation of receipt for the submission of their nomination and running a feature story of the previous year’s recipient on our webpage. We also agreed that we could increase awareness of the HRC by sending a congratulatory letter to all nominees. When brainstorming additional ways to recognize a recipient of the Person of the Year award, the HRC could consider making that notification as a group if possible. Recipients and Nominees would also be asked to complete a bio about their work in the community to be highlighted on our Facebook page throughout the year to serve as a reminder that applications are accepted year round. Also, the recipient’s bio would be shared with City Council. Additionally, we talked about reasons within our control that lead to some submissions lacking detail and how we can better articulate what it is the Commission is looking for when voting for a nominee. We are going to dive deeper into the application itself at our next meeting; however, we do want to clarify the nominee and nominator on the form, include space for the nominator’s contact information and provide a place to verify that the business/person is located in the St. Charles City. Seeking Feedback 1. We are proposing that the commission send a congratulatory letter to all nominees for the Person of the Year award. Thoughts/Opposition/Approval 2. Starting with the 2022 Person of the Year award we are proposing that nominations are accepted year round with an intentional push (including communication and a feature story on the previous year’s recipient) starting in October. Thoughts/Opposition/Approval Next Meeting (August 26th 8:00 p.m.) Our agenda will include reviewing the application and submitted proposed edits to the HRC. Dr. Suzanne M. Leake  Administrative Committee Report August 10, 2021 To: HRC Commissioners From: Tina Meier Babs Gellman Committee Purpose: Create an infrastructure and processes to enable the HRC to run efficiently and effectively Budget Aprons (12 @ $199.80) and pens (560 @ $400.20) have been ordered. As voted upon, we purchased a virtual ticket ($120.00) for the STL Equity Fair and Commissioner Jessica Ross- Sutton attended in our name. One of the books we ordered at the end of last year was finally published and shipped ($14.99). Our remaining budget of $65.21 is currently allocated for Education. Strategic Plan A first step towards developing a right-sized Strategic Plan for the HRC was taken last meeting, with the presentation of the Chair’s Recommendation. Commissioners were also given a handout to inform the thinking: HRC Mission, Vision, Goals and Objectives (MVGO), the drivers for our work. Included in the presentation/discussion was a recognition of our many challenges, a list of Other Resources (Boards, staff, etc. who do similar work), the need to apply filtering to the work we choose to ensure it aligns with our MVGOs, the idea of setting parameters and boundaries to contain the work undertaken, the concept of focusing to assess capacity as we choose work now and in the future, and the need for following through with commitments. Along with the above, a brain-dump of potential areas and actions was shared to illustrate the vast and varied opportunities we have and the need to whittle these down into something manageable. We are now in the process of developing a Strategic Plan shell to share with the Commissioners, to allow us to collectively apply the concepts presented to finalize a Strategic Plan. Our target for this discussion is our September meeting. Other Events/Activities During 2021 At our July meeting, the Commissioners discussed events and activities that had presented themselves, to determine if we had sufficient time and resources to complete these events in 2021. It was assumed that we would hold the Person of the Year Award event as that is a hallmark Commission event. Page 1  Administrative Committee Report The following items were considered: 1. MEI Score Improvement 2. Fair Housing Training Sponsorship 3. Safe Zone Training Sponsorship 4. Dream Art Contest Planning 5. Multicultural Reading Day 6. DEI City Statement 7. City-wide HRC Survey 8. Community Services Summit Table 9. Invite Mayor’s Suggested Speaker to a General Meeting After discussing, given our existing plans and goals the Commissioners voted to not take on any of these in 2021. Person of the Year At our July meeting it was decided the Building Awareness, Alliances and Appreciation Committee will take on all aspects of this event. Commissioner Babs Gellman attended their meeting this month to share some background information and advised them that Chuck should/can support some parts of the process, such as storing the nomination forms for us until it is time to vote. The Social Media & Marketing Committee will publish related FB posts as composed and provided by the Committee. No Changes Since Last Report 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. MEI Updates GOAL: Develop a process to ensure the Human Rights 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. Page 2  Administrative Committee Report This goal was completed by Apr 5th. Page 3