Human Relations Commission

Human Relations Commission AGENDA FOR REGULAR MEETING September 16, 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 Denise Mitchell, City Council Liaison Chuck Lovelace, Staff Liaison and Secretary/Treasurer Commission Members: On Thursday, September 16, 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 (2 min.) II. The Pledge of Allegiance III. Welcome Any Guests (Babs) IV. Review and Approval of August 19, 2021 Minutes (2 min.) V. Comments from the Mayor (5 min.) VI. Old Business A. Recap of Our Role as Advisors This Past Month: NO DISCUSSION may/will take place regarding the details of materials provided by the Mayor. (Babs - 5 min.) Human Relations Commission Agenda Page 1  September 19, 2021 VII. New Business A. Impact of Abstaining From a Vote (Babs – 3 min.) B. City Education Committee (Tina, Ed, Jessica, Wade - 3 min.) C. Social Media & Marketing Committee (Babs - 3 min.) 1. Dissolving Social Media and Marketing Committee of One (Babs – 3 min.) D. Building Awareness, Alliances and Appreciation Committee (Jason, Suzanne, Tom, Donalee - 3 min.) – No report provided. E. Administrative Committee (Tina, Babs - 3 min.) 1. Dissolving formal “Committee” (Babs – 3 min.) F. 2022 Meeting Dates (Babs – 3 min.) G. October Officer Nominations (Tina – 5 min.) H. Person of the Year Award Submission Form (Deadline Oct 11th) (Babs – 5 min.) I. Elimination of HRC Facebook Page (Babs – 5 min.) J. Zoom Meetings Prohibited (Babs – 5 min.) K. Restrictions on HRC Commissioners’ Personal Comments on Facebook/Social Media (Babs – 3 min.) L. HRC Strategy Plan (Babs – 15 min.) VIII. Comments from Commissioners (5 min.) IX. Next Meeting – The next general meeting will be held on October 21st. X. Adjournment Upcoming General Meeting Schedule: October 21, November 18, 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 9/10/21 @ 5:00 p.m. By: CWL Human Relations Commission Agenda Page 2  September 19, 2021 Attachments:  HRC Meeting Minutes August 19, 2021  HRC Updates September 16, 2021  Education Committee September 2021 Report  Social Media & Marketing Committee September 2021 Report  Administrative Committee September 2021Report  2022 Meeting Dates  Person of the Year Award Submission Form 2019  Person of the Year Award Submission Form 2020  Draft HRC Strategy Plan  Former HRC Policies & Procedures Human Relations Commission Agenda Page 3  Human Relations Commission MEETING MINUTES August 19, 2021 MEMBERS PRESENT STAFF PRESENT Babs Gellman, Chair Chuck Lovelace, Staff Liaison & Secretary/Treas. Tina Meier, Vice Chair Bruce Evans, Director of Com. Dev. Ed Bryant Mike Cullen, City Attorney Jason Dunn Jessica Ross Sutton Dr. Suzanne Leake Capt. Ray Floyd (Representing PD) Tom Besselman, City Council Liaison Dan Borgmeyer, Mayor MEMBERS ABSENT Dr. Suzanne Leake Dr. Wade Steinhoff Donalee Gastreich GUESTS Kim Turner Kara Elms On Thursday, August 19, 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 4:30 p.m. Those in attendance are noted above. II. Pledge of Allegiance- Commission Chair Babs Gellman led the pledge of allegiance III. Welcome Any Guests Commission- Commission Chair Babs Gellman welcomed two guests: Kim Turner and Kara Elms. IV. Review and Approval of Minutes from Last Meeting Commissioner Jason Dunn made a motion to approve the July 15, 2021 minutes as written. Commissioner Tina Meier seconded the motion. All were in favor. The minutes were approved unanimously. Human Relations Commission Minutes Page 1  Meeting Minutes – August 19, 2021 V. Comments from the Mayor- Mayor Dan Borgmeyer discussed the Sacajawea Statue proposal with the Commissioners. The statue entitled “Their First View of the Pacific” was on display until recently in the City of Charlottesville, VA. Commissioners asked question about the possible statue acquisition by the City. Mayor Dan Borgmeyer indicated that he would share the statue proposal with the Commission and that work on the proposal was ongoing. The submittal deadline for the statue proposal is on Friday, August 27 th. VI. Comments from the Staff Liaison- Staff Liaison Chuck Lovelace indicated one concern was sent to him in August. Commission Aprons and pens were made and distributed to the commission by Mr. Stitcher. Items will be used for events. Commission Liaison Chuck Lovelace also indicated Badges are available to Commissioners and can be used for official HRC business. VII. Old Business- None VIII. New Business A. City Education Committee Report Questions/Comments- Report attached to these minutes. Vice-Chair Tina Meier shared that City HR was looking at possible trainings in October this year and spring next year. B. Social Media & Marketing Committee Questions/Comments- Report attached to these minutes 1. St Louis Racial Equity Summit 2021- Summary (Jessica - 5 min.) Commissioner Jessica Ross-Sutton shared there was a lot of energy around the Summit. 2. Website review (Babs, Chuck- 20 min.) Because of time restraints, no review took place. Commissioners were asked to review independently and provide feedback. Human Relations Commission Minutes Page 2  Meeting Minutes – August 19, 2021 C. Building Awareness, Alliances and Appreciation Committee Questions/Comments- 1. Person of the Year letter- A motion was made by Commissioner Jason Dunn and Seconded by Commissioner Jessica Ross Sutton to approve the commission to send a congratulatory letter to the nominees for the person of the year award. The motion passed unanimously. 2. Person of the Year Nominations- A motion was made by Commissioner Jason Dunn and Seconded by Commissioner Tina Meier to approve accepting nomination forms for person of the year on a year-long basis. Year-long submittals would begin for the 2022 Person of the year. The motion passed unanimously. D. Administrative Committee Questions/Comments- Report attached to these minutes IX. Comments from Commissioners- Section was moved up in conjunction with agenda item V pertaining to the Sacajawea Statue discussion. X. Next Meeting – The next general meeting will be held on September 16th. XI. Adjournment- After final discussions and there being no further business, a motion was made by Commissioner Jason Dunn and Seconded by Commissioner Ed Bryant to adjourn the meeting. All were in favor. The motion passed unanimously. The meeting was adjourned at 6:01 p.m. CHUCK W. LOVELACE III, SECRETARY DATE Human Relations Commission Minutes Page 3  HRC Updates September 19, 2021 Babs Gellman – Chair ● For those of you not present at our last meeting, if you do not have a badge, please connect with Chuck to obtain one. Remember, these should be worn only when doing officially sanctioned HRC business. Chuck Lovelace – Secretary/Treasurer and Staff Liaison ● Budget: 2021 Total Annual Budget: $1,000.00 Remaining Budget total as of August 5th: $65.21 Spent Last Month: $0 Remaining Budget total as of Sep 2nd $65.21 ● Concerns brought to the attention of the Commission: ○ No complaints were received. ○ Last month’s issue was forwarded to the St. Charles Police Department to determine if a violation of law may have occurred, with copies to the Mayor and City Council Member for the Ward in which the incident occurred. We also provided the person who reported the incident with a list of other agencies they could contact if they chose to do so. The police department has looked into the matter. They advised that the actions reported do not rise to the level of a criminal offense, and that the police department is classifying this as a civil matter. Page 1  SEPTEMBER 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 and Tina had a Zoom meeting and discussed training options. Shanton asked Tina to reach out to Diversity Awareness Partnership (DAP) and make a connection. Tina emailed DAP and cc’d Shanton. Shanton would like DAP to have a training in early 2022. At the same time Shanton was going to reach out to MU Extension to see about scheduling a training in October of 2021. 3. On September 3rd, Shanton reached out to Tina and said that she’s been busy and asked Tina to reach out to MU Extension for her to connect. Tina emailed MU and cc’d Shanton. END OF REPORT  Social Media & Marketing Committee Report September 3, 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. The Commission has held/participated in the following events in 2021. Respect, Harmony and Understanding Week This was held on-line via FB April 19-23. Equity Fair July 17th The HRC had a table at the event, with Commissioners Tom Wilkison, Ed Bryant and Chair Babs Gellman working at the table. St Louis Racial Equity Summit 2021 August 4th-6th Commissioner Jessica Ross-Sutton attended on our behalf. St. Charles Jewish Festival August 15, 2021 August 15, 2021 was proclaimed St Charles Jewish Festival Day by the Mayor, at the request of the HRC. Commissioners Ed Bryant and Donalee Gastreich, Staff Liaison Chuck Lovelace and Chair Babs Gellman all witnessed the event’s ribbon cutting. 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. Please help the HRC maintain the site by suggesting content changes as the Commission continues its work. Page 1  Social Media & Marketing Committee 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. Page likes have increased 46% 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. The City has advised that “City boards and commissions may not create or maintain a Facebook page or any other social media presence separate from the city. City boards and commissions wishing to have a presence on social media must do so on a city platform”. The HRC Facebook site was taken down on September 1. Requests for publication of posts, to be made on behalf of the HRC, are now being sent to the City. Please continue sending me your suggestions so I may forward. City Newsletter The last paper Newsletter deadline was August 16 for a September publication. The Media Department had kindly agreed to create a piece on our new website for that issue, though I have not received confirmation of what is being published. The next deadline is Oct 11th for the November Newsletter. The Building Awareness, Alliances and Appreciation Committee had committed to creating the Person of the Year piece, the nomination form, for that issue. Dissolving This Committee This Committee currently has one member and, given that, the City has advised it should be dissolved. Therefore, I suggest we dissolve the Committee (by vote) at our September meeting. We can rethink the idea of how the work this Committee managed should be handled as we develop our Strategic Plan. Until that time, I will forward your FB post ideas, if and when sent to me, to the City for posting on their Facebook Page. 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 APPENDIX E Page 6 Social Media & Marketing Committee Report Page 7  Administrative Committee Report September 3, 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 Strategic Plan A copy of a draft three-year Strategic Plan was shared with all Commissioners on August 27th and is included in this month’s meeting packet for discussion. Administrative “Committee” Dissolution We have re-evaluated the work we do, and do not consider it “committee” work. Our continual and on-going work of supporting the needs of the Commission is inherent in the roles of Chair and Vice-Chair. Therefore, we suggest we dissolve this Committee (by vote) and Tina and Babs continue to perform activities of the Vice-Chair and Chair as they have been doing thus- far. 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. Page 1  Administrative Committee 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. This goal was completed by Apr 5th. Page 2  Human Relations Commission City of St. Charles St Charles City Hall Council Chambers 4:30 PM 200 N Second Street, St Charles, MO 63301 2022 Meeting Schedule January 20 February 17 March 17 April 21 May 19 June 16 July 21 August 18 September 15 October 20 November 17 December 15 respect harmony understanding 2019 Human Relations Award Do these goals sound like someone you know? (1) Promotes mutual understanding and respect among all social, religious, cultural and ethnic groups, (2) Encourages dialogue and inclusivity with diverse groups; and (3) Promotes best practices in human relations. The Human Relations Commission is looking for nominations to describe how any individual or organization meets these characteristics. Who have they impacted? What problem have they addressed or helped? How have they changed St. Charles’ Human Relations efforts? Nominee must be an individual who has resided or been employed in the city for at least 2 years, or an organization that has directly served St. Charles residents for at least 2 years. Nominations due by 5:00 PM on Friday, December 13, 2019 Individual or Organization Name: _______________________________________________________ Street Address:________________________________________________ Zip Code:______________ Email Address:____________________________________ Phone Number: _____________________ Reason for nomination: _______________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ Send to the Human Relations Commission at HRC@stcharlescitymo.gov or by mail to Chuck Lovelace in Community Development Department at City Hall, 200 N. 2nd Street, Suite 303, 63301. For more information, call 636-949-3222.  STRATEGIC PLAN 2021 - 2024 MM/DD/YYYY THROUGH MM/DD/YYYY COMMISSION APPROVED ON MM/DD/YYYY OVERVIEW The St. Charles Human Relations Committee was created by Ordinance #08-126 on June 18, 2008. Its formation was sparked by an incident in late 2007 which illustrated the need for the City of St. Charles to provide the Community with support when they faced unfair discrimination that infringed upon their Civil Rights. MISSION To promote respect, harmony and understanding throughout the Saint Charles community. VISION An equal-opportunity community in which all persons respect one another and give and receive fair treatment. GOALS OF THE COMMISSION Promote mutual understanding and respect among all social, racial, religious, cultural and ethnic groups in the community. Endeavor to eliminate prejudice among various groups in the community and create harmonious relationships among citizens, groups, agencies and departments within the City. CORE VALUES The Human Relations Commission’s core values align with those common, those essential to, diversity, equity and inclusion work: INTEGRITY: We assure reliability and honesty. We are ethical and respectful in all our endeavors and continually strive to apply high standards and best practices to make a direct and powerful difference in our community EDUCATION: We work to continually increase our knowledge of current trends and research related to our mission. We anticipate and adapt to changing conditions. INCLUSION: We embrace different abilities, perspectives and experiences, and are committed to the promotion of equity—welcoming, celebrating, and valuing the contributions of all. EMPATHY: We seek to understand, support, and actively listen to individuals in need of our services and convey compassion without judgement. Page 2 Rev 8/27/2021 STRATEGIC PRIORITIES Our Strategic Priorities are driven by the City of St. Charles’ Title I Government Code, Chapter 125 Boards, Commissions and Committees, Article XXX Human Relations Commission. 1.) LEGISLATION, POLICIES, PROCEDURES AND PRACTICES: EXISTING ORDINANCES Support efforts by law enforcement agencies, community groups and educational institutions to collect and review data related to the following and serve as repository for such data: (1) Patterns of discrimination and hate crimes. (2) Issues of civil rights and human rights. (3) Community relations efforts within the City. (125.1150) Study, advise and make recommendations for legislation, policies, procedures and practices of the City and other public entities as are consistent with the purposes of this Chapter. (125.1160) Regularly advise the Mayor and City Council, through distribution of its agenda, minutes, memoranda, reports and other pertinent documents, of the programs and activities being planned by the Commission; the concerns or complaints concerning discrimination or hate crimes received by the Commission; the patterns within the complaints; and other terms of business before the Commission. (125.1160) Prepare an annual report for the Mayor and the City Council concerning the Commission's activities under the provisions of this Section with recommendations and pertinent comments. (125.1160) 2.) EDUCATION: EXISTING ORDINANCES Disseminating such information and research as, in its judgment, will promote good will and minimize or eliminate discrimination in the City. (125.1150) Measuring the effectiveness of programs established to educate the citizens of St. Charles in human relations issues and actions. (125.1150) Page 3 Rev 8/27/2021  3.) COMMUNITY AWARENESS & ADVOCACY: EXISTING ORDINANCES Plan activities or programs that increase understanding and respect among all residents of the City. (125.1150) Establish relationships and encourage dialogue with diverse groups within the community to identify and address tensions that may arise. (125.1150) Provide methods and resources for citizens to take concerns and complaints related to discrimination in employment, public accommodation and housing; or related to bias incidents and hate crimes motivated because of race, color, religion, national origin, sex, sexual orientation or disability of the victim. (125.1150) STRATEGIC PRIORITY 1: LEGISLATION, POLICIES, PROCEDURES AND PRACTICES: Keep legislation, policies, procedures and practices of the City and other public entities, aligned with diversity, equity and inclusion advancements made at the federal, state and local level. PRIORITY ACTIVITES 1. Advise the Mayor and City Council on changes that have occurred (or are needed), providing information and recommendation for action(s) to be taken by the City. a. Develop a process for advising the Mayor and City Council. b. Identify DEI advocates (groups and individuals) who work in this area and how we can benefit from their knowledge and expertise. c. Review ordinances pertaining to the HRC to ensure that they consistently cover all areas of discrimination and make recommendations as needed to the City. d. Evaluated Bi-Lingual services and supports and make recommendations as needed to the City. e. Recommend Juneteenth be included in the ordinances as a City Holiday. f. Recommend a Minority and Women Owned City Purchasing Policy. g. Recommend the mayor/city creates a Diversity, Equity and Inclusion Statement. Page 4 Rev 8/27/2021  2. Regularly advise the Mayor and City Council. a. Prepare an annual report for the Mayor and the City Council concerning the Commission's activities and recommendations. b. Distribute agenda, minutes, memoranda, reports and other pertinent documents, of the programs and activities being planned by the Commission. c. Report concerns or complaints concerning discrimination or hate crimes received by the Commission; the patterns within the complaints. d. Formulate a plan to present critical and/or time sensitive information directly to the Mayor and City Council. STRATEGIC PRIORITY 2: EDUCATION Provide education on diversity, equity and inclusion and encouraging respect, harmony and understanding, aimed at minimizing or eliminating discrimination in the City. PRIORITY ACTIVITES 1. Recommend the City formally commitments to providing City Staff diversity, equity and inclusion training. a. Recommend such training be included in ordinances as being required. b. Recommend such training be included in the City budget. c. Recommend support and sufficient City resources be allocated to the development of a training plan using internal and/or external resources. 2. Collaborate with the Human Resource Director for the City to implement DEI training for all City employees. a. Plan a yearly calendar of trainings available to all City employees. b. Research new DEI training opportunities for all City employees. 3. Research and make recommendations of training opportunities for civic or religious organizations, educational institutions, law enforcement agencies, businesses and residents. a. Identify appropriate trainings. b. Develop methods of sharing training opportunities and encouraging them to engage. 4. Measuring the effectiveness of educational programs. a. Research and developing appropriate tools for measurement. b. Regularly report results. Page 5 Rev 8/27/2021  5. Enhance our digital platform including City web, social media resources and tools to increase reach and educate targeted audiences. a. Work with the City’s Media Department to provide educational information to City residents. b. Provide timely content related to HRC’s mission through Facebook and the HRC website. c. Regularly evaluate data to determine the public’s awareness of HRC (ex: site traffic, social listening, search volume) and inform strategy. STRATEGIC PRIORITY 3: COMMUNITY AWARENESS & ADVOCACY Establish relationships and encourage dialogue within the community to increase understanding and respect among all residents of the City. Advocacy means going beyond having conversations with people that already agree with you. PRIORITY ACTIVITES 1. Plan activities or programs that increase understanding and respect among all residents of the City. a. Attend, sponsor or hold XX events held within the city/county each year, with a minimum of three Commissioners present at in-person events or actively participating in on-line events. b. Person/Business of the Year Award. 2. Provide methods and resources for citizens to take concerns and complaints related to discrimination in employment, public accommodation and housing; or related to bias incidents and hate crimes motivated because of race, color, religion, national origin, sex, sexual orientation or disability of the victim. a. Continue to provide easy access to Citizens to take concerns, complaints, and suggestions to the HRC through the website, email, HRC Facebook page, and City Hall lockbox. b. Proactively solicit thoughts and ideas from the public on what they need and want from the HRC and City. c. Review data, monitor trends, and provide reports to the City. Page 6 Rev 8/27/2021 OUTCOMES Human Relations Commission activities enhance the likelihood of achieving the desired outcomes outlined below, ultimately ensuring we fulfil our mission. 1. Increase the City’s Municipal Equality Index (MEI) score; 2. Increase recognition of the HRC with city administrators, city staff, businesses, agencies and residents as successfully advocating for anti-discrimination action within St. Charles; 3. The City is recognized as providing solid protections under the law, and as welcoming, to people of all identities. 4. People of all identities are included, and have a voice, in what is happening within their community. Page 7 Rev 8/27/2021  City of St. Charles Human Relations Commission Ordinance Policies and Procedures August 4, 2011 33.320(C)(2)(a) Plan activities or programs that increase understanding and respect among all residents of the city. Policy Each year the Human Relations Commission (HRC) will sponsor, independently or with other organizations, one or more activities or educational programs designed to increase residents’ understanding of and respect for all other residents. Procedure 1. The HRC will sponsor activities and programs that increase the awareness and understanding of St. Charles citizens of the history, culture, beliefs or traditions of all residents. 2. The HRC will encourage participation by residents of all racial, cultural and religious backgrounds in the programs and activities that it sponsors. 3. Each year the HRC may recognize individuals or organizations for commendable service in building understanding and respect within the St. Charles community. 33.320 (C)(2)(b) Establish relationships and encourage dialogue with diverse groups within the community, to identify and address tensions that may arise. Policy To promote understanding among all residents and to increase awareness of situations that may affect the well-being of the City of St. Charles, the Human Relations Commission will establish and maintain relationships with various other organizations that share its goals for promoting respect and understanding. Procedure 1. The HRC will host an annual meeting to establish and maintain relationships with the city commissions, city boards and other organizations that share HRC’s goals for promoting respect and understanding. The HRC will invite representatives from each of the groups to attend the annual meeting. At the meeting, all groups will have the opportunity to discuss their plans or objectives for the next year, and to consider ways that they might work together on projects. 2. The HRC will encourage all organizations with which it establishes relationships to keep the HRC informed throughout the year of any human relations issues they become aware of in the community, as well as commendable human relations efforts that should be recognized. HRC Policies and Procedures August 4, 2011  2 33.320(C)(2)(c) Provide methods and resources for citizens to take concerns and complaints related to discrimination in employment, public accommodations and housing; or related to bias incidents and hate crimes motivated because of race, color, religion, national origin, sex, sexual orientation or disability of the victim. Policy The Human Relations Commission will provide a process for individuals to present to the HRC concerns related to discrimination, bias or hate crimes. The HRC will contact any individual who submits a written concern or requests information about how to submit a concern. The HRC will facilitate the process of getting the concern to the appropriate organization or organizations, and will request information about resolution of the concern. Procedure 1. Concerns may be submitted in writing on the Human Relations Commission Suggestions / Concerns Form, which will be available at City Hall and on the City of St. Charles website. The form will include information about how to complete and return it. For further information about submitting a concern, individuals may contact the HRC through the city website or by calling the HRC Staff Liaison at City Hall. 2. All concerns submitted to the HRC will be relayed by the HRC City of St. Charles staff liaison to the HRC Chairperson and the Mayor. 3. The HRC Chairperson will appoint a committee to process concerns received by the HRC. The committee will collect and organize information about local, state and federal organizations that handle complaints about discrimination, bias or hate crimes. When the HRC Chairperson receives a written concern, she or he will ask the committee to contact the individual who sent it. The HRC committee will offer to send the person who submitted the concern all available information about local, state and federal organizations that deal with complaints related to their concern. 4. If the individual who submitted the concern decides to contact a local, state or federal organization about the concern, the HRC committee will, if the individual so desires, inform the organization that the individual intends to contact them. The HRC committee will request that it be informed about resolution of the complaint. 5. The HRC committee will file the concern and all reports received about its resolution. The committee will report at HRC meetings on new information received about the concern until it is resolved or the process is closed. 6. An individual who wishes to remain anonymous while reporting a concern to the HRC may do so by using the mail or email address on the Human Relations Commission Suggestions / Concerns Form or by depositing the completed form in HRC Policies and Procedures August 4, 2011  3 the HRC Suggestions / Concerns Drop-Box at City Hall. The concern filed anonymously will be relayed by the City of St. Charles staff liaison to the HRC Chairperson and the Mayor. A concern filed anonymously may be discussed with any individuals or organizations it concerns. The concern will be reported at the next HRC meeting. Section 33.320(C)(2)(d) Facilitate mediation services as needed in the community. Policy The Human Relations Commission will provide education about mediation as a means of resolving conflicts to its members and to other interested St. Charles organizations and individuals. Upon request by the Mayor or City Council, the HRC will facilitate mediation services. Procedure 1. The HRC will collect and organize information about mediation services available in the St. Louis metropolitan area. The HRC will make the information available to the Mayor and to other interested individuals and organizations. 2. The HRC may periodically engage qualified mediation experts to provide educational and/or training sessions on mediation. 3. If requested by the Mayor or City Council, HRC members who have received mediation training may act as mediators to help resolve community conflicts. 33.320(C)(2)(e) Support efforts by law enforcement agencies, community groups, and educational institutions to collect and review data related to the following, and serve as repository of such data: 1. Patterns of discrimination and hate crimes 2. Issues of civil right and human rights 3. Community relations efforts within the city Policy To be effective, supportive, and productive, the Human Relations Commission must be cognizant of the issues, patterns and behaviors that affect the well-being of the community. This includes patterns or issues that affect community groups, law enforcement agencies and educational institutions. Procedure 1. At each monthly meeting the Mayor, Police Chief, Superintendent of Schools, City Council liaisons and other HRC members will have the opportunity to report any topics, patterns or issues related to the HRC mission that have emerged, and any community relations efforts that have been made. HRC Policies and Procedures August 4, 2011  4 2. Reports of human relations issues from community groups with which the HRC has established relationships [See 33.320(C)(2)(b)], received at the annual meeting hosted by HRC for such groups, or at any other time during the year, will be addressed promptly by HRC. 3. Concerns received by the HRC from individuals in the community [See 33.320(C)(3)(c)] will be addressed promptly by HRC. 33.320(C)(2)(f) Support the continued assembly and dissemination of pertinent data, studies and programs for the purpose of: 1. Promoting best practices to improve human relations. 2. Providing training materials that may be used by civic or religious organizations, educational institutions, law enforcement agencies, businesses and others to prevent unfair treatment and encourage harmonious relations. 3. Disseminating such information and research as, in its judgment, will promote good will and minimize or eliminate discrimination in the city. 4. Measuring the effectiveness of programs established to educate the citizens of St. Charles in human relations issues and actions. Policy HRC members will strive to keep informed about programs and activities in other Missouri cities or other states that have successfully promoted understanding and respect or reduced discrimination within the community, and that might be adapted for use in the City of St. Charles. The HRC will publicize its programs and activities widely in an effort to encourage as many individuals as possible to participate. Each year the HRC will survey the community groups with which it has established relationships, other interested groups or individuals, and its own members, about the effectiveness of HRC’s programs and activities. Procedure 1. HRC officers will keep abreast of successful HRC regional programs and activities through communication with the Department of Justice Community Relations Service in Kansas City, Missouri. 2. The HRC will invite other organizations and interested individuals to attend any training sessions it sponsors to prevent discrimination or encourage harmonious relations within the community. 3. The HRC Chairperson will appoint a committee each year to review the minutes of the previous year for the purpose of compiling an HRC Annual Review that includes information about HRC’s meetings, reports, programs and activities, as well as the concerns that HRC has received and monitored. The committee will provide a written copy of the HRC Annual Review to the Mayor and to the organizations with HRC Policies and Procedures August 4, 2011  5 which it has developed relationships. Information from the Annual Review may be used by the HRC to plan activities, programs, studies, initiatives and actions that promote understanding and respect, and eliminate discrimination, in the City of St. Charles. 4. At the annual meeting hosted for all organizations with which HRC has established a relationship, the HRC will ask attendees to complete an evaluation of the programs and activities it has sponsored or co-sponsored during the preceding year, and to suggest programs or activities for the future. ******************** HRC Policies and Procedures August 4, 2011