Cultural & Social Awareness Commission

MINUTES CITY OF WOODSTOCK CULTURAL AND SOCIAL AWARENESS COMMISSION April 12, 2022 A Regular Meeting of the City of Woodstock Cultural and Social Awareness Commission was called to order by Chairperson Juanita Vega at 5:04PM on Tuesday, April 12, 2022, in the Council Chambers at Woodstock City Hall. A roll call was taken. COMMISSION MEMBERS PRESENT: Abdul Akel, John Kendall, Jose Rivera, Crystal Squires, Joe Starzynski, and Chairperson Juanita Vega. Kerry Smith joined the proceedings at 5:12PM. COMMISSION MEMBERS ABSENT: None STAFF PRESENT: Human Resources Director/Staff Liaison Deb Schober and City Clerk Cindy Smiley ACCEPTANCE OF MINUTES Motion by J. Starzynski, second by J. Kendall, to accept the minutes of the January 24, 2022 meeting as presented. Ayes: Akel, Kendall, Rivera, Starzynski, Squires, and Chairperson Vega. Nays: none. Abstentions: none. Absentees: Smith. Motion carried. 4. DISCUSSION ITEMS A general discussion of the items on the agenda took place with all Commissioners & Ms. Schober participating Chairperson Vega welcomed the new members to the Commission stating it is wonderful to now have the Commission full and to have so much diversity on the Commission. She opined this Commission will do great things for the City and the community. She stated it is wonderful to have diverse representation on the Commission that reflects the goals of the Commission. She noted people in the County are proud of what Woodstock has achieved. Chairperson Vega expressed her wish to step back from the Chairperson role and back into a membership role on the Commission due to personal and work commitments. She stated Commissioner Squires has volunteered to step into the Chairperson position for which Chairperson Vega expressed her gratitude. Ms. Schober provided information on the process, noting the Mayor, with the advice and consent of the City Council, makes appointments to the Commissions. She stated, in addition, Commissioner Kendall’s term expires on April 30th with the opportunity for extending his appointment to another term if he wishes to remain on the Commission. Ms. Schober stated if it is the consensus of the Commission that Commissioner Squires assume the Chairpersonship and Chairperson Vega assume a member role, and also that Commissioner Kendall be reappointed for another term, she will forward that information to the Mayor’s Office with a request this action be placed on the May 3rd City Council Agenda.  Cultural and Social Awareness Commission 04/12/22 Meeting Minutes Page 2 of 4 Commissioner Kendall affirmed he would like to be reappointed to the Cultural and Social Awareness Commission for another term. In response to a question from Chairperson Vega, it was the consensus of the Commission to request that Mayor Turner reappoint Commissioner Kendall for another term. Commissioner Squires affirmed she would assume the Chairperson role if appointed and Chairperson Vega affirmed her wish to vacate the Chairperson role and assume the role of Commissioner. In response to a question from Chairperson Vega, it was the consensus of the Commission to request that Mayor Turner appoint Commissioner Squires as Chairperson and that Chairperson Vega assume the role of Commissioner of the Cultural and Social Awareness Commission. Chairperson Vega expressed appreciation to Commissioner Kendall for wishing to remain on the Commission and to Commissioner Squires for agreeing to take over as Chairperson noting their important work on the Commission. Chairperson Vega stated Commissioner Squires has brought forward a Road Map for the Commission, commending her for suggestion of a survey as part of this project opining it will bring public participation to the Commission’s work, including more diversity. Commissioner Squires then called attention to the proposed 5-year Roadmap explaining its path for development. She noted the discussion at the last meeting of taking 2022 to reflect and evaluate the Commission’s mission and then create a road map to where it would like to put forth its efforts for the community. Commissioner Squires then went on to explain the steps in creating this roadmap to be discovery to receive community feedback regarding diversity, equity, and inclusion (DEI); evaluating and planning by analyzing the data; formulation of the plan, sharing the Roadmap with the City Council and the public; and finally launching the Roadmap and implementation of the plan with community engagement. Opining it is important to know where the community is as far as diversity, equity, and inclusion (DEI), she stated the first step would be to survey the public explaining some of the ways this can be done. Discussion ensued of development of the plan and its timeline. Commissioner Squires suggested developing survey questions to be agreed upon by the Commission opining the surveys can be placed on the website and Facebook. She suggested also inviting community members to the CSA meetings for information gathering and reaching out to community organizations, not-for-profits, businesses, and schools to gather information and feedback. It was agreed there is a need to get input from the public and also to get the Commission’s name and mission out to the public. Other Commissioners suggested attending the many events in Woodstock to solicit surveys and gather information and participation from as many people as possible, including but not limited to the Pride Parade and Mexican Independence Day as possibilities. It was also suggested to pass out sheets containing a QR code by which the public could access the survey. It was agreed to solicit information at as  Cultural and Social Awareness Commission 04/12/22 Meeting Minutes Page 3 of 4 many events and parades as possible and to allow enough time for the discovery phase to allow attendance at these events. In response to a discussion of the various events, Commissioner Kendall volunteered to make a list of the various events and opportunities to solicit surveys. Concerning implementation of the plan, Commissioner Squires opined there could be many facets citing continuation of the Celebration Sunday events, examination of the City Code for inclusivity and appropriate language, and review of City publications such as the Good Neighbor pamphlets as examples. Commissioner Squires opined this will be a big job needing the commitment and time of all of the Commissioners with the possible need for small group meetings as allowed by the Open Meetings Act and also more frequent Commission meetings. Chairperson Vega expressed her support for the Roadmap stating it is a wonderful idea. She opined diversity needs to be worked into the day-to-day community and to be lived day-to-day. She also stated the Commission must be in front of the community, urging that the Diversity Celebration Sundays continue as planned to be held concurrently with development of the Roadmap. Discussion ensued of continuing the Diversity Celebration Sundays (DCS) concurrent with development of the Roadmap or postponing them until the plan is completed and launched. It was noted that the DCS events held thus far were done without public input and were largely not well attended. It was opined the events may be more successful with input as to what the public wants and needs. Commissioner Squires stated the purpose of the Roadmap is to create a vision and a purpose for the Commission noting she did not see a vision when she came onto the Commission. She opined there should be an identified goal for the DEI Program and a benchmark of what the Commission wishes the community to take away from its events. She stated the question should be asked “what would make Woodstock a premier diverse community?” opining a vision and purpose of the Commission should be developed. Commissioner Squires expressed agreement the DEI program should be part of the Roadmap but opined the Commission does not really know what the community needs right now to create more diversity, inclusion, and equity in Woodstock. She opined the Roadmap would help narrow down the Commission’s focus and purpose. Chairperson Vega agreed there is a need for more data and public participation and engagement, supporting the Roadmap development and solicitation of more public input even if it means extending the timeline. She opined this would make Woodstock the best City in the county from a DEI standpoint and would garner more support for the Commission’s efforts. Commissioner Starzynski opined momentum would not be lost if the DCS events are postponed until implementation of the Roadmap noting it could make the events bigger and more successful. Chairperson Vega opined holding the events to give the various diverse groups a voice and make them feel they are important. Chairperson Vega exited the Council Chambers the proceedings at 6:05PM returning at 6:12PM. Following a brief continuation of the discussion of the Roadmap Plan and timeline and the Diversity Celebration Sunday events, it was the consensus of the Commission to proceed with the overall ideas  Cultural and Social Awareness Commission 04/12/22 Meeting Minutes Page 4 of 4 and plan for the 5-year Roadmap with the intent that Commissioner Squires update the plan based upon the Commission’s discussion including but not limited to, extension of the timeline to allow for public input and participation, following which it will be brought back to the Commission for discussion and approval. Motion by J. Vega, second by J. Starzynski, to postpone the Diversity Celebration Sunday events for the time being and to perhaps hold informational gathering meetings to keep the Commission out in the community. A roll call vote was taken. Ayes: Akel, Kendall, Rivera, Squires, Smith, Starzynski, and Chairperson Vega. Nays: none. Abstentions: none. Absentees: none. Motion carried. NEXT MEETING DATE Commissioner Squires stated at the next meeting she will bring back the updated Roadmap for the Commission’s discussion and approval and will also bring forward suggested survey questions. Commissioner Kendall stated he will bring forward the list of events and opportunities as noted. It was the consensus of the Commission to hold a Special Meeting at 5:30PM on Monday, May 2, 2022 in the Council Chambers at City Hall. PUBLIC COMMENT There was no comment forthcoming from the Public. ADJOURN Motion by J. Starzynski, second by J. Kendall, to adjourn this meeting of the Cultural and Social Awareness Commission to a Special Meeting at 5:30PM on Monday, May 2, 2022 in the Council Chambers at Woodstock City Hall. Ayes: Akel, Kendall, Rivera, Smith, Squires, Starzynski, and Chairperson Vega. Nays: none. Abstentions: none. Absentees: None. Motion carried. Meeting adjourned at 6:25PM. Respectfully submitted, Cindy Smiley, City Clerk