Cultural & Social Awareness Commission

MINUTES CITY OF WOODSTOCK CULTURAL AND SOCIAL AWARENESS COMMISSION February 6, 2023 A meeting of the City of Woodstock Cultural and Social Awareness Commission was called to order by Chairperson Crystal Squires at 5:00 PM on Monday, February 6, 2023, in the Basement Conference Room at Woodstock City Hall. A roll call was taken. COMMISSION MEMBERS PRESENT: John Kendall, Jose Rivera, Joseph Starzynski, and Chairperson Crystal Squires. COMMISSION MEMBERS ABSENT: Abdul Akel, Juanita Martinez, and Kerry Smith. STAFF PRESENT: Human Resources Director/Staff Liaison Deb Schober and City Clerk Cindy Smiley. ACCEPTANCE OF MINUTES Motion by J. Starzynski, second by J. Rivera, to accept the minutes of the January 9, 2023 meeting as presented. Ayes: Kendall, Rivera, Starzynski, and Chairperson Squires. Nays: none. Abstentions: none. Absentees: Akel, Martinez, and Smith. Motion carried. 4. DISCUSSION ITEMS – Review of DEI Roadmap Chairperson Squires stated she and Commissioner Kendall met to review the survey results and add information on them to the Roadmap, including topics discussed at the last meeting. She provided those present with a draft of the Roadmap for their review and discussion, stating she used roadmaps from other communities as a template. She stated this was a first draft for content, not format. Those present reviewed the Roadmap, discussing and making changes, with Chairperson Squires recording the edits. Among other edits suggested, Commissioner Kendall suggested delineating the items in the DEI Program Plan and Chairperson Squires stated she will expand the timeline. Discussion turned to the Action Areas of the Plan which focuses on three main areas Education, Awareness, and Resources. Chairperson Squires stated she wished to create specific measurable goals so the Commission can be successful and see the success. She stated the Roadmap is for the Commission, but the City Council will be asked to approve the Plan and also will be asked for other things in order to accomplish the goals. Discussion ensued of the role of the City Council and also of other organizations. Noting the Plan will probably not be rolled out until the 2nd quarter of 2023, Chairperson Squires stated there is one goal identified for completion in 2023 with the rest identified for 2024. Commissioner Kendall recommended ranking the goals. The Commission first reviewed the Plan’s goals for Education.  Cultural and Social Awareness Commission 02/06/23 Meeting Minutes Page 2 of 3 Commissioner Starzynski brought forth information he has found regarding a Municipal Equality Index, whereby a municipality answers questions and provides information and is provided a score. Discussion ensued of this program and whether Woodstock would benefit from participation, with it being opined it would be another type of measurement to see where Woodstock stands. It was agreed the questions, information requested, and process will be investigated further and reviewed, with further discussion at a future meeting if warranted. Discussion turned to the Promote Community DEI Events and Trainings with Chairperson Squires noting these are events already happening. The Commission discussed how the City can help promote these, including inclusion of a list of cultural events on its website. In request to Chairperson Squires expressed wish for the Commission to have an open line to send events to the Communication Department, Ms. Schober stated she will research the possibility of this. Discussion turned to Organize DEI Educational Events for the Community with Chairperson Squires noting this goal is a continuation of what the Commission is already doing. The Commission discussed types of events and how many will be held each year. It was the consensus of the Commission to do one event this year, likely in the fall, and four events in 2024. Discussion ensued regarding Facilitate DEI Training for City Staff Members with it being agreed to change the title of this goal to Encourage DEI Training for City Staff Members. Ms. Schober suggested various edits to the wording of this segment of the Plan. The Commission then reviewed the Plan’s goals for Awareness. Discussion turned to Coordinate an “Open to All” Pledge Campaign for Local Businesses. Chairperson Squires encouraged Commission members go on the “Open to All” website and then revise this section of the Plan as she feels this needs to be more defined for Woodstock. She stated the Commission’s goal for the Campaign would be to develop it and work on the logistics in 2023 and launch it in 2024. She stated she would like to have a logo created for the Open to All Campaign with Ms. Schober suggesting the Commission ensures coordination with the City’s current Branding Initiative. Following discussion of Submit Proclamations for Cultural Events/Holidays to City Council, it was agreed the creation of the proclamations will be investigated. Discussion ensued of Increase Awareness of Commission. In response to Chairperson Squires’ statement that she would like to see the Commission have more of a presence on social media, Ms. Schober noted the Commission does have a Facebook page. Noting the City’s Marketing Department likely controls the page, she stated anything the Commission wishes to place on the FB page should be submitted to her. Discussion then turned to suggestion for items to include on the page, with it being noted it might help attract people who wish to serve on the Commission. Following discussion of Create a Website Page with Available Educational Resources for Organization, it was the consensus of the Commission to roll this goal into another goal. Following discussion of Coordinate the Making of DEI Pamphlets and Other Printed Materials, it was the consensus of the Commission to remove this goal as Ms. Schober will further investigate which communication will go through the City’s Marketing Department.  Cultural and Social Awareness Commission 02/06/23 Meeting Minutes Page 3 of 3 Chairperson Squires stated she will revise and edit the Roadmap based on the Commission’s discussion, including prioritization of the goals. There were no further comments on the DEI Roadmap. 5. NEXT MEETING DATE It was the consensus of the Commission to hold a Special Meeting on Monday, February 27, 2023, at 5:00 PM in the Basement Conference Room. 6. PUBLIC COMMENT There was no comment forthcoming from the Public. 7. OTHR DISCUSSION ITEMS There were no other Discussion Items. 8. ADJOURN Motion by J. Starzynski, second by J. Kendall, to adjourn this regular meeting of the Cultural and Social Awareness Commission to a Special Meeting at 5:00 PM on Monday, February 27, 2023, in the Basement Conference Room of Woodstock City Hall. Ayes: Kendall, Rivera, Starzynski, and Chairperson Squires. Nays: none. Abstentions: none. Absentees: Akel, Martinez, and Smith. Motion carried. The meeting was adjourned at 6:29 PM. Respectfully submitted, Cindy Smiley, City Clerk