Cultural & Social Awareness Commission

MINUTES CITY OF WOODSTOCK CULTURAL AND SOCIAL AWARENESS COMMISSION April 3, 2023 A regular 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, April 3, 2023, in the Basement Conference Room at Woodstock City Hall. A roll call was taken. COMMISSION MEMBERS PRESENT: Abdul Akel, John Kendall, Joe Starzynski, and Chairperson Crystal Squires. COMMISSION MEMBERS ABSENT: Jose Rivera 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. Kendall, to accept the minutes of the February 27, 2023 special meeting as presented. Ayes: Akel, Kendall, Starzynski, and Chairperson Squires. Nays: none. Abstentions: none. Absentees: Rivera and Smith. Motion carried. 4. DISCUSSION ITEMS a. Finalization of anticipated Proclamation acceptance calendar Chairperson Squires stated there have been changes to the list of proclamations, which can be found in the revised plan. In response to a question from Chairperson Squires, Ms. Schober stated the decision to limit the number of proclamations was made in discussions with the Mayor and City Administration, and it was felt the large number of proclamations diluted the value of the proclamations and the efforts of the Commission. She stated it was also noted that many of the proposed proclamations were inclusive of others. Discussion turned to those not approved to be acknowledged by proclamation. Ms. Schober emphasized these can be acknowledged on social media and the website. In response to further discussion, Ms. Schober stated she will discuss some of those not approved with the Mayor. In response to a question from Chairperson Squires, Ms. Schober confirmed any citizen can put in a request for a proclamation, but it must be approved. Commissioner Starzynski stated that while all of the proposed items will not be acknowledged by a proclamation, this is still a step forward. The Commission reviewed the schedule of Commissioners who will accept the proclamations with Commissioner Starzynski noting this is another opportunity to let the public know that there is a Cultural and Social Awareness Commission and about its activities. Chairperson Squires suggested a Commission goal for next year be to research and potentially develop more proclamations.  Cultural and Social Awareness Commission 04/03/23 Meeting Minutes Page 2 of 3 2. Review of DEI Roadmap Discussion ensued of the proposed DEI roadmap. Various suggestions were reviewed for rewording and relocating certain verbiage in the various sections of the document. Chairperson Squires made changes to the document as agreed upon by the Commission following the discussion. Regarding the Survey Conclusions, the Commission reviewed and discussed those revisions suggested by Ms. Schober with Chairperson Squires making those agreed upon by the Commission. She will continue to rework this section. In response to a suggestion from Chairperson Squires that the Resources sections be removed, it was the consensus of the Commission that she rewrites and wordsmith this section, providing it to Ms. Schober for distribution to the Commission. A review of the Commission Goals followed. At the suggestion of Chairperson Squires, the Commission ranked the goals and identified them as Smart Goals. Under the Increase Awareness goal, Chairperson Squires stated she would like to put together a calendar of important cultural events, including the adoption of the proclamations. Regarding the goals of increasing attendance at Commission meetings, Chairperson Squires suggested putting posts on Social Media about the meetings and events. Discussion included the Commission’s role in events and budgeting for the events. Chairperson Squires noted the section on the Open to All Campaign needs to be worked on outside the meetings, noting what is now in the document was copied from the Campaign’s website. She stated this section is to give the City an outline of the Commission’s campaign with the goal being to finalize the logistics and go back to the City Council with them. Commissioner Kendall stated he has not heard back from Huntington and noted there is a national organization which works with groups to organize this, noting they do not have a route for cities specifically. A brief discussion ensued of the parameters of the program as known at this time. It was the consensus of the Commission to reach out to the national organization. Discussion ensued of what groups/organizations to include in the Open to All Campaign with the consensus being to leave it open to all, including houses of worship, allowing each to decide whether their organization will participate. A brief discussion followed about a website for the Open to All campaign, including hosting and what should be included. Noting Real Woodstock will be folded into the City with the new fiscal year, discussion ensued of the possibility of partnering with the Chamber of Commerce on this. Commissioners Kendall and Starzynski agreed to work on the Open to All Campaign. Chairperson Squires noted she will check on the wording of the information regarding the Municipal Equality Index through the Human Rights Campaign. Discussion followed of the City’s Strategic Goals and how the DEI Roadmap can help the City achieve them, with Ms. Schober stating the work is continuing on development of the Strategic  Cultural and Social Awareness Commission 04/03/23 Meeting Minutes Page 3 of 3 Plan and it is not finalized. Chairperson Squires noted she used the goals in the draft Plan in this section of the Roadmap. Commissioner Kendall suggested the DEI Roadmap could be finalized up to the Strategic Plan point with that section added after the Plan is approved by the City Council. At his suggestion, Ms. Schober stated she will check to make sure the draft goals remain the same so the Commission can be sure it is working on the correct ones. Chairperson Squires stated she will wait until confirmation on this before finishing the Roadmap. Further discussion ensued of what from the Strategic Plan document should be included in the Roadmap, with Chairperson Squires stating she will review this. Chairperson Squires noted DEI has become a part of grant applications, which would be a part of fiscal responsibility. She stated she will review this and other possible links between the two documents and asked the Commissioners to research this also. In response to a brief discussion, Commissioner Kendall volunteered to format the Roadmap. 5. NEXT MEETING DATE Following a brief discussion, it was the consensus of the Commission to meet on its next regular meeting date, July 10, 2023. 6. PUBLIC COMMENT There was no comment forthcoming from the Public. 7. OTHER DISCUSSION ITEMS Noting the Commission’s name is the “Cultural and Social Awareness Commission,” Commissioner Starzynski suggested a discussion of Commission members attendance at social events as members of the Commission. 8. ADJOURN Motion by J. Starzynski, second by J. Kendall, to adjourn this special meeting of the Cultural and Social Awareness Commission to its next regular meeting at 5:00 PM on Monday, July 10, 2023, in the Basement Conference Room of Woodstock City Hall. Ayes: Akel, Kendall, Starzynski, and Chairperson Squires. Nays: none. Abstentions: none. Absentees: Rivera and Smith. Motion carried. The meeting was adjourned at 5:56 PM. Respectfully submitted, Cindy Smiley, City Clerk