HomeMy WebLinkAboutHRCS Advisory Board Rules of Procedure approved feb 2025 Human Relations and
Community Services Department
Advisory Board Rules of Procedure
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Andy Schor, Mayor
Kimberly A. Coleman
Department Director
APPROVED S TO FORM
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Page I 1 ITY ATTORNEY
TABLE OF CONTENTS
Department Mission Statement.......................................................................................................3
DepartmentPurpose........................................................................................................................3
Nameand Place of Business ........................................................................................................... 3
Department...................................................................................................................................... 3
MandatedResponsibilities...............................................................................................................5
By-Laws ....................................................................................................................................................................7
BoardMeetings ................................................................................................... 8
Amendments................................................................................................................................. 10
AdvisoryBoard Officers................................................................................................................10
Committees....................................................................................................................................11
Staff Positions/Job Descriptions.................................................................................................... 12
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HUMAN RELATIONS AND COMMUNITY SERVICES
DEPARTMENT ADVISORY BOARD
RULES OF PROCEDURE
I. MISSION STATEMENT
The mission of the Human Relations and Community Services Department is to foster a well-
functioning, connected community capable of providing essential human services to meet citizens'
needs, promoting and upholding principles of equal rights and opportunity, addressing issues of
diversity and meeting its racial and social challenges.
II. PURPOSE
The purpose of the Board shall be to"...foster mutual understanding and respect among all groups
in the City and promote essential human services to meet citizen's needs within the community. It
shall discourage discriminatory practices among any such groups or any members thereof. It shall
examine and make such studies in any field of human relations as will, in the judgement of the
Board, aid in effectuating its general purpose." Further it shall perform advisory functions as
established by Charter 273 of the Codified Ordinances of the City of Lansing entitled "Human
Relations and Community Services Advisory Board" and perform the functions of an Advisory
Board as specified by Article 5 Chapter 106 of the Lansing City Charter.
III. NAME AND PLACE OF BUSINESS
The name of the department is the Human Relations and Community Services Department, and the
principal office is located at 124 W.Michigan Avenue,4th Floor City Hall,Lansing, Michigan 48933.
IV. DEPARTMENT
The Human Relations and Community Services Department is responsible for administration of nine
City program/service areas: Equal Employment Opportunity Compliance; Non-Discrimination in
City Services Enforcement;Labor Standards Compliance; Human Services Funding;Direct Citizen
Assistance;Grant Development;Leadership in Addressing Key Social Concerns;and LiaisontoCity
Boards and Committees,which address community concerns related to equity. These responsibilities
may be broadly conceptualized as two functional components, which historically, have been
designated as Human Relations and Community Services.
The Human Relations component ensures compliance with city,state,and federal laws,ordinances and
regulations regarding equal employment opportunity,prevailing wage,minority business,fair housing,
disability, civil rights, sexual harassment and ethnic intimidation. To ensure compliance,
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the staff reviews information on construction projects, bid tabulations, tax abatement requests and
job reviews. Staff monitors equal employment opportunity and receives discrimination complaints
for businesses with City contracts in excess of $5,000. The Department provides diversity
information/activities and mediation/conciliation services for the staff of various City departments
and City residents.
The Community Services component is responsible for assessing human service needs,dispensing
funds (1.25 percent of the General Fund as mandated by City resolution), and monitoring City-
funded agencies which develop programs/services to address these needs: The 1.25 percent
amounted to approximately $1.533 million in FY 2020/2021, which provided human service
contract general funding to fifty-six (56) agencies and community outreach programs. Additionally,
two city-supported agencies were funded, increasing overall funding to $1.56 million. Administration
of these funds requires identification and prioritization of community needs as well as the development
and monitoring of contracts to procure needed services. Grant development is also utilized to
supplement City and other funding to provide needed human services in Lansing. The Department is
also responsible for providing leadership and coordination of community initiatives, which address
important social concerns such as substance abuse,violence and crime prevention,youth development,
homelessness,health care access,technology access and literacy and improved academic performance.
In addition to the above, the HRCS Department houses the Board of Police Commissioners'
Investigator. The Board of Police Commissioners is authorized by the Lansing City Charter. It is
composed of eight citizens who are appointed by the Mayor,with the advice and consent of the City
Council, to serve four-year terms. The City charter requires this citizen review board to establish
procedures for receiving and resolving complaints against the Lansing Police Department. The
Commission Investigator is an independent civilian investigator whose duties are to monitor and
process citizens' complaints against employees of the Lansing Police Department. A complaint may
be filed by letter,telephone, in person, or through a friend or family member.
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HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT
V. MANDATED RESPONSIBILITIES
Responsibilities Legal Mandates
Affirmative Action Compliance Charter:6-301
• Monitor and implement affirmative action Code: 295
plan Code: 288.11
• Prepare affirmative action reports Affirmative Action Plan adopted 11/13/72 as
• Review City Personnel Policies amended by Resolution#340—7/22/85
• Compliance Review
• Design and implement strategies to increase
recruitment/retention of minorities in city
government
• Design and implement strategies to increase
representation of minorities,women and
people with disabilities
Equal Employment Opportunity Compliance Charter:6-301
• Job applicant reviews Code: 206.21
• Personnel practices reviews Code: 206.23
• Develop and implement policies and Code: 295
procedures to insure non-discrimination Code: 288.11
• ADA compliance monitoring Sexual harassment policy, 1983.
• Monitor EEP provisions in contracts Executive Order issued 5/18/94
• Evaluate vendors over$5,000 and tax
abatements applications
• Enforce standard Child Labor Law
• Receive and investigate employee
discrimination complaints
Non-Discrimination Enforcement Charter: 1-302;4-102.9
• Fair housing enforcement Federal ADA Law
• Receive and investigate alleging Code: 296
discrimination in city employment,housing Code: 206.20
issuance of contracts Code: 288.11 Resolution 5/7/79
• Complaint investigation
• Purchasing reviews
Fair Labor Standards Enforcement Code: 206.18
• Monitor prevailing wage on city construction Code: 206.19
projects Code: 288.11
• Monitor federal projects consistent with
Davis Bacon and related acts
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MANDATED RESPONSIBILITIES (continued)
Responsibilities Legal Mandates
Direct Citizen Services Charter: 5-301; 5-302
• Neighborhood conflict Code: 288.11
mediation/conciliation Complaint Procedure: 98A21, 10/1/98
• Provide community services information and Administrative Order: 99-A6,2/26/99
referral
• Provide direct problem assistance
• Receive and investigate citizen complaints
against the Lansing Police Department
Administer Human Services Funding(1.25% Charter: 3-310
of General Fund; Community Supported Code: 288.11
Agency Funding Council Resolution adopted 3/78
• Assess and prioritize community needs Council Resolution adopted 10/29/84
• Develop and implement process for funding Council Budget Resolution#247 adopted 5/94
distribution
• Develop and monitor human services
contracts for city-funded accounts
• Evaluation of activities
• Facilitate the design,implementation and
evaluation of city-funded human services
programs/services
Grant Development Charter: 1-402.1
• Identification of potential funding sources Code: 28811
and grant writing Council Resolution adopted 3/78
• Grant administration
• Technical assistance to departments and
community agencies
• Maintain city-wide database on grants
• Development of partnerships with funding
sources
Provide Leadership in Addressing Key Charter: 3-310
Community Concerns Code: 288.11
• Youth substance abuse prevention
• Youth violence prevention
• Health care access for low income residents
• Technology access and literacy for low
income residents
• Homelessness prevention
• Develop collaborations to address
community issues
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VI. BY-LAWS
Section l: Composition of the Board: The Human Relations and Community Services Advisory
Board shall consist of eight(8)members that are appointed by the Mayor of Lansing with
the advice and consent of the City Council. Four(4)members shall be from the City-at-
large and one(1)member shall be appointed from each of the four(4)wards. Eligibility
shall be in accordance with those qualifications required by the City Charter for holding
office (Article 5, Chapter 1, Section 5-103). Board members initial term of office will be
for a period of two(2)years,which can be renewed upon the member's request.All Board
members must reside within the legal boundaries of the City of Lansing.
Section 2 The Human Relations and Community Services Advisory Board and such officers and
agents shall manage the legislative affairs of the HRCS Department as they shall from
time to time duly elect and appoint.
Section 3: Term of office for elected officials: The term for elected officers of the Advisory
Board shall be one (1) year beginning at the date of election.Board members may
succeed themselves at the discretion of the Board.
Section 4: Removal from Office: Any member who does not maintain residency within the City
of Lansing shall be removed from membership on the Board. Any member appointed as
a ward representative who does not maintain residency within the ward for which they are
appointed shall be removed from membership of the Board.Any member having missed
three (3) unexcused absences from regular meetings during the calendar year shall be
removed from the Board. Upon the third unexcused absence for the calendar year of a
member, the Chairperson of the Board shall notify the member of their removal. The
Chairperson shall notify the Mayor's Office of any vacancy with a request to fill the
vacancy.
Section 5: Vacancies: Appointments to fill vacancies shall be made upon the occurrence of the
vacancy and each person so appointed shall take office immediately upon the confirmation
of the City Council to serve for the reminder of the unexpired term. If a vacancy is not filled
within sixty(60)days the occurrence of the vacancy,City Charter for holding office (Article 5,
Chapter 1, Section 5-103).
Section 6: Compensation: No member of the Board shall receive compensation from the City of
Lansing.
Section 7: Board members shall abstain from any matter directly affecting persons employed by the
Department who are related to the Board member by consanguinity or marriage or where
there will be a material benefit to a Board member.
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A. Conflicts of Interest Policy: Each board member has as obligation to
maintain the best interests of the Department as his/her best top priority and
not take advantage of information or knowledge gained as the result of your
participation as a board member. If there is a clash between your own
welfare, be it personal, financial, or business concerns, and those of the
Department, you have a responsibility to not only"confess"that clash but to
remain neutral (not lobby for a decision) and refrain from voting on any
matters where this may arise.
VII. BOARD MEETINGS
Section 1: Frequency: There shall be monthly meetings of the Advisory Board and such
additional meetings as the Board, in its discretion, may wish to hold. Meetings will
be held at the Foster Community Center, unless another designated location is
selected, on the fourth Tuesday of each month. Notice of special meetings may be
made by mail, e-mail or telephone to Board members in advance of such meetings,
informing members of the purpose of the meeting. An annual schedule of meetings
shall be filed with the City Clerk's Office, the City Council Office, and shall be
posted in the City Hall Lobby and in the Human Relations and Community
Services Department.
Section 2: Schedule: Prior to January 1 of each year, the Board shall adopt a schedule of
meetings for the upcoming year. At least one regular meeting shall be scheduled
each month. Regularly scheduled meetings shall be held the fourth Tuesday of each
month at 5:30 p.m.at Foster Community Center and/or other sites in the community
as determined by a vote of the Board.
Section 3: Change of Schedule: The Board may change the regular meeting schedule by a
vote of its members. Any change in the schedule of meetings shall be posted within
three (3) days after the change is made in accordance with the Open Meetings Act.
Section 4: Open Meetings: All meetings of the Board shall be open to the public in
accordance with law. The Board may hold closed meetings to discuss matters that
are exempt from open meetings in accordance with state and/or federal law.
Section 5: Public Comment: The order of business (agenda) shall allow the public the
opportunity to give reasonable comment related to the responsibilities of the Board.
The Chairperson may limit the amount of time allotted at a meeting,but all members
of the public will be accorded the same opportunity.
Section 6: Accessible Location: All meetings of the Board shall be held in an accessible
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location. It shall be the duty ofthe Secretary to ensure that accessible meeting
sites are used.
Section 7: Order of Business: Theagendaforall regularmeetings of the Board shall include but
not be limited to the following:
1. Cal l to Order
2. Attendance
3. Approval of Minutes
4. Public Comment
5. Chairperson's Report
6. Director's Report
7. Communications
8. Committee Reports
9. Petitions/Complaints
10. Old Business
11. New Business
12. Adjournment
Section 8: Quorum: A majority of the serving members of the board shall constitute a quorum
of the board. A quorum shall be required to conduct business including,but not limited
to,the approval of minutes, action on motions and approval of reports.
Section 9: Rules: The latest edition of Robert's Rules of Order shall guide the Board in the
conduct of business, but the rules may be suspended by majority consent of the
members present.
Section 10: Voting: Each of the Advisory Board members shall be entitled to one (1)vote on
each matter submitted to the vote of the members.It shall take a majority of those
members present to approve any action by the Board.
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Section 11: Special Meetings: The Chairperson may call a special meeting. Public notice
of a special meeting of the Board shall bepostedstatingthepurpose,date,time,andplace
ofthe meeting.Such notice shall be posted in the City Hall lobby,the City Clerk's Office,
and the Human Relations and Community Services Department at least24 hourspriorto
the meeting.
VIII. AMENDMENTS
These rules of procedure(By-Laws)maybe amended by a majority vote of the Human Relations and
Community Services Advisory Board at a regular scheduled meeting provided that a motion for
amendment had been presented at the previous regular meeting. Any amendment shall be submitted to
the City Attorney for review and, if acceptable,forwarded tothe City Clerk's Office.
IX. OFFICERS
Section 1: The elected officers shall be: Chairperson, Vice Chairperson, and Secretary. Officers
shall be elected by the Board at its first meeting and,subsequently,at the first meeting
after July 1 of each year,the Board shall elect officers from amongst its members.
Section 2: Chairperson: The chairperson shall preside at all official meetings, public hearings
and/or meetings of the Board, and shall appoint members to serve on the standing
committees ofthe Board and other committees as necessary.Any reports generated and
approved by the Board shall be signed by the Chairperson.
Section 3: Vice Chairperson: The Vice Chairperson shall assume the duties of the Chairperson
and the Secretary in the event that either is not present or unable to perform their duties.
Section 4: Secretary: The Secretary shall maintain the records of the Board.These records will
consist of minutes,attendance, and any reports generated by the Board.Assistance in
maintaining these records may be provided by the staff of the Human Relations and
Community Services Department. Itwill bethe responsibility ofthe Secretary toensure
thatall documents required to be filed with the City Clerk are so filed.The Secretary shall
be responsible for posting notice ofall meetings.
Section 5: No officer shall serve in the same office for more than three(3)consecutive years.
X. COMMITTEES
The following standing committees of the Board shall be established. The Complaint Committee
shall be composed ofthe full Board.With the exception ofthe complaint committee,each committee
will include at least three(3)members appointed by the Chairperson.
A. PROGRAM COMMITTEE: This committee shall be responsible for providing advice
on program development and planning.
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1. Review and evaluate the Department's programs for Human Services, Education,
Employment, and Housing.
2. Make recommendations to the Human Relations and Community Services Advisory
Board regarding the need and effectiveness of current and proposed department
programs.
3. Help plan community programs that promote the objectives of the Human Relations
and Community Services Department.
4. Establish regular opportunities for members of the Human Relations and Community
Services Advisory Board to interface with the Lansing community, city boards, the
Mayor and City Council.
B. BUDGET COMMITTEE: This committee shall be responsible for providing advice on
budget development, analysis, and the distribution of funds.
1. Review and evaluate the Department's budget prospectus.
2. Make recommendations to the Human Relations and Community Services Advisory
Board regarding appropriations, priorities, needs and adjustments.
C. POLICY COMMITTEE: This committee shall be responsible for providing policy
recommendations and annual evaluation of the Department.
1. Review and evaluate Department policy.
2. Make recommendations to the Mayor and City Council assessing the viability of policy
relative to the quality of programs.
3. Write and submit to the full Board for their consideration and transmittal to the Mayor
and City Council an annual evaluation of the Department's effectiveness.
4. Work with other city boards on issues common to the mission and interest of the
Human Relations and Community Services Advisory Board.
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D. COMPLAINT COMMITTEE: This committee shall be responsible for implementation
of Section 273.06 of the Lansing Code of Ordinances.
1. Receive and examine complaints of tensions, practices of discrimination, and acts
of prejudice against any person or group, and may conduct private or public hearings
in accordance with state law with regard thereto.
2. If through the course of an investigation it is reasonable to conclude that a violation
of city ordinance has occurred, the Human Relations and Community Services
Advisory Board shall issue a summary of its findings and refer the matter to the City
Attorney Office for enforcement as appropriate.
XI. STAFF
The Board does not have any responsibility related to the staffing of the Department unless the
Department Director solicit their involvement. The current HRCS positions consist of the
following: Director, Deputy Director, Contract Manager(2), HMIS Performance Analyst, Equal
Employment Opportunity Specialist, Housing Ombudsman, Department Coordinator, Police
Commission Investigator, Contract Administrator Technician and Secretary
Section 1: HRCS Staff Job Descriptions
See individual job description documents w/HRCS Organizational Chart under Tab 5 of HRCS
Orientation Manual.
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