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HomeMy WebLinkAboutHRCS 2000 Minutes DRAFT CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD MEETING MINUTES October 26, 2000 CALL TO ORDER - The October 26, 2000 meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Paul Novak at 7:20 p.m. at City Hall, 124 W. Michigan Avenue, 91'Floor Conference Room. It was noted that the Board did not have a quorum at the start of the meeting. Mr. Novak decided to move down the agenda to Public Comment since Julius Smith was expected to arrive late. Present: Bob Egan, Kirklin Hall, Paul Novak, Monica Martinez, Julius Smith Absent: Dr. Joan Jackson Johnson(excused) Staff: Dr. Genice Rhodes-Reed, Director; Bernard Brantley, Commission Investigator;Martha Jones LPD Liaison: Lt. Russ McKenzie Guest: Clyde Smith APPROVAL OF MINUTES - Minutes of the September 7, August 24 and August 10 meetings were approved as submitted. PUBLIC COMMENT - Mr. Novak invited the guest to address the Board on any issue. GUEST - Mr. Clyde Smith of 2244 Tecumseh River Road, Lansing, was present to express his concerns and views after attending the racial profiling forum on Sunday where he met Dr. Genice Rhodes-Reed. He suggested that community residents might be more likely to file a complaint against police when they felt treated improperly if citizens were available to help them with th process. He volunteered to assist applicants in completing complaint forms and to transport the to meet with the Commission Investigator,if needed. Mr.Bernard Brantley pointed out that he almost always completed complaint forms for citizens based on the concerns voiced by them over the phone or in person. He also meets them in the community, if necessary. Mr. Novak thanked Mr. Smith for attending and his interest in the community. CHAIRPERSON'S REPORT -None. DIRECTOR'S REPORT-Dr. Genice Rhodes-Reed gave a brief update of the following issues of Human Relations and Community Services Department activities since the last meeting: • Memorial tribute to the family of Janet Dunnings. Janet was the wife of Stuart Dunnings, Jr., one of the charter members of the Human Relations Board. • Concerns/interests of the Board • Stabbing incident outside VOA Human Relations and Community Services Advisory Board Meeting Minutes of October 26, 2000 Page 2 • Removal of homeless from`Back 40" (area behind VOA) • Human Services Ordinance • Approval of four tax abatements/Improved monitoring to ensure equal employment opportunities • Meeting with Lansing School District Assistant Superintendent • Minority Vendor Representation • Living Wage Draft Ordinance COMMISSION INVESTIGATOR-Mr.Bernard Brantley reported on his activities as commission investigator. He explained the process for review of complaints and stated that six complaints had been recently reviewed. He is not at liberty to discuss these complaints. LPD LIAISON REPORT -Lt. Russ McKenzie said that he had no report and asked the Board if they had questions. SUBCOMMITTEE REPORTS -None. PETITIONS -None. OLD BUSINESS A. Michigan Alliance Against Hate Crimes-Mr.Robert Egan provided a briefupdate and asked that the Board revisit this issue at a future meeting. B. Draft Sexual Harassment Policy - The Board had no additional comments. Mr. Novak motioned to receive the policy. C. Fair Housing Testing Update - Dr. Rhodes-Reed said that she had contacted Mr. Roger Newcomb who oversaw the Fair Housing Testing Project. Two additional tests were completed,one of which appeared to confirm differential treatment between black and white testers. Mr. Novak said he would call Mr. Newcomb to provide an update about the testing at probably the January meeting. D. Tax Abatement -Mr. Novak reported that he was not prepared to discuss this issue at this time. E. Michigan State Police Information Gathering-Mr.Novak motioned to receive the document for informational purposes. Human Relations and Community Services Advisory Board Meeting Minutes of October 26, 2000 Page 3 F. Draft Bylaws - Mr. Egan met with Monica Martinez and department staff, Kip Gomoll, to review the draft Bylaws for the Human Relations and Community Services Advisory Board. The Bylaws were again revised and await comments from the department. G. Direction of the Board -Members discussed past functions of the Board and possible future directions. Mr.Novak suggested that 3 or 4 issues be identified for the Board to tackle which would produce tangible outcomes. He then opened the discussion for comments by Board members. It was suggested that the Board take more of a proactive role in addressing crises in the community. Rev. Kirklin Hall stated that he became a member of the Board to work and make a difference in the community. Ms.Monica Martinez suggested that the Board hold a retreat to allow in-depth discussion about directions. Dr. Rhodes-Reed offered to provide a facilitator for the retreat if the Board were interested. She said she thought it might be helpful for the Board to focus on their specific interests in her absence at the next meeting. H. New Members-The nomination to the Board of Noel Copiaco is expected to be approved by the Council within the next couple of weeks. NEW BUSINESS -Mr.Novak advised that committee assignments should be placed on the agenda for the next Board Meeting. He asked Board members to consider on which committees they would like to serve. ADJOURNMENT - The meeting was adjourned at 8:45 p.m. City of Lansing HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD MEETING MINUTES December 7, 2000 CALL TO ORDER The December 7, 2000 meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Paul Novak at 7:15 p.m.in the 9`'Floor Conference Room of City Hall. Present: Bob Egan, Noel Copiaco, Kirklin Hall,Monica Martinez, Chairperson Paul Novak, Julius Smith Absent: Dr. Joan Jackson Johnson(excused), Dr. Genice Rhodes-Reed APPROVAL OF AGENDA The agenda was approved as submitted. APPROVAL OF MINUTES 1 Approval of the minutes of the meeting of October 5, 2000 as submitted. CHAIRPERSON'S REPORT The Board discussed future direction. The following issues were identified: Oversight • Budget review • Budget impact and rubber stamp • Budget advocacy/lobbying • Monitor program implementation • Complaints • Homelessness programs/advocacy • Crisis response Impact • Citizen conduct Voice/voiceless • Police profiling • Proactive involvement on social policy issues • Diversion advocates • Discrimination initiatives • Race and cultural relations conduct Human Relations and Community Services Advisory Board Meeting Minutes of December 7, 2000 Page 2 • Refugee relations • Affirmative action/contracting • Tax abatement monitoring DIRECTOR'S REPORT -None COMMUNICATIONS -None PETITIONS -None NEW BUSINESS -None PUBLIC COMMENT -None ADJOURNMENT The meeting was adjourned at 8:15 pm. } NEXT MEETING The date of the January meeting is Thursday, January 4, 2001 at 7:00 pm. CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD MEETING MINUTES September 7, 2000 CALL TO ORDER: The September 7, 2000 meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Paul Novak at 7.20 p.m. at Advent House, 734 N. Martin Luther King, Jr. Blvd. It was noted that the Board did not have a quorum. Mr. Novak decided to move down the agenda to Public Comment since Julius Smith was expected to arrive late. Present: Bob Egan, Kirklin Hall, Dr. Joan Jackson Johnson, Paul Novak Absent: Monica Martinez (excused), Julius Smith Staff Dr. Genice Rhodes-Reed, Director; Bernard Brantley, Commission Investigator;Melanie Winnicker, Pam Keefer LPD Liaison: Capt. Julie Williams Police Commission Liaison: Linda Sims VOA Staff: Jim Gorman, Alex Brodrick Advent House Staff Susan Cancro Guests: Yvonne VanArsdale, Christine Bell, Melissa Brunn, Akilah Clarke, Melissa Bailey, Sandra Schaefer APPROVAL OF MINUTES - Minutes of the August 10 and August 24 meetings could not be approved because a quorum was not present. PUBLIC COMMENT - Mr. Novak invited guests to address the Board on any agenda item. He advised guests that the reason for holding the meeting at Advent House was to address issues related to providing services to homeless persons in Lansing. Dr. Joan Jackson Johnson invited Susan Cancro, Director of Advent House, to share some recent good news. Susan Cancro advised that she had just received word that a grant proposal recently submitted to Michigan Works had been approved. The grant will provide funds to train Advent House Day Shelter staff to provide case management services, including employment training. Other costs associated with implementation of the day shelter program may also be assumed under this grant. Capt.Williams asked Susan to provide referral information so that LPD staff,who typically come into regular contact with individuals who would benefit from the services provided by Advent House, could be referred properly. Human Relations and Community Services Advisory Board Meeting Minutes of September 7, 2000 Page 2 Melanie Winnicker pointed out that preliminary data on the Good Work! Program was impressive. In seven months, 126 individuals have been referred. Of that number, 72 are still in the program and 35 of these are currently employed. Susan Cancro reported that their efforts have been successful because the City and other agencies like Volunteers of America (VOA) have been very supportive. Agencies like VOA are key in helping Advent House bring the program to the people and provide the environment and tools for self- sufficiency. GUEST: I am an intern at the Red Cross and an MSU School of Social Work student. She and five other students are attending tonight's meeting to demonstrate their commitment to working with agencies in Lansing to meet the needs of homeless individuals. She and her fellow students are concerned about closing the doors early at VOA. They wonder if alternatives could be explored. They are also concerned about staff training. Mr. Novak thanked them for their interest and invited Mr. Brodrick to respond to their concerns. Mr. Brodrick invited students to meet with him as a group to discuss their concerns. These issues were covered in the last meeting of the Board at VOA. Students thanked Mr. Brodrick and said they would set up a time to meet with him. CHAIRPERSON'S REPORT - Mr. Novak reviewed the list of materials mailed to the Board: Notice of the Candlelight Vigil in remembrance of those lost to suicide which will be held Sunday, September 17;the minutes of the July 25 meeting of the Board of Police Commissioners;handouts regarding Entrepreneur Training; notice of the Teen Conference which will be held Saturday, September 9;the draft ofthe Sexual Harassment policy;and,the Michigan Fair Housing report which will be addressed under Old Business. Mr. Egan reported that he wanted to introduce a resolution for the Board to consider regarding the National League of Cities' Undo Racism Day on September 20 under New Business. Linda Sims invited Board members to attend the African American Health Institute to be held September 29-30 in Detroit. The event is free of charge. She encouraged everyone to also attend the summit planned for November and suggested that Brenda Evans, Director of the Institute, be invited to an upcoming Board meeting to report on their activities. Dr. Joan Jackson Johnson reviewed the schedule of activities sponsored by the Institute and volunteered to arrange Ms. Evans visit at a future meeting. Human Relations and Community Services Advisory Board Meeting Minutes of September 7, 2000 Page 3 DIRECTOR'S REPORT - Dr. Genice Rhodes-Reed reported that a pressing issue before the community is day shelter for homeless individuals. The Ad Hoc Committee of the Greater Lansing Homeless Resolution Network (GLHRN) met on August 30 and September 7 to discuss plans to provide day shelter for the coming year with current resources. The group will meet again on September 22 to address remaining concerns prior to presentation of their proposal to the full body of the GLHRN on September 27. VOA and Advent House, the two agencies which provide day shelter, have only been able to replace about half of the$130,000 in funding previously provided by the Family Independence Agency (FIA). Dr. Rhodes-Reed said that several proposals had been reviewed. The one, which will likely be presented to the GLHRN, is that VOA provide day shelter for men only. Several issues will require further discussion in order to effectively implement the plan, such as who will provide lunch for the men since VOA will no longer do so, who will provide daytime sleeping accommodations for men who work second and third shifts,who will provide transportation to help men get to and from work sites which are not easily accessible by public transportation, particularly during the winter months. VOA currently has 50 beds for men and 25 for women and children. Dr. Rhodes-Reed said that the Ad Hoc Committee felt that day shelter for women and children could be more easily accommodated elsewhere given their smaller number. She said it was heartening that Leon Hebrink,pastor of First Baptist Church, who attended the last meeting proposed that his church provide day shelter for women and children. He said that once the basic mechanisms were established to implement the program,he thought the program could be maintained from church offerings. He said that he would present this issue at the upcoming meetings of the board of his church and the Pastor's Alliance. He suggested December as a target date for implementation. Dr.Rhodes-Reed commended Susan and Jim on their success in finding alternative funding and their efforts to continue to seek ways to improve services and self sufficiency among the homeless. She advised that in the future FIA should be approached about funding programs which were more obviously designed to facilitate self sufficiency among the homeless, such as employment readiness, employment training,and life skills training. The concepts of warming centers and day shelter appear to be passe and funding for these will not likely be restored by FIA in the future. Susan Cancro advised that the Good Work! Program was designed to be mobile and her staff would go where the people are. They will provide job training to the men at VOA and the women at First Baptist. She informed the Board that Loaves and Fishes was willing to provide phone service and is working to set up transitional housing which will include three additional beds for men. She said that Loaves and Fishes was a small facility which is committed to doing what it can to help. Dr. Jackson Johnson reported that substance abuse was often a factor for a large percentage of homeless individuals being served by agencies. Dollars are necessary to meet the need and time is critical with the coming weather changes. Human Relations and Community Services Advisory Board Meeting Minutes of September 7, 2000 Page 4 Linda Sims asked if consideration had been given to having churches staff shelters on a rotating basis. Susan Cancro advised that day shelter should always be in the same place so that people who need it know where it is, but that rotating staff was an option. She pointed out that training could pose a problem with constantly changing staff. She said that in the past,the experiences of people involved in providing services to homeless individuals appeared to be positive. Dr. Jackson Johnson said that the services that shelters like Advent House provide may be viewed as preventative because of the children who participate in the program. The prevention focus could help agencies attract education and other types of funding. Susan Cancro said that the help of volunteers was invaluable in implementing programs for the homeless. She acknowledged appreciation for Genice's help and the funding provided by the City which enabled agencies to leverage other funding opportunities. Dr. Rhodes-Reed continued that the Ad Hoc Committee will also invite other agencies, such as the Rescue Mission, which will likely be impacted by the change in services to join them at the next meeting. Other shelters as well as the National Council on Alcoholism,the Justice in Mental Health Organization and clergy are currently represented on this committee. She said that the committee had also acknowledged common training needs of agency staff, e.g., limit setting,how to better address the needs of individuals who are mentally ill and/or substance abusing. She said the City currently provides$88,000 for day shelter and would commit additional funding to get through the coming winter season. She reiterated that key aspects of the proposed plan would still need to be worked out,including identifying the target date for full implementation. Additional funding will also need to be secured. She thanked VOA for their willingness to continue current services until program details could be finalized. Dr.Rhodes-Reed summarized the findings of the Fair Housing Study. She said that the report found the differential treatment of black and white testers who attempted to rent apartments in Lansing to be subtle, even though the impact would still be the same. She pointed out that the sample was small because of the difficulty in recruiting testers. She asked the Board to review the document and make recommendations about next steps. She will meet with Roger Newcomb next week. Students at the meeting expressed their interest in participating in future studies. They suggested that their professor, Dr. Theresa Jones, of the MSU School of Social Work be contacted. They also suggested that the MSU Black Student Caucus be contacted about testers. Dr. Rhodes-Reed encouraged the Board to consider adopting a resolution to participate in Homelessness Awareness Week. She also encouraged the Board to volunteer to assist at the Teen Conference on Saturday, September 9. Human Relations and Community Services Advisory Board Meeting Minutes of September 7, 2000 Page 5 She urged the Board to attend the Race Reconciliation Luncheon at noon on Tuesday, September 12, at First Baptist Church on Capitol and Ottawa. Board members were also invited to attend the Director's Roundtable Luncheon will take place on Wednesday, September 20, at the National Council on Alcoholism from 11:30 to 1:00 p.m. She announced that National Undoing Racism Day is September 20. She distributed a copy of the information provided by the National League of Cities regarding this event and advised that the department would be issuing a press release highlighting what it is doing to ensure equity in our community in commemoration of Undo Racism Day. The NAACP Freedom Fund Banquet will be held October 13. Dr. Rhodes-Reed asked Board members to contact the department if interested in attending. COMMISSION INVESTIGATOR-No Report. LPD LIAISON REPORT-Captain Julie Williams reported that she expected that the LPD would soon have a copy of the Michigan State Police Report on profiling. Once she has it, she will provide a copy to HRCS. She reported on two recent incidents involving LPD: A home invasion occurred on 8/22 where three masked men forced their way into the home of a lady who had let her dog out. When she opened the door to let him back in, they pushed her down the stairs at knife point and killed her dog. Investigators believe these men are part of a group who is involved in other incidents in the city. On the same day a young man was killed. He was known to LPD as a fine young man who had been a part of a team coached by LPD staff. The LPD has been awarded a grant which targets troubled youth and is an early intervention program involving a variety of police personnel. The grant involves looking at current structures and procedures in place for dealing with youth to identify areas for improvement. The four-year grant begins October 1. New assignments have been made on the Board of Police Commissioners. Deb Frederick,who was unable to attend tonight's meeting, will now serve as liaison to the Human Relations and Community Services Advisory Board. Chief Ally is planning to hire a team of researchers to design a system to collect and interpret data on police profiling for LPD. The first meeting has been scheduled for September 25. Mr. Hall commented that when Chief Alley met with the Pastor's Alliance,he was encouraged with the Chiefs openness and willingness to confront problem areas such as profiling. Human Relations and Community Services Advisory Board Meeting Minutes of September 7, 2000 Page 6 Jim Gorman, Director of Social Services at VOA, expressed concerns regarding profiling but also acknowledged how grateful he and staff of VOA were to have the invaluable assistance of LPD. SUBCOMMITTEE REPORTS -None Mr. Novak advised that committee assignments should be placed on the agenda for the next Board Meeting. He asked Board members to consider on which committees they would like to serve. PETITIONS -None OLD BUSINESS A. Michigan Alliance Against Hate Crimes-Mr.Egan reported he met last week with members of the Alliance who discussed a proposal that the HRCS Advisory Board facilitate a discussion between leaders of the community and elected officials of Ingham County and other neighboring counties to devise an organized plan of response in the event a hate crime was committed in this area. He asked that this discussion be postponed until a future meeting. Paul Novak suggested that when this discussion was held that if focus more broadly on establishing a proactive, organized response to community crises in general, not just hate crimes. B. Draft Sexual Harassment Policy-Mr. Novak indicated that he had two concerns regarding the draft policy: (1) On page 1, line 11,the list of groups to which the policy applies differs from that in lines 16 and 17. The same list should be repeated. (2) On page 4, lines 2 and 3 indicate that the a complaint must be filed within 180 days. He questioned why complaints could only be received within this time frame. Mr. Novak asked the Board if there were any other proposed modifications to the draft. There were none. Dr. Rhodes-Reed said that she thought the 180 days was a statutory limitation. She said she would provide these comments to Mr. Gomoll and send the Board a revised policy for review prior to the next meeting. C. Fair Housing Testing Update-The Board tabled this discussion until Roger Newcomb, who oversaw the testing and prepared the report,could be present. Mr.Novak asked Dr.Rhodes- Reed to extend an invitation to Mr. Newcomb to attend the next meeting and she agreed. D. Tax Abatement - Mr. Novak reported that he was not prepared to discuss this issue at this time. E. Michigan State Police Information Gathering-Issue was discussed earlier in Capt.Williams' report. Further discussion was delayed until the Board had an opportunity to review the report. Human Relations and Community Services Advisory Board Meeting Minutes of September 7, 2000 Page 7 F. Draft Bylaws-Dr.Rhodes-Reed reported that she had forwarded a copy of the draft bylaws to the City Attorney's office,as requested by the Board,for review. The bylaws were found to be acceptable with respect to form. However, department staff,who were also asked to review the document, had several questions. She recommended that the committee which drafted the bylaws meet with Kip Gomoll. Mr.Egan said that he,Monica Martinez and Julius Smith would meet with Kip Gomoll as soon as possible and provide a revised draft to the Board for review prior to the next meeting. Mr.Egan suggested that a working session of the Board beheld in September to finalize three Old Business agenda items: the draft Sexual Harassment Policy, draft Bylaws,and review of the Fair Housing Testing Report. Those present agreed and suggested that the Board meet from 5:30 p.m. to 7:30 on Thursday, September 21, or Monday, September 11, as first and second choices, respectively. Mr. Egan asked Pam Keefer to contact Julius Smith,Monica Martinez and Joan Jackson Johnson (who had to leave the meeting early) regarding their availability. NEW BUSINESS -Mr. Egan presented the Board with a draft resolution commemorating Undo RacismDay. Because a quorum was not present,a vote could not betaken to approve the resolution. ADJOURNMENT - The meeting was adjourned at 9:10 p.m. CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD SPECIAL MEETING August 24, 2000 CALL TO ORDER - The August 24, 2000 Special Meeting of the Human Relations and Community Services Advisory Board was called to order by Vice Chairperson Bob Egan at 6:10 p.m. at Volunteers of America, 430 N. Larch Street, Lansing, Michigan. Present: Vice Chairperson Bob Egan; Secretary Monica Martinez; Dr. Joan Jackson Johnson Absent: Kirkland Hall (Excused);Paul Novak(Excused); Julius Smith (Excused) Staff: Dr. Genice Rhodes-Reed, Director; Bernard Brantley, Commission Investigator;R. L. Hester;Melanie Winnicker;Pam Keefer LPD: Chief Mark Alley LPD Liaison: Lt. Russ McKenzie, LPD Human Resource Division Police Commission Liaison: Deb Frederick, Board Chair, Roger Newcomb VOA Staff: Alex Brodrick, CEO, Linda Makowski, Laurie Bleek Guests: L. Garrison, Jr., Nanette Johnson, Susan Cancro, Richard Kohn, Jessica Rubner, Yvonne, VanArsdale, Stephanie Crandall, Patrick Hudson, Beverly Wiener,Marissa Childs, Cathy Thomason,Lisa Merrill, Sharon Bailey,Patsy Dillard CHAIRPERSON-Mr.Egan thanked Volunteers of America(VOA) for hosting the special meeting of the Human Relations and Community Services Advisory Board and for providing refreshments. Tonight's meeting was called to discuss issues related to providing quality service to homeless citizens of Lansing. Mr. Egan clarified that the goal was both to identify issues and possible solutions. Clients of agencies which provide services were also invited to participate in tonight's discussion. Mr. Egan suggested that in order to allow everyone to be heard that individuals keep their comments brief. He advised that the meeting would adjourn at 7:30 p.m. but invited all who were present to attend the next regularly scheduled meeting ofthe Board where the discussion would continue. That meeting will be held on Thursday, September 7,2000,at 7:00 p.m. at Advent House located at 743 N. Martin Luther King Blvd., Lansing. Mr. Egan introduced Beverly Wiener, Director of Haven House and Chair of the Greater Lansing Homeless Resolution Network (GLHRN), and invited her to share with those present the role of GLHRN. Ms. Wiener advised that GLHRN meets monthly to deal with issues involving homeless citizens such as self-sufficiency programs and independent living. The Network is made up of a broad section of individuals including agency and human service reps and clergy. The network established an ad hoc committee at their last meeting to address pressing issues related to the Human Relations and Community Services Advisory Board Meeting Minutes of August 24, 2000 Page 2 provision of day shelter in our community. The first meeting of this committee will be on Wednesday, August 30, 2000 at 11:00 at Advent House. Mr. Egan introduced Susan Cancro, Executive Director of Advent House, and invited her to give a brief description of her program. Ms. Cancro shared information about a relatively new program at Advent House called the Good Work! Employment Program. This program,which began in July of 1999, is HUD funded. The goal of the program is prepare clients for employment through training, one-on-one counseling and other needed assistance. Substance abuse, which is often a barrier to permanent employment and housing, is also dealt with in this program. The program targets adults who experience chronic homelessness, particularly single adults without children who otherwise would not be eligible for traditional services. Program participants are subsequently assisted in gaining permanent employment and permanent housing. Ms. Cancro said that transportation had been one of the greatest obstacles to overcome in the program. Individuals who secure employment often cannot get to and from work because they often work 2nd and 3" shifts when CATA busses do not run. As a result, they have had to turn down certain jobs for clients. This has been a frustrating problem,but they are currently working to address this issue. Mr.Egan introduced Alex Brodrick,CEO of VOA, and invited him to share information about VOA and some of the issues they face in providing quality service to citizens of Lansing. Mr. Brodrick welcomed everyone to VOA and invited all present to help themselves to the refreshments provided and to stay after the meeting for a tour of the facility. Mr. Brodrick also provided Board with background materials about VOA saying that it is one of the nation's largest charitable nonprofit human services organizations. Each facility throughout the U.S. tailors its programs based on the needs of the community in which they are located. The Lansing facility,which has had a full time presence in Lansing since 1911, strives to meet basic needs of their clients through substance abuse counseling, child care, foster care, day shelter, and emergency shelter. A new program will soon be implemented to assist Lansing area homeless veterans. He then introduced Linda Makowski, Chief Operating Officer of Lansing VOA. Ms. Makowski said that Lansing VOA is a 75 bed emergency shelter facility. Fifty of those beds are for men and twenty-five are for women. They serve three meals a day to approximately 100 individuals. The Day Shelter is open from 7:30 a.m. to approximately 4:00 p.m. Day shelter activities include a wide range of programming in an attempt to meet the varied of needs of clients served. She reiterated the problems posed for clients in achieving self sufficiency because of a lack of transportation. She promised to work in partnership with all community agencies to resolve this issue. VOA hopes to purchase a van. She noted that this was a period of transition and asked for patience and suggestions to improve service. Human Relations and Community Services Advisory Board Meeting Minutes of August 24, 2000 Page 3 PUBLIC COMMENT: Guest: A lot is heard about the new program for veterans. Will current clients be displaced as a result of this program? Ms. Makowski: No. Absolutely not. Mr. Brodrick advised that VOA's emergency shelter is not proposed for any changes. Mr. Egan asked if any members of the audience had questions for Mrs.Makowski or Mr. Broderick. He reiterated that the goal of the meeting was to identify both challenges and possible solutions to providing quality services to homeless individuals in Lansing. Dr. Jackson Johnson commented that she has been closely involved with a number of area shelters through the years. She thanked VOA for their comments and was particularly pleased to hear from all agencies a determination to work collaboratively in providing service. She recognized that the lack of funding limits what can be done and praised the City for being consistent in its efforts to provide badly needed resources. She expressed particular concern about the safety and well-being of individuals who use Day and Emergency Shelters. Hopefully, this will be an area of discussion for GLHRN's newly formed ad hoc committee. She went onto say that this is critical not only for the men and women who use these facilities, but also the young people who are a part of the program. She went on to say that those who use programs should have a voice without fear of retaliation by agencies or staff members. She thanked VOA for opening their doors and Susan Cancro, too, for offering to host the Board's September meeting at Advent House. Mr. Egan opened the floor for comments. Guest: -I'm a part of the Good Works Program and wonder why clients receive one voucher per month for washing clothing. I don't own very much clothing and need to wash more frequently. -She also said that transportation was a major problem for her and wondered why when people donate cars to VOA that those vehicles could not be reconditioned and sold at a low price to clients who could then use them for transportation to and from work. Mr. Brodrick responded that because of liability they cannot sell cars to clients. Human Relations and Community Services Advisory Board Meeting Minutes of August 24, 2000 Page 4 Guest: -Echoed concerns of first client that transportation is one of the greatest obstacles for her to overcome. She has two jobs, the busses don't run at night, and if she can't get back, she will miss work which will ultimately result in her losing the job. Dr. Jackson Johnson responded that it is likely that cars donated are not in good mechanical condition. However, the point the clients raise regarding transportation to and from work is valid. The Board and others need to take a look at solutions to this problem, in particular for those who work outside the city limits of Lansing on 2"a or 3'shift. She commented that it was admirable that the client was attempting to work two jobs and promised to keep this issue before those who are working to remove barriers to independence for homeless citizens. Guest: In other cities small busses or vans are used to take individuals to and from work on all three shifts. He advised that Flint, Michigan, has such a program and wondered if the Board could seek information regarding that program. Guest: Transportation is so vital to the homeless-perhaps their greatest problem. Could a taxi-type service be explored? When she was employed at VOA they offered two tokens per day to fifteen people. These tokens were offered on a first-come, first-serve basis. Richard, who works with the Good Work! Program, advised the Board that those he works with on a daily basis face four basic obstacles for achieving self-sufficiency: 1. Transportation 2. Credit history 3. Quick housing options 4. Employment history He advised that the time limit for use of the facility is short considering all the things one must do to find an alternative place to stay. Most clients utilize employment agencies for quick employment and as a result end up with a resume which reflects 18-20 employers in less than a year's time. This makes it even more difficult to secure permanent employment. Jessica,Housing Placement Counselor, Salvation Army: Expressed concern regarding changes which are taking place at VOA which effects their clients. Her fear is that the homeless will become less visible, couch-homeless, which will keep them from receiving services designed to move them from homelessness. The lack of being able to use a telephone and the closing hours of the overnight shelter are problems areas. Human Relations and Community Services Advisory Board Meeting Minutes of August 24, 2000 Page 5 Guest: She feels that she should be able to approach her case worker without being uncomfortable. Right now she feels like her case manager doesn't want to hear from her. Guest: I'm a senior at MSU in their Social Work program and also a Red Cross volunteer. The Day Shelter is a very important tool, people who work Yd shift are allowed to sleep here during the day. Where will they go from here? VOA funding cuts will create a ripple effect causing program changes all across the city. Guest: Communication between clients and personnel is very critical. She suggested that staff be trained to treat clients with respect. She expressed concern that those who work in the facility sometimes feel more powerful and look down on clients. Clients are afraid to complain because they may lose their bed. The fear of reprisal is great. VOA and other shelters use a Bar List system. She expressed concern that it is not consistently applied to all. Dr. Jackson Johnson said that she was aware of the Bar List and advised that in most environments it centers around safety issues for clients and personnel. It has been her experience that the Bar List is not indefinite and what she has seen has been reasonable. Being put on the Bar List affords the client an opportunity to recognize inappropriate behavior and to change. Susan Cancro explained that at Advent House if someone is barred it is not for an indefinite period except in very extreme circumstances which typically involves someone who is dangerously mentally ill. Mr.Egan invited Mr.Brodrick to make closing comments and thanked him and VOA stafffor hosting tonight's forum. He invited all those present to attend the next regularly scheduled meeting of the Board at Advent House, September 7, 2000, at 7:00 p.m. Mr. Brodrick thanked the Board for the opportunity to host the special meeting and offered three closing comments: 1. Staff Treatment - he guaranteed that if improper treatment of clients exists at VOA facility that it will change. Human Relations and Community Services Advisory Board Meeting Minutes of August 24, 2000 Page 6 2. Barring of Clients -because of recent concerns for safety of clients they have had to tighten up their rules and as a result more barring of individuals has occurred. It is their goal to provide a safe environment. 3. Funding-Most of what he heard tonight is fixable with adequate funding. The loss of funding to agencies like VOA is very difficult to overcome. They lost $80,000 from FIA and have been able to secure only about $45,000 in new funds from alternate sources. Currently,they operate with very little cash. This is a major issue. Melanie Winnicker, staff member of Human Relations and Community Services Department, informed the board of the upcoming Homeless Awareness Week, October 15-22. Melanie advised that this is a statewide effort to raise awareness of issues homeless individuals face. She brought packets of information to share with the Board and invited them to consider helping raise awareness by participating in various events scheduled during the week. Susan Cancro said that agencies in the Lansing area have done such a good job working with the homeless that the average citizen does not perceive homelessness, at least in the Lansing area,to be an issue. Loss of funding($50,000)for day shelter at Advent House is also a major problem,but she is hopeful that if they can make it through this year that they will have more success in securing additional funding from the State next year. Genice Rhodes-Reed said the City is committed to making sure we have Day Shelters and that it is hoped that an outgrowth of these meetings will be an identification of alternative ways of providing funding for Day Shelter. The City is very supportive and the HRCS Department will continue to work with all agencies toward that end. She said she looked forward to receiving the recommendations of the GLHRN ad hoc committee. Mr. Egan thanked everyone for attending and invited all to participate in a tour of the VOA facility. He commented that we're at a point, due to several factors,where creative thinking will be required to find viable solutions to the problems agencies face in providing quality service to the homeless in Lansing. The meeting was adjourned at 7:31 p.m. CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD August 10, 2000 CALL TO ORDER - The August 10, 2000 meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Joan Jackson Johnson at 7:11 p.m. in the 9'Floor Conference Room of City Hall. Present: Dr. Joan Jackson Johnson, Chair,Bob Egan,Monica Martinez,Paul Novak, Julius Smith Absent: Kirklin Hall (excused) Staff: Dr. Genice Rhodes-Reed, Director; Bernard Brantley, Commission Investigator;Pam Keefer, Secretary LPD Liaison: Lt. Russ McKenzie, LPD Human Resource Division Police Commission Liaison: Deb Frederick, Chair APPROVAL OF MINUTES - The Chairperson established that a quorum was present. The minutes of the regular meeting of June 1, 2000 were approved as submitted. PUBLIC COMMENT-None. CHAIRPERSON'S REPORT-Dr. Jackson Johnson referred the Board to a copy of a letter dated August 4, 2000 from Community Mental Health in which Robert Sheehan, Executive Director, advises that there will be changes to CMH due to lack of increases in funding. The final decision has not been made, but it is inevitable that cuts will occur. Her concern is the effect that this will have on CMH's ability to meet the therapeutic needs of the clients they serve. She expressed particular concern about providing mental health care to those who are incarcerated. Chairperson Jackson Johnson expressed concern about the safety of those who utilize the services of Volunteers of America(VOA)and asked Dr.Rhodes-Reed for an update on the current situation. Dr. Rhodes-Reed reported that she was aware of allegations and had met with VOA staff,who are working to address concerns. Deb Frederick suggested that VOA utilize a screening process for volunteers and staff which would require that a specified length of time pass before they would be eligible for employment there. Bob Egan suggested that the Board hold a special meeting at VOA to discuss the challenges in providing quality services to homeless citizens in Lansing. It was suggested that consumers, staff, and other interested parties be invited to attend this meeting to discuss their concerns with the Board. August 22 and 24 were identified as the best dates for the special meeting. Dr.Rhodes-Reed said that she would contact VOA staff about availability and get back with them. It was recommended that the regularly scheduled September Board Meeting be held at Advent House. Human Relations and Community Services Advisory Board Meeting Minutes of August 10, 2000 Page 2 Chairperson Jackson Johnson reported that the African American parade and family reunion held on Saturday, August 5,was a great success with numbers in attendance reported at about 8,000. Plans for a second parade are being looked at for next year. DIRECTOR'S REPORT-Dr. Genice Rhodes-Reed reported that the Legislature had approved a $13 per diem per night for agencies which provide shelter for homeless individuals in Lansing. VOA and Advent House have not been able to secure funding for FY2001 from FIA. Alternative funding is continuing to be sought from other sources. HRCS has committed an additional $20,000. VOA and Advent House would each receive $10,000. A restructuring of the Greater Lansing Homeless Resolution Network is currently underway. A revision of their organizational structure is in the works including the election of officers,clarification of roles,and responsibilities of members,and the creation of committees to address key issues which affect the homeless. Increased emphasis will be placed on a continuum of care or comprehensive services for homeless individuals as opposed to an agency focus. Dr. Rhodes-Reed distributed a copy of the American Red Cross' Coordinated Extended Services program for review by the Board. She said that Melanie Winnicker of her staff would be available to speak to the Board at the next meeting regarding this innovative proposal and the changes implemented by the network. Human services contracts for FY2001 include improved outcomes. Funded agencies have requested that HRCS conduct a semi-annual review to help ensure compliance with contract requirements. The department anticipates improved compliance on contracts which, this year, were developed earlier than ever before. Some payments have already been vouched. It is anticipated that all current contracts will be signed by the end of the month. On June 16, Dr. Rhodes-Reed met with representatives of NAACP regarding improving representation of minority vendors with the City. The NAACP will receive copies of all future bids sent out by the City. The NAACP has been asked to pass that information along to minority businesses with a potential interest in doing business with the City. She provided them with information about registering their business with the City's Purchasing Department, the kinds of goods and services which the City purchases,the City's purchasing web site, and publication of bids in the Lansing State Journal. She will meet with them again in September to update them on the City's progress in implementing strategies to improve representation. Dr. Rhodes-Reed advised that the Greater Lansing Labor Council recently proposed a Living Wage Ordinance. Living Wage is defined as wages which are equivalent to the poverty level for a family of four(currently$7.91 per hour). Ordinances have been passed in other cities where the rate ranges from $6.25 to $11.00 per hour. In addition to a wage requirement, these ordinances have included Human Relations and Community Services Advisory Board Meeting Minutes of August 10, 2000 Page 3 other components such as health benefits,vacation days,community hiring goals,community advisory boards, environmental standards, and language that supports union organizing. Dr.Rhodes-Reed met with Police Chief Alley last month. They agreed to focus efforts in the coming months on improving relations between youth and elderly individuals and the police. This is consistent with the priorities set by the HRCS Advisory Board and the Board of Police Commissioners earlier this year. Dr. Rhodes-Reed met with new LSD Superintendent, Sharon Banks, last week. Dr. Banks is desirous of regular meetings to improve communication between the City and LSD. She is preparing a summary of youth programs which will be published on their web site. Dr. Rhodes-Reed provided her with a copy of the HRCS summary of youth programs. They will work together to identify service gaps and how best to address these gaps. Dr. Banks and she are in agreement that this will facilitate a more proactive approach to grant seeking. It was suggested that the Board invite Dr. Banks to meet with them at a future meeting. Deb Frederick reported that the Board of Police Commissioners was also interested in meeting with Dr. Banks and suggested that a joint meeting be arranged with Dr. Banks as their guest. On Saturday, September 9, Teen Conference 2000 will be held at the Lansing Center. Workshops will occur in the afternoon with dinner and entertainment for teens in the evening. NYPPP is seeking volunteers to staff the event. A candlelight vigil in memory of those lost to suicide will be held on the lawn of the Capitol, Sunday, September 17, from 6:00-9:00 p.m. The next HRCS Director's Round Table luncheon will take place September 20 from 11:3 0-1:00 p.m. at the National Council on Alcoholism. All members of the Board were invited to attend. Dr. Jackson Johnson inquired about the status of the displaced residents of Oliver Towers. Dr. Rhodes-Reed reported that she attended the picnic held in the Oliver Towers courtyard in July for residents displaced by the fire. Everyone seemed to be doing well. The only concern expressed to her was that residents missed seeing each other every day. COMMISSION INVESTIGATOR REPORT - The Board was mailed a copy of Mr. Brantley's report on year one as Commission Investigator. Mr. Brantley thanked the HRCS staff for their assistance in preparing his report and invited comments from the Board regarding the content and format for the year two report. He is in the process of distributing the report to the community. Bob Egan suggested that a press release be sent out to help keep the community informed about the work of the Commission Investigator. It was also suggested that the complaint form, a copy of which is Human Relations and Community Services Advisory Board Meeting Minutes of August 10, 2000 Page 4 in the report, be posted on the Police Department's web site. That option, Mr. Brantley reported, is already under consideration. His focus for year 2000 will be to improve community outreach. Dr.Rhodes-Reed commended Bernard Brantley on a fine job in preparing the report. She concurred that the focus for year 2000 should be on improving outreach to the community and advised that the second year report should focus on identifying trends. BOARD OF POLICE COMMISSIONER'S LIAISON REPORT-Deb Frederick stated that we are lucky to have a Commission Investigator and an Internal Affairs office which has gone to great lengths to work with him. She advised that the position of Commission Investigator is in evolution and she looked for more positive changes in the future in the role Mr.Brantley would play. She said the Board of Police Commissioners had recommended that Mr.Brantley increase his involvement in community activities and events in year two. POLICE LIAISON REPORT-Lt.Russ McKenzie reported on two incidents in the last few weeks involving citizen arrests where shots were fired at police officers. Both incidents resulted in arrest with no injuries. He also reported that they have requested information from the Michigan State Police concerning efforts to combat racial profiling. A copy of that report is not yet complete,but would be made available when it is. LPD is also working with Dr.Banks,LSD Superintendent,and the head of school security to develop a pro-active response to school violence. Considerable pre-planning has already been done. They are looking at early intervention which includes collaboration between LPD and school staff. Lt. McKenzie also advised that he would provide HRCS with information about the number of calls/incidents involving LPD at VOA. SUBCOMMITTEE REPORTS A. Program Committee -None B. Budget Committee -None C. Policy Committee -None D. Complaint Committee -None PETITIONS -None OLD BUSINESS A. Sexual Harassment Policy - Dr. Rhodes-Reed advised that Kip Gomoll has obtained the sexual harassment policy form the State and that she expects a revision of the City's policy by the next meeting. She will send it to the Board. Human Relations and Community Services Advisory Board Meeting Minutes of August 10, 2000 Page 5 B. Fair Housing Testing Update - Dr. Rhodes-Reed reported that Roger Newcomb has completed fair housing testing of a sample of rental units in Lansing. She is awaiting a copy of that report and will send it to the Board when it is received. C. Tax Abatements-Paul Novak reported that he would draft a resolution aimed at improving equal opportunity for companies that receive tax abatements from the City prior to the next Board meeting. D. Michigan State Police Information Gathering-Lt.Russ McKenzie reported he is still waiting for the report concerning racial profiling from the MSP. He will forward the report to the Department once he has received it. E. Draft Bylaws Bob Egan reported that a subcommittee of Monica Martinez,Julius Smith and he met and revised the previous draft of the Board bylaws. He pointed out that major changes included revisions in committee structure and the meeting agenda. Mr. Egan made a motion and Julius Smith seconded it that a copy of the draft bylaws be sent to the City Attorney for review prior to the next meeting if possible. The motion was unanimously approved by the Board. NEW BUSINESS A. The Michigan Alliance Against Hate Crimes meeting took place in May. Bob Egan reported that efforts are underway to convene representatives ofvarious community groups to discuss a community response should hate crimes be committed in Lansing. Bob Egan will talk with the Alliance again on the 28". He will present the Board's ideas or suggestions at that time. It was suggested that the Police Commissioners also attend that meeting. B. Election of Officers: Paul Novak was elected as Chair. Bob Egan was elected as Vice Chair. Monica Martinez was elected as Secretary. C. New Board Members-Dr. Rhodes-Reed announced that Mr. Kirklin Hall, who was unable to attend tonight's meeting,was appointed by the Mayor to serve on the Board. He will serve a four-year term which will expire in June 2004. She said that she expected other vacancies to be filled by the September meeting. ADJOURNMENT- Bob Egan moved that the meeting be adjourned, Monica Martinez seconded the motion. Chairperson Novak declared the meeting ended at 9:26 p.m. HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD (DRAFT) Rules of Procedure (DRAFT) I. Name This Board shall be know and designated as the Lansing Human Relations and Community Services Advisory Board. 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 citizens needs withing the community. It shall discourage'discriminatory practices among any such groups or any members thereof. It slap 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 established by Chapter 273 of the Codified Ordinances of the City of Lars ,entitled"Human Relations and Community Services Advisory Board" and perfori&.0 nctions of an Advisory Board as specified by Article 5, Chapter 106 of the Lansing 1C-.t_Charter. IT IS THE DUTY OF THE BOARD TO CARRY OUT SECTION 273.06 OF THE CODE OF ORDINANCES. THIS SECTION PROVIDES FOR THE EXAMINATION OF COMPLAINTS AND FOR HEARINGS AND STUDIES. THE BOARD r 1. ESTABLISH A WRITTEN : ,. AINT HANDLING PROCEDURE IN CONJUNCTION WITH THE HUMAN REL 'TIbNS AND COMMUNITY SERVICES STAFF. SUCH PROCEDURE SHALL PROVIDE DUE PROCESS TO AN ACCUSED. 2. RECEIVE AND REVIEWMQNTHL Y REPORTS FROM THE HUMAN RELATIONS AND COMMUNITY SERVIGES1,DEPARTMENT CONCERNING COMPLAINTS FILED WITH THAT OFFICE AND LEGATION OF CIVIL RIGHTS VIOLATIONS WITH STATE AND FEDERAL AGEIES AGAINST THE CITY. SUCH REPORTS SHALL INCLUDE,AT A MINIMUM A MONTHLY COMPILATION OF NEW COMPLAINTS. EACH COMPLAINT SHALL HAVE INFORMATION RELATIVE TO THE BASIS FOR THE ALLEGATION,A BRIEF SUMMARY OF WHAT IS ALLEGED,AND FOR RESOLVED COMPLAINTS A REPORT RELATIVE TO ANY INVESTIGATION AND DISPOSITION OF SUCH COMPLAINT. III. Members A. Composition of the Board: The Human Relations and Community Services Advisory Board shall consist of eight(8) members who are appointed by the Mayor with the advice and consent of the City Council. Four 94) members shall be from the City-at-large and one (1) members 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). THE DIRECTOR SHALL SERVE AS AN Ea-OFFICIO MEMBER OF THE BOARD. B. 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 confinnation of the City Council to serve for the remainder of the unexpired terns. If a vacancy is not filled within sixty (60) days after the occurrence of the vacancy, City Council shall appoint a committee of three (3) of its members to act instead of the Mayor in the making of such appointment. C. 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 apponted'shall be removed from membership of the Board. Any member having three (3) unexcused absences at 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 wi l axequest to fill the vacancy. IV. Officers At its first meeting and, subsequently, :first meeting after July 1st of each year, the Board shall elect officers from amonxpembers. g„�s �. A. 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 of the Board and other committees as necessary. 74my ,upoits generated mid appjovrd-by,,flM.;Boatd shall be signed by L %-LICL B. Vice-Chairperson: The Vice-Chairperson shall assume the duties of the Chairperson and Secretary in the event that either is not present or is unable to perform their duties. C. Secretary: it shall be the duty of the Secretary to 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 staff of the Human Relations and Community Services Department. It will be the responsibility of the Secretary to ensure that all documents required to be filed with the City Clerk are so filed. The Secretary shall be responsible for posting notice of all meetings. V. Committees The following standing committees of the Board shall be established. Each committee will have at least three members appointed by the Chairperson. A. PROGRAM COMMITTEE: This committee shall be responsible for advice on program development and planning. THE CHAIRPERSON AND VICE CHAIRPERSON SHALL SERVE ON ONLY ONE COMMITTEE. 1. Review and evaluate the Department's programs, INCLUDING BUT NOT LIMITED To, for Human Service, Education, Employment and Housing. 2. Make recommendations to the Human Relations and Human 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 oppo K�y 4t�es for members of the Human Relations and �. . Community Services M ivory Board to interface with the Lansing Community, City Boards, hFinayor, and the City Council. 5. MAKE RECOMMENDATIONS TO THE HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD REGARDING APPROPRIATIONS,PRIORITIES, NEEDS AND ADJUSTME i. Review and evaluate the Department's budget prospectus. 2. Make reconnnendaticp emces -.m.. at ustmcntss E B. POLICY COMMITTEE: This committee shall be responsible for policy recommendations and annual evaluation of the Department. THE COMMITTEE MAY EVALUATE AND REVISE CITY POLICY ON ISSUES COMMON TO THE MISSION AND INTERESTS OF THE HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD. 1. Review and evaluate Department policy. 2. Make recommendations to the Mayor and City Council assessing the viability of policy to the quality of programs. 3. Write and submit 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. i L C L Hamantmil of i. Establish a written complaint le duc-proce ith C b b aymiulub a8clillst the Such 1cparts st,all rill:] , L t -th_ I _ r__11 illffil atiUn i ulatl V% CV Miat is 0 mid for resolved complaints a repot t i clativ", tu ally investigation mid disposition of stich-Uumplaint. VI. Meetings - A. Notification: An annual schedule of meetings shall be filed with the City Clerk's Office and the City Council O Frcwand shall be posted in the City Hall lobby and in the Human Relations and unity Services Department. B. Schedule: Prior to January 1 oteach new year, the Board shall adopt a schedule of meetings for the upcoming year. At least on regular meeting shall be scheduled each month. Regular scheduled meetings shall take place the first Thursday of each month at 7: p.m. in the Humane Relations and Community Services Department conference room. AT A MINIMUM THE BOARD WILL HOLD TWO(2) MEETINGS AT SITES WITHIN THE COMMUNITY. C. 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. D. Open Meeting: All meetings of the Board shall be open to the public in accordance with the law. The Board may hold closed meetings to discuss matters that are exempt from open meetings in accordance with state and/or federal law. E. 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. F. Accessible location: All meetings of the Board will be held in an accessible location. It shall be the duty of the Secretary to ensure that accessible meeting sites are used. H. Order of Business: The agenda for all regular meetings of the Board shall include but not be limited to the following: l. Call to Order 2. Attendance 3. Approval of Minutes 4. Public Comment 5, REPORTS - CHAIRPERSON DIRECTOR - COMMITTEES 7. r 6. Petitions/Complaints 1-&.7. Old Business5.° _ °:r -1�- 8. New Business +9-9. Adjournment I. Quorum: A quorum shall con -,at least five(5)members. A quorum will be required to conduct business i g but not limited to the approval of minutes, action on motions and approv - , reports. J. Rules: The latest edition of the Robert's Rules of Order shall guide the Board in the conduction of its businesse2buttheules may be suspended by majority consent of the members present K. Voting: Each of the Advisory BR&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. L. Conflicts of Interest: Members of the Board will be governed by Chapter 290 of the Codified Ordinances of Lansing Michigan. A copy of Chapter 290 is attached as an addendum to these bylaws. M. Special meetings: The chairperson may call a special meeting. Public notice of a special meeting of the Board shall be posted stating the purpose, date, time, and place of the 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 least twenty-four(24) hours prior to the meeting. N. REPORTS-RECOMMENDATIONS: ALL REPORTS OR RECOMMENDATIONS PUBLISHED BY THE BOARD SHALL BE SIGNED BY ALL MEMBERS. REPORTS AND RECOMMENDATIONS MADE BY THE BOARD SHALL INCLUDE A MINORITY/MAJORITY OPINION STATEMENT AT THE END OF THE REPORT OR RECOMMENDATION. N'II. Amendments These rules of procedures (bylaws) may be.amended by a majority vote of the Human Relations and Community Services Advisory Board at a regularly 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 to the City Clerk's Office. r N4' Ile YVa Round Table Lunch Meeting with The Human Relations and Community Services Department Director Genice Rhodes-Reed, Ph.D. ♦ Discussion of Customer Satisfaction Survey ♦ Semi-annul Contract Compliance Review ♦ Other Items as Determined by Attendees The series of brown-bag lunches with the HRCS Director continues as indicated below. The lunch meetings are intended to create a constructive forum through which community concerns and strategies for positive community change are identified. To facilitate a community driven process, the specific agenda for the meeting will be set by those attending. NOTE: No meeting will take place in August. Date: Wednesday, September 20, 2000 Place: National Council on Alcoholism Lansing Regional Area 3400 S. Cedar St., Suite 200 (in same bldg. as S. Side Police Precinct) Time: 11:30 a.m. to 1:00 p.m. Lunch: Brown-bag Beverage and Dessert Will Be Provided CITY OF LANSING -� HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD_ June 1,2000 - CALL TO ORDER-The meeting was called to order by Chairperson Jackson Johnson=aV7.47-p.m':in the 91h Floor Conference Room of City Hall. Present: Dr.Joan Jackson Johnson,Chair,Bob Egan,Monica Martinez,Paul Novak,Rev. Roger Pohl, Julius Smith Absent: No absences Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley, Commission Investigator, Kip Gomoll,Equal Opportunity Specialist Police Liaison: Capt. Julie Williams,LPD APPROVAL OF MINUTES- The Minutes of the regular meeting of May 4 were approved as submitted and placed on file. The Chairperson established that a quorum was present. PUBLIC COMMENT-None. CHAIRPERSON'S REPORT Dr. Jackson Johnson expressed concern that Day Shelter Funding had not been secured. She added that Dr. Rhodes-Reed had been heroic in lobbying for the funding but staff at the two agencies seeking the funding had failed to follow up Mth the appropriate state officials. She said she doubted that funding would be restored from the Family Independence Agency(FIA). On a positive note,the Black Child and Family Institute(BCFI) and Camp Highfields had received funding from FIA. Chairperson Jackson Johnson reported her concern for the 17 year old male who died, as a result of suicide,in the higham County Jail. She mentioned the need for a child death review and suggested a letter from the HRCS Board to the County Jail concerning the young man's death. DIRECTOR'S REPORT Dr.Rhodes-Reed happily announced the City Council's approval of the Departments 2000/2001 budget. She said the new Deputy Director position had been funded and thanked the Board for their help. She also expressed appreciation for the support of the Mayor in the budget approval process. In addition to approval of the Deputy Director position,the Council approved Councilman Adado's proposal to codify human services funding as a resolution. 1.25 percent of the general fund will be allotted for human services. Dr.Rhodes-Reed said she felt this was a major accomplishment for the Department and would keep the Board apprised of progress to codify the resolution. Chairperson Jackson Johnson inquired as to when the HRCS Department Secretary position would be filled. Dr. Rhodes-Reed stated the position would be filled in July. The Director reported that Contract Compliance meetings with human services agencies were ongoing and positive. She is making a headway in encouraging and identifying ways of improving accountability with funded agencies. Both the Outcomes Workshop on May 4 and I I and the Agency Meeting(May 25)were well received. She anticipates that human services contracts will be developed by the end of July this year. The Director introduced Kip Gomoll,HRCS staff,to report on the Department's work on the City's draft Sexual Harassment Policy. Mr.Gomoll distributed the draft policy to Board members. Discussion on the draft ensued. Mr.Novak suggested that Mr.Gomoll obtain a copy of the state's policy for review. Mr. Gomoll told members the Department hoped to complete work on the draft within the nest 60 days. Director Rhodes-Reed announced that the Department would soon be completing the HRCS Annual Report reflecting activity from July 1999 through June 2000. She expected the report to be completed in August. Director Rhodes-Reed reminded the Board that elections were to be held in July. COMMISSION INVESTIGATOR'S REPORT Mr.Brantley provided Board members with information on his work with the Alliance Against Hate Crimes and on the issue of racial profiling. LPD Liaison,Capt.Julie Williams,told Board members that,based on her research,the Michigan State Police Profiling Project was basically nonexistent. (Capt. Williams was asked to research the MSP project at the May meeting of the Board and report back.) Williams will continue to research information on profiling for the Board. SUBCOMMITTEE REPORTS A. Program Committee-None B. Budget Committee-None C. Policy Committee - Roger Pohl encouraged the Board to continue the work begun on reviewing Department policies. D. Complaint Committee-None PETITIONS -None OLD BUSINESS Fair Housing-No Report Tax Abatement-Paid Novak volunteered to review the information provided to him concerning tax abatements by Director Rhodes-Reed and to present recommendations to the Board at the next meeting to improve accountability. Rules of Procedure-Monica Martinez,Julius Smith,Bob Egan and Joan Jackson Johnson agreed to meet within the next month to continue work on the Rules of Procedure for presentation to the Board at the July meeting. NEW BUSINESS Roger Pohl commented on the dissolution of the Mid-Michigan Unity Coalition(MMUC) and complimented the work of that organization and the significant impact it had on Lansing's community relations. Mr. Pohl also noted the important role played by the Department in the history of the MMUC and similar organizations in improving community relations. He pointed out the importance of continued partnerships such as this and community encouraged the Department to maintain its presence with various community groups. W.Pohl wished everyone well and said he would miss his involvement with the Department and the Board. ADJOURNMENT There being no other business to come before the Board,Chairperson Jackson Johnson adjourned the meeting at 9: 07 p.m. Respectfully submitted, Bob Egan PSI ~' G CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT 124 W. Michigan Avenue 4th Floor, City Hall Lansing, Michigan 48933 j CHI G (517) 483-4477 (517) 483-4479 (TDDNoice) FAX: (517) 377-0078 David C. Hollister, Mayor Genice Rhodes-Reed, Ph.D. Director TO: Marilynn Slade, City Clerk FROM: Genice Rhodes-Reed, Ph.D., DirectoD 6�D Human Relations and Community Services Department DATE: August 11, 2000 SUBJECT: Approved Minutes of June 1,2000 Meeting of the Human Relations and Community Services Advisory Board Attached are the approved minutes of the June 1, 2000 Meeting Human Relations and Community Services Advisory Board for your files. These minutes were unanimously approved by a quorum of the Board at the meeting held on August 10, 2000. If you have questions or require additional information, I may be reached at 4482 or rhodesrl@msu.edu. Thank you for your assistance. Enclosure r _ r "Equal Opportunity Employer' CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD June 1,2000 CALL TO ORDER-The meeting was called to order by Chairperson Jackson Johnson at 7:17 p.m. in the 9th Floor Conference Room of City Hall. Present: Dr.Joan Jackson Johnson,Chair,Bob Egan,Monica Martinez,Paul Novak,Rev. Roger Pohl; Julius Smith Absent: No absences Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley, Commission Investigator, Kip Gomoll,Equal Opportunity Specialist Police Liaison: Capt. Julie Williams,LPD APPROVAL OF MINUTES- The Minutes of the regular meeting of May 4 were approved as submitted and placed on file. The Chairperson established that a quorum was present. PUBLIC COMMENT -None. CHAIRPERSON'S REPORT Dr. Jackson Johnson expressed concern that Day Shelter Funding had not been secured. She added that Dr. Rhodes-Reed had been heroic in lobbying for the funding but staff at the two agencies seeking the funding had failed to follow up with the appropriate state officials. She said she doubted that funding would be restored from the Family Independence Agency(FIA). On a positive note,the Black Child and Family Institute(BCFI) and Camp Highfields had received funding from FIA. Chairperson Jackson Johnson reported her concern for the 17 year old male who died,as a result of suicide,in the Ingham County Jail. She mentioned the need for a child death review and suggested a letter from the HRCS Board to the County Jail concerning the young man's death. DIRECTOR'S REPORT Dr.Rhodes-Reed happily announced the City Council's approval of the Departments 2000/2001 budget. She said the new Deputy Director position had been funded and thanked the Board for their help. She also expressed appreciation for the support of the Mayor in the budget approval process. In addition to approval of the Deputy Director position,the Council approved Councilman Adado's proposal to codify human services funding as a resolution. 1.25 percent of the general fund will be allotted for human services. Dr. Rhodes-Reed said she felt this was a major accomplishment for the Department and would keep the Board apprised of progress to codify the resolution. Chairperson Jackson Johnson inquired as to when the HRCS Department Secretary position would be filled. Dr. Rhodes-Reed stated the position would be filled in July. The Director reported that Contract Compliance meetings with human services agencies were ongoing and positive. She is making a headway in encouraging and identifying ways of improving accountability with funded agencies. Both the Outcomes Workshop on May 4 and 11 and the Agency Meeting(May 25)were well received. She anticipates that human services contracts will be developed by the end of July this year. The Director introduced Kip Gomoll,HRCS staff,to report on the Department's work on the City's draft Sexual Harassment Policy. Mr.Gomoll distributed the draft policy to Board members. Discussion on the draft ensued. Mr.Novak suggested that Mr.Gomoll obtain a copy of the state's policy for review. Mr. Gomoll told members the Department hoped to complete work on the draft within the next 60 days. Director Rhodes-Reed announced that the Department would soon be completing the HRCS Annual Report reflecting activity from July 1999 through June 2000. She expected the report to be completed in August. Director Rhodes-Reed reminded the Board that elections were to be held in July. COMMISSION INVESTIGATOR'S REPORT Mr.Brantley provided Board members with information on his work with the Alliance Against Hate Crimes and on the issue of racial profiling. LPD Liaison,Capt. Julie Williams,told Board members that,based on her research,the Michigan State Police Profiling Project was basically nonexistent. (Capt.Williams was asked to research the MSP project at the May meeting of the Board and report back.) Williams will continue to research information on profiling for the Board. SUBCOMMITTEE REPORTS A. Program Committee-None B. Budget Committee-None C. Policy Committee - Roger Pohl encouraged the Board to continue the work begun on reviewing Department policies. D. Complaint Committee-None PETITIONS -None OLD BUSINESS Fair Housing-No Report Tax Abatement-Paul Novak volunteered to review the information provided to him concerning tax abatements by Director Rhodes-Reed and to present recommendations to the Board at the next meeting to improve accountability. Rules of Procedure-Monica Martinez,Julius Smith,Bob Egan and Joan Jackson Johnson agreed to meet within the next month to continue work on the Rules of Procedure for presentation to the Board at the July meeting. NEW BUSINESS Roger Pohl commented on the dissolution of the Mid-Michigan Unity Coalition(MMUC) and complimented the work of that organization and the significant impact it had on Lansing's community relations. Mr.Pohl also noted the important role played by the Department in the history of the MMUC and similar organizations in improving community relations. He pointed out the importance of continued partnerships such as this and encouraged the Department to maintain its presence with various community groups. Mr. Pohl wished everyone well and said he would miss his involvement with the Department and the Board. ADJOURNMENT There being no other business to come before the Board,Chairperson Jackson Johnson adjourned the meeting at 9:07 p.m. Respectfully submitted, Bob Egan SIN ti G CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT 124 W. Michigan Avenue 4th Floor, City Hall Lansing, Michigan 48933 (517) 483-4477 C H I G (517) 483-4479 (TDDNoice) FAX: (517) 377-0078 David C. Hollister, Mayor r— To: Marilyn Slade, City Clerk DI r-n f r -73 From: Genice Rhodes-Reed, Ph.D. ry Subject: Human Relations and Conmunity Services Advisory Board Meeting Date: June 2, 2000 Attached are the May 4, 2000 minutes of the Human Relations and Community Services Advisory Board. These minutes were approved at the June 1, 2000 Advisory Board meeting. Attachment "Equal Opportunity Employer" HUMAN RELATIONS & COMMUNITY SERVICES BOARD MEETING MINUTES THURSDAY, MAY 4, 2000 MEMBERS PRESENT: OTHERS PRESENT: Joan Jackson Johnson, Chair Dr. Genice Rhodes-Reed, Director= '? Julius Smith Capt. Julie Williams, LPD Roger Pohl Jim DeLine, Guest Secretary Monica Martinez Bog Egan r `•'� Paul Novak Grp MEMBERS OF THE PUBLIC: None. I CALL TO ORDER - Chairperson Jackson Johnson Chairperson Jackson Johnson called the meeting to order at 7:12 p.m. II ATTENDANCE - Members Present Members and others present introduced themselves. The secretary established that a quorum was present. III APPROVAL OF MINUTES - Chairperson Jackson Johnson The Minutes of the regular meeting of March 2 were approved as submitted and placed on file. IV PUBLIC COMMENT None. V CHAIRPERSON'S REPORT Joan Jackson Johnson noted that the April meeting was not held due to lack of a quorum. She mentioned that she was unable to attend the HRCS sponsored Outcomes Workshop held earlier in the day. A report on this event will be included in the Director's Report. She reported on the week's activities honoring Rev. Pohl as he will soon be relocating to Ann Arbor and commended him for the positive impact he has made on the greater community. An etching was provided to him and his wife, Joanne, at Monday's City Council meeting by Dr. Rhodes-Reed on behalf of the Department and the Board. Rev. Pohl thanked everyone and noted that there is still work yet to do. He is encouraged by the mix of his congregation and members of the community at-large who attended his "parties." Dr. Rhodes-Reed added Human Relations & Community Services Board Meeting Minutes of May 4, 2000 Page 2 her kudos and Rev. Pohl exhibited a plaque presented to him and his wife by Bob Egan. Joan Jackson Johnson also gave an update on day shelter funding announcing that Advent House and Volunteers of America (VOA) received $20,000 between them from Ingham County. Much still needs to be done to make up for the loss of revenue from the Family Independence Agency. Shelters need to cultivate other funding sources. She also noted that the Black Child and Family Institute, on which she also serves on the board, recently received an FIA grant for agency programs. She directed the Board's attention to gay rights issues on the forefront at Michigan State University and discussed the suicide of an Ingham County inmate, saying that organizations are examining their roles and discussing possible future prevention methods for similar cases. She deferred to the Director for a report on recent budget discussions with City Council. VI DIRECTOR'S REPORT Dr. Rhodes-Reed commented on shelter funding noting that there were conflicting versions of how the $20,000 was being split between Advent House and VOA. She noted that they both are still quite short of making up for lost FIA funding. She expressed concern that written requests for FIA funding were only submitted that day by Advent House and VOA. . Monica Martinez informed the Board that the funding legislation was currently being reviewed by the Senate. Joan Jackson Johnson commented that shelters need to closely examine the clientele they serve and the best way to do so. Dr. Rhodes-Reed reported on the budget process saying that City Council's Committee of the Whole passed the Department's operational budget on April 20 as submitted, but posed questions on the activity / productivity of the Commission Investigator as well as on programs no longer funded by the Department. She noted the rationale for de-funding programs, commenting on those with compliance issues and others that changed the scope of services for which grant monies were awarded. Youth programs were discussed and the Director distributed a summary of youth programs. She also distributed information about the human services agency funding mechanism proposed by Council member Adado. This proposal will be discussed at Budget Wrap-Up. Her request to include funding for a Deputy Director position has also been referred to Budget Wrap-Up. She said Council members would be provided with a summary of FY2000 mandated responsibilities and accomplishments as well as proposed future directions to help evidence the need for a Deputy Director. Copies of these documents were distributed. Joan Jackson Johnson expressed concern that additional staff were needed as well as a deputy, but Director Rhodes-Reed explained Council's reluctance to add any positions at all. Paul Novak suggested that possible efficiencies might be gained if the Department identified duties currently performed which might be delegated to other Departments. Board members discussed the importance of lobbying Council members on the Department's behalf on an ongoing basis. Bob Egan moved a letter to City Council be drafted yet this evening which Human Relations & Community Services Board Meeting Minutes of May 4, 2000 Page 3 would express the Board's support for the HRCS budget, highlighting work accomplished and requesting the approval of the Deputy Director position. The motion was seconded by Rev. Pohl and passed unanimously. Bob Egan volunteered to remain after the meeting to work on the document with Joan Jackson Johnson. Dr. Rhodes-Reed reported on the Outcomes Workshop held earlier in the day, saying that it was attended by approximately 60 people representing City-funded human services agencies. She felt that the workshop would help agencies better articulate their goals and better identify means of measuring outcomes. She encouraged all Board members to attend the next workshop scheduled for May 11 at the Riverview Place from 9:00 a.m. to 3:30 p.m. She reported on her participation in the selection process for the Chief of Police. Board members received questionnaires permitting their input into qualities which they would like to see in a new Chief. She also congratulated Julius Smith on his daughter's recent debutante status. VII COMMISSION INVESTIGATOR'S REPORT None (excused). VIII COMMUNICATIONS Minutes from the Board of Police Commissioners were accepted and placed on file. IX REPORTS Program Committee - Julius Smith attended a meeting with the NAACP, the Mayor and Acting Chief of Police Andy George in which profiling was discussed. He was encouraged that both the Mayor and the Acting Chief agreed to meet on a continuing basis to address concerns. Rev. Pohl requested information on LPD's current database of racial information gathering. Capt. Julie Williams explained that LPD is in the process of acquiring a new records management system and is monitoring the Michigan State Police's (MSP) current pilot project on racial information gathering. Upon the request of Bob Egan, she agreed to provide the Board with any available progress on the MSP project at its June meeting. Budget Committee - Joan Jackson Johnson had no additions to the previous discussions. Policy Committee - Rev. Pohl agree to provide the Board with a summary of policy issues requiring attention at the Board's next meeting as it would be his last before his move out of Lansing. Complaint Committee - Julius Smith reported that he was looking into a complaint which had Human Relations & Community Services Board Meeting Minutes of May 4, 2000 Page 4 also been filed with the Commission Investigator. He discussed the need to communicate to complainants the various reasons why the process might take longer than expected. Rev. Pohl expressed concern for situations where the Commission Investigator's recommendation was not supported by the Chief of Police. Dr. Rhodes-Reed commented that this concern was also being addressed by the Board of Police Commissioners. X PETITIONS None. XI OLD BUSINESS By law and agenda changes - Bob Egan had submitted a revision of the Board by-laws which was tabled at an earlier meeting. He proposed that the subject be removed from the table and discussed at the June meeting. It was suggested that Petitions be dropped as an agenda item as any petitions submitted to the Board would likely be covered by the Complaint Committee. It was also recommended that the Police Department liaison's comments be added to the agenda. Fair housing / testing - Dr. Rhodes-Reed reported that Roger Newcomb was in the process of organizing a testing program for rental units, but was having difficulty recruiting testers. Joan Jackson Johnson and Paul Novak volunteered to help recruit individuals for this endeavor. Board members discussed the importance that a survey be a cross section of the community, be random, be scientific and include both rentals and realtors. Tax abatements - Dr. Rhodes-Reed reported that she had met with Pat Cook, Director of Economic Development Corporation, to discuss plans to ensure that companies that request tax abatements comply with recommendations to improve workforce diversity. Paul Novak suggested that "boiler plate" language be included in abatement agreements. He volunteered to compose language for Board review. Dr. Rhodes-Reed will provide him with the language presently being used in agreements. XII NEW BUSINESS None. VIII ADJOURNMENT There being no other business to discuss, Chairperson Jackson Johnson adjourned the meeting at 8:57 p.m. S I NG CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT 124 W. Michigan Avenue 4th Floor, City Hall Lansing, Michigan 48933 (517) 483-4477 j H I G (517) 483-4479 (TDDNoice) r- FAX: (517) 377-0078r David C. Hollister, Mayor C) Genice Rhodes-Reed, Ph.D. Director -r - C3 To: Marilyn Slade, City Clerk CA cn From: Genice Rhodes-Reed, Ph.D. Subject: Human Relations and Community Services Advisory Board Meeting Date: May 9, 2000 Attached are the March 2, 2000 minutes of the Human Relations and Community Services Advisory Board. These minutes were approved at the May 4, 2000 Advisory Board meeting. Attachment "Equal Opportunity Employer' CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD March 2,2000 CALL TO ORDER-The meeting was called to order by Chairperson Melvin Jones at 7:15 p.m. in the 9'Floor Conference Room of City Hall. Present: Bob Egan, Dr. Joan Jackson Johnson, Rev. Melvin Jones, Monica Martinez,Julius Smith Absent: Paul Novak, Rev. Roger Pohl (excused) Staff: Dr. Genice Rhodes-Reed Police Liaison: Captain Julie Williams Police Commission: Linda Sims APPROVAL OF MINUTES E7 ` MOTION Bob Egan moved that the minutes of the January 7, 2000 meeting be $pproued supported by Julius Smith. Motion passed unanimous. Genice pointed out corrections which would need to be made to the minutes of the February 3 meeting. Joan Jackson Johnson questioned whether the minutes of the February meeting required formal approval because a quorum was not present. The Board agreed to accept the minutes of the February 3, 2000 meeting with suggested corrections. PUBLIC COMMENT-None. CHAIRPERSON'S REPORT Melvin Jones announced his resignation from the Board,effective tonight. He said he had decided to shift his energies from municipal to indigenous efforts. He is currently working with a grass roots organization to address community concerns. He said that he felt the Board was moving in the right direction and would miss his involvement. DIRECTOR'S REPORT Genice thanked Melvin for his many years of services to the Human Relations Department and more recently to the HRCS Department. She said she felt the community was in a better place because of his service and that he had particularly helped to raise consciousness about Issues related to the community and the police. She said that both HRCS and LPD were now working more closely together because of his efforts. Linda Sims, Bob Egan,Joan Jackson Johnson,and Julius Smith also expressed their pleasure in working with Melvin. Genice welcomed Monica Martinez and asked her to share her reasons for choosing to serve on this Board. Monica currently works in the Democratic Office of the Michigan Senate as a Policy Analyst. She volunteers for the Lansing Food Bank Genice provided an update on the status of the displaced residents of Oliver Towers. All of the residents have now been moved from the Deluxe Inn to temporary residences throughout the City. Some residents were placed in other public housing and some were issued section 6 vouchers. Four are currently residing in MSU's Spartan Village. A decision has not yet been made about whether to rehabilitate Oliver Towers. Genice thanked Joan for contacting community mental health to meet with residents. She also thanked Helen Perry-Buse for helping her get in touch with CATA to transport residents from the Red Cross shelter to the Deluxe Inn. Discussion followed about issues which emerged during this crisis. Joan expressed concern that community mental health had not acted more spontaneously to provide needed services. She also expressed concern about the kinds of housing that had been provided to some individuals given their vulnerabilities. Genice suggested that Joan contact Chris Stuchell, Executive Director of the Lansing Housing Commission about specific placements. Human Relations and Community Services Advisory Board March 2,2000 Pa e 2 Genice said that she had met with Bob Sheehan,Executive Director of Community Mental Health,the previous week to discuss the role of community mental health in emergency or disaster management and how this service might best be coordinated in the future. She also discussed the general role of the HRCS in citywide emergency management situations. She said she would share their conversation with Chief Martin. Bob Sheehan also asked for the support of the Board in addressing the proposed bid out of mental health services. Genice said she had mailed materials concerning this issue to Board members last year. She suggested that the Board invite him to a meeting in the future to discuss the issue in greater detail and identify specific ways that members might be of help. Genice said that it was time for presentation of the department's FY 2001 budget. Because of the slow growth rate,departments were limited to a 1.9 percent increase over FY 2000 costs. Although budget constraints were acknowledged, it was deemed essential that funding for a deputy director be provided in order to continue to improve department efficiencies and function effectively in all areas of responsibility.The deputy director would essentially be responsible for the management of day-today activities which would free her to function at a more macro level. She said that the focus of the department for FY 2001 would continue to be on core mandates and ways to improve department efficiencies.As for FY 2000,she has requested that an additional $5,000 be allocated for staff training to increase their familiarity with best practices in all areas of responsibility. A stir-month review of agency contract compliance has been completed and a determination made to support all of the current human services agencies which were supported from the 1% + $75,000 General Fund revenue in FY 2001. She circulated a copy of the budget document for review which had been submitted to Mayor Hollister. Joan expressed concern that although needs in certain service areas have increased over the years, the amount of funding in these areas has remained relatively the same. Genice pointed out that limited funding increases in the past two years have not permitted major changes in funding allocations. The Council recently capped cable revenue, 22 percent of which is allotted for basic human services, at FY 1999 levels with increases for inflation. She said this would result in a decrease of about$35,000-$40,000 in funding for new projects from the previous year. She stressed that funding requests significantly exceed the amount of available revenue and expressed concern about the impact of the state's continued divestiture of responsibility on the City and the county, e.g., day shelter and proposed bid out of mental health services. Frequently, human services agencies turn first and, sometimes, only to the City for funding. She said that the increasing competition for dwindling resources requires that agencies broaden their funding base, which is why an emerging priority for the department has become helping agencies identify and pursue alternative funding. Joan expressed concern that human services funding was not based on a more current needs assessment. She also expressed concern that the Board did not have greater input in funding decisions. The department is in the process of seeking partners to offer a joint request for proposal (RFP) for youth programming aimed at teaching life skills and employment readiness. Genice said the funds could be used to develop new or to enhance current programs. The funds could also be used to offer stipends to youth for program participation. The RFP should be available by the end of the month. Genice provided an update on the Southside Youth Programming Initiative. The last meeting was facilitated by Doak Bloss in an effort to identify priorities and strategies to accomplish these. At the last meeting, recommendations were made to develop a cultural center for individuals age 3 to 113, provide programming for middle school youth,for high school youth, as well as for older teens and young adults. She said that the difficulty has been deciding what the priority age group and programming should be given available resources. Review of current programs and other data suggests that there are fewer opportunities for youth participation on the southside of Lansing. She emphasized the importance of ensuring equitable distribution of resources in providing youth programs. Dennis Washington of her staff has prepared a youth summary of City-funded programs which she said she would mail with meeting minutes. Human Relations and Community Services Advisory Board March 2, 2000 Page 3 Genice said that she and Bernard Brantley had attended a meeting of the Mayor's Youth Advisory Committee yesterday and that this group was in the process of developing a Bill of Rights.This document would include information about what to do when stopped by a police officer while driving and other information which these youth felt they should know. She provided members with "A Guide to Police,Youth and Community Leaders to Improve Police/Urban Relations,"which she obtained from the Department of Justice Community Relations Service. She said she would also be providing this booklet to members of the Mayor's Youth Advisory Committee. Julie Williams suggested that Genice contact the MSU Department of Public Safety. She said that one of the officers there was developing a brochure to improve relations between youth and the police. Genice said she expected greater involvement of the Mayor's Youth Advisory Committee with the department and the Board. Genice said that she, David Wiener and Linda Sanchez met in January with individuals involved in the development of youth programs in East Lansing. She said East Lansing had done some interesting things from which she thought Lansing might learn. Their work included an assessment of youth needs which served as the basis for a federal grant. Genice provided an update on the status of funding for day shelter. Susan Cancro and Jim Gorman have been able to secure funding commitments from the Battle Creek Veterans Administration Hospital and MSHDA. Jim has also submitted an application for funding to the United Way and he and Susan are in the process of exploring the possibility of securing TANF dollars for day shelter. At this point,they have been able to secure only about one third of the state funding which will be lost. She and Dennis Washington met with them to revise the position statement and prepare a letter to the director of the Family Independence Agency urging him to restore funding for day shelter. She said the department will continue to work with Susan and Jim to identify and implement short-term,longer-term,and long-term strategies to address this important issue. Police Commissioner Linda Sims shared her recent experience representing Lansing on the Community Voices project with the Kellogg Foundation. Kellogg has provided $2.5 million over a 5-year period to look at various community services, but particularly access to health care for the uninsured and underinsured. She said that the primary focus of current efforts would be on mental health and youth services. She recommended that Doak Bloss be invited to a future meeting to discuss Community Voices. At the last meeting of the Board of Police Commissioners,an invitation was extended to HRCS Advisory Board members to participate in a ride-a-long with an officer, sit-a-long in the 911 center, or attend the Police Academy to obtain a better understanding of what they do. The next meeting of the Commission will be held on March 21,2000 at 6.00 p.m.in City Council Chambers. The meeting will be televised so that the community can better understand the what they do. Genice suggested that the Board also consider televising their meetings in the future. Captain Julie Williams invited Board members to participate in a Mini Citizen's Academy on Friday, March 17,2000,from 8:00 a.m. until 1:00 p.m.at the South Precinct. Board members were provided with a copy of the Landlord Training Program manual and invited to participate in a discussion concerning the program on Wednesday, March 22, 2000, at 2:00 p.m. in Room 204 of the Community Services Building located at 300 N.Washington Square. The Lansing Police Department,which is offering the program,will provide an overview. Representatives of community corrections programs and community mental health have been invited to address how this program is likely to impact various groups in our community. City Council members, HRCS Equal Employment Opportunity staff and staff from Code Compliance will be available. Police Commissioner Roger Newcomb, who is also the director of Ferris Development and has been involved in efforts to ensure fair housing,is also expected to attend. Genice said that it was important to discuss the potential implications of the training and attempt now to address concerns which may later be raised about misuses of the information provided. Genice announced that the 51 Annual Cesar Chavez Annual Commemorative Dinner will be held on Friday, March 31,2000,at the Lansing Center at 5:30 p.m. The commemorative celebration will also include a social justice workshop at Lansing Community College on Wednesday, March 29,2000. She asked members to let her know as soon as possible if they would be able to attend so that a table could be reserved. Human Relations and Community Services Advisory Board March 2,2000 Page 4 The next HRCS Director's Luncheon will be held on Wednesday, March 19,from 11:30 a.m. until 1:00 p.m. at Cristo Rey Community Center. Board members were invited to attend. COMMISSION INVESTIGATOR'S REPORT Bernard Brantley did not attend the meeting. Genice complimented him on the fine job of summarizing the work he has done the past year in an annual report. She reminded members to review the draft document and provide any comments prior to the next meeting of the Police Commission so that these might be considered with other revisions. Police Commissioner Sims also commended Bernard for his work on his annual report. COMMUNICATIONS-None SUBCOMMITTEE REPORTS r— A. Program Committee- None B. Budget Committee-None Q' i C. Policy Committee-None ► D. Complaint Committee-None OLD BUSINESS Board members discussed the department evaluation. Bob Egan declined to endorse the evaluation because of his concern about the reference to the past structure of the department. He said he did=not view the continued focus on the past as helpful and had communicated this to Roger Pohl who had drafted the document. Bob Egan distributed for discussion the revised draft proposal developed by representatives of the PCR Committee,HRCS Board,HRCS Department,Police Commission and LPD outlining the responsibilities of the HRCS Board following dissolution of the Police and Community Relations(PCR)Committee.The proposal was initially presented to the Board at its February meeting. With the revised proposal, Bob Egan included a letter from Bob Kennon recommending dissolution of the PCR Committee based on the proposed plan of activities of the HRCS Advisory Board and Police Commission to improve relations between the community and police. NEW BUSINESS-None ADJOURNMENT-The meeting was adjourned at 9:15 p.m. Respectfully Submitted, Susan Wilhite SI �G CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT 124 W. Michigan Avenue 4th Floor, City Hall Lansing, Michigan 48933 (517) 483-4477 H I (517) 483-4479 (TDDNoice) FAX: (517) 377-0078 David C. Hollister, Mayor Genice Rhodes-Reed, Ph.D. Director TO: Marilyn Slade, City Clerk FROM: Genice Rhodes-Reed, Ph.D. SUBJECT: Minutes of the Human Rel tions and Community Services Advisory Board DATE: March 3, 2000 I have enclosed the minutes of the January 6, 2000 meeting of the Human Relations and Community Services Advisory Board which were approved on March 2,2000 for your files. These minutes were approved as submitted. I have also included a corrected summary of the meeting of February 3, 2000. You will note that a quorum was not present at this meeting, but the Board chose to record the discussion. No action was, of course, taken. This summary was accepted at the March 2 meeting, as well. Enclosures "Equal Opportunity Employer" CITY OF LANSING _ HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD ' The regularly scheduled January meeting of the Human Relations and Community Services Advisory j j Board was called to order by Vice Chair Joan Jackson Johnson on Thursday, February-3;•2000,at CLE; r; 7:05 p.m. in the 9"'Floor Conference Room of City Hall. CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Paul Novak, Rev. Roger Pohl Absent.- Rev. Melvin Jones, Julius Smith (Excused) Staff: Dr. Genice Rhodes-Reed, Director Police Liaison: Deputy Chief Helen Perry-Buse, Captain Julie Williams Board of Police Commissioners Liaison: Linda Sims APPROVAL OF MINUTES A quorum was not present so the minutes of the previous meeting could not be approved. Although no action could be taken, the Board decided that the meeting would be recorded. Genice said that Melvin Jones was reconsidering his decision to resign from the Board. It was recommended that Genice make a follow-up call to him. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE CHAIRPERSON'S REPORT None DIRECTOR'S REPORT Genice reviewed the materials mailed to members: Notification of the 1999 Continuum of Care Homeless Assistance Awards grants recently received from HUD which totaled $1.1 million (Volunteers of America received $262,500, the Red Cross received $856,182); letter of transmittal which was sent to the City Attorney requesting review of proposed revisions of the Board Rules of Procedure; Minutes of the 1/11/00 Meeting of the Police and Community Relations (PCR) Committee; Minutes of the 12/21/99 Meeting of the Board of Police Commissioners;the revised Day Shelter Resolution; Letter of transmittal (to accompany Day Shelter Resolution) drafted under the Board Chairperson's Signature to Mayor Hollister, HRCS Complaint Procedures from the City Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 2 Codified Ordinances;Minutes of the 11/17/99 Roundtable HRCS Director's Luncheon;Notice from the Lansing Police Academy; Memo concerning the status of the Day Shelter Meeting convened by Rep. Lynn Martinez; Draft Board Rules of Procedure; Letter to Restaurant Operators including informational materials concerning admission of patrons with guide dogs; Board Evaluation of HRCS Department, and, the Mayor's Year 2000 State of the City Address. Genice questioned at what point Board minutes should be circulated to non-members. Typically the minutes of this board have been sent out prior to being approved. She pointed out that certain Boards distributed the minutes only after formal approval. Discussion followed. Paul Novak suggested that she continue to circulate the minutes, but stamp them as draft. Joan Jackson Johnson questioned whether the minutes should reflect specific Board member discussion relative to various issues or constitute a general summary of the meeting including action taken. It was agreed that they should not be a transcript. Genice expressed concern about the current level of detail given her understanding of Robert's Rules of Order, but asked that members carefully review the format within the next couple of months in order to determine an agreeable format. She said that she would send Joan Jackson Johnson a copy of the minutes of this meeting for review and comment prior to finalizing the draft which would later be sent to otheroard members. There was also discussion about whether the Board should elect a secretary. Genice clarified that there was an error in the Day Shelter Resolution mailed to Board members. In the 6"' paragraph, "house" should have been "housing." A revised copy was presented for Board review. In order to expedite the process, she also asked that the Board review the letter of transmittal which she had drafted for the chairperson's signature. The Assistant City Clerk had indicated that the letter should be addressed to the Mayor. Discussion followed. Joan Jackson Johnson asked that the letter and resolution be sent to the Mayor tomorrow. Genice distributed a copy of a memo that Dennis Washington of her staff had written to update her concerning the January 24 meeting with Rep. Martinez regarding the day shelter issue. Although there has been no firm commitment of funding from any source at this point, there appears to be general agreement about the need for this important service. There also seems to be agreement that funding for day shelter will not likely come from a single source. Susan Cancro, Director of Advent House, and Jim Gorman from Volunteers of America were asked at the November meeting of the Human Services Advisory Council to add descriptive information about the population served and proposed outcomes to the position statement. This information has not yet been received. A copy of HRCS department complaint procedures were mailed to Board members for review. Questions about how complaints should be handled by the Board have been a recurring topic of discussion. Genice said she thought that review of the procedures which govern the complaint process might help to clarify department versus Board functions. Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 3 Board members were provided with a copy of the minutes of the January 19, 2000 HRCS Director's Round Table Luncheon which was held at Capital Area Community Services to keep them abreast of these community discussions. This discussion centered on the need for accuracy and timeliness in reporting for those agencies which receive City of Lansing funding for human services. The importance of accomplishing agreed upon objectives and outcomes and maintaining expenditures consistent with the contract were also emphasized. Agencies acknowledged the importance of accountability in maintaining funding and providing quality services to clients. They agreed that discussions should be initiated concerning use of the same questions across agencies to assess client satisfaction with services. Those agencies which currently use client satisfaction surveys agreed to send/fax them to the department so that these could be circulated to other agencies with a copy of the minutes of the meeting. Several individuals volunteered to meet to prepare a draft. Questions were raised about how outcomes should be framed. Genice said that she had stressed the importance of identifying population specific, measurable outcomes. She said HRCS staff would provide whatever technical assistance might be needed in identifying and measuring outcomes and that the department would be organizing a hands-on workshop to facilitate this process in the spring. Agencies were also reminded that a review of funding recommendations for FY 2001, based on contract compliance for the previous six months, would be completed within the next couple of weeks. She said the minutes of the round table meeting would be mailed with the minutes of the February 3 Board meeting. She invited members to attend these luncheons when possible. The PCR Committee met on January 11 and questions were raised regarding whether that committee should continue to exist and, if so, in what form. She, Bob Egan, Julius Smith and Roger Pohl attended the meeting. It was decided that another meeting would be held in February to discuss whether or not to disband the committee following a discussion of the police commissioners and HRCS Board members at their respective meetings. One suggestion was that the responsibilities of the current PCR Committee be split between the Police Commission and the Human Relations and Community Services Department. Bob Egan stated that a motion had been made and approved at the last meeting of the commission to form a sub-committee of currently interested PCR members. Some of the concerns that were raised regarding the elimination of the committee were that the PCR gave voice to a certain sector of the community that did not normally attend board or City Council meetings. Discussion followed regarding the history of the committee and it's current role. Helen Perry-Buse pointed out that with the north and south precincts both having citizen committees, this seemed an appropriate time to consider a new structure. She added that the Mayor could reconvene the committee at a later time, if deemed necessary. Bob and Helen agreed to meet to further clarify how the previous functions of the PCR Committee might be effectively met. Roger Pohl suggested that the Board establish emergency procedures regarding what action the Board should take in the event of crises that arise in the City. Discussion followed. Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 4 Genice attended the last meeting of the Mid-Michigan Unity Coalition. Bob Alexander distributed the citizen police academy summary and encouraged people if they have not yet participated to do so. Participation in this training was expected to facilitate a better understanding of the issues that this board shares with the Board of Police Commissioners and the police department. Bob Alexander also provided an application to vote by mail which he asked to be distributed. The issue of vacancies on the Board was discussed. Genice said that the name of Monica Martinez had been forwarded to the City Council for approval. She has been unable to identify a representative of Labor, but said she would ask that the Labor Council identify potential Board candidates when she meets with them on Wednesday. Genice stated that she had consulted the City Attorney regarding the legality of the suggested revisions of the Board Rules of Procedure as indicated by Paul Novak. She said the name of the department could be changed by ordinance. Roger Pohl voiced concern, however, that the proposed name of Human Services did not fully reflect department functions. Discussion followed. The number of members of the Board may be increased (or decreased). The City Charter specifically states that the Mayor is responsible for designating members of the Board. Finally, she said that the Board was free to decide the functions of standing committees and whether the Chairperson should designate the members of these committees as long as these decisions were not inconsistent with the City Charter. Genice suggested that when the Rules were revised, that a phrase be included which indicates that they have to be submitted to the City Clerk office to be received by the City Council. Genice provided Board members with the letter that had been sent to all Lansing restaurants regarding the required admission of individuals accompanied by a service animal to help make them aware of this issue. Paul Novak suggested that issues of concern of LPD and Board of Police Commissioner liaisons be placed at the beginning of meetings. Discussion followed. Representatives of LPD and the commission said that thought it was important for them to be available for the entire HRCS meeting when possible. It was agreed by Board members and liaisons that the meeting agenda remain unchanged. Genice questioned whether the 7:00 p.m. meeting time was convenient or whether an earlier time would be better. Members decided to defer this discussion until after new members had joined the Board. COMMISSION INVESTIGATOR'S REPORT Bernard Brantley submitted a report to the committee regarding Citizen Complaints. This report included general information about when a case was assigned, the due date and current status. The committee was advised that a full report is being prepared for the Board of Police Commissioners and even though a rough draft exists, it could not be presented to the Board prior to being approved by Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 5 the Police Commission. Once that report is approved, the Board will receive copies at the next scheduled meeting or in the mail. COMMUNICATIONS None SUBCOMMITTEE REPORTS A. Program Committee No report B. Budget Committee No report C. Policy Committee Roger Pohl, Chair of the Policy Committee, asked members to review the revised draft of the HRCS Department Evaluation. He said he hoped that it would be finalized for signature by Board members at the next meeting. Genice thanked Roger for his persistence and hard work in completing the department evaluation. Despite the charter requirement, she said she thought this was the first time that a department evaluation had been completed in years. D. Complaint Committee No report PETITIONS None OLD BUSINESS Joan Jackson Johnson suggested that the Board table consideration of old business until the next meeting when new members were present. NEW BUSINESS Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 6 None ADJOURNMENT Meeting adjourned at 9:10 p.m. Respectfully submitted, 9 P� ��� Joette Downer CITY OF LANSING HUMAN RELATIONS & COMMUNITY SERVICES DEPARTMENT HUMAN RELATIONS & COMMUNITY SERVICES ADVISORY BOARD DATE OF MEETING: THURSDAY, March 2 , 2000 TIME OF MEETING: 7 : 00 P.M. PLACE OF MEETING: 124 W. MICHIGAN AVENUE 9th FLOOR, CITY HALL CITY CLERK CONFERENCE ROOM AGENDA I . CALL TO ORDER = . '+7 I I . ATTENDANCE ` ' _j �tl III . APPROVAL OF MINUTES s� co A. January 6, 2000 B. February 3, 2000 IV. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE V. CI1AIRPERSON' S REPORT VI . DIRECTOR' S REPORT VII . COMMISSION INVESTIGATOR' S REPORT VIII . COMMUNICATIONS IX. REPORTS A. Program Committee B. Budget Committee C. Policy Committee D. Complaint Committee X. PETITIONS XI . OLD BUSINESS XII . NEW BUSINESS XIII . ADJOURNMENT City Hall is Barrier Free. For special accommodations, please contact the Human Relations & Community Services Department at 483-4477, 483-4479 TDD, 24 hours prior to the meeting date. CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD The regularly scheduled January meeting of the Human Relations and Community Services Advisory BoaW was called to order on Thursday, February 3. 2000, at 7:05 p.m. in the 9'Floor Conference Room of City Hall. CAI 3L TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Paul Novak, Rev. Roger Pohl r- Absmt: Rev. Melvin Jones, Julius Smith (Excused) 3 cs tv ;7 Staff: Dr. Genice Rhodes-Reed,Director Polipe Liaison: Deputy Chief Helen Perry-Buse, Captain Julie Williams rn rn Board of Police Commissioners Liaison: Linda Sims APPROVAL OF MINUTES A quorum was not present so the minutes of the previous meeting could not be approved. Although no action could be taken, it was decided that the meeting would be recorded. Genice reported that Julius Smith had called that afternoon to indicate that he would not be able to attend the meeting because of illness. She said Melvin Jones had indicated to her when they met on January 26 that he would not be available because of another commitment. She said that he was reconsidering his decision to resign from the Board. He was to have made a decision prior to today's meeting, but she said that she had not heard from him yet. It was recommended that Genice make a follow-up call to Melvin. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE CHAIRPERSON'S REPORT None DIRECTOR'S REPORT Genice reviewed the materials mailed to members: Notification of the 1999 Continuum of Care Homeless Assistance Awards grants recently received from HUD which totaled $1.1 million (Volunteers of America received $262,500;the Red Cross received $856,182); letter of transmittal Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 2 which was sent to the City Attorney requesting review of proposed revisions of the Board Rules of Procedure; Minutes of the 1/11/00 Meeting of the Police and Community Relations (PCR) Committee, Minutes of the 12/21/99 Meeting of the Board of Police Commissioners, the revised Day Shelter Resolution; Letter of transmittal (to accompany Day Shelter Resolution) drafted under the Board Chairperson's Signature to Mayor Hollister; HRCS Complaint Procedures from the City Codified Ordinances;Minutes of the 11/17/99 Roundtable HRCS Director's Luncheon;Notice from the Lansing Police Academy;Memo concerning the status of the Day Shelter Meeting convened by Rep, Lynn Martinez; Draft Board Rules of Procedure, Letter to Restaurant Operators including informational materials concerning admission of patrons with guide dogs; Board Evaluation of HRCS Department; and, the Mayor's Year 2000 State of the City Address. Genice questioned at what point Board minutes should be circulated to non-members. Typically the minutes of this board have been sent out prior to being approved. She pointed out that certain Boards distributed the minutes only after formal approval. Discussion followed. Paul Novak suggested that she continue to circulate the minutes, but stamp them as draft. Discussion also centered on whether the minutes should be a reflection of overall Board interaction at meetings or a general summary with very brief statements. It was agreed that they should not be a transcript. Genice asked that members carefully review the format in the next couple of months and record any questions or concerns. There was also discussion about whether the Board should elect a secretary. Genice clarified that there was an error in the Day Shelter Resolution mailed to Board members. In the 6'h paragraph, "house" should have been"housing." A revised copy was presented for Board review. In order to expedite the process, she also asked that the Board review the letter of transmittal which she had drafted for the chairperson's signature. The Assistant City Clerk had indicated that the letter should be addressed to the Mayor. Discussion followed. Joan Jackson Johnson asked that the letter and resolution be sent to the Mayor tomorrow. Genice distributed a copy of a memo that Dennis Washington of her staff had written to update her concerning the January 24 meeting with Rep. Martinez regarding the day shelter issue. Although there has been no firm commitment of funding from any source at this point, there appears to be general agreement about the need for this important service. There also seems to be agreement that funding for day shelter will not likely come from a single source. Susan Cancro, Director of Advent House, and Jim Gorman from Volunteers of America were asked at the November meeting of the Human Services Advisory Council to add descriptive information about the population served and proposed outcomes to the position statement. This information has not yet been received. A copy of HRCS department complaint procedures were mailed to Board members for review. Questions about how complaints should be handled by the Board have been a recurring topic of discussion. Genice said she thought that review of the procedures which govern the complaint process might help to clarify department versus Board functions. Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 3 Board members were provided with a copy of the minutes of the January 19, 2000 HRCS Director's Round Table Luncheon which was held at Capital Area Community Services to keep them abreast of these community discussions. This discussion centered on the need for accuracy and timeliness in reporting for those agencies which receive City of Lansing funding for human services. The importance of accomplishing agreed upon objectives and outcomes and maintaining expenditures consistent with the contract were also emphasized. Agencies acknowledged the importance of accountability in maintaining funding and providing quality services to clients. They agreed that discussions should be initiated concerning use of the same questions across agencies to assess client satisfaction with services. Those agencies which currently use client satisfaction surveys agreed to send/fax them to the department so that these could be circulated to other agencies with a copy of the minutes of the meeting. Several individuals volunteered to meet to prepare a draft. Questions were raised about how outcomes should be framed. Genice said that she had stressed the importance of identifying population specific, measurable outcomes. She said HRCS staff would provide whatever technical assistance might be needed in identifying and measuring outcomes and that the department would be organizing a hands-on workshop to facilitate this process in the spring. Agencies were also reminded that a review of funding recommendations for FY 2001, based on contract compliance for the previous six months, would be completed within the next couple of weeks. She said the minutes of the round table meeting would be mailed with the minutes of the February 3 Board meeting. She invited members to attend these luncheons when possible. The PCR Committee met on January 11 and questions were raised regarding whether that committee should continue to exist and, if so, in what form. She, Bob Egan, Julius Smith and Roger Pohl attended the meeting. It was decided that another meeting would be held in February to discuss whether or not to disband the committee following a discussion of the police commissioners and HRCS Board members at their respective meetings. One suggestion was that the responsibilities of the current PCR Committee be split between the Police Commission and the Human Relations and Community Services Department. Bob Egan stated that a motion had been made and approved at the last meeting of the commission to form a sub-committee of currently interested PCR members. Some of the concerns that were raised regarding the elimination of the committee were that the PCR gave voice to a certain sector of the community that did not normally attend board or City Council meetings. Discussion followed regarding the history of the committee and it's current role. Helen Perry-Buse pointed out that with. the north and south precincts both having citizen committees, this seemed an appropriate time to consider a new structure. She added that the Mayor could reconvene the committee at a later time, if deemed necessary. Bob and Helen agreed to meet to further clarify how the previous functions of the PCR Committee might be effectively met. Roger Pohl suggested that the Board establish emergency procedures regarding what action the Board should take in the event of crises that arise in the City. Discussion followed. Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 4 Genice attended the last meeting of the Mid-Michigan Unity Coalition. Bob Alexander distributed the gitizen police academy summary and encouraged people if they have not yet participated to do so. Participation in this training was expected to facilitate a better understanding of the issues that this board shares with the Board of Police Commissioners and the police department. Bob Alexander also,provided an application to vote by mail which he asked to be distributed. The issue of vacancies on the Board was discussed. Genice said that the name of Monica Martinez had been forwarded to the City Council for approval. She has been unable to identify a representative of Labor, but said she would ask that the Labor Council identify potential Board candidates when she Meets with them on Wednesday. Genice stated that she had consulted the City Attorney regarding the legality of the suggested revisions of the Board Rules of Procedure as indicated by Paul Novak. She said the name of the department could be changed by ordinance. Roger Pohl voiced concern, however,that the proposed name of Human Services did not fully reflect department functions. Discussion followed. The number of members of the Board may be increased (or decreased). The City Charter specifically states that the Mayor is responsible for designating members of the Board. Finally, she said that the Board was free to decide the functions of standing committees and whether the Chairperson should designate the members of these committees as long as these decisions were not inconsistent with the City Charter. Genice suggested that when the Rules were revised, that a phrase be included which indicates that they have to be submitted to the City Clerk office to be received by the City Council. Genice provided Board members with the letter that had been sent to all Lansing restaurants regarding the required admission of individuals accompanied by a service animal to help make them aware of this issue. Paul Novak suggested that issues of concern of LPD and Board of Police Commissioner liaisons be placed at the beginning of meetings. Discussion followed. Representatives of LPD and the commission said that thought it was important for them to be available for the entire HRCS meeting when possible. It was agreed by Board members and liaisons that the meeting agenda remain unchanged. Genice questioned whether the 7:00 p.m. meeting time was convenient or whether an earlier time would be better. Members decided to defer this discussion until after new members had joined the Board. COMMISSION INVESTIGATOR'S REPORT Bernard Brantley submitted a reps ,to the committee regarding Citizen Complaints. This report included general information abo z:vvhea a case was assigned, the due date and current status. The committee was advised that a f4 fords being prepared for the Board of Police Commissioners and even though a rough draft exists, it could not be presented to the Board prior to being approved by Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 5 the Police Commission. Once that report is approved, the Board will receive copies at the next scheduled meeting or in the mail. COMMUNICATIONS None SUBCOMMITTEE REPORTS A. Program Committee No report B. Budget Committee No report C. Policy Committee Roger Pohl, Chair of the Policy Committee, asked members to review the revised draft of the HRCS Department Evaluation. He stated he hoped it would be ready to be signed at the next meeting. Genice thanked Roger for his persistence and hard work in completing the department evaluation. Despite the charter requirement, she said she thought this was the first time that a department evaluation had been completed in years. D. Complaint Committee No report PETITIONS None OLD BUSINESS Joan Jackson Johnson suggested that the Board should table any consideration of old business until the next meeting when new members were present. NEW BUSINESS Proceedings of the Human Relations and Community Services Advisory Board February 3, 2000 Page 6 None ADJOURNMENT Meeting adjourned at 9:10 p.m. Respectfully submitted, 9- Joette Downer PROCEEDINGS OF THE - i r c �,- CITY OF LANSING V i L HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD i;:: -7 All v� i The regularly scheduled January meeting of the Human Relations and Community Services Advisbt-, i` CLER Board was called to order on Thursday, January 6, 2000, at 7:05 p.m. in the 9tlh Floor Conference Room of City Hall. CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Rev. Roger Pohl, Paul Novak, and Julius Smith Absent: Rev. Melvin Jones (excused) Staff: Dr. Genice Rhodes-Reed, Director Police Liaison: Captain Julie Williams Board of Police Commissioners Liaison: None 4 APPROVAL OF MINUTES MOTION: Board Member Paul Novak moved and Board Member Roger Pohl approved the motion to approve the Minutes of the December 2 regular meeting of the Board and December 13 Special Meeting as submitted. Genice announced that Chairperson Melvin Jones had phoned her about 20 minutes prior to the start of the meeting to indicate that he would be unable to attend. She said he also indicated that he would be resigning from the Board and asked her to communicate this information to members. Brief discussion followed. Joan Jackson Johnson acted as chair and moved to the director's report. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE CHAIRPERSON'S REPORT None DIRECTOR'S REPORT Genice gave the Board an update concerning the Day Shelter issue. The Mayor's office has been asked to finalize the resolution regarding this issue as authorized by the Board. A letter of transmittal from the Board Chair will also need to be drafted. Discussion followed. Genice said that �: Susan Cancro,Director of Advent House,indicated that she had been told by Michelle Engler's Chief Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 2 of Staff that the Family Independence ;Agency(FIA) has been asked to identify funding for day shelter throughout the state. Susan subsequently contacted Shirley Nowakowski from FIA who confirmed that she had been directed to begin to develop funding options for day shelter. These options include collaboration with the Department of Career Development (formerly the Jobs Commission) and Friends of the Court. Genice said that it would also be necessary to identify potential grants. Jim Gorman from Volunteers of America has submitted a request for funding for day shelter to the Capital Area United Way. Dennis Washington of the HRCS staff has met with Susan and Jim and representatives of the Human Services Advisory Council in order to identify additional strategies. She said she would keep the Board apprised of progress. Genice stated that she was recently notified by HUD that the HRCS Department in collaboration with homeless service providers had been awarded $1.1 million for two projects: Volunteers of America Permanent Housing Project and American Red Cross Coordinated Extended Services Program. She pointed out that the human services funding provided to homeless shelters is only one source of funds which the department is instrumental in providing to these agencies. Dennis Washington, Melanie Winnicker and Chuck Steinberg have played a key role in helping homeless agencies to secure funds. Issue of citizen complaints. Genice distributed a summary of complaints filed with HRCS from July 1, 1999 through December 31, 1999. The summary included the types of complaints filed, action —' taken, current status and disposition and the staff person responsible. There appears to be questions about the responsibility of the Board relative to complaints. The by-laws require the Board to investigate complaints. That doesn't seem to be an appropriate role for the Board given the time required to complete investigations and the advisory responsibility of the Board. It was proposed that the Board act as an appeal body. She pointed out that there would, however, be certain complaints which would legitimately not be appealable to the Board. Citizens dissatisfied with the resolution of complaints against police, for example, are appealable to the Board of Police Commissioners. She also pointed out that Department of Civil Rights Complaints would also not be appealable to the HRCS Board. Genice suggested that Kip Gomoll, the department liaison to the Policy Committee, should be invited to the next meeting of the Board to address this issue. Genice said that clarification was also needed about what was considered as a complaint. Discussion followed. New Board members. Genice stated that Monica Martinez will very likely be selected to fill one of the Board vacancies. She said there were a number of individuals who might fill the other seat. She said that she expected that the names of two individuals would be presented to the City Council for approval prior to the February Board meeting. Genice stated the next meeting of the Police and Community Relations (PCR) Advisory Committee is scheduled for Tuesday, January 11, at 7:00 p.m. at the Lett Center. This is an important meeting to address the issue of whether or not that committee should continue to exist. Members of the HRCS Advisory Board and the Board of Police Commissioners are expected to attend because of the pbtential implications that elimination of the PCR Committee would have for both Boards. Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 3 Genice indicated that on Friday, January_ 14, the City will be sponsoring its 19th annual Martin Luther King Jr. Commemorative Celebration in City Council chambers with a reception following in the City Council conference room. The speaker this year will be the Rev.Wendall Anthony, who is pastor of Fellowship Chapel of Detroit. He also is the past president of the Detroit NAACP. The theme is Living the Dream in the New Millennium. The program will start at noon and last for one hour with the reception immediately following. The next HRCS Director's Round Table Luncheon will be January 19th from 11:00 to L00 p.m. at the Capital Area Community Services located at 1301 Rensen. HRCS measures to improve agency accountability will be discussed at that meeting. Genice stated she has spoken with the representatives of the various agencies individually. There have only been two agencies that have expressed concerns about accountability measures. She said that the luncheon meeting would be shortened by '/z hour to better use the time. She will be willing to extend the time and remain past the meeting time to answer any questions or discuss any individual concerns raised, if necessary. Genice advised the Board that contract compliance for all of the agencies that have received funding for fiscal year 2000 will be reviewed later this month. Their compliance for the previous year will also be reviewed. They will be informed regarding what the recommendations are at that point and that will give them six months to be in compliance. The staff has developed computer programs to help agencies provide accurate information and they are encourage to call if they have questions. Genice stated that a group of diverse community representatives has been meeting to address the needs of youth who reside in the southwest quadrant of Lansing. In addition to HRCS, this group has included representatives from the Mayor's office, the Parks and Recreation Department, the Lansing Police Department (LPD), Lansing Housing Commission, Lansing School District, as well as representatives of key community agencies/organizations and youth. At the meeting in December, the group identified and prioritized youth needs and recommendations for addressing these needs. Genice extended a welcome to Captain Julie Williams, LPD Human Resource Director for Administrative Services. She said that she looked forward to working with Julie to address issues related to community and police relations. She and Julie are scheduled to meet the week after next to discuss their respective departments and recommendations for improved communication. Genice said that the department is currently in the process of clarifying internal procedures to ensure improved compliance with payment of the prevailing wage. These procedures will facilitate improved communication between City departments. She said that staff had also been able to identify ordinance language which supports strict enforcement. She said that these efforts were in response to recent notification that a company with a questionable record had received another contract. Genice indicated that she had added Bernard Brantley's report to the Board agenda based on Roger Pohl's recommendation. She said that Bernard would be asked to routinely attend meetings of the Board in the future. Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 4 COMMISSION INVESTIGATOR'S REPORT None COMMUNICATIONS None SUBCOMMITTEE REPORTS A. Program Committee No report B. Budget Committee No report Genice stated she will be meeting with Bob Swanson, Finance Director, next week to discuss the HRCS Department FY 2001 budget. She will request that funding be allotted for a deputy position. She added that her discussion earlier that day concerning enforcement of the payment of the prevailing wage suggested that the department also needs at least one additional Equal Opportunity Specialist to facilitate more systematic monitoring of City construction projects. C. Policy Committee Roger Pohl, Chair of the Policy Committee, distributed a revised copy of the HRCS Department Evaluation. He asked that suggestions for revision be provided to him as soon as possible so that the document could be finalized. Discussion followed. Genice asked for additional time to submit her comments. D. Complaint Committee No report PETITIONS None Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 5 OLD BUSINESS The image of the police department in the community was discussed. Members felt that there needed to be greater community awareness about what Lansing officers are doing. Julie Williams explained the philosophy underlying current community policing. It was acknowledged that while there has been real progress in the police department as a whole about how officers view their jobs and the community, that there are certain high risk neighborhoods which might better benefit from having actual officers assigned to them as in the past. Genice said that this was one of the recommendations which emerged from the CPR Conference. She said that she and Bob Egan had not yet had time to complete the summary of recommendations, but would try to complete this as soon as possible. Paul Novak recommended that a resolution be drafted at the February meeting to implement the youth skit about what to do during a traffic stop performed at the Community and Police Relations (CPR) Conference in driver education programs in area high schools. NEW BUSINESS At last month's meeting of the Board, members agreed to be prepared to discuss two key human relations or community services issues which they felt should be a major focus for the Board in year 2000. Bob Egan distributed proposed changes to the Board bylaws, which he said he thought would better serve the department. He said he hoped that members would review the changes in the interim and discuss their suggestions at the February meeting of the Board. In addition, he said that looking to the future, he hoped the Board would consider a comprehensive civil rights ordinance for the citizens of Lansing. MOTION: Board Member Bob Egan moved and Board Member Roger Pohl supported the motion to review the revised Rules of Procedure at the February meeting of the Board. Paul Novak amended the motion to include a request that the City Attorney's office review the revised Rules of Procedure prior to the next meeting. The motion passed unanimously. Roger Pohl suggested that the election of a new chairperson should be added to the Board agenda for the next meeting. Discussion followed. It was decided that the Board needed to wait to receive the formal letter of resignation from Melvin Jones prior to scheduling the election. ADJOURNMENT MOTION: Board Member Roger Pohl moved and Board Member Julius Smith approved the motion to adjourn the meeting at 9:15 p.m. Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 6 Respectfully submitted, )Joette"Downer' CITY OF LANSING HUMAN RELATIONS & COMMUNITY SERVICES DEPARTMENT HUMAN RELATIONS & COMMUNITY SERVICES ADVISORY BOARD DATE OF MEETING: THURSDAY, FEBRUARY 3, 2000 TIME OF MEETING: 7 : 00 P.M. PLACE OF MEETING: 124 W. MICHIGAN AVENUE 9th FLOOR, CITY HALL CITY CLERK CONFERENCE ROOM 71 AGENDA I . CALL TO ORDER II . ATTENDANCE �. q0 III . APPROVAL OF MINUTES A. January 6, 1999 ` IV. THE PUBLIC MAY ADDRESS THE BOAR1 V. CHAIRPERSON' S REPORT VI . DIRECTOR' S REPORT h -'VII . COMMISSION INVESTIGATOR' S REF - VIII . COMMUNICATIONS IX. REPORTS A. Program Committee B. Budget Committee C. Policy Committee D. Complaint Committee X. PETITIONS XI . OLD BUSINESS XII . NEW BUSINESS XIII . ADJOURNMENT City Hall is Barrier Free. For special accommodations, please contact the Human Relations & Community Services Department at 483-4477, 483-4479 TDD, 24 hours prior to the meeting date. PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD The regularly scheduled January meeting of the Human Relations and Community Services Advisory Board was called to order on Thursday, January 6, 2000, at 7:05 p.m. in the 9th Floor Conference Room of City Hall, CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Rev. Roger Pohl, Paul Novak, and Julius Smith Absent: Rev. Melvin Jones (excused) f-- vi - Staff: Dr. Genice Rhodes-Reed, Director CD �. Police Liaison: Captain Julie Williams , Board of Police Commissioners Liaison: None " - APPROVAL OF MINUTES MOTION: Board Member Paul Novak moved and Board Member Roger Pohl approved the motion to approve the Minutes of the December 2 regular meeting of the Board and December 13 Special Meeting as submitted. Genice announced that Chairperson Melvin Jones had phoned her about 20 minutes prior to the start of the meeting to indicate that he would be unable to attend. She said he also indicated that he would be resigning from the Board and asked her to communicate this information to members. Brief discussion followed. Joan Jackson Johnson acted as chair and moved to the director's report. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE CHAIRPERSON'S REPORT None DIRECTOR'S REPORT Genice gave the Board an update concerning the Day Shelter issue. The Mayor's office has been asked to finalize the resolution regarding this issue as authorized by the Board. A letter of transmittal from the Board Chair will also need to be drafted. Discussion followed. Genice said that Susan Cancro,Director of Advent House,indicated that she had been told by Michelle Engler's Chief Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 2 of Staff that the Family Independence Agency(FIA)has been asked to identify funding for day shelter throughout the state. Susan subsequently contacted Shirley Nowakowski from FIA who confirmed that she had been directed to begin to develop funding options for day shelter. These options include collaboration with the Department of Career Development (formerly the Jobs Commission) and Friends of the Court. Genice said that it would also be necessary to identify potential grants. Jim Gorman from Volunteers of America has submitted a request for funding for day shelter to the Capital Area United Way. Dennis Washington of the HRCS staff has met with Susan and Jim and representatives of the Human Services Advisory Council in order to identify additional strategies. She said she would keep the Board apprised of progress. Genice stated that she was recently notified by HUD that the HRCS Department in collaboration with homeless service providers had been awarded $1.1 million for two projects: Volunteers of America Permanent Housing Project and American Red Cross Coordinated Extended Services Program. She pointed out that the human services funding provided to homeless shelters is only one source of funds which the department is instrumental in providing to these agencies. Dennis Washington, Melanie Winnicker and Chuck Steinberg have played a key role in helping homeless agencies to secure funds. Issue of citizen complaints_ Genice distributed a summary of complaints filed with HRCS from July 1, 1999 through December 31, 1999. The summary included the types of complaints filed, action taken, current status and disposition and the staff person responsible. There appears to be questions about the responsibility of the Board relative to complaints. The by-laws require the Board to investigate complaints. That doesn't seem to be an appropriate role for the Board given the time required to complete investigations and the advisory responsibility of the Board. It was proposed that the Board act as an appeal body. She pointed out that there would, however, be certain complaints which would legitimately not be appealable to the Board. Citizens dissatisfied with the resolution of complaints against police, for example, are appealable to the Board of Police Commissioners. She also pointed out that Department of Civil Rights Complaints would also not be appealable to the HRCS Board. Genice suggested that Kip Gomoll, the department liaison to the Policy Committee, should be invited to the next meeting of the Board to address this issue. Genice said that clarification was also needed about what was considered as a complaint. Discussion followed. New Board members. Genice stated that Monica Martinez will very likely be selected to fill one of the Board vacancies. She said there were a number of individuals who might fill the other seat. She said that she expected that the names of two individuals would be presented to the City Council for approval prior to the February Board meeting. Genice stated the next meeting of the Police and Community Relations (PCR) Advisory Committee is scheduled for Tuesday, January 11, at 7:00 p.m. at the Lett Center. This is an important meeting to address the issue of whether or not that committee should continue to exist. Members of the HRCS Advisory Board and the Board of Police Commissioners are expected to attend because of the potential implications that elimination of the PCR Committee would have for both Boards. Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 , Page 3 Genice indicated that on Friday,January 14,the City will be sponsoring its 19th annual Martin Luther King Jr. Commemorative Celebration in City Council chambers with a reception following in the City Council conference room. The speaker this year will be the Rev.Wendall Anthony, who is pastor of Fellowship Chapel of Detroit. He also is the past president of the Detroit NAACP. The theme is Living the Dream in the New Millennium. The program will start at noon and last for one hour with the reception immediately following. The next HRCS Director's Round Table Luncheon will be January 19th from 11:00 to 1:00 p.m. at the Capital Area Community Services located at 1301 Rensen. HRCS measures to improve agency accountability will be discussed at that meeting. Genice stated she has spoken with the representatives of the various agencies individually. There have only been two agencies that have expressed concerns about accountability measures. She said that the luncheon meeting would be shortened by 1/2 hour to better use the time. She will be willing to extend the time and remain past the meeting time to answer any questions or discuss any individual concerns raised, if necessary. Genice advised the Board that contract compliance for all of the agencies that have received funding for fiscal year 2000 will be reviewed later this month. Their compliance for the previous year will also be reviewed. They will be informed regarding what the recommendations are at that point and that will give them six months to be in compliance. The staff has developed computer programs to help agencies provide accurate information and they are encourage to call if they have questions. Genice stated that a group of diverse community representatives has been meeting to address the needs of youth who reside in the southwest quadrant of Lansing. In addition to HRCS, this group has included representatives from the Mayor's office, the Parks and Recreation Department, the Lansing Police Department (LPD), Lansing Housing Commission, Lansing School District, as well as representatives of key community agencies/organizations and youth. At the meeting in December, the group identified and prioritized youth needs and recommendations for addressing these needs. Genice extended a welcome to Captain Julie Williams, LPD Human Resource Director for Administrative Services. She said that she looked forward to working with Julie to address issues related to community and police relations. She and Julie are scheduled to meet the week after next to discuss their respective departments and recommendations for improved communication. Genice said that the department is currently in the process of clarifying internal procedures to ensure improved compliance with payment of the prevailing wage. These procedures will facilitate improved communication between City departments. She said that staff had also been able to identify ordinance language which supports strict enforcement. She said that these efforts were in response to recent notification that a company with a questionable record had received another contract. Genice indicated that she had added Bernard Brantley's report to the Board agenda based on Roger Pohl's recommendation. She said that Bernard would be asked to routinely attend meetings of the Board in the future. Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 , Page 4 COMMISSION INVESTIGATOR'S REPORT None COMMUNICATIONS None SUBCOMMITTEE REPORTS A. Program Committee No report B. Budget Committee No report Genice stated she will be meeting with Bob Swanson, Finance Director, next week to discuss the HRCS Department FY 2001 budget. She will request that funding be allotted for a deputy position. She added that her discussion earlier that day concerning enforcement of the payment of the prevailing wage suggested that the department also needs at least one additional Equal Opportunity Specialist to facilitate more systematic monitoring of City construction projects. C. Policy Committee Roger Pohl, Chair of the Policy Committee, distributed a revised copy of the HRCS Department Evaluation. He asked that suggestions for revision be provided to him as soon as possible so that the document could be finalized. Discussion followed. Genice asked for additional time to submit her comments. D. Complaint Committee No report PETITIONS None Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 5 OLD BUSINESS The image of the police department in the community was discussed. Members felt that there needed to be greater community awareness about what Lansing officers are doing. Julie Williams explained the philosophy underlying current community policing. It was acknowledged that while there has been real progress in the police department as a whole about how officers view their jobs and the community, that there are certain high risk neighborhoods which might better benefit from having actual officers assigned to them as in the past. Genice said that this was one of the recommendations which emerged from the CPR Conference. She said that she and Bob Egan had not yet had time to complete the summary of recommendations, but would try to complete this as soon as possible. Paul Novak recommended that a resolution be drafted at the February meeting to implement the youth skit about what to do during a traffic stop performed at the Community and Police Relations (CPR) Conference in driver education programs in area high schools. NEW BUSINESS At last month's meeting of the Board, members agreed to be prepared to discuss two key human relations or community services issues which they felt should be a major focus for the Board in year 2000. Bob Egan distributed proposed changes to the Board bylaws, which he said he thought would better serve the department. He said he hoped that members would review the changes in the interim and discuss their suggestions at the February meeting of the Board. In addition, he said that looking to the future, he hoped the Board would consider a comprehensive civil rights ordinance for the citizens of Lansing. MOTION: Board Member Bob Egan moved and Board Member Roger Pohl supported the motion to review the revised Rules of Procedure at the February meeting of the Board. Paul Novak amended the motion to include a request that the City Attorney's office review the revised Rules of Procedure prior to the next meeting. The motion passed unanimously. Roger Pohl suggested that the election of a new chairperson should be added to the Board agenda for the next meeting. Discussion followed. It was decided that the Board needed to wait to receive the formal letter of resignation from Melvin Jones prior to scheduling the election. ADJOURNMENT MOTION: Board Member Roger Pohl moved and Board Member Julius Smith approved the motion to adjourn the meeting at 9:15 p.m. Proceedings of the Human Relations and Community Services Advisory Board January 6, 2000 Page 6 Respectfully submitted, )Joette Downer