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HomeMy WebLinkAboutHuman Relations and Community Services 1998 Minutes FINAL PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled December meeting of the Human Relations and Community Services Advisory Board was called to order by Vice- Chairperson Dr. Joan Jackson-Johnson at 7 : 06 p.m. on Thursday, December 3, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl, Santiago Rios and Julius Smith Absent : Staff: Dr. Genice Rhodes-Reed, Director and Carol Walton, Administrative Secretary Police Liaison: Captain Chris Magnus Guest: Mayor David Hollister APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of November 5, 1998 be approved, supported by Board Member Santiago Rios. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE Mayor Hollister informed the board that he met with Genice and the Human Relations and Community Services Department staff where he asked Genice to take this department to another level and be more proactive and visible. He stated that he offered to both her and staff that he would take into consideration any initiatives that they might want to propose for the State of the City Address . He also extended this offer to the Board. Mayor Hollister stated that he has asked Genice to attend meetings with local labor to focus on contract compliance and payment of the prevailing wage . Proceeding of the Human Relations and Community Services Board December 3, 1998 Page 3 DIRECTOR' S REPORT Genice stated that initial efforts have been directed toward identifying core department functions and how they might be done better. To that end, a two day staff retreat was held on Friday, December 4 and December 8 . Genice stated that it was necessary to look in depth at the department' s vision, mission, operational issues, staff roles and responsibilities, staff interaction with city hall, the community, and the board. She noted that the Mayor had invited the department to submit recommendations for the State of the City Address and that she intended to do this . Genice stated that staff were asked to review relevant City Charter, Ordinance and Executive Order language . Staff was asked to review the Planning for Quality Report, a report from the Human Relations Transition Committee, (which recommended that the two departments not be merged) , the Needs Assessment, and the Rules of Procedure for the Human Relations and Community Services Advisory Board. Genice stated that because board members would attend the full retreat, staff had proposed that they meet with the board at the February 4 meeting. Robert Egan inquired about staff members not attending monthly board meetings since the two department' s merged. He stated that the level of communication should be re-established. Genice informed the board that effort would be made to complete an evaluation by the end of 1998 . She said that this report would attempt to assess where things are currently in order to move forward. She acknowledges that this was an ambitious task given the shore time frame, but said it was necessary to provide a substantive basis for moving forward. This document would also serve as the basis for the State of the City, and provide the board with a summary so that they have a substantive basis for making recommendations . Genice stated that the staff work performance will be evaluated in six months . She stated that her immediate focus has been understanding the administrative aspects of the position. She has met with the Mid-Michigan Unity Coalition and will attend future meetings along with the Chief Investigator. In addition to meeting with department heads and the Mayor' s administrative staff, she has also attended meetings of the Youth Violence Prevention Coalition and has been involved with the Wexford community school . Proceeding of the Human Relations and Community Services Board December 3, 1998 Page 5 D. Complaint Committee No report E . Ad hoc Committee (photos Mr. Letts and Mrs . Warr) No report PETITIONS None OLD BUSINESS Genice stated that clarification is needed about whether the Fair Housing Testing versus an Audit should be conducted. She stated that by the beginning of 1999 a decision will be made about how to proceed on this issue. She stated that she would have Guillermo attend the January 7, 1999 board meeting to further discuss this issue. NEW BUSINESS None ADJOURNMENT MOTION Board Member Joan Jackson-Johnson moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous . The meeting adjourned at 8 : 21 p.m. Respectfully submitted, aP//,' ��� L. Walton, Administrative Secretary A PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled November meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 12 p.m. on Thursday, November 5, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent : Robert Egan (excused) and Santiago Rios (excused) Staff: Dr. Genice Rhodes-Reed, Director and Carol Walton, Administrative Secretary Police Liaison: Captain Chris Magnus APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Julius Smith moved that the minutes of October 1 , ' 1998 be approved, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous : w 7.3 THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE c, r c-71 None n T! CHAIRPERSON' S REPORT m o Welcomed Chris Magnus, the newly appointed board liaison from the Police Department. No report DIRECTOR' S REPORT Genice Rhodes-Reed, newly appointed director, informed the board that the Mayor was invited but unable to attend the" meeting. She stated that he will try to attend the December 3rd meeting. Proceedings of the Human Relations and Community Services Board November 5, 1998 Page 3 Rev. Jones inquired about his investigative skills . Genice replied that he had worked in Internal Affairs investigating non fatal police action, both criminal and departmental . Helen Perry-Buse added that he had homicide investigative experience, as well, and is currently working at the Jackson City Police department as their records management analyst and coordinator. Genice informed the board that she would like to invite the Chief Investigator to a board meeting in the near future in an effort to facilitate a more proactive approach to police and community relations by the Board. Roger Pohl stated that whatever the Chief Investigator' s background, the position needs to work and needs to be tested and prove itself. He stated that there continues to be issues and questions in the community about trust and relationships between the community and the police. He stated that because the position is housed in the Human Relations and Community Services Department, it has implications for the board even though it does not report to the Director or the board. He inquired about how the work of the Chief Investigator would be reported to the community. He pointed out that confidentiality issues exist on both sides and yet, if trust is to be built on both sides, the community needs to feel that this is a fair process, that there is a way of reporting and sharing information. Julius Smith replied stating that recent changes offer an opportunity for the board to become more proactive in the community. He stated that due to this position the board is going to have responsibilities when "sitting at the table . " He stated that the board will have to be a sounding board. Rev. Jones replied to Roger' s question stating that the Board of Police Commissioners will have the responsibility of being a sounding board for the public. He stated that on the other hand there are issues that relate to Human Relations that are going to put the board in the forefront on certain issues . Rev. Jones stated that this would necessitate that the board work with the commission and cause the board to be much more involved. Rev. Jones expresses concerns about the morale -of the Human Relations and Community Services Department staff. Genice stated that the staff feel that the department is viewed as the stepchild of city departments, that there is not a lot of interest in or support for what they do, and that there is limited Proceedings of the Human Relations and Community Services Board November 5 , 1998 Page 5 Genice stated that she pointed out to Chief of Staff, Joe Graves, and Board of Police Commissioners member, Pete Canady, that the office location of the Chief Investigator is not ideal . Those waiting to meet with him would need to sit in the corner or in the hallway. Issues about confidentiality were also raised. Joan Jackson-Johnson stated that she was appalled with the space . She stated that no planning or consideration went into the decision and staff appear to have been thrown into their current space . She stated that the wrong message is being sent to community residents who come to our office seeking services . Genice stated that there is not a lot that can be done with the current floor in terms of space, so she has recommended that consideration be given to locating the Chief Investigator in a city owned house. Genice stated that the offices are structured in a way that is not user friendly. She stated that how the department looks says a lot about how we feel about those we are serving. Roger Pohl stated that if the staff feel like they are a stepchild and they are feeling demoralized then the Mayor should also be invited to participate in a portion of the staff retreat. He stated that a conversation should take place between the Mayor and the staff about the role of the department as it relates to governance. Genice informed the board that she had not considered involving the Mayor in the retreat but she did invite the Mayor to attend that next staff meeting. The Mayor has agreed to meet with the staff at their next staff meeting. Rev. Jones inquired about Genice' s concern from the public' s view. He stated that as long as he is Chairperson he would very happily work with the Director to insure that those issues are heard in the community. Rev. Jones welcomed Genice Rhodes-Reed to her newly appointed position. COMMUNICATIONS Memo forwarded from City Council from Don Ballentine of Catholic Social Services/St . Vincent Home, Inc . Minutes of the Mayor' s Police Community Relations Advisory Committee . Proceedings of the Human Relations and Community Services Board November 5, 1998 Page 7 Rev. Jones stated that staff members need to be identified and assigned to work with the committees . He recommended that initially committees would be scheduled at least once a month and each committee would also report to the board monthly. He said that he would feel comfortable leaving the schedule up to the committee chairpersons after communicating with staff and making a report to the board at the December meeting. Rev. Jones clarified that the board should not be overly 'involved in the administration of the department, but be sufficiently involved to advise at critical points . In the past key decisions were made prior to informing the board. E . Ad-hoc Committee (photos of Mr. Letts and Mrs . Warr) No report Roger suggested that Robert Egan serve as chairperson of this committee because of his good ideas of working from photos and getting sketches, etc. Rev. Jones tabled this issue until Robert Egan returns . PETITIONS None OLD BUSINESS Fair Housing Testing - Genice stated that the Mayor is concerned about this issue . She stated that Guillermo Lopez presented her with a contract to initiate a housing audit . She expressed concern about the sampling procedure, survey design, and costs for an audit . These are not sufficiently clear in the proposal . She also questioned whether an audit versus actual testing was more appropriate . Efforts will be made to address these questions as soon as possible . NEW BUSINESS Roger Pohl pointed out that the city has two sister cities in Mexico and questioned whether the city should be more involved in organizing a relief effort to help in Central America. Proceedings of the Human Relations and Community Services Board November 5 , 1998 Page 9 AD JOURNMEN T MOTION Board Member Joan Jackson-Johnson moved that the meeting be adjourned, supported by Board Member Julius Smith . Motion carried unanimous . The meeting adjourned at 8 : 31 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary PROCEEDINGS OF THE CITY OF LANSING _- ri;. HUMAN RELATIONS AND COMMUNITY SERVICES BOARD Z , CaY CLERK The regularly scheduled October meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 15 p .m. on Thursday, October 1, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Dr . Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent : Robert Egan (excused) , Dr. Genice Rhodes-Reed (excused) and Santiago Rios (excused) Staff: Carol Walton Police Liaison: Deputy Chief Helen Perry Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of September 3, 1998 be approved, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT No Report DIRECTORS REPORT No Report COMMUNICATIONS Youth Development Corporation Newsletter Proceedings of the Human Relations and Community Services Board October 1, 1998 Page 3 ADJOURNMENT MOTION Board Member Roger Pohl moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous. The meeting adjourned at 7 :23 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled October meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 15 p .m. on Thursday, October 1, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent : Robert Egan (excused) , Dr. Genice Rhodes-Reed (excused) and Santiago Rios (excused) Staff: Carol Walton Police Liaison: Deputy Chief Helen Perry Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of September 3, 1998 be approved, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT No Report DIRECTORS REPORT No Report COMMUNICATIONS Youth Development Corporation Newsletter Proceedings of the Human Relations and Community Services Board October 1, 1998 Page 3 ADJOURNMENT MOTION Board Member Roger Pohl moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous. The meeting adjourned at 7 :23 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary PROCEEDINGS OF THE CITY OF LANSING C �r 0 0 HUMAN RELATIONS AND COMMUNITY SERVICES BOARD �� J LIdNSIING CITY CLERX The regularly scheduled September meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 20 p.m. on Thursday, September 3, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Santiago Rios Absent : Julius Smith (excused) and Dr. Genice Rhodes-Reed (unexcused) Staff: Theophilis Harvey, Interim Director and Carol Walton Police Liaison: Captain Helen Perry-Buse (absent) APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Robert Egan moved that the minutes of June 4, 1998 be approved, supported by Board Member Dr. Joan Jackson-Johnson. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT Rev. Jones reported that he was part of the interview committee for the Director' s position. He stated that the process had gone forward and individual' s have been interviewed and a name or names have been sent to the Mayor and he will probably make a decision sometime soon. Proceedings of the Human Relations and Community Services Board September 4 , 1998 Page 3 COMMUNICATIONS 1 . Thank you card from Anne Smiley 2 . Youth Development Corporation Newsletter 3 . Memo: outlining departmental projects 4 . FY 1999 grants panel meetings review schedule REPORTS SUBCOMMITTEE REPORTS : A. Public Relations Committee 1 . Award Dinner Committee No report Robert Egan asked that the record show the Board' s appreciation in recognition of the hard work that Genice and staff did in making the dinner both enjoyable and successful . 2 . Community & Police Relations Conference Committee Rev. Jones reported that the conference went well and the attendance was good but down from the previous year. He stated that the conference in and of itself was good and contained some modest dialogue . Theophilis Harvey stated that he is working on the conference evaluations . B. Bylaws Committee Rev. Jones brought to the attention of the Board some suggestions from Kip Gomoll regarding the committee structure for the bylaws . He stated that the language was pretty comprehensive and accomplished some of the things he had been talking about . Rev. Jones asked that board members review the document . Robert Egan asked if Rev. Jones was suggesting that this language be incorporated into the bylaws that the committee members worked on. Rev. Jones replied yes, it might even replace it . t Proceedings of the Human Relations and Community Services Board September 4, 1998 Page 5 Re``pectfully submitted, arol L. Walton, Administrative Secretary i PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled June meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 28 p.m. on Thursday, June 4, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Rev. Melvin Jones, Rev. Roger Pohl and Dr. Genice Rhodes- Reed, Santiago Rios, Julius Smith Absent : Robert Egan (excused) , Dr. Joan Jackson-Johnson and Wava Culver (excused) Staff: Charles Steinberg, R.L. Hester, Jr. and Carol Walton Police Liaison: Captain Helen Perry-Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of May 7, 1998 be approved, supported by Board Member Genice Rhodes-Reed. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT Melvin Jones stated that he met with Mayor Hollister on May 12 to discuss Arthur Walker' s retirement . He stated that the Mayor informed him that Mr. Walker had specifically asked that anyone notified of his retirement would be notified by Mr. Walker and thus the Mayor did not inform the board of Mr. Walker' s intent to retire . Melvin Jones distributed copies of the letter that he sent to the Mayor in regards to the role of the Board as appointed community representatives . The letter informed the Mayor of the Board' s willingness to work with him but, they need to know how. Proceedings of the Human Relations and Community Services Board June 4, 1998 Page 3 Charles reported that together with Sparrow Health Systems, Ingham County and the City of Lansing and effort is being made to provide a health plan for 14, 500 indigent and working poor people/families who are currently locked into the State of Michigan Health Plan or Medicaid. He stated that this coverage would be broadened and provisions would be made to set up a non-profit HMO type of resource. This should be replicated nationwide. COMMUNICATIONS None REPORTS SUBCOMMITTEE REPORTS: A. Public Relations Committee 1 . Award Dinner Committee Genice requested that the Board members try to sell more tickets for the Human Relations Dinner. Discussion took place in regards to getting a plaque for Arthur Walker and recognizing him at the Human Relations Dinner. Melvin Jones stated that when the Board has these types of events they should use it as an opportunity to report to the community and not in an extensive way but, the Board should be able to note their goals and achievements . 2 . Community & Police Relations Conference Committee Carol Walton reported that the committee met on Monday, May 18, 1998 to firm up the names for facilitators and panelists . B. Bylaws Committee Melvin Jones distributed an updated draft of the bylaws . He stated that most of the language with the exception of how the committees will be structured in terms of complying with the PROCEEDINGS OF THE C ��' •�� CITY OF LANSING , IV� 13 r it 9: 07 HUMAN RELATIONS AND COMMUNITY SERVICES BOARD ' LANSING CITY CLERK The regularly scheduled April meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 21 p.m. on Thursday, April 2, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Rev. Melvin Jones, Rev. Roger Pohl, Julius Smith and Dr. Genice Rhodes-Reed Absent : Wava Culver (excused) , Dr. Joan Jackson-Johnson (excused) and Santiago Rios (excused) Staff: Arthur J. Walker, Director, Carol Walton and Guillermo Lopez Police Liaison: Captain Helen Perry-Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Robert Egan moved that the minutes of March 5, 1998 be approved, supported by Board Member Genice Rhodes-Reed. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT Melvin Jones informed that Board the he marched with the Ameritech employees and has a prayer vindication for their last rally. He stated that he spoke with the Mayor in regards to the situation and was informed that he had addressed Ameritech but did not get any coveted information regarding the rationale for their decision to close the Lansing Ameritech Service Center. Arthur Walker informed the Board that Ameritech temporarily halted their decision to close the Ameritech Services Center pending further review. Proceedings of the Human Relations and Community Services Board April 2, 1998 Page 2 DIRECTORS REPORT Arthur Walker informed that Board the he attended the April 2, 1998 Budget Hearing. He stated that both our budget and the Chief Investigator position were approved. Art stated that the Network Center/Youth Coordinator position was not approved and will be dealt with in the budget wrap-up session. Arthur Walker stated that he indicated to the Council that human service contracts were being reviewed for possible modifications or adjustments before final decisions are made. Guillermo Lopez discussed the 1998 Fair Housing Month Program and briefly went over the agenda. He stated that representatives from Michigan State Housing Development Authority (MSHDA) , Michigan Department of Civil Rights (MDCR) , Housing Resource Center, Old Kent Bank, Realtors Association and the Planning and Neighborhood Development Department/Development Division are working as a committee to coordinate this year' s program. Guillermo stated that HUD requested an analysis of impediment to fair housing of all their grantees . He stated that one way the committee is thinking of accomplishing this goal is to make testing available for specific instances, the cost would be around $600 . 00 per test . Art stated that the department has not received a significant number of housing complaints . He stated that a complaint should be filed with the department and the department could address those issues through the legal channels available . MOTION Roger Pohl moved that the Human Relations and Community Services Board ask the Director of the Human Relations and Community Services Department to explore and report back to the Board about how the Board might as a department do some testing in the year ahead in regards to fair housing, supported by Julius Smith. Motion was substituted. SUBSTITUTE MOTION: Robert Egan moved that the Human Relations and Community Services Department take the initial steps to implement a testing program in the City of Lansing even if it is only one per year. Motion carried unanimous . Proceedings of the Human Relations and Community Services Board April 2, 1998 Page 3 Art reported that the Community and Police Relations committee is to the point where they are ready to move in a definitive direction. He stated that he is pleased with everyone' s participation at the table. Roger Pohl suggested that the Community and Police Relations Committee selected a date and place this year for the conference in 1999 . Art stated that he should bring this suggestion to the attention of the committee. Female/Minority Employment by Department monthly report was distributed, Art briefly discussed the report with the board. Discussion took place regarding the City of Lansing' s Affirmative Action plan and it' s validity, and those who oppose it and would like to see it eliminated. COMMUNICATIONS 1998 Fair Housing Month Program and brochure REPORTS SUBCOMMITTEE REPORTS: A. Committee to formalize recognition of the former members of the Human Relations and Human Resources Advisory Boards . Genice Rhodes-Reed reported that the date for dinner has been scheduled for Thursday, June 11, 1998 . The dinner will be held at the South Side Precinct in the gymnasium. Tickets will be $15 . 00 and will be catered by Tarpoff' s Catering. The theme is Celebrate Community-Celebrate Diversity-Celebrate Service in 1998 . Recommendations for speakers were Dr. Richard Thoms, Bishop Gumbleton, Conrad Mallet, Robert Johnson, Stuart Dunnings, Jr. , Robert Green or Dennis Archer. Genice stated that the committee will work towards a speaker and entertainment and completion of the program. B. Committee to rewrite the bylaws of the Human Relations and Community Services Advisory Board. No report Proceedings of the Human Relations and Community Services Board April 2, 1998 Page 4 PETITIONS None OLD BUSINESS None NEW BUSINESS None ADJOURNMENT MOTION Board Member Genice Rhodes-Reed moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous . The meeting adjourned at 8 : 22 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled November meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 13 p.m. on Thursday, February 5, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Dr. Genice Rhodes-Reed Absent : Staff: Arthur J. Walker, Director and Carol Walton y3 Cn 'ZI, :. Police Liaison: Absent :; ,7; L2 4 APPROVAL OF MINUTES rn Minutes were approved after a quorum was obtained. z N 03 MOTION Board Member Robert Egan moved that the minutes of December 4, 1997 be approved, supported by Board Member Genice Rhodes-Reed. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE NONE CHAIRPERSONS REPORT Discussion took place in regards to the Police Chief Selection Process . Melvin Jones discussed the 1998 end of the year departmental evaluation. A committee was developed the members include Melvin Jones, Roger Pohl and Joan Jackson-Johnson. Proceedings of the Human Relations and Community Services Board February 5, 1998 Page 3 REPORTS SUBCOMMITTEE REPORTS: A. Committee to formalize recognition of the former members of the Human Relations and Human Resources Advisory Boards . No report B. Committee to rewrite the bylaws of the Human Relations and Community Services Advisory Board. No report PETITIONS NONE OLD BUSINESS NONE NEW BUSINESS NONE ADJOURNMENT MOTION Board Member Roger Pohl moved that the meeting be adjourned, supported by Board Member Joan Jackson- Johnson. Motion carried unanimous . The meeting adjourned at 8 : 09 p.m. Res ectfully submitted, a � W���n� A ministrative Secretary PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled December meeting of the Human Relations and Community Services Advisory Board was called to order by Vice- Chairperson Dr. Joan Jackson-Johnson at 7 : 06 p.m. on Thursday, December 3, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl, Santiago Rios and Julius Smith Absent: Staff: Dr. Genice Rhodes-Reed, Director and Carol Walton, Administrative Secretary Police Liaison: Captain Chris Magnus Guest: Mayor David Hollister APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of November 5, 1998 be approved, supported by Board Member Santiago Rios . Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE Mayor Hollister informed the board that he met with Genice and the Human Relations and Community Services Department staff where he asked Genice to take this department to another level and be more proactive and visible. He stated that he offered to both her and staff that he would take into consideration any initiatives that they might want to propose for the State of the City Address . He also extended this offer to the Board. Mayor Hollister stated that he has asked Genice to attend meetings with local labor to focus on contract compliance and payment of the prevailing wage . " Proceeding of the Human Relations and Community Services Board December 3, 1998 Page 2 Mayor Hollister stated that diversity training is being proposed through Personnel for the entire city and the board could have a role in evaluating the training and meeting with other departments . Robert Egan stated that he would like to see the Human Relations and Community Services department play a more active role in supporting a comprehensive Civil Right Ordinance for the City of Lansing. Rev. Jones stated he felt the Board, and in particular the Chairperson of the Board, could interface with Genice in terms of being out in the community and making public stances . Rev. Jones stated that the board represents certain areas of the public and could do more to interface with the public if it was clearly understood that this would be part of the protocol . Mayor Hollister replied stating that the board should be visible, proactive and support the Director. He said, this might mean that one or two persons would serve as spokespersons on occasion, find money for grants to support community services or undertake other tasks . He reiterated his request for the board to seek creative solutions and innovative ideas to current and anticipated challenges . CHAIRPERSON' S REPORT Rev. Jones requested that Carol Walton read a letter from Sharon Bommarito, Personnel Director, regarding Ethics Training for City of Lansing Board and Commission Chairs, and their members . He asked Carol to contact Personnel to see if they would conduct a training session at the Thursday, February 4 board meeting, at 7 : 00 p.m. Rev. Jones informed the board that he had spoken with a person who approached him about an issue which he thought should perhaps address the board. He stated that this person owned Pryor Studios is a photography business . Rev. Jones informed the board that he would ask Mr. Pryor to address the board for public comment at the January meeting. The issue is that he has been denied a contract by the Lansing School District to take school pictures of students. Board members inquired about why this would be a city administration issue and not a school board issue . They recommended that Mr. Pryor first seek redress with the Lansing School Board. Member did, however, acknowledge a willingness to hear his concerns if other avenues seemed closed. Proceeding of the Human Relations and Community Services Board December 3, 1998 Page 3 DIRECTOR' S REPORT Genice stated that initial efforts have been directed toward identifying core department functions and how they might be done better. To that end, a two day staff retreat was held on Friday, December 4 and December 8 . Genice stated that it was necessary to look in depth at the department' s vision, mission, operational issues, staff roles and responsibilities, staff interaction with city hall, the community, and the board. She noted that the Mayor had invited the department to submit recommendations for the State of the City Address and that she intended to do this . Genice stated that staff were asked to review relevant City Charter, Ordinance and Executive Order language. Staff was asked to review the Planning for Quality Report, a report from the Human Relations Transition Committee, (which recommended that the two departments not be merged) , the Needs Assessment, and the Rules of Procedure for the Human Relations and Community Services Advisory Board. Genice stated that because board members would attend the full retreat, staff had proposed that they meet with the board at the February 4 meeting. Robert Egan inquired about staff members not attending monthly board meetings since the two department' s merged. He stated that the level of communication should be re-established. Genice informed the board that effort would be made to complete an evaluation by the end of 1998 . She said that this report would attempt to assess where things are currently in order to move forward. She acknowledges that this was an ambitious task given the shore time frame, but said it was necessary to provide a substantive basis for moving forward. This document would also serve as the basis for the State of the City, and provide the board with a summary so that they have a substantive basis for making recommendations . Genice stated that the staff work performance will be evaluated in six months . She stated that her immediate focus has been understanding the administrative aspects of the position. She has met with the Mid-Michigan Unity Coalition and will attend future meetings along with the Chief Investigator. In addition to meeting with department heads and the Mayor' s administrative staff, she has also attended meetings of the Youth Violence Prevention Coalition and has been involved with the Wexford community school . Proceeding of the Human Relations and Community Services Board December 3, 1998 Page 4 As she previously indicated, Bernard Brantley assumed his position on Monday, November, 30 and the Administration has asked the department to help him get oriented. Genice informed the Board that Mr . Brantley had been invited to attend the January 7, 1999 board meeting. Genice pointed out that Bob Egan had previously recommended that the Board of Police Commissioners, Police Community Relations Advisory Committee, and the Human Relations and Community Services Advisory Board. It was suggested that these three boards/committees coordinate their meetings at least once or twice a year around a specific initiative. Julius Smith stated that he would try and be more proactive and attend the monthly Police Community Relations Advisory Committee. Genice informed the board that a conference addressing race in the 21st Century America will be held April 7-10, 1998 at Michigan State University. She invited members of the board to attend this event and to register as soon as possible to reserve space . This conference is expected to attract participants from around the country. COMMUNICATIONS 1 . Invitation to Department Open House on Friday, December 11 . 2 . 12th Annual NCORE conference brochure . REPORTS SUBCOWITTEE REPORTS: A. Program Committee No report a. Budget Committee A No report C. Policy Committee No report Proceeding of the Human Relations and Community Services Board December 3, 1998 Page 5 D. Complaint Committee No report E . Ad hoc Committee (photos Mr. Letts and Mrs . Warr) No report PETITIONS None OLD BUSINESS Genice stated that clarification is needed about whether the Fair Housing Testing versus an Audit should be conducted. She stated that by the beginning of 1999 a decision will be made about how to proceed on this issue. She stated that she would have Guillermo attend the January 7, 1999 board meeting to further discuss this issue. NEW BUSINESS None ADJOURNMENT MOTION Board Member Joan Jackson-Johnson moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous . The meeting adjourned at 8 : 21 p.m. Respectfully submitted, aarofdLW/aJlto' /n", Administrative Secretary A PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled November meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 12 p.m. on Thursday, November 5, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent: Robert Egan (excused) and Santiago Rios (excused) Staff: Dr. Genice Rhodes-Reed, Director and Carol Walton, Administrative Secretary Police Liaison: Captain Chris Magnus APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Julius Smith moved that the minutes of October 1, ' 1998 be approved, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous :-- - THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE c; None r iv CHAIRPERSON' S REPORT � TM_ o Welcomed Chris Magnus, the newly appointed board liaison from the Police Department. No report DIRECTOR' S REPORT Genice Rhodes-Reed, newly appointed director, informed the board that the Mayor was invited but unable to attend the meeting. She stated that he will try to attend the December 3rd meeting. Proceedings of the Human Relations and Community Services Board November 5, 1998 Page 2 Genice informed the board that she met with the staff on Tuesday, November 3, 1998, and discussed the challenges, opportunities and suggestion for what she could do as a Director to better help them perform their roles and responsibilities . Staff recommended that a retreat be held as soon as possible . It was agreed that this retreat would initially be scheduled for a minimum of two days . Suggested dates were Friday, December 4 and Tuesday, December 8 or, alternatively, Friday, December 11 and Tuesday, December 15 . She stated that the staff asked that the board meet with them during part of the retreat . Genice discussed the possible need to shift paradigms in how staff do their work. She pointed out that Chuck Steinberg recommended that grant funding be sought to train people in the community to do conflict resolution and mediation. Genice stated that the generalist versus specialist approach to assignments needs to be evaluated. She stated that Bob Egan had expressed concern about the failure to fully integrate Human Relations and Community Services functions . Genice stated that the meeting with staff also centered on suggestions for increasing our visibility in the community. She stated that some of the things that were recommended were the development of a brochure, an updated web page, and highlights of department activities on channel 28 . Genice announced that the Chief Investigator position has been filled. This person, Bernard Brantley, will start on November 30 . She stated that Mr. Brantley will be housed in the Human Relations and Community Services Department but will report to the Board of Police Commissioners . She stated that one of the things she would like to see the board do is to be on the forefront of issues as he assumes that position. She stated that concerns have already been raised by community residents about his police background. Rev. Jones inquired about whether Mr . Brantley had a legal background. Genice replied stating that he is not an attorney but has worked in community relations, directed youth programs, participated in sports programs for adults and been a substitute teacher . Proceedings of the Human Relations and Community Services Board- November 5, 1998 Page 3 Rev. Jones inquired about his investigative skills . Genice replied that he had worked in Internal Affairs investigating non fatal police action, both criminal and departmental . Helen Perry-Buse added that he had homicide investigative experience, as well, and is currently working at the Jackson City Police department as their records management analyst and coordinator. Genice informed the board that she would like to invite the Chief Investigator to a board meeting in the near future in an effort to facilitate a more proactive approach to police and community relations by the Board. Roger Pohl stated that whatever the Chief Investigator' s background, the position needs to work and needs to be tested and prove itself. He stated that there continues to be issues and questions in the community about trust and relationships between the community and the police. He stated that because the position is housed in the Human Relations and Community Services Department, it has implications for the board even though it does not report to the Director or the board. He inquired about how the work of the Chief Investigator would be reported to the community. He pointed out that confidentiality issues exist on both sides and yet, if trust is to be built on both sides, the community needs to feel that this is a fair process, that there is a way of reporting and sharing information. Julius Smith replied stating that recent changes offer an opportunity for the board to become more proactive in the community. He stated that due to this position the board is going to have responsibilities when "sitting at the table . " He stated that the board will have to be a sounding board. Rev. Jones replied to Roger' s question stating that the Board of Police Commissioners will have the responsibility of being a sounding board for the public. He stated that on the other hand there are issues that relate to Human Relations that are going to put the board in the forefront on certain issues . Rev. Jones stated that this would necessitate that the board work with the commission and cause the board to be much more involved. Rev. Jones expresses concerns about the morale -of the Human Relations and Community Services Department staff. Genice stated that the staff feel that the department is viewed as the stepchild of city departments, that there is not a lot of interest in or support for what they do, and that there is limited Proceedings of the Human Relations and community Services Board November 5, 1998 Page 4 visibility about what they do . Staff claim to not sometime be aware of the new responsibilities which derive from new ordinances . There is concern about various administrators outside the department calling the staff and giving them assignments without regard to the current assignments for which they are responsible . Genice stated that you could see that there was a marked feeling of demoralization and concern for feeling like their work is not valued. She stated that one thing they point to is their office space. They felt squeezed into a space where seemingly little was done to make is user friendly. Rev. Jones asked if Genice needed the board' s help in addressing the concerns surrounding the staff being given assignments and being assigned to handle work that they are not being made aware of . Genice stated that there seems to be a good willingness of the Mayor and other city staff to move things and that she would check into the procedures for notifying departments about new ordinances . She stated that she did not anticipate that this would be a big issue requiring involvement at this time . Genice stated that most staff, and her, as the week went on, seemed to feel a little more comfortable with one another. She stated that part of the problem is that all the staff have been painted with the same brush. She stated that another problem is that the word does not get out about what they do . She stated that because there has been no director, staff attendance has been lax which is a part of the problem as well . She stated that there are clearly things that staff need to do to increase accountability but there are also things that the administration can do to help the unit elevate department visibility and acceptance . Genice stated that one of the issues that came up at the staff meeting was the role of the board. Because the staff is small, concerns were raised about the board playing a more active role e . g. , helping to provide indication of what the pulse of the community is, helping to facilitate the direction and to be more proactive . She stated that issues have been repeatedly raised. Lansing residents continue to point out that this issue should have been addressed more speedily and differently than, it was . She emphasized the need to try to prevent such escalations in the future . Genice stated that this is why it will be necessary to pay close attention to how the role of the Chief Investigator unfolds . Proceedings of the Human Relations and Community Services Board November 5, 1998 Page 5 Genice stated that she pointed out to Chief of Staff, Joe Graves, and Board of Police Commissioners member, Pete Canady, that the office location of the Chief Investigator is not ideal . Those waiting to meet with him would need to sit in the corner or in the hallway. Issues about confidentiality were also raised. Joan Jackson-Johnson stated that she was appalled with the space . She stated that no planning or consideration went into the decision and staff appear to have been thrown into their current space. She stated that the wrong message is being sent to community residents who come to our office seeking services . Genice stated that there is not a lot that can be done with the current floor in terms of space, so she has recommended that consideration be given to locating the Chief Investigator in a city owned house . Genice stated that the offices are structured in a way that is not user friendly. She stated that how the department looks says a lot about how we feel about those we are serving. Roger Pohl stated that if the staff feel like they are a stepchild and they are feeling demoralized then the Mayor should also be invited to participate in a portion of the staff retreat. He stated that a conversation should take place between the Mayor and the staff about the role of the department as it relates to governance. Genice informed the board that she had not considered involving the Mayor in the retreat but she did invite the Mayor to attend that next staff meeting. The Mayor has agreed to meet with the staff at their next staff meeting. Rev. Jones inquired about Genice' s concern from the public' s view. He stated that as long as he is Chairperson he would very happily work with the Director to insure that those issues are heard in the community. Rev. Jones welcomed Genice Rhodes-Reed to her newly appointed position. COMMUNICATIONS Memo forwarded from City Council from Don Ballentine of Catholic Social Services/St . Vincent Home, Inc. Minutes of the Mayor' s Police Community Relations Advisory Committee . Proceedings of the Human Relations and Community Services Board November 5, 1998 Page 6 REPORTS A. Bylaws Committee Robert Egan and Kip Gomoll recommended that the Board Chairperson appoint an ad hoc committee to effectuate the implementation of Section 273 . 06 of the Lansing Code of Ordinances . Rev. Jones recommended that Section 273 . 06 would be carried out by the board as a whole . Section 273 . 06 will be included in the bylaws under part V. Committees as the COMPLAINT COMMITTEE . This committee will consist of all the members of the board. MOTION Board member Julius Smith moved that bylaws be accepted as written with the committee structure with the provision that the board will consider how to include the Section 273 . 06 function, supported by Board member Joan Jackson-Johnson. Motion carried unanimous . Rev. Jones appointed board members to chair and serve on committees as outlined in the bylaws . B. PROGRAM COMMITTEE - Julius Smith, Chairperson, Joan Jackson-Johnson and Santiago Rios C. BUDGET COMMITTEE - Joan Jackson-Johnson, Chairperson, Julius Smith and Santiago Rios D. POLICY COMMITTEE - Rev. Roger Pohl, Chairperson, Rev. Melvin Jones and Robert Egan E . COMPLAINT COMMITTEE - All Board Members . Rev. Jones asked that the bylaws state that this committee consist of the board as a whole . Proceedings of the Human Relations and Community Services Board November 5 , 1998 Page 7 Rev. Jones stated that staff members need to be identified and assigned to work with the committees . He recommended that initially committees would be scheduled at least once a month and each committee would also report to the board monthly. He said that he would feel comfortable leaving the schedule up to the committee chairpersons after communicating with staff and making a report to the board at the December meeting. Rev. Jones clarified that the board should not be overly 'involved in the administration of the department, but be sufficiently involved to advise at critical points . In the past key decisions were made prior to informing the board. E . Ad-hoc Committee (photos of Mr. Letts and Mrs . Warr) No report Roger suggested that Robert Egan serve as chairperson of this committee because of his good ideas of working from photos and getting sketches, etc. Rev. Jones tabled this issue until Robert Egan returns . PETITIONS None OLD BUSINESS Fair Housing Testing - Genice stated that the Mayor is concerned about this issue. She stated that Guillermo Lopez presented her with a contract to initiate a housing audit . She expressed concern about the sampling procedure, survey design, and costs for an audit . These are not sufficiently clear in the proposal . She also questioned whether an audit versus actual testing was more appropriate . Efforts will be made to address these questions as soon as possible . NEW BUSINESS Roger Pohl pointed out that the city has two sister cities in Mexico and questioned whether the city should be more involved in organizing a relief effort to help in Central America. Proceedings of the Human Relations and Community Services Board November 5, 1998 Page 8 Joan Jackson-Johnson stated that we have a lot of those in the city that we need to start with first . Rev. Jones asked if there were other issues that the board needed to give attention to in the city. Joan Jackson-Johnson replied stating that some time ago one of the priorities was youth. She stated that some of the counseling initiatives that are subcontracted through Willow Plaza probably reaches down to kids as well . Joan stated that she did not know what we could do as a department . She stated that as a professional and a parent in the community it is troubling to her to lose young people . She stated that she was unsure about what role the city could play, that it should be a major concern. Rev. Jones inquired as to how we could address this issue . Joan Jackson-Johnson stated that the policy which allows agencies to receive an $8, 000 bonus for placing a child or sibs in an adoptive placement within six (6) months may lead to inappropriate placements . Joan stated that her question is, and she has asked this to a number of people, does this allow agencies to look prematurely and kind of go for "the race" . She stated that unfortunately we still have problems placing children of color finding suitably placements . She stated that the unfortunate thing is that sometimes when the state, county, court or whomever identifies families that will take children, unless they have the ability to say no, then they can sometimes be quickly put on overload. Rev. Jones stated that one way to address this issue would be for Joan to write an opinion paper for the board' s review and possible endorsements . Roger Pohl stated that he would like to have a discussion with staff at some point about the continuing evolution of "welfare reform" and what the impact has been generally and how the department and the city might be most responsive to this issue . Roger inquired as to the how the city and the department might become a more active player in terms of requesting, seeking and advocating for needed resources . Genice suggested that information bearing on this issue might be obtained from the Family Independence Agency. Proceedings of the Human Relations and Community Services Board November 5, 1998 Page 9 AD JOURNME N T MOTION Board Member Joan Jackson-Johnson moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous . The meeting adjourned at 8 : 31 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary w PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD" - Lr it�iav CiIY CLERK The regularly scheduled October meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 15 p .m. on Thursday, October 1, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Dr . Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent : Robert Egan (excused) , Dr . Genice Rhodes-Reed (excused) and Santiago Rios (excused) Staff : Carol Walton Police Liaison: Deputy Chief Helen Perry Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of September 3, 1998 be approved, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT No Report DIRECTORS REPORT No Report COMMUNICATIONS Youth Development Corporation Newsletter Proceedings of the Human Relations and Community Services Board October 1, 1998 Page 2 REPORTS SUBCOMMITTEE REPORTS : A. Public Relations Committee No Report B. Bylaws Committee Rev. Jones requested that staff (Kip Gomoll) and Robert Egan make contact and put together the by-laws document which is to include the committee structure language suggested by Mr . Gomoll and mail the finished document out before the November 5 board meeting. C. Ad-Hoc Committee (photos of Mr. Letts and Mrs . Warr) No Report PETITIONS None OLD BUSINESS Board members inquired about the status of the Human Relations and Community Services Director and Chief Investigator vacancies . Melvin Jones responded stating that he has heard nothing in regards to individuals being selected for either position. Roger Pohl asked that Theophilis Harvey check into Fair Housing Testing for the City of Lansing. NEW BUSINESS Helen Perry Buse informed the Board that she has been promoted to Deputy Chief of Police and would no longer be the liaison for the board, however, she would fill in until a liaison is selected. Proceedings of the Human Relations and Community Services Board October 1, 1998 Page 3 ADJOURNMENT MOTION Board Member Roger Pohl moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous . The meeting adjourned at 7 :23 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled October meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 15 p .m. on Thursday, October 1, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Dr . Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent : Robert Egan (excused) , Dr. Genice Rhodes-Reed (excused) and Santiago Rios (excused) Staff: Carol Walton Police Liaison: Deputy Chief Helen Perry Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of September 3, 1998 be approved, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT No Report DIRECTORS REPORT No Report COMMUNICATIONS Youth Development Corporation Newsletter Proceedings of the Human Relations and Community Services Board October 1, 1998 Page 2 REPORTS SUBCOMMITTEE REPORTS : A. Public Relations Committee No Report B. Bylaws Committee Rev. Jones requested that staff (Kip Gomoll) and Robert Egan make contact and put together the by-laws document which is to include the committee structure language suggested by Mr. Gomoll and mail the finished document out before the November 5 board meeting. C. Ad-Hoc Committee (photos of Mr. Letts and Mrs . Warr) No Report PETITIONS None OLD BUSINESS Board members inquired about the status of the Human Relations and Community Services Director and Chief Investigator vacancies . Melvin Jones responded stating that he has heard nothing in regards to individuals being selected for either position. Roger Pohl asked that Theophilis Harvey check into Fair Housing Testing for the City of Lansing. NEW BUSINESS Helen Perry Buse informed the Board that she has been promoted to Deputy Chief of Police and would no longer be the liaison for the board, however, she would fill in until a liaison is selected. Proceedings of the Human Relations and Community Services Board October 1, 1998 Page 3 ADJOURNMENT MOTION Board Member Roger Pohl moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous. The meeting adjourned at 7 :23 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary .. � w, Y - I -.. C �� �; � ,, _ ,_ ,.�- .. � ,: �! PROCEEDINGS OF THE CITY OF LANSING OCT -7 h' �'r.�1 C: 1 HUMAN RELATIONS AND COMMUNITY SERVICES BOARD L/iNSING CITY CLERK The regularly scheduled September meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 20 p.m. on Thursday, September 3, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Santiago Rios Absent : Julius Smith (excused) and Dr. Genice Rhodes-Reed (unexcused) Staff: Theophilis Harvey, Interim Director and Carol Walton Police Liaison: Captain Helen Perry-Buse (absent) APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Robert Egan moved that the minutes of June 40, 1998 be approved, supported by Board Member Dr. Joan Jackson-Johnson. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT Rev. Jones reported that he was part of the interview committee for the Director' s position. He stated that the process had gone forward and individual' s have been interviewed and a name or names have been sent to the Mayor and he will probably make a decision sometime soon. Proceedings of the Human Relations and Community Services Board September 4 , 1998 Page 2 DIRECTORS REPORT Theophilis Harvey reported on the letters of appreciation attesting to the work of the staff. Theophilis Harvey reported that in order for the Human Relations section to keep him abreast of what they are involved in he has asked them to provide him with reports on their activities . The reports include information on the activities that they are involved in on a daily basis throughout the month as well as yearly activities . Theophilis Harvey stated that as the data from the Anchor system becomes available he will report the findings to the Board. Rev. Jones inquired as to whether Theophilis had updated information on the hiring of the Chief Investigator . Mr. Harvey responded stating that he has not been told anything by the administration, with the exception of the fact that, they are holding interviews and are close to hiring someone . How close, he state that he has not been told. However, he has been told to make office space for the Investigator in our department . Robert Egan stated that it would be easier if the Mayor' s office has not hired anyone by the October 8 board meeting, that he send a representative from his staff to attend the meeting to answer questions . Dr. Joan Jackson-Johnson asked if any changes were made to the FY98-99 budget as far as funding proposals . Theophilis replied stating that there were not major changes . He stated that there were a few agencies that additional funds were going to . Theophilis stated that Advent House received additional funding . He also stated that a few new agencies are now receiving funding, they are, the Capital City Sports Club and N .A.A. C. P. in collaboration with N. Y. P. P. P. and a few pending projects . Mr . Harvey stated that there will be some changes during the year because he is getting proposals for different kinds of services and decisions will be made for funding them. Proceedings of the Human Relations and Community Services Board September 4 , 1998 Page 3 COMMUNICATIONS 1 . Thank you card from Anne Smiley 2 . Youth Development Corporation Newsletter 3 . Memo : outlining departmental projects 4 . FY 1999 grants panel meetings review schedule REPORTS SUBCOMMITTEE REPORTS : A. Public Relations Committee 1 . Award Dinner Committee No report Robert Egan asked that the record show the Board' s appreciation in recognition of the hard work that Genice and staff did in making the dinner both enjoyable and successful . 2 . Community & Police Relations Conference Committee Rev. Jones reported that the conference went well and the attendance was good but down from the previous year. He stated that the conference in and of itself was good and contained some modest dialogue . Theophilis Harvey stated that he is working on the conference evaluations . B. Bylaws Committee Rev. Jones brought to the attention of the Board some suggestions from Kip Gomoll regarding the committee structure for the bylaws . He stated that the language was pretty comprehensive and accomplished some of the things he had been talking about . Rev. Jones asked that board members review the document . Robert Egan asked if Rev. Jones was suggesting that this language be incorporated into the bylaws that the committee members worked on. Rev. Jones replied yes, it might even replace it . Proceedings of the Human Relations and Community Services Board September 4 , 1998 Page 4 MOTION Robert Egan moved to adopt the committee structure proposed by Kip Gomoll and incorporate the language into the bylaws and have finished bylaws by the October 1 meeting, supported by Santiago Rios . Motion carried unanimous . PETITIONS Benjamin Behnke vs Personnel Services Department based on employment, race and sex, MDCR #152177-EM09 - closed for insufficient evidence Eddie James vs City of Lansing, based on employment race and handicap, MDCR #151363-EM16 - closed for insufficient evidence Eddie James vs City of Lansing, based on employment and retaliation, MDCR #152296-EM16 - closed for insufficient evidence OLD BUSINESS None NEW BUSINESS Theophilis Harvey informed the board of a recommendation from staff to honor Richard Letts and Jacqueline Warr by hanging a plaque, containing their pictures as a testimony for what they have done for the two departments . Rev. Jones created an Ad-hoc committee to look into this project and have it completed before the end of the year. The committee members are Dr. Joan Jackson-Johnson, Rev. Roger Pohl and Robert Egan. ADJOURNMENT MOTION Board Member Dr . Joan Jackson-Johnson moved that the meeting be adjourned, supported by Board Member Robert Egan . Motion carried unanimous . The meeting adjourned at 8 : 37 p .m. i f Proceedings of the Human Relations and Community Services Board September 4, 1998 Page 5 7Repectfully submitted, arol L. Walton, Administrative Secretary E PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled June meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 28 p.m. on Thursday, June 4 , 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Rev. Melvin Jones, Rev. Roger Pohl and Dr. Genice Rhodes- Reed, Santiago Rios, Julius Smith Absent : Robert Egan (excused) , Dr. Joan Jackson-Johnson and Wava Culver (excused) Staff: Charles Steinberg, R. L. Hester, Jr. and Carol Walton Police Liaison: Captain Helen Perry-Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of May 7, 1998 be approved, supported by Board Member Genice Rhodes-Reed. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT Melvin Jones stated that he met with Mayor Hollister on May 12 to discuss Arthur Walker' s retirement. He stated that the Mayor informed him that Mr. Walker had specifically asked that anyone notified of his retirement would be notified by Mr. Walker and thus the Mayor did not inform the board of Mr. Walker' s intent to retire. Melvin Jones distributed copies of the letter that he sent to the Mayor in regards to the role of the Board as appointed community representatives . The letter informed the Mayor of the Board' s willingness to work with him but, they need to know how. Proceedings of the Human Relations and Community Services Board June 4 , 1998 Page 2 DIRECTORS REPORT Charles Steinberg, reported in Theophilis Harvey, Interim Director' s place . Charles Steinberg informed the Board that the Fair Housing Testing program is being conceived right now. He stated that a number of aspects are being examined in terms of how to implement the program from a proactive stand point . He stated that the process is moving towards the involvement of contractual work with outside entities and conduct random testing. Charles informed the board that if they had any questions in regards to the Affirmative Action report they could contact Kip Gomoll . R. L. Hester informed the board of his involvement with complaints and conflict resolution based on mediation and conciliation. Charles reported that the agency contracts are being closed out for this fiscal year. He stated that one of the activities is to evaluate expenditures . Charles stated that new contracts are being prepared for the funding of approximately sixty (60) agencies . He stated that the department is trying to move toward more of an outcome evaluation basis, therefore, the department sent material to agencies asking for them to send proposals to the City based on a primary outcome objective in their contract . Charles reported on the departments community involvement stating that the department helped to convene a statewide conference on homelessness held at the Lansing Center . He stated that, based on the evaluations received, this conference was very successful . Charles stated the department is also extremely active in the realm of Youth Violence Prevention. He stated that the City/County partnership has received national mention with regards to the projects operated locally. Charles stated that finally, the department is very active in the realm of health care access . He stated that the department recently worked in partnership with the County Health Department to move the medical access program from the American Red Cross to the Ingham County Health Department. He stated that these monies helped to leverage a larger effort that was going on. Proceedings of the Human Relations and Community Services Board June 4, 1998 Page 3 Charles reported that together with Sparrow Health Systems, Ingham County and the City of Lansing and effort is being made to provide a health plan for 14, 500 indigent and working poor people/families who are currently locked into the State of Michigan Health Plan or Medicaid. He stated that this coverage would be broadened and provisions would be made to set up a non-profit HMO type of resource. This should be replicated nationwide. COMMUNICATIONS None REPORTS SUBCOMMITTEE REPORTS : A. Public Relations Committee 1 . Award Dinner Committee Genice requested that the Board members try to sell more tickets for the Human Relations Dinner. Discussion took place in regards to getting a plaque for Arthur Walker and recognizing him at the Human Relations Dinner. Melvin Jones stated that when the Board has these types of events they should use it as an opportunity to report to the community and not in an extensive way but, the Board should be able to note their goals and achievements . 2 . Community & Police Relations Conference Committee Carol Walton reported that the committee met on Monday, May 18, 1998 to firm up the names for facilitators and panelists . B. Bylaws Committee Melvin Jones distributed an updated draft of the bylaws . He stated that most of the language with the exception of how the committees will be structured in terms of complying with the Proceedings of the Human Relations and Community Services Board June 4, 1998 Page 4 ordinance under which the board is organized and the perspective in which the board can be most effective in terms of working with the department . Melvin Jones ask that staff take a look at the draft and make sure that the language is acceptable. He stated that his main concern was for the committee structure because it represents a major change in structure for the Board. Melvin Jones stated that he will design the board' s committee work by virtue of functions . Santiago Rios stated that the committee tasks would be best accomplished if a staff person was assigned to each committee as a resource person in an effort to complete the initial phases for the development of the work of the committee . MOTION Board Member Genice Rhodes-Reed moved for a bylaw amendment, supported by Board Member Julius Smith. Motion carried unanimous . PETITIONS None OLD BUSINESS None NEW BUSINESS None ADJOURNMENT MOTION Board Member Genice Rhodes-Reed moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous . The meeting adjourned at 8 : 31 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary PROCEEDINGS OF THE D CITY OF LANSING r.' 'I Z,u 7 ►a HUMAN RELATIONS AND COMMUNITY SERVICES BOARD " ' 1r'} 1 1 1 9: LANSING CITY CLERK The regularly scheduled April meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 21 p.m. on Thursday, April 2, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Rev. Melvin Jones, Rev. Roger Pohl, Julius Smith and Dr. Genice Rhodes-Reed Absent : Wava Culver (excused) , Dr. Joan Jackson-Johnson (excused) and Santiago Rios (excused) Staff: Arthur J. Walker, Director, Carol Walton and Guillermo Lopez Police Liaison: Captain Helen Perry-Buse APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Robert Egan moved that the minutes of March 5, 1998 be approved, supported by Board Member Genice Rhodes-Reed. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSONS REPORT Melvin Jones informed that Board the he marched with the Ameritech employees and has a prayer vindication for their last rally. He stated that he spoke with the Mayor in regards to the situation and was informed that he had addressed Ameritech but did not get any coveted information regarding the rationale for their decision to close the Lansing Ameritech Service Center. Arthur Walker informed the Board that Ameritech temporarily halted their decision to close the Ameritech Services Center pending further review. � .l �: Proceedings of the Human Relations and Community Services Board April 2, 1998 Page 2 DIRECTORS REPORT Arthur Walker informed that Board the he attended the April 2, 1998 Budget Hearing. He stated that both our budget and the Chief Investigator position were approved. Art stated that the Network Center/Youth Coordinator position was not approved and will be dealt with in the budget wrap-up session. Arthur Walker stated that he indicated to the Council that human service contracts were being reviewed for possible modifications or adjustments before final decisions are made. Guillermo Lopez discussed the 1998 Fair Housing Month Program and briefly went over the agenda. He stated that representatives from Michigan State Housing Development Authority (MSHDA) , Michigan Department of Civil Rights (MDCR) , Housing Resource Center, Old Kent Bank, Realtors Association and the Planning and Neighborhood Development Department/Development Division are working as a committee to coordinate this year' s program. Guillermo stated that HUD requested an analysis of impediment to fair housing of all their grantees . He stated that one way the committee is thinking of accomplishing this goal is to make testing available for specific instances, the cost would be around $600 . 00 per test . Art stated that the department has not received a significant number of housing complaints . He stated that a complaint should be filed with the department and the department could address those issues through the legal channels available. MOTION Roger Pohl moved that the Human Relations and Community Services Board ask the Director of the Human Relations and Community Services Department to explore and report back to the Board about how the Board might as a department do some testing in the year ahead in regards to fair housing, supported by Julius Smith. Motion was substituted. SUBSTITUTE MOTION: Robert Egan moved that the Human Relations and Community Services Department take the initial steps to implement a testing program in the City of Lansing even if it is only one per year. Motion carried unanimous . Proceedings of the Human Relations and Community Services Board April 2, 1998 Page 3 Art reported that the Community and Police Relations committee is to the point where they are ready to move in a definitive direction. He stated that he is pleased with everyone' s participation at the table. Roger Pohl suggested that the Community and Police Relations Committee selected a date and place this year for the conference in 1999 . Art stated that he should bring this suggestion to the attention of the committee . Female/Minority Employment by Department monthly report was distributed, Art briefly discussed the report with the board. Discussion took place regarding the City of Lansing' s Affirmative Action plan and it' s validity, and those who oppose it and would like to see it eliminated. COMMUNICATIONS 1998 Fair Housing Month Program and brochure REPORTS SUBCOMMITTEE REPORTS: A. Committee to formalize recognition of the former members of the Human Relations and Human Resources Advisory Boards. Genice Rhodes-Reed reported that the date for dinner has been scheduled for Thursday, June 11, 1998 . The dinner will be held at the South Side Precinct in the gymnasium. Tickets will be $15 . 00 and will be catered by Tarpoff' s Catering. The theme is Celebrate Community-Celebrate Diversity-Celebrate Service in 1998 . Recommendations for speakers were Dr . Richard Thoms, Bishop Gumbleton, Conrad Mallet, Robert Johnson, Stuart Dunnings, Jr. , Robert Green or Dennis Archer. Genice stated that the committee will work towards a speaker and entertainment and completion of the program. B. Committee to rewrite the bylaws of the Human Relations and Community Services Advisory Board. No report Proceedings of the Human Relations and Community Services Board April 2, 1998 Page 4 PETITIONS None OLD BUSINESS None NEW BUSINESS None ADJOURNMENT MOTION Board Member Genice Rhodes-Reed moved that the meeting be adjourned, supported by Board Member Julius Smith. Motion carried unanimous . The meeting adjourned at 8 : 22 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The regularly scheduled November meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7 : 13 p.m. on Thursday, February 5, 1998 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Dr. Joan Jackson-Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Dr. Genice Rhodes-Reed Absent : Staff: Arthur J. Walker, Director and Carol Walton ;y >� Y7 Police Liaison: Absent ,-+' APPROVAL OF MINUTES CO r-n Minutes were approved after a quorum was obtained. ry w MOTION Board Member Robert Egan moved that the minutes of December 4 , 1997 be approved, supported by Board Member Genice Rhodes-Reed. Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE NONE CHAIRPERSONS REPORT Discussion took place in regards to the Police Chief Selection Process . Melvin Jones discussed the 1998 end of the year departmental evaluation. A committee was developed the members include Melvin Jones, Roger Pohl and Joan Jackson-Johnson. Proceedings of the Human Relations and Community Services Board February 5, 1998 Page 2 DIRECTORS REPORT Art Walker informed the board that three (3) individuals had been recommended to fill the current vacancies on the Human Relations and Community Services Board. The vacancies include one 2nd Ward member, one 4th Ward member and one member who will be At-Large . Art Walker discussed and asked for the board' s support regarding the three (3) new budget initiatives which include the AnChor System, Youth Program Coordinator and the Human Services Needs Assessment . MOTION Board Member Roger Pohl moved that the Human Relations and Community Services Advisory Board support the new budget initiatives, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous . Further discussion took place regarding budget issues . The board members requested updated budget material be sent to them before the March 1998 board meeting and that this issue be placed on the agenda for discussion. Art Walker stated that he attended the City Council Public Safety Committee meeting Chaired by Councilperson Rev. Michael Murphy. Discussion took place regarding the Chief Investigator Position and stated that it appears the Public Safety Committee is ready to take action on this issue . A draft of the proposed ordinance providing the authority for administrative and investigative staff to the Board of Police Commissioners was also brought before the Public Safety Committee and copies of the ordinance were distributed to the Human Relations and Community Services Board members . It is anticipated that a public hearing date for this proposed ordinance will be set at the next City Council meeting. Art Walker distributed and discussed the City of Lansing Full Time Regular Employees Female/Minority Employment report for the year ending December 31, 1997 . COMMUNICATIONS NONE Proceedings of the Human Relations and Community Services Board February 5, 1998 Page 3 REPORTS SUBCOMMITTEE REPORTS: A. Committee to formalize recognition of the former members of the Human Relations and Human Resources Advisory Boards . No report B. Committee to rewrite the bylaws of the Human Relations and Community Services Advisory Board. No report PETITIONS NONE OLD BUSINESS NONE NEW BUSINESS NONE ADJOURNMENT MOTION Board Member Roger Pohl moved that the meeting be adjourned, supported by Board Member Joan Jackson- Johnson. Motion carried unanimous . The meeting adjourned at 8 : 09 p.m. 3ol ectfully submitted, ��L. Wa on, Wministrative Secretary f4{ y 17