Loading...
HomeMy WebLinkAboutHRSC Minutes 1999 PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD The regularly scheduled December meeting of the Human Relations and Community Services (HR&CS) Advisory Board was called to order by Chairperson Melvin Jones at 7:00 p.m. on Thursday, December 2, 1999, in the City Clerk's Conference Room on the 9th Floor of City Hall. CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Rev. Melvin Jones, Rev. Roger Pohl, Paul Novak and Julius Smith Absent: None Staff: Dr. Genice Rhodes-Reed, Ph.D., Director Police Department Liaison: Steve Luciano c� Police Commission Liaison: None APPROVAL OF MINUTES Minutes of the October 7, 1999 meeting were approved as submitted. MOTION Board Member Pohl moved and Board Member Smith supported the motion for approval of the minutes of the October 7, 1999 meeting of the Board. PUBLIC COMMENT None CHAIRPERSON'S REPORT None Roger Pohl noted that Bernard Brantley was not in attendance but the Board had moved at it's last meeting that his report be placed on the agenda each month. He asked that a report by Brantley be placed on the regular agenda of the Board. Bob Egan requested that the agenda be amended and under"New Business"there be an opportunity for Board Members to have a frank discussion about the direction of the Board. 4 ` Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 2 Steve Luciano,LPD liaison, had another commitment to fulfill and asked to give his report early. He stressed the importance of a good working relationship between LPD and the HRCS Advisory Board and the HRCS Department. He mentioned that staff transitions, due to retirements in LPD, might mean that another person would be appointed to serve as LPD liaison to the Board in the future,but affirmed LPD's commitment to work with the HRCS Advisory Board and HRCS Department. DIRECTOR'S REPORT Genice reviewed the materials that were mailed to each Board Member: Letter from Alex Broderick, Executive Director of Volunteers of America, Position Statement for Day Shelter to help inform the community about the issue, the Human Services Funding Grid, and the documents concerning the Bid-Out of Mental Health and Substance Abuse Services. Genice told Board members of a phone call she received advising her of a meeting scheduled for December 6 to discuss the future of the Police & Community Relations Advisory (PCR) Committee. She pointed out that if a decision were made to dissolve the PCR Committee, which is a possibility, that this would have obvious implications for this Board. Genice indicated that she had attended the Hispanic Forum, hosted by the PCR, in October at which concerns were raised about the PCR Committee's difficulty in generating attendance. She noted that there had previously been discussion about coordinating some of the activities of this Board with the PCR Committee. Genice questioned Board members about how cancellation of future Board Meetings should be handled. She said that following cancellation of the November meeting on the afternoon of the day of the meeting, she received a phone call from one of the members who would have made a quorum possible that he would have been able to attend. After some discussion, it was agreed that Genice's office will continue to make reminder calls on Wednesday morning prior to the meeting, as a courtesy call. It was pointed out,however,that Board meetings should be considered a standing commitment by members. Board Members will be expected to attend meeting unless they notify Genice by noon on Wednesday that they will be unable to attend. Melvin pointed out that one of the difficulties in reaching a quorum was that the Board is two persons short. In order to have a quorum, only one of the current members is able to be absent at a given meeting. Melvin recommended that the Board issue a letter to the Mayor, under his signature, reminding him that this Board is two members short. A discussion followed regarding possible interested candidates to fill these positions. No motion. Genice brought up the issue of Day Shelters and the impact on Advent House & Volunteers of America losing State funding. Both agencies were able to marshall their forces to maintain funding through the end of the current State fiscal year which ends on September 30, 1999. Genice has talked Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 3 with Jim Gorman and Susan Cancro, directors of the effected agencies, and met with the Human Services Advisory Council and a strategy has been developed to seek restoration of funding from the State. Genice said that she viewed the issue as a broad-based community issue-not just a City issue. She also pointed out that the issue had long term implications. Discussion followed and the Board agreed to draft a Resolution in support of Day Shelter. Genice indicated that she had spoken with Tony Benavides, City Council President, and that the Council is willing to provide a Resolution regarding the Day Shelter issue. There appears to be a pretty broad-based effort to try to petition the State to reinstate funding. She indicated that a good by-product of all of this,is the chance to come together with others in the community and discuss this and other important issues. Genice asked Board members to review the proposed human services and which was developed to better summarize City-funded services/programs. She pointed out that the grid is a working document at this point and encouraged members to provide their recommendations prior to the grid's being finalized within the next month. Genice indicated that with the start of the new millennium that there are several human service issues in our community which seem deserving of the attention of the Board. Day shelter and the potential E bid-out of mental health/substance abuse services are two prominent issues. She also stressed the continued need to improve accountability of human services agencies. Given, the department's focus on equity, she added that improved strategies needed to be identified to recruit and retain minorities and women in City Government jobs, as vendors contracting with the City for goods and services, and as employees working on City-funded construction projects_ Genice expressed her hope that all Board members would attend the department's 2nd Annual Open House on Friday,December loth from 2:00 to 4:00 p.m. in the department, on the 4th Floor of City Hall. Genice indicated that the City's Martin Luther King Jr., Commemorative Celebration will take place at,noon on January 14th in the City Council Chambers with a Reception following in the City Council Conference Room. She asked Board Members to reserve this time on their calendar. Genice noted that the next Round Table Luncheon will be on January 19th from 11:30 to 1:00 at Capital Area Community Services located at 1301 Rensen. She said that initially meetings has been scheduled for two hours, but she felt that given the time that is usually spent following the meeting discussing individual agency questions/issues, that the actual meeting time will be shortened to 1.5 hours. Genice informed the Board that Carol Walton had been separated from the City and that her position would be posted as soon as possible. Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 4 COMMUNICATIONS Genice presented a letter from Alex Broderick, Executive Director of Volunteers of America, concerning funding for day shelter. Genice said that she had prepared a response indicating the City's commitment to day shelter, but clarifying that funding is a community, not simply a City, issue. SPECIAL MEETING OF BOARD It was proposed that a Special Meeting of the Board be convened to discuss the following agenda items: A. Board Resolution regarding Day Shelter B. Annual HR&CS Department Evaluation A poll of the Board revealed that Monday, December 13, 1999, at 6:45 p.m., was the most convenient time to hold the Special Meeting given the immediacy of the agenda items. It was suggested that this time would allow Board members the opportunity to attend the City Council Open House prior to the meeting and to complete the meeting prior to the start of the regular meeting of the City Council. Genice said that she would be out of town. Roger and Bob agreed to draft the resolution and circulate this to the Board Chair prior to the meeting. STANDING COMMITTEE REPORTS POLICY COMMITTEE Roger Pohl, Policy Committee Chair, distributed a copy of the proposed outline for the Annual Department Evaluation. He expressed his desire to complete the evaluation prior to the end of the year in order to maximally impact department funding and other priorities. BUDGET COMMITTEE No report. PROGRAM COMMITTEE Julius Smith,Program Committee Chair, submitted his report. He recommended that the Board take a position on the Day Shelter issue and also circulated a list of the grants secured by the City during the last year. Dennis Washington,the Grants Coordinator for the City, compiled this list. Julius said that he had met with Dennis on December 1, 1999 to discuss recommendations for the programmatic {' direction of the department. Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 5 COMPLAINT COMMITTEE No report. Genice questioned the Board about the kind of information they would like to review about citizen complaints. She clarified that the nature of the complaint determines what staff will handle it. The Commission Investigator, Bernard Brantley, is responsible for handling citizen complaints filed against the Lansing Police Department. She noted that in addition to the Commission Investigator, citizen complaints filed against the Police Department may also be filed with Internal Affairs,the Mayor's Office and HRCS Equal Opport unity Specialists, Kip Gomoll, R. L. Hester and Guillermo Lopez. The department Equal Opportunity Specialists are also responsible for receiving and investigating all other types of complaints. Genice recommended that the Board clarify how complaints would be handled by the Board at a future meeting. She pointed out that the Board Rules of Procedure require the Board to investigate complaints. She said that this seemed more appropriately a staff function. She recommended that the Board serve as an appeal body in cases where complainants were dissatisfied with the disposition of their complaint. She said that this would, however, require that the Board Rules of Procedure be amended. PETITIONS None OLD BUSINESS Roger Pohl distributed the November 8, 1999 minutes of the Hate Activity Response Task Force. Roger announced that on Wednesday, December 8, 1999, there would be another meeting at the St. Stephens Community Church to discuss hate crimes in the Lansing area and strategies for addressing these. NEW BUSINESS Bob Egan stated that the end of the year is a time of reflection and expressed frustration at the lack of direction of the Board. He asked if he was alone in this feeling. He went on to express concerns that the Board is not known in the community. He asked members to think about how to make the Board more relevant and proactive with regard to key human relations and community services issues which currently impact our City. Extensive discussion ensued. Members acknowledged the limited time that they had to become deeply embroiled in community issues and pointed out that they essentially serve in an advisory capacity. Members agreed that each of them would be prepared to discuss two key human relations or community services issues which they felt were deserving of the attention of the Board at the next meeting. Proceedings of the Human Relations and Community Services Advisory Board __ December 2, 1999 Page 6 ADJOURNMENT Respectfully Submitted, Susan Wilhite PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD A special meeting of the Human Relations and Community Services Advisory Board was ecember 13, 1999 a the ,'Floor City Halled to the 4 Floor C ty Hall Coonference nferncDele to scheduled for 6:45 p.m.D -the unavailability of that room the meet mcy was mo� Room and notice was posted. The meeting was scheduled to discuss two items: 1. Resolution for day shelter for homeless 2. Annual Department Evaluation Present: Rev. Melvin Jones, chairperson, Robert Egan,Joan Jackson Johnson, Ph.D., Roger Pohl and Julius Smith. ►— Absent: Paul Novak(excused) Y r C7 - Staff- Kip Gomoll,Equal Opportunity Specialist The Board opened with discussion on item 92. Roger Pohl presented a draft evaluaticgn.�ofthe ' y department. Roger Pohl indicated that he had discussed this evaluation with Paul Novak wl:o recommended that the evaluation have a one page executive summary stating the major ponits of the report. Bob Egan recommended that the historical information be omitted and that the evaluation emphasize recent operations and future directions of the department. Additional discussion ensued as to whether the Board had sufficient information on which to base an evaluation. It was decided,that instead of hastily approving the draft presented,Board members should take an opportunity to review the draft individually. Any comments, changes, and/or additions should be provided to Roger Pohl withinto the Board at Decemer the next regularly 21, 1s . Roger Pohl would then redraft the evaluation and present it meeting on January 6, 2000. The chairperson, Rev. Jones, opened the discussion on item#1 "Resolution to Restore Day Shelter Funding". The Chair indicated that he found the resolution generally acceptable with some minor changes. Additional discussion followed concerning various strategies to draw attention to this community need and to encourage the State to provide funding for day shelters. MOTION: Board Member Bob Egan moved to adopt the resolution and forward to the State legislature. The motion was seconded by Roger Pohl. During discussion of the motion, it was agreed that Bob Egan would make necessary changes and present a finalized version with signature lines for all Board members at the next regularly scheduled meeting on January 6,2000. The Chair will prepare a cover transmittal letter to be included with the resolution. Motion carried unanimous Proceedings of the Duman Relations and Community Services Advisory Board December 13, 1999 Page 2 There was no additional business before the Board. MOTION: Board member Julius Smith moved that the meeting be adjourned, supported. Motion carried unanimous. Meeting adjourned at 7:27 p.m. Respectfully submitted, Kip Gomoll, Equal Opportunity Specialist 12/14/99 PROCEEDINGS OF THE CITY OF LANSING7. HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOARD_ The regularly scheduled December meeting of the Human Relations and Com nht�+ (HR&CS) Advisory Board was called to order by Chairperson Melvin Jones at 7:00 p.m. on Thursday, December 2, 1999, in the City Clerk's Conference Room on the 9th Floor of City Hall. CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Rev. Melvin Jones, Rev. Roger Pohl, Paul Novak and Julius Smith Absent: None Staff: Dr. Genice Rhodes-Reed, Ph.D., Director Police Department Liaison: Steve Luciano Police Commission Liaison: None APPROVAL OF MINUTES Minutes of the October 7, 1999 meeting were approved as submitted. MOTION Board Member Pohl moved and Board Member Smith supported the motion for approval of the minutes of the October 7, 1999 meeting of the Board. PUBLIC COMMENT None CHAIRPERSON'S REPORT None Roger Pohl noted that Bernard Brantley was not in attendance but the Board had moved at it's last meeting that his report be placed on the agenda each month. He asked that a report by Brantley be placed on the regular agenda of the Board. Bob Egan requested that the agenda be amended and under"New Business"there be an opportunity for Board Members to have a frank discussion about the direction of the Board. Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 2 Steve Luciano, LPD liaison, had another commitment to fulfill and asked to give his report early. He stressed the importance of a good working relationship between LPD and the HRCS Advisory Board and the HRCS Department. He mentioned that staff transitions, due to retirements in LPD, might mean that another person would be appointed to serve as LPD liaison to the Board in the future, but affirmed LPD's commitment to work with the HRCS Advisory Board and HRCS Department. DIRECTOR'S REPORT Genice reviewed the materials that were mailed to each Board Member: Letter from Alex Broderick, Executive Director of Volunteers of America, Position Statement for Day Shelter to help inform the community about the issue, the Human Services Funding Grid, and the documents concerning the Bid-Out of Mental Health and Substance Abuse Services. Genice told Board members of a phone call she received advising her of a meeting scheduled for December 6 to discuss the future of the Police & Community Relations Advisory (PCR) Committee. She pointed out that if a decision were made to dissolve the PCR Committee, which is a possibility, that this would have obvious implications for this Board. Genice indicated that she had attended the Hispanic Forum, hosted by the PCR, in October at which concerns were raised about the PCR Committee's difficulty in generating attendance. She noted that there had previously been discussion about coordinating some of the activities of this Board with the PCR Committee. Genice questioned Board members about how cancellation of future Board Meetings should be handled. She said that following cancellation of the November meeting on the afternoon of the day of the meeting, she received a phone call from one of the members who would have made a quorum possible that he would have been able to attend. After some discussion, it was agreed that Genice's office will continue to make reminder calls on Wednesday morning prior to the meeting, as a courtesy call. It was pointed out,however,that Board meetings should be considered a standing commitment by members. Board Members will be expected to attend meeting unless they notify Genice by noon on Wednesday that they will be unable to attend. Melvin pointed out that one of the difficulties in reaching a quorum was that the Board is two persons short. In order to have a quorum, only one of the current members is able to be absent at a given meeting. Melvin recommended that the Board issue a letter to the Mayor, under his signature, reminding him that this Board is two members short. A discussion followed regarding possible interested candidates to fill these positions. No motion. Genice brought up the issue of Day Shelters and the impact on Advent House & Volunteers of America losing State funding. Both agencies were able to marshall their forces to maintain funding through the end of the current State fiscal year which ends on September 30, 1999. Genice has talked Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 3 with Jim Gorman and Susan CanCro, directors of the effected agencies, and met with the Human Services Advisory Council and a strategy has been developed to seek restoration of funding from the State. Genice said that she viewed the issue as a broad-based community issue-not just a City issue. She also pointed out that the issue had long term implications. Discussion followed and the Board agreed to draft a Resolution in support of Day Shelter. Genice indicated that she had spoken with Tony Benavides, City Council President, and that the Council is willing to provide a Resolution regarding the Day Shelter issue. There appears to be a pretty broad-based effort to try to petition the State to reinstate funding. She indicated that a good by-product of all of this, is the chance to come together with others in the community and discuss this and other important issues. Genice asked Board members to review the proposed human services grid which was developed to better summarize City-funded services/programs. She pointed out that the grid is a working document at this point and encouraged members to provide their recommendations prior to the grid's being finalized within the next month. Genice indicated that with the start of the new millennium that there are several human service issues in our community which seem deserving of the attention of the Board. Day shelter and the potential bid-out of mental health/substance abuse services are two prominent issues. She also stressed the continued need to improve accountability of human services agencies. Given, the department's focus on equity, she added that improved strategies needed to be identified to recruit and retain minorities and women in City Government jobs, as vendors contracting with the City for goods and services, and as employees working on City-funded construction projects. Genice expressed her hope that all Board members would attend the department's 2nd Annual Open House on Friday,December loth from 2:00 to 4:00 p.m. in the department, on the 4th Floor of City Hall. Genice indicated that the City's Martin Luther King Jr., Commemorative Celebration will take place at noon on January 14th in the City Council Chambers with a Reception following in the City Council Conference Room. She asked Board Members to reserve this time on their calendar. Genice noted that the next Round Table Luncheon will be on January 19th from 11:30 to 1:00 at Capital Area Community Services located at 1301 Rensen. She said that initially meetings has been scheduled for two hours, but she felt that given the time that is usually spent following the meeting discussing individual agency questions/issues, that the actual meeting time will be shortened to 1.5 hours. Genice informed the Board that Carol Walton had been separated from the City and that her position would be posted as soon as possible. Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 4 COMMUNICATIONS Genice presented a letter from Alex Broderick, Executive Director of Volunteers of America, concerning funding for day shelter. Genice said that she had prepared a response indicating the City's commitment to day shelter, but clarifying that funding is a community, not simply a City, issue. SPECIAL MEETING OF BOARD It was proposed that a Special Meeting of the Board be convened to discuss the following agenda items: A. Board Resolution regarding Day Shelter B. Annual HR&CS Department Evaluation A poll of the Board revealed that Monday, December 13, 1999, at 6:45 p.m., was the most convenient time to hold the Special Meeting given the immediacy of the agenda items. It was suggested that this time would allow Board members the opportunity to attend the City Council Open House prior to the meeting and to complete the meeting prior to the start of the regular meeting of the City Council. Genice said that she would be out of town. Roger and Bob agreed to draft the resolution and circulate this to the Board Chair prior to the meeting. STANDING COMMITTEE REPORTS POLICY COMMITTEE Roger Pohl, Policy Committee Chair, distributed a copy of the proposed outline for the Annual Department Evaluation. He expressed his desire to complete the evaluation prior to the end of the year in order to maximally impact department funding and other priorities. BUDGET COMMITTEE No report. PROGRAM COMMITTEE Julius Smith, Program Committee Chair, submitted his report. He recommended that the Board take a position on the Day Shelter issue and also circulated a list of the grants secured by the City during the last year. Dennis Washington,the Grants Coordinator for the City, compiled this list. Julius said that he had met with Dennis on December 1, 1999 to discuss recommendations for the programmatic direction of the department. Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 5 COMPLAINT COMMITTEE No report. Genice questioned the Board about the kind of information they would like to review about citizen complaints. She clarified that the nature of the complaint determines what staff will handle it. The Commission Investigator, Bernard Brantley, is responsible for handling citizen complaints filed against the Lansing Police Department. She noted that in addition to the Commission Investigator, citizen complaints filed against the Police Department may also be filed with Internal Affairs, the Mayor's Office and HRCS Equal Opportunity Specialists, Kip Gomoll, R. L. Hester and Guillermo Lopez. The department Equal Opportunity Specialists are also responsible for receiving and investigating all other types of complaints. Genice recommended that the Board clarify how complaints would be handled by the Board at a future meeting. She pointed out that the Board Rules of Procedure require the Board to investigate complaints. She said that this seemed more appropriately a staff function. She recommended that the Board serve as an appeal body in cases where complainants were dissatisfied with the disposition of their complaint. She said that this would, however, require that the Board Rules of Procedure be amended. PETITIONS None OLD BUSINESS Roger Pohl distributed the November 8, 1999 minutes of the Hate Activity Response Task Force. Roger announced that on Wednesday, December 8, 1999, there would be another meeting at the St. Stephens Community Church to discuss hate crimes in the Lansing area and strategies for addressing these. NEW BUSINESS Bob Egan stated that the end of the year is a time of reflection and expressed frustration at the lack of direction of the Board. He asked if he was alone in this feeling. He went on to express concerns that the Board is not known in the community. He asked members to think about how to make the Board more relevant and proactive with regard to key human relations and community services issues which currently impact our City. Extensive discussion ensued. Members acknowledged the limited time that they had to become deeply embroiled in community issues and pointed out that they essentially serve in an advisory capacity. Members agreed that each of them would be prepared to discuss two key human relations or community services issues which they felt were deserving of the attention of the Board at the next meeting. Proceedings of the Human Relations and Community Services Advisory Board December 2, 1999 Page 6 ADJOURNMENT Respectfully Submitted, Susan Wilhite PROCEEDINGS OF THE CITY OF LANSING �} HUMAN RELATIONS AND COMMUNITY SERVICES ADWFSfORI BARD ;i IJ v CLERK T11C rCgL11a1"ly SCIICdllled October Il1CCtlllg Of the 1-ILlfllan 1Zclatlons and C0111111Lllllty Services Advisory Board was called to order by Chairperson Melvin Jones at 7:15 p.m.on Thursday,October 7, 1999, in the City Clerk's Conference Room on the 9th Floor of City Hall. CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent: Paul Novak (Excused) Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Police Department Liaison: Acting Assistant Chief, Helen Perry-Buse Police Commission Liaison: None APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board member Julius Smith moved and Board Member Joan Jackson Johnson supported the motion for approval of the minutes of the September 23, 1999 meeting. PUBLIC COMMENT None CHAIRPERSON'S REPORT None DIRECTOR'S REPORT Genice reported on the status of planning for the upcoming 3`d Annual Community and Police Relations Conference. Board members were urged to help publicize the event and to advise interested persons to pre-register. She expressed concern that attendance figures be as accurate as possible so that a sufficient number of meals would be available. Friday, October 8, is the deadline to provide a head count. Board members were invited to join the Conference Steering Committee Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 2 for chiller on Friday,October 15, with Atkins `Varrell, who 1S Director of the C0 111 111 11 11 1ty RCIat1011S Service O1 tllc Reolon \111 Department Of Justice and one of the conference keynote Speakers. Genice distributed a list of Board Standing Committee memberships and the staff liaisons assigned to assist each. Board members were encouraged to contact staff liaisons to obtain any information which might be needed for standing committee reports. Genice provided Board members with the list of agencies that were funded in FY 1999, but not FY 2000. Discussion ensued about the need for the services provided by these agencies to be picked up by other agencies. Genice pointed out the several efforts of the department to identify and address service gaps. She stressed that the emphasis on improved accountability was aimed at improving service delivery. The current emerging priority for the department is youth programming. She indicated that representatives of the Mayor's Office, the Police Department, Parks and Recreation Department,and the Lansing Housing Commission have met to identify those areas in the community of greatest need. These meetings have been held in various areas of the City and a variety of stakeholders have been identified and will be involved in key decision making. including youth, their families, teachers, representatives of the faith and business communities as well as community leaders and government officials. A preliminary review of data suggests that initial efforts should be focused on the southwest quadrant of the City. Genlice said she would keep Board members apprised of future discussions and planning efforts. Board members were also provided with a summary of the complaints that were pending or filed with HRCS Equal Opportunity Specialists in FY 1999. Half(52.4 percent) of these complaints involved employment issues. About one-fifth involved neighborhood disputes (19.7 percent) or complaints about police (18.0 percent). The remaining complaints (9.9 percent) involved sexual harassment or intimidation,public accommodations,housing and ethnic intimidation. The summary provided included the type of complaint, the date filed,the action taken,date closed, current status, disposition and the staff person responsible for the investigation. A copy of the draft complaint satisfaction survey which had been mailed to Board members was also discussed. This survey would be sent to all individuals who filed a complaint with HRCS Equal Opportunity Specialists. The survey will be revised based on Board member comments. Genice indicated that the initial request for information for the FY 2001 budget had been distributed at the Monday,October 4, 1999, Cabinet Meeting. Board member discussed the need for increased funding for human services because of increased need in the community. Genice mentioned that the Board of Police Commissioners had formed a Liaison Committee,headed by Roger Newcomb. She stated that she regularly attends meetings of the Board of Police Commissioners and encouraged HRCS Board members to do so, as well. Members of the Policy Committee agreed to rotate attendance at these meetings. Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 3 Genlce indicated that the McKinstry Investigation was expected to be completed within the next two weeks. She said that a copy of the report would be made available to Board members as soon as possible. Board members discussed the copy of the most recent (September 24, 1999) Commission Investigator's Complaint Summary which had been previously mailed to them. MOTION Board Member Roger Pohl moved and Board Member Bob Egan supported the addition of the Commission Investigator's report to the HRCS agenda in the future. Motion carried unanimously. COMMUNICATIONS HRCS Advisory Board Standing Committees List September 14, 1999 Minutes of the Mayor's Police Community Relations Advisory Committee September 21, 1999 Minutes of the Mayor's Police Community Relations Advisory Committee Subcommittee Meeting September 21, 1999 Minutes of the Meeting of the Board of Police Commissioners September 24, 1999 Letter to Mayor Hollister Regarding the New Hope Day Center for Homeless (references VOA and Advent House funding dilemma about"Warming Centers" October 13, 1999 Minutes of the Special Meeting of the Board of Police Commissioners Press Release from the Board of Police Commissioners Regarding the Independent Review of the Police Shooting of Aldric McKinstry, Jr., October 14, 1999 Press Release from Chief Robert Johnson Regarding Police Board of Commissioners Review of the Police Shooting of Aldric McKinstry, Jr., October 15, 1999 Report of Findings and Conclusions of the Independent Review of the Police Shooting of Aldric McKinstry, Jr., October 15, 1999 Thank You from Councilwoman Joan Bauer Regarding the Yd Annual Community and Police Relations Conference, October 21, 1999 Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 4 STANDING CONINII"ITEI? RFIPORTS POLICY COMMITTEE Roger Pohl, Chair of the Policy Committee, reported that following a review of the City Charter regarding the Board's responsibility for citizen complaints,he thought that a change in this language was indicated. Specifically, Section 273.06 prescribes that "the HRCS Advisory Board shall receive and examine complaints...." Roger pointed out that this was more appropriately a staff function. He also said that he had also discussed this matter with committee staff liaison, Kip Gomoll, who was in agreement. They were in agreement that the Board might more appropriately serve as an appeal body in cases where citizens disagreed with the findings. The Charter language would require formal change in order to be consistent with actual Board responsibilities. MOTION It was moved by Roger Pohl and supported by Bob Egan that the Policy Committee review this matter and make a formal recommendation to the Board at a subsequent meeting. Motion carried unanimously. Roger reiterated the Board's responsibility for completing a review of the Department by the end of the year. He said it was his hope that this review could be 4ompleted by December 1, 1999 in order to be of maximum use to the Mayor and others in setting priorities and budget decision-making. A copy of the proposed evaluation criteria was provided at the previous meeting of the Board. BUDGET COMMITTEE No report PROGRAM COMMITTEE Julius Smith, Chair of the Program Committee, reported that he had met with staff liaison, Dennis Washington, about current grants obtained by the City and future prospects. He distributed a summary of their meeting. He indicated that they had plans to meet again prior to the next Board meeting. COMPLAINT COMMITTEE No report PETITIONS None Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 5 OLD 1USINESS None NEW BUSINESS None ADJOURNMENT MOTION Board member Julius Smith moved that the meeting be adjourned, supported by Board member Roger Pohl. Motion carried unanimously. The meeting adjourned at 9:35 p.m. Respectfully Submitted, C. Randy White, Personnel Data Technician *' PROCEEDINGS OF THE " ' CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY BOA LI I Y CLERK The regularly scheduled October meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Melvin Jones at 7:15 p.m.on Thursday,October 7, 1999, in the City Clerk's Conference Room on the 9th Floor of City Hall. CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Rev. Melvin Jones, Rev. Roger Pohl and Julius Smith Absent: Paul Novak (Excused) Staff. Dr. Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Police Department Liaison: Acting Assistant Chief, Helen Perry-Buse Police Commission Liaison: None APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board member Julius Smith moved and Board Member Joan Jackson Johnson supported the motion for approval of the minutes of the September 23, 1999 meeting. PUBLIC COMMENT None CHAIRPERSON'S REPORT None DIRECTOR'S REPORT Genice reported on the status of planning for the upcoming 3`d Annual Community and Police Relations Conference. Board members were urged to help publicize the event and to advise interested persons to pre-register. She expressed concern that attendance figures be as accurate as possible so that a sufficient number of meals would be available. Friday,October 8, is the deadline to provide a head count. Board members were invited to join the Conference Steering Committee Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 2 for dinner on Friday,October 15,with Atkins Warren,who is Director of the Community Relations Service of the Region VII Department of Justice and one of the conference keynote speakers. Genice distributed a list of Board Standing Committee memberships and the staff liaisons assigned to assist each. Board members were encouraged to contact staff liaisons to obtain any information which might be needed for standing committee reports. Genice provided Board members with the list of agencies that were funded in FY 1999, but not FY 2000. Discussion ensued about the need for the services provided by these agencies to be picked up by other agencies. Genice pointed out the several efforts of the department to identify and address service gaps. She stressed that the emphasis on improved accountability was aimed at improving service delivery. The current emerging priority for the department is youth programming. She indicated that representatives of the Mayor's Office, the Police Department, Parks and Recreation Department,and the Lansing Housing Commission have met to identify those areas in the community of greatest need. These meetings have been held in various areas of the City and a variety of stakeholders have been identified and will be involved in key decision making. including youth, their families, teachers, representatives of the faith and business communities as well as community leaders and government officials. A preliminary review of data suggests that initial efforts should be focused on the southwest quadrant of the City. Genice said she would keep Board members apprised of future discussions and planning efforts. Board members were also provided with a summary of the complaints that were pending or filed with HRCS Equal Opportunity Specialists in FY 1999. Half(52.4 percent) of these complaints involved employment issues. About one-fifth involved neighborhood disputes (19.7 percent) or complaints about police (18.0 percent). The remaining complaints (9.9 percent) involved sexual harassment or intimidation,public accommodations,housing and ethnic intimidation. The summary provided included the type of complaint,the date filed,the action taken, date closed,current status, disposition and the staff person responsible for the investigation. A copy of the draft complaint satisfaction survey which had been mailed to Board members was also discussed. This survey would be sent to all individuals who filed a complaint with HRCS Equal Opportunity Specialists. The survey will be revised based on Board member comments. Genice indicated that the initial request for information for the FY 2001 budget had been distributed at the Monday,October 4, 1999,Cabinet Meeting. Board member discussed the need for increased funding for human services because of increased need in the community. Genice mentioned that the Board of Police Commissioners had formed a Liaison Committee,headed by Roger Newcomb. She stated that she regularly attends meetings of the Board of Police Commissioners and encouraged HRCS Board members to do so, as well. Members of the Policy Committee agreed to rotate attendance at these meetings. Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 3 Genice indicated that the McKinstry investigation was expected to be completed within the next two weeks. She said that a copy of the report would be made available to Board members as soon as possible. Board members discussed the copy of the most recent (September 24, 1999) Commission Investigator's Complaint Summary which had been previously mailed to them. MOTION Board Member Roger Pohl moved and Board Member Bob Egan supported the addition of the Commission Investigator's report to the HRCS agenda in the future. Motion carried unanimously. COMMUNICATIONS HRCS Advisory Board Standing Committees List September 14, 1999 Minutes of the Mayor's Police Community Relations Advisory Committee September 21, 1999 Minutes of the Mayor's Police Community Relations Advisory Committee Subcommittee Meeting September 21, 1999 Minutes of the Meeting of the Board of Police Commissioners September 24, 1999 Letter to Mayor Hollister Regarding the New Hope Day Center for Homeless (references VOA and Advent House funding dilemma about"Warming Centers" October 13, 1999 Minutes of the Special Meeting of the Board of Police Commissioners Press Release from the Board of Police Commissioners Regarding the Independent Review of the Police Shooting of Aldric McKinstry, Jr., October 14, 1999 Press Release from Chief Robert Johnson Regarding Police Board of Commissioners Review of the Police Shooting of Aldric McKinstry, Jr., October 15, 1999 Report of Findings and Conclusions of the Independent Review of the Police Shooting of Aldric McKinstry, Jr., October 15, 1999 Thank You from Councilwoman Joan Bauer Regarding the 3rd Annual Community and Police Relations Conference, October 21, 1999 Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 4 STANDING COMMITTEE REPORTS POLICY COMMITTEE Roger Pohl, Chair of the Policy Committee, reported that following a review of the City Charter regarding the Board's responsibility for citizen complaints,he thought that a change in this language was indicated. Specifically, Section 273.06 prescribes that "the HRCS Advisory Board shall receive and examine complaints...." Roger pointed out that this was more appropriately a staff function. He also said that he had also discussed this matter with committee staff liaison, Kip Gomoll, who was in agreement. They were in agreement that the Board might more appropriately serve as an appeal body in cases where citizens disagreed with the findings. The Charter language would require formal change in order to be consistent with actual Board responsibilities. MOTION It was moved by Roger Pohl and supported by Bob Egan that the Policy Committee review this matter and make a formal recommendation to the Board at a subsequent meeting. Motion carried unanimously. Roger reiterated the Board's responsibility for completing a review of the Department by the end of the year. He said it was his hope that this review could be completed by December 1, 1999 in order to be of maximum use to the Mayor and others in setting priorities and budget decision-making. A copy of the proposed evaluation criteria was provided at the previous meeting of the Board. BUDGET COMMITTEE No report PROGRAM COMMITTEE Julius Smith, Chair of the Program Committee, reported that he had met with staff liaison, Dennis Washington, about current grants obtained by the City and future prospects. He distributed a summary of their meeting. He indicated that they had plans to meet again prior to the next Board meeting. COMPLAINT COMMITTEE No report PETITIONS None Proceedings of the Human Relations and Community Services Advisory Board October 7, 1999 Page 5 OLD BUSINESS None NEW BUSINESS None ADJOURNMENT MOTION Board member Julius Smith moved that the meeting be adjourned, supported by Board member Roger Pohl. Motion carried unanimously. The meeting adjourned at 9:35 p.m. Respectfully Submitted, C. Randy White, Personnel Data Technician HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY-BOAR4 STANDING COMMITTEES Lit}l5l dt� C}T i CLERIK PROGRAM COMMITTEE Julius Smith, Chairperson Joan Jackson-Johnson Dennis Washington (483-4369) BUDGET COMMITTEE Joan Jackson-Johnson, Chairperson Julius Smith Theophilis Harvey (483-4489) POLICY COMMITTEE Roger Pohl, Chairperson Rev. Melvin Jones Robert Egan Paul Novak Kip Gomoll (483-4082) COMPLAINT COMMITTEE All Board Members R.L. Hester, Jr. (483-4099) PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES ADVISORY'B'OARD t l S CLERK The rescheduled September meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 7:18 p.m. on Thursday, September 23, 1999, in the City Clerk's Conference Room on the 9th Floor of City Hall. CALL TO ORDER Present: Robert Egan, Dr. Joan Jackson Johnson, Rev. Melvin Jones, Paul Novak, Rev. Roger Pohl and Julius Smith Absent: None Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Police Department Liaison: Captain Steve Luciano (absent) Police Commission Liaison: Linda Simms APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Paul Novak moved that the minutes of July 1, 1999 be approved, supported by Board Member Robert Egan. Motion carried unanimous. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSON'S REPORT Welcome back after being off for August. DIRECTOR'S REPORT Genice announced that Robert Egan, Roger Pohl and she meet with the City Council General Services Committee on September 14. Bob and Roger were approved to serve on the Board for a second 4-year term which will expire in 2003. Genice stated that Sandy Allen, chair of the General Services Committee, asked that information be provided about what the Department does. She would like to use information such as this to interest students in the activities of various City boards. Proceedings of the Human Relations and Community Services Advisory Board September 23, 1999 Page 2 Genice announced that Steve Luciano has replaced Chris Magnus as the Police Liaison to the Board. Chris Magnus is now Police Chief in Fargo, North Dakota. Luciano was unable to attend this meeting because of a prior commitment. Genice stated that she had several issues that she would like to discuss with the Board, but that in the interest of time she would limit this to those most pressing. She reiterated her vision for the department: to perform core functions with increased efficiency and effectiveness. The Board was previously provided with a summary of mandated responsibilities and future directions for FY 2000. While staff seem clear about core responsibilities,questions continue to arise about staff committee involvement. She pointed out that these involvements have recently been restricted in an effort to devote maximum time to clarifying and completing assignments related to HRCS mandated functions. Future policy will be determined based on a review of individual staff involvements relative to core responsibilities. FY 2000 human services contracts have been completed. In order to improve accountability of human services agencies, the Standard Operating Procedures were revised along with reporting forms. For the first time, agencies were provided with both hard and disc copies of these forms. She distributed a copy of the letter of transmittal which emphasized(1) timeliness of reporting; (2) completeness and accuracy of Financial, Activity and Program Management Reports; (3) accomplishing agreed upon service objectives; (4) accomplishing agreed upon outcomes; and, (5) the appropriateness of expenditures based on funding allocations specified in the contract. She pointed out that about ten agencies which had received funding in the previous fiscal year would not receive funding in FY 2000. Genice stated that a review of the workforce utilization reports of companies which requested tax abatements over the last ten years had just been completed. This review stemmed, in part, from questions raised at the September 13 City Council meeting. A copy of the Tax Abatement Compliance Criteria approved by the Board in 1992 was distributed along with the summary. Genice distributed a copy of the recently developed letter that will be sent to the employees of City- funded construction projects. This letter is aimed at helping to improve compliance with the prevailing wage ordinance. Staff are also in the process of creating a database which is expected to help them to better monitor projects. Data are currently being compiled for FY 1999. Additional information concerning strategies to improve enforcement of the prevailing wage ordinance will be provided at a future meeting. Genice reported that in August she met with representatives of the N.A.A.C.P. regarding concerns about under representation of protected groups among those who had obtained contracts for goods and services with the City. She stated that she has been involved in identifying strategies to improve vendor representation and will keep the Board informed of progress made. A summary of the complaints processed by department staff has been completed and will be discussed at the next meeting of the Board. A survey to assess satisfaction with the process has Proceedings of the Human Relations and Community Services Advisory Board September 23, 1999 Page 3 also been drafted. These documents will be mailed to Board members for review prior to that meeting. Genice said that improved staff accountability was key to improved department efficiencies. She said that she hoped to accomplish this by continuing to clarify staff roles and responsibilities and evaluating staff performance relative to these. Role clarification is expected to result in a more equitable distribution of workload and increased productivity. She also pointed out the need for a deputy position to assist with administrative duties which functionally reflect the former division of the department. She explained that plans had been made for CONCERN,an employee assistance program, to complete a workplace assessment, training and team building. Genice applauded Bob Egan's contributions in organizing the"Moving from Crises to Consensus" conference. She stated that they had met on September 8, 1999 with the Lansing State Journal Editorial Board. The Board invited them to submit an op-ed article and to publish the conference registration form. She asked Board members to help publicize the conference. She indicated that conference flyers would be sent to all area high schools. She stressed the importance of having broad-based community participation. Board members were asked to assist in publicizing the conference. Bob Egan also stressed the importance of their involvement in conference workshops. Concerns have also been expressed about the adequacy of the time allotted for public comment. She and Bob pointed out that there will be time allotted for questions and comments in all workshops. The strategies workshop, which will be offered three times during the day, was specifically designed to allow for a formal focus on participants ideas for building better relations between the community and police. They also pointed out that the keynote speakers would be available throughout the day and that the conference was viewed as one of several necessary on-going efforts to improve relations. It will be important to continue to dialogue and assess progress. A card will be included in conference packets to encourage participants to ask those questions which they did not have an opportunity or felt uncomfortable asking at the conference. All of those who complete a card and provide their name and address will receive a response. Chairperson Jones commended Genice and Bob for their hard work in planning the conference. Genice reported that the Board of Commissioners had appointed a committee of Roger Newcomb, Patty Farhat Reed and Linda Simms to serve as liaisons to the HRCS Advisory Board, the Police and Community Relations Advisory Board and the City Council. Commissioner Newcomb will chair this committee. She stated that he had indicated that because he had a prior commitment that he would likely not be able to attend tonight's meeting. Linda Simms,who was present, expressed her commitment to work with the Board and said she looked forward to the meeting between the two Boards to discuss issues of mutual concern. Genice announced that the Police and Community Relations Board is in the process of planning community meetings that will be held in various wards of the City to address citizens' concerns about the police. The first of these,planned for November 4,will address the concerns of Hispanics. Subsequent meetings will focus on the concerns of African Americans, the elderly and youth. Proceedings of the Human Relations and Community Services Advisory Board September 23, 1999 Page 4 Genice reported that she has been participating in plans to conduct Fair Housing Testing in Lansing. Roger Newcomb,who is also director of Ferris Development Corporation,has organized this effort. Race has been selected as the test variable for this round of testing in large rental units. Training for the testing has been provided by the director of the Fair Housing Center in Detroit. She urged Board members to help recruit volunteers to assist with the testing. Genice commented that the City's Affirmative Action Report is in the process of being completed. She said she thought it would be completed within the next month. A copy of this report will, of course, be shared with the Board and included as an agenda at a future meeting. Genice informed the Board that in July, funding for Advent House and Volunteers of America was threatened because of a recent interpretation of the regulation governing "warming centers" by newly hired Family Independence Agency(FIA)staff. FIA subsequently agreed to continue funding until September 30, 2000. In the interim, steps will need to be taken to prevent discontinuation of funding after this time. These efforts will likely require the help of the Board. The department was recently selected by the Ingham County Abstinence Coalition to serve as the fiduciary of the state Abstinence Partnership Grant. Genice said that the Ingham County Health Department was ineligible to serve in this capacity because of their involvement in advocating for safe sex including the disbursement of contraceptives. She pointed out that this issue could become one of debate and urged the Board to clarify their position on this issue. Genice announced that a meeting had been scheduled with representatives of Ingham County to discuss human services funding. The Board will be kept informed. Genice indicated that she would send Board members the following documents prior to the next meeting: List of human services agencies funded in FY 1999,but not FY 2000; HRCS Department Complaint Summary; and the Commission Investigator Complaint Summary. Genice said that youth programming has become an emerging priority for the department. She indicated that demographic and other data were being reviewed in an attempt to identify the areas of the City in greatest need where efforts might most immediately be concentrated. Dennis Washington is in the process of completing a summary of youth programs funded by City departments. Review of available data suggest that the southwest quadrant of the City would be area where interventions would be most appropriate at this time. Initial efforts have focused on clarifying current needs citywide and the availability and effectiveness of current programs/activities. In addition to HRCS, meetings have included representatives of the Mayor's Office, the Parks and Recreation Department and various programs within the Police Department. The Lansing Housing Commission was invited to the last meeting. Youth, parents, the School District and other stakeholders will be involved in future organizational meetings. Once the necessary background information has been compiled, it has been suggested that community meetings be held with various groups, including youth and other stakeholders to identify priorities and appropriate strategies. Proceedings of the Human Relations and Community Services Advisory Board September 23, 1999 Page 5 Bernard Brantley,the Commissioner Investigator,indicated that since completion and dissemination of the complaint brochure that there had been an increase in the number of complaints filed. Ten cases are currently open. He indicated that he would distribute an updated copy of the complaint summary at future meetings of the Board. Genice added that the independent investigator was expected to complete the report of the McKinsti-y investigation within the next two weeks. She said the report was likely to be released to the public prior to the conference. Chairperson Jones suggested that the Board undertake proactive steps to prevent hate crimes which are on the rise. He asked the chairs of Board standing committees to meet prior to the next meeting of the full Board and asked that Carol arrange the next meeting at a location in the community. He suggested that arrangements be made to meet at a community center. Carol pointed out that this might not be feasible because of the time of the meeting,but said she would look into the possibility and let Board members know. Board members complimented Genice on her report. They commented that this had been a good meeting,that they had learned more about department functions and expressed appreciation for the opportunity to have input. COMMUNICATIONS Youth Do Count News, Quarterly Newsletter of the Youth Development Corporation April 13, 1999 Minutes of the Mayor's Police Community Relations,Advisory Committee July 20, 1999 Minutes of the Board of Police Commissioners Lansing'Police Department Annual Report Community and Police Relations Conference Brochure and Flyers REPORTS SUBCOMMITTEE REPORTS: A. Program Committee No report B. Budget Committee No report Proceedings of the Human Relations and Community Services Advisory Board September 23, 1999 Page 6 C. Policy Committee Roger Pohl, Chair of the Policy Committee, distributed recommendations for completion of the evaluation of the department as required by Board Bylaws. He pointed out that this report should be submitted to the Mayor by December 1. A meeting was scheduled with committee members for Monday, October 4, 1999. D. Complaint Committee No report PETITIONS None OLD BUSINESS None NEW BUSINESS ADJOURNMENT MOTION Board member Paul Novak moved that the meeting be adjourned, supported by Board member Roger Pohl. Motion carried unanimous. The meeting adjourned at 9:40 p.m. Respectfully Submitted, 'C. Randy White, Personnel Data Technician for Carol Walton S BOARD OF POLICE COMMISSIONERS 120 W Michigan Ave. Lansing,Mi 48933 (517)483-4800 jCHIG � September 21, 1999 Rev. Melvin Jones, Chair Human Relations and Community Services Board Fourth Floor, City Hall 124 West Michigan Avenue Lansing, Michigan 48933 Dear Rev. Jones, This letter is to notify you that we, at the Board of Police Commissioners, have recently appointed a liaison to the Human Relations and Community Services Board. We are hopeful that this gesture will ensure that our Boards might develop a stronger relationship as we strive toward accomplishing our common goals. Given our areas of mutual concern, we believe that our two Boards provide a valuable service to the City of Lansing. Let us strive to do so even more effectively in the future. Chair of our liaison efforts is Commissioner Roger Newcomb. I am certain you will be hearing from him soon and will work well with him. If you have any questions or concerns, please feel free to contact Roger at his office (485-9100). Sincerely, Deb Frederick Chair S-.P 29 9 sir_.._ !�___a.._.a.. r..._..,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 7:20 p.m. on Thursday, July 1, 1999 at the Boys & Girls Club of Lansing, 4315 Pleasant Grove Rd., Lansing, Michigan 48910. CALL TO ORDER Present: Robert Egan, Rev. Mel vin Jones Paul Novak Julius Smith, and Dr. Joan Jackson Johnson Absent: Rev. Roger Pohl (excused) Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Police Liaison: Captain Chris Magnus (absent) APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Paul Novak moved that the minutes of June 3, 1999 be approved, supported by Board Member Joan Jackson Johnson. Motion carried unanimous. MOTION Board Member Paul Novak moved that the special meeting minutes of May 21, 1999 be approved, supported by Board member Joan Jackson Johnson. Motion carried unanimous. PUBLIC COMMENT Gordon Wilson commended Carol Walton on the minutes. Mr. Wilson expressed concerns regarding the Board of Police Commissioners. He stated that the Board of Police Commissioners procedures for public comment were unclear. It was unclear when the public could speak. He was encouraged by the Human Relations Community Services Director to share his concerns with the Police Commission Chairperson. ii t `. Proceedings of the Human Relations and Community Services Board June 3, 1999 Page 2 Mike Botke, Vice President of Operations for the Boys & Girls Club, gave a presentation to the Human Relations and Community Services Department Board about the club. He thanked the department and the board for it's continued support, encouraged board members to tour the facility and distributed literature. There are two club locations, one on Pleasant Grove and one on Grand River. The Boy's and Girl's Club mission is to serve all kids. Membership procedures include completion of an application, a $10.00 membership fee and a parent/child orientation. Mr. Botke provided information about the staff and club program. He stated that the club's main focus for kids is on reading, writing and math. CHAIRPERSON'S REPORT Rev. Jones reflected on the concerns recently expressed by the Board of Police Commissioners. He stated that he neglected to include Genice in a meeting that was scheduled to resolve the conflict and apologized for doing so. He stated, however, that he had met as planned with Pete Canady, Board of Police Commissioner Chairperson and Chief Johnson to discuss these concerns. He stated that it appeared that Pete Canady was seeking formal communication from the Human Relations and Community Services Advisory Board Chairperson. It was established that both boards needed to build bridges to the community so that the community could have input and a sense of ownership in how the board conducts their business. Rev. Jones indicated that he had concerns about the role of the Police Commission and its mandated responsibilities. Rev. Jones said he would contact the Police Commission Chairperson about seeking a convenient meeting time and joint agenda. DIRECTOR'S REPORT Genice discussed the FY 99/00 City of Lansing human services agency funding recommendations and strategies to improve agency accountablility. The department is currently working towards simplifying reporting forms to make these more user friendly. She stated that there appears to be a need for more program development on the south side of Lansing. She stated that she was able to carry forward the unused 1%funds as well as uncommitted cable revenue monies. Genice informed the board that a draft proposing the change of human services funding from a resolution to an ordinance has been completed. She stated that she would like to change the resolution from 1% + $75,000 to 1.2% of the general fund which would keep pace with inflation and increase the amount which could be used as a match. She has not yet discussed this with Mayor Hollister. Genice stated that she expected to issue a request for proposal for youth programming in late summer or early fall. Genice provided the board with a draft summary of employee/citizen complaints filed with the department. This report will require further review by staff and be revised for presentation at the nexr meeting. Proceedings of the Human Relations and Community Services Board June 3, 1999 Page 3 Genice stated that she would provide a draft summary of the construction projects the department is responsible for monitoring at the next board meeting, as well. Genice stated that the department is in the process of preparing summaries of all areas of responsibility for the last fiscal year. Genice reported that the complaint form and brochure are almost finalized. She thanked Robert Egan for preparing the final document. Copies will be provided to board members upon completion. Genice reported that she and Robert Egan attended the Police Brutality Hearings at Friendship Baptist Church on June 14. She stated that a sub-group was developed to take testimony and identify attorneys for the victims of police brutality. She stated that due to the code of silence and fear of retaliation, individuals reported that it was difficult to find an attorney to take their case. Genice stated that the Board'of Police Commissioners met at 5:30 p.m. on July 1 at the South Precinct. She stated that this was a special meeting to review the search for a Special Investigator who will be hired to investigate the McKinstry shooting. Genice updated the Board about the Community and Police Relations Conference. She distributed a summary of the decisions that were made to date and reiterated that the conference will be held on Saturday, October 16 from 8:00 a.m.-3:30 p.m. at the Lansing Center. She stated that the conference is free to all who attend and parking, breakfast and lunch are free and child care will be provided. She stated that the theme is "Moving From Crisis To Consensus" and speakers include Dr. Carl Taylor,Professor, Institute for Children Youth and Families at Michigan State University, Dr. Cynthia Perez-McCluskey, Professor, Department of Criminal Justice and Adkins Warren, Director of Community Relations for the U.S. Department of Justice-Region 7. Seven workshops have been identified. The last workshop created is expected to help identify specific strategies that will essentially give the community something to help assess progress. Genice stated the Community and Police Relations Committee is seeking sponsors for the conference. She informed the board that Robert Egan contacted Michigan Government Television(MGTV), City Television (Channel 28) and Media One to help publicize the event. Genice also suggested that Maxi Jackson be contacted to address conference concerns on his show. This committee continues to look for potential moderators, facilitators and panelists. Genice asked that Mike Botke help recruit youth. Genice apologized for being unable to attend the Lugnut's game with Board members due death in her family. She donated unused tickets to the Greater Lansing Urban League and the Lansing Housing Commission for use by youth. COMMUNICATIONS Youth Development Corporation Newsletter REPORTS Proceedings of the Human Relations and Community Services Board June 3, 1999 Page 4 SUBCOMMITTEE REPORTS: A. Program Committee No report B. Budget Committee No report C. Policy Committee No report D. Complaint Committee No report E. Ad hoc Committee (photos Mr. Letts and Mrs. Warr) No report PETITIONS None OLD BUSINESS Fair housing testing Genice reported that she would be attending a meeting on Thursday, July 29, 1999, to discuss the possiblity of establishing a Fair Housing center in Lansing. She said that fair housing testing was a necessary prerequisite for the establishment of such a center. She said she would urge testing of both rental and real estate properties. Proceedings of the Human Relations and Community Services Board June 3, 1999 Page 5 NEW BUSINESS i Election of Officers: Joan Jackson Johnson was unanimously re-elected as Vice-Chairperson of the Human Relations and Community Services Advisory Board. Julius Smith nominated Rev. Melvin Jones for Chairperson; Paul Novak nominated Robert Egan for Chairperson. Rev. Melvin Jones was re-elected as Chairperson of the Human Relations and Community Services Advisory Board. ADJOURNMENT MOTION Board member Robert Egan moved that the meeting be adjourned, supported by Board member Julius Smith. Motion carried unanimous. The meeting adjourned at 9:16 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary 8R/99 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 : 15 p .m. on Thursday, June 3, 1999 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Rev. Melvin Jones, Paul Novak, Rev. Roger Pohl, Santiago Rios and Dr. Joan Jackson-Johnson Absent : Julius Smith Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Police Liaison: Captain 'Chris Magnus APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Roger Pohl moved that the minutes of February 18, 1999 be approved, supported by Board Member Joan Jackson-Johnson. Motion carried unanimous . PUBLIC COMMENT Gordon Wilson quoted Rev. Stone stating, "The March for Justice is going to get a citizen' s review board. On June 14 the Southern Christian Leadership Conference will be here in Lansing to participate. He encourages the department to consider holding the Community and Police Relations Conference as soon as possible . He said October was too far away, given the sense of urgency that so many feel about the need to resolve issues related to the McKinstry shooting and improvement of relations between the community and the police . Charlene Decker stated that she has inquired many times about why public meetings are held early during the day when the public is unable to attend. The response she received was, "because the administration didn' t want to pay the secretaries overtime . " She stated that she was also told that people from the public aren' t showing up at the committee meeting. She felt that this was due to meetings being held during work hours . Charlene stated that all City public meetings should be held after 5: 00 p.m. , a time that is convenient for the public not for the administration. Proceedings of the Human Relations and Community Services Board June 3 , 1999 Page 2 Gordon Wilson asked the board to see what they could do to help get City public meeting times changed to times more convenient for the public . CHAIRPERSON' S REPORT Rev. Jones stated that he spoke with Pete Canady, Chairperson of for the Board of Police Commissioners to set up a meeting with Chief Johnson, Genice, Pete and himself to discuss differences between the two boards and how to work together to improve police/community relations . Rev. Jones stated that he would encourage a joint meeting of the HR&CS Board and the Board of Police Commissioners . Rev. Jones asked that all subcommittees meet . DIRECTOR' S REPORT Genice discussed her recent conversation with Rev. Stone in which he reaffirmed his belief that the City has to admit wrongdoing and that there needs to be a citizens' review board because he does not feel that the Board of Police Commissioners is in a position to do what needs to be done. Genice emphasized the importance of moving forward identifying strategies to increase trust and accountablity on the part of the Lansing Police Department and the Community. He continued to maintain that the City cannot move forward until the City admits wrongdoing. Rev. Jones inquired as to why the Board of Police Commissioners is not performing the role of a citizens' review board with the power that it is afforded. He stated that he plans to speak with the Chairperson of that board concerning their role as a citizens' review board. Genice stated that unquestionably for her, the Board of Police Commissioners is a citizens' review board. She stated that part of what has to happen is community education regarding the mandate of the Board of Police Commission and the Commission Investigator. Genice reported that on Monday, June 14 at 6 : 00 p .m. , the Southern Christian Leadership Conference will hold a Police Brutality Hearing at Friendship Baptist Church. She stated that individuals who have felt that they have been victims of brutality or racial profiling have been invited to offer testimony. Proceedings of the Human Relations and Community Services Board June 3 , 1999 Page 3 Genice stated that another initiative that is underway is that of the Michigan State University Black History Committee and the Urban League. They have begun discussions to hold a forum in late summer or early fall . She stated that the organizers of the forum are planning to extend an invitation to the City to participate after the forum has been organized. Rev. Stone will also be invited to participate. Genice stated that she informed the group that discussions for arrangements of the forum should have included the City of Lansing and members of the Lansing community from the outset, not after the fact . She also expressed concern about the wisdom of trying to hold a forum such as that planned. She said she thought energies at this time should more appropriately be focused on moving forward, taking the necessary preventive steps. Rev Jones inquired about the format of the forum. Genice replied that it appeared that a debate format was being planned. She stated that the organizers of the forum felt that the City needs to admit wrongdoing and that the City can only move forward after admitting wrongdoing. Genice invited Mr. Curtis Stokes, one of the organizers of the forum, to attend the Community and Police Relations Conference Committee meetings and stressed the importance of working together. Genice stated that she asked Mr. Stokes his purpose or goal for the conference. His reply was that he had not yet identified what the goals would be. She said this confirmed for her the lack of clarity, complexity and appreciation for the issues at hand and complexity of the. Gordon Wilson expressed his concern about those outside Lansing coming into Lansing and trying to be in the forefront of our communities problems . He said that the City of Lansing should be conducting a forum and conducting it soon. Rev. Jones inquired about the City' s admission of wrongful acts . He asked whether the City could admit to wrongdoing without legal ramifications . Paul Novak said he thought not . Joan Jackson-Johnson stated that admission of wrongdoing tend to open the "flood gates" and the emphasis tends to broaden instead of focusing on a specific issue, i . e. , profiling or the specific issue at hand. Joan stated that identification of areas for potential growth would well serve the City of Lansing. Genice updated the board on the progress of the Community and Police Relations Conference Committee noting that Dr. Carl Taylor has agreed to be the keynote speaker. The 1999 Community and Proceedings of the Human Relations and Community Services Board June 3 , 1999 Page 4 Police Relations Conference will afford an opportunity for citizens to attend more than one workshop throughout the day. It will be suggested at the next meeting of the committee, that a workshop designed o identify strategies for moving forward be added. She said she thought it important to hold a workshop focused on strategies and positive problem solving to improve community and police relations . She said such a workshop was consistent with the action focus of the conference . Robert Egan reported that Kolt and Serkaian are working on a Community and Police Relations conference press release . He said that various press releases would be made throughout the summer to promote the October 16 conference . Genice discussed the monthly Round Table-Brown Bag community lunch meetings . She stated that the first luncheon would be held on Wednesday, June 9 and that these meetings were a good opportunity to learn what the funded agencies do and to let them know what the department is doing to increase accountability. She stated that it was important for the agencies to perform the work that they are funded to do and that the department work to ensure improved outcomes . It is her hope that these meetings will be instructive in terms of learning what the priorities are in the community and to receive information about how the community feels the department needs to move forward. The entire community is invited to attend. Her expectation is to derive a strategy to address community needs and concerns . Genice reminded the board of the Tuesday, June 22 All-star Lugnut game and encourage all to attend. COMMUNICATIONS ► Letter of resignation from Santiago Rios ► Board of Police Commissioner minutes ► Police Community Relations Board minutes/memo/brochure ► Point of View report-Chief Robert L. Johnson, LPD ► LPD-Operational Procedure subject : Pre-Arrest Contact Management RE PORT S SUBCOMMITTEE REPORTS: Proceedings of the Human Relations and Community Services Board June 3 , 1999 Page 5 A. Program Committee No report B. Budget Committee No report C. Policy Committee No report D. Complaint Committee No report E . Ad hoc Committee (photos Mr. Letts and Mrs . Warr) No report PETITIONS None Genice informed the Board that staff are working to complete a Summary of Complaints filed with the department dating from the beginning of the current fiscal year, July 1, 1998, through June 30, 1999. This summary would identify the types of compliants received and the current disposition. OLD BUSINESS Fair housing testing Genice stated that she has been reviewing literature from HUD and that she has spoken with Roger Newcomb, Director of Ferris Development, about establishing a fair housing center in Lansing. Mr. Newcomb, is planning to convene a group to discuss this in the near future . Paul Novak suggested that testing Realtors in the Greater Lansing area might also be helpful . NEW BUSINESS Proceedings of the Human Relations and Community Services Board June 3 , 1999 Page 6 The Human Relations and Community Services Advisory Board members agreed to try and hold their monthly meetings in the community at various city-funded agency sites . Genice reminded Board member that election of officer' s for the 1999/2000 year should be held at the July 1 board meeting. Chris Magnus discussed the Point of View, by Chief Johnson. He also discussed the Pre-Arrest Contact Management Operational Procedure which he said articulated officers training regarding field contact and traffic stops . He said the companion piece to that procedure is the Use of Force Procedure which he will provide to the board at the July meeting. Chris stated that LPD has done a lot in the realm of discipline and handling complaints relative to both procedures . He stated it is worth noting that LPD has handled several complaints against officers that have been sustained. He said that LPD has made an effort to identify wrongdoing and inappropriate handling of various situations . He stated that on several occasions, in addition to officer' s being disciplined, meetings have been conducted in the community with the citizens who brought the complaints . He said that these meetings have involved Internal Affairs, the Board of Police Commissioners and whomever the complainant wished to attend on their behalf, e.g. , clergy, friends, etc. He stated that in some cases open apologies have been made to complainants from the Police Department by the Chief . Chris stated that in some instances, there is a legal price to be paid for the apologies . Chris said, that some of these cases which involved the use of force and field contacts, resulted in acknowledgment that mistakes were made, wrongdoing occurred, officer' s were disciplined and the department expressed its regrets . Chris informed the board that the Police Department is trying to develop new ways to address these issues . One of these is the "Join The Team" television program that runs on Channel 28 . Chris reported that the department is working towards shows that include audience participation which will give citizens an opportunity to dialogue with LPD. Proceedings of the Human Relations and Community Services Board June 3, 1999 Page 7 i ADJOURNMENT MOTION Board member Roger Pohl moved that the meeting be adjourned. Motion carried unanimous . The meeting adjourned at 9 : 15 p.m. Respectfully submitted, arol L. Walton, Administrative Secretary 6R1/99 PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The special scheduled meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 4 : 40 p.m. on Friday, May 21, 1999 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 Julius Smith Absent : Police Commissioner Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Rev. Jones stated the purpose of this special meeting was to review both the role of the Board of Police Commissioners and their role with the Chief Investigator position. Rev. Jones began by inquiring about the lack of representation of the Board of Police Commissioners at the meeting. Genice indicated that two commissioners had asked her to communicte to the Board their inability to attend the meeting because of prior commitments but expressed an interest in meeting with the HR&CS Board •• in the near future. Genice stated that concern was expressed by some about the manner in which the invitation was extended and that the meeting was not jointly arranged. Genice stated that Robert Egan and she had attended the last Board of Police Commissioners' meeting and apologized for this . Rev. Jones stated that he was unaware of any protocol for arrangements of joint board meetings . He stated that he did not see any reason for the Board of Police Commissioners response to the invitation. He stated that if a board member was delegated responsibility for arranging a joint meeting, it is- unclear why this would not acceptable . Genice clarified that the Board of Police Commissioners had no opportunity to help set the agenda or arrange a mutually convenient meeting time. She explained that once the reason for the special meeting had been agreed upon, the agenda was set. She stated that she was unware that the letter or agenda had been sent . She said that it was her intention to phone Chief Johnson and Commission Chairperson Canady to extend the invitation and discuss the reason for the meeting. Proceedings of the Human Relations and Community Services Board May 21 , 1999 Page 2 Julius Smith and Joan Jackson-Johnson both expressed concern that perhaps the Commissioners did not attend the meeting because underlying issues at hand made them feel uncomfortable. Robert Egan stated that he hoped efforts to improve the relationship between the two boards would. continue to move in a positive direction. He stated that the letter was written to extend an invitation to the Board of Police Commissioners to meet with the HR&CS Board so that HR&CS Board members could obtain a better understanding of their role and discuss the changes they are seeking to make in the position of the Chief Investigator. Rev. Jones questioned whether the Board of Police Commissioners had carried out their Charter responsibilities . He remarked that they did not appear to be community friendly or to possess the connection to the community that he thought they should. He stated that over the years, it had evolved as a Board that was supportive of the Lansing Police Department and not responsive to the community. He acknowledged that the accuracy of his statement was a matter of perception. Rev. Jones said that he would make an attempt to contact Pete Canady by phone and follow up with a letter in an effort to schedule a joint meeting of their respective Boards . A. ROLE OF BOARD OF POLICE COMMISSIONERS No members from the Board of Police Commissioners were present . B. CHIEF INVESTIGATOR POSITION Robert Egan stated he was dnsure about how to respond to concerns about the Chief Investigator position when he is unclear of the role the Police Commission is playing and that relationship with Genice as Director of Human Relations and Community Services as the one who oversees the position. Genice replied stating she is responsible for overseeing the Chief Investigator' s day-to-day responsibilities but, clarified that he reports to the Board of Police Commissioners . She stated that because the Board of Police Commissioners is a volunteer board, administrative procedure established that the position be supervised by the Human Relations and Community Services Department Director. Proceedings of the Human Relations and Community Services Board May 21 , 1999 Page 3 Rev. Jones inquired as to Genice' s receipt of any updated information about the position. Genice replied that Chief Johnson had provided her with a copy of the revised administrative procedure which governs the citizen complaint process . She indicated that the name of the position would be changed from Chief Investigator to Commission Investigator but, that, the duties would be the same . Overall administrative responsibility for the position would remain with the Director of Human Relations and Community Services . PUBLIC COMMENT Gordon Wilson stated that there was no complaint procedure for citizens to follow and no complaint form to complete. He stated that the Chief Investigator had been "muzzled, hand-cuffed, shackled qnd rendered ineffective" by the article printed in the Lansing State Journal . Mr. Wilson stated that the Mayor promised the citizens of Lansing at a town hall meeting that there would be an immediate investigation of the McKinstry shooting and that did not happen. He stated that Mr. Canady, Chairperson of the Board of Police Commissioners, also promised that the Chief Investigator would investigate the McKinstry shooting. He stated that the Chief Investigator began investigating the shooting, but was directed to terminate his investigation. Mr. Wilson offered solutions to the Board. He stated that the citizens of Lansing are tired of the rhetoric and excuses . He proposed that the Chief Investigator be an employee of the Human Relations and Community Services Department and not report to the Board of Police Commissioners or the Police Chief but to Dr. Reed. He stated that he wants this because it removes the notion, we hired a fox to watch the hen house. " He stated that a complaint system needs to be put into place. The Chief Investigator needs to be both visible and accessible to the public. Mr. Wilson stated that the public also feel that Chief Johnson should reinstated community police officers to all areas of Lansing. He stated that the President had recently signed a bill authorizing 75, 000, 000 to help fund community policing. He stated that another solution would be to hire a retired FBI agent with a legal background and place him in the City Attorney' s. Office. Such a person he felt. would be qualified to perform the job duties of Chief Investigator. Charlene Decker stated that the May Board of Police Commissioners meeting was the most contemptuous and temperamental meeting that she had ever attended. She stated that it began with criticism of the letter written by Robert Egan. She stated that despite Mr . Egan' s repeated apologies they continued to express their anger over his letter at the beginning and end of the meeting. She stated that the Proceedings of the Human Relations and Community Services Board May 21 , 1999 Page 4 public was then asked to remove themselves while the Commissioners held an executive meeting leaving the public in the hallway for a half hour. Ms . Decker stated that when the meeting resumed and the public was invited back in the board made negative comments about City Council members. She stated that she felt that the Chief Investigator had been hand-cuffed and undermined and asked the Commissioners how they thought he could function. She stated that she had attended Commission meetings prior to hiring of the Chief Investigator. She said she had previously urged that the Commission make him visible. She stated that the Chief Investigator was entrapped and she is disgusted with the hold on him. Ms . Decker stated that she agreed with the two Commissioners who voted against hiring an independent Investigator to work with the Commission on the McKinstry shooting. She pointed out that the Commissioners were in a position to obtain the necessary subpeonas for him. She stated that the Commission has the power to subpeona and she stated that she was extremely upset by the Commissioners May meeting. She said their behavior was arrogant and pompus . She stated that something needed to be done because the Commission has not utilized their power. She stated that the Board of Police Commissioners is too close to the Police Department, that they were supposed to be neutral . Darnell Oldham, Sr. stated that the Chief Invesigator position was not established, as it was intended, that it was established to fail . He stated that the community perception of the Police Department and the Board of Police Commissioners and the treatment that citizen' s receive is negative. He stated that the McKinstry incident was the third incident, within a relatively short period of time, that the public had great concern about. He stated that he would not want to live in a society where there are no Police. On the other hand, he said, he did not want to live in a society where there was police harassment, deadly use of force and brutality. He stated that there are problems in the Lansing Police Department, but acknowledged that not every officer is a bad officer. There are some very good officers in the department. There are, however, problems that need to be corrected. He stated that the only thing anyone is asking the officers to do is to conduct themselves as professionals . He emphasized the need to treat citizens with respect, to let the public know how complaints can be filed, and just open the lines of communication between the police and the community. Lewis Bozek stated that the problem rested with Mayor Hollister because he is the one who appoints staff. He stated that if the Mayor cannot control or does not get his message across about what he wants from individuals he appoints, he has the choice of reconsidering the appointment to make them more effective. He recommended that education be provided if necessary. If' they did not respond to that, he said Proceedings of the Human Relations and Community Services Board May 21 , 1999 Page 5 they should be terminated. Mr . Bozek stated that the Police cannot investigate themselves . This is unacceptable; it is not right, proper or responsible . He asked why it is that no other group was responsible for investigating itself but the Lansing Police Department . Gordon Wilson stated that the community cannot continue to "hold a hammer" over the heads of Lansing Police Officers . He pointed out that it was not the community that was spreading dishonesty and mistrust . He stated that it was urgent that action be taken and closure be brought to the McKinstry incident . Roger Pohl inquired as to where the complaint document is at this point . Bernard Brantley stated that the complaint order reads that there should be a form prepared so that citizens can have copies available to - them as needed. Mr. Brantley stated that he has prepared that form for. approval and dissemination.' He stated that the Police Department currently has a complaint form but it is computerized for internal use and copies are not given to the citizens . He stated that when citizens contact him about complaints that, depending on the nature of the complaint, he will do the investigation. He stated that a brochure is also being developed. Roger Pohl asked how long until a complaint form/procedure is in place and can be used by citizens . Genice stated that the complaint form, procedure and brochure would likely be finalized within a month' s time. She said effort was currently being made to improve the readability of the brochure and that it was nearing completion. ADJOURNMENT MOTION Board member Robert Egan moved that the meeting be adjourned, supported by Board member Roger Pohl . Motion carried unanimous . The meeting adjourned at 5 : 55 p.m. Respectfully submitted,, rol L. Walton, Administrative Secretary 1/1/99 PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD The February meeting of the Human Relations and Community Services Advisory Board was called to order by Chairperson Rev. Melvin Jones at 6: 22 p.m. on Thursday, February 18, 1999 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Rev. Melvin Jones, Rev. Roger Pohl, Santiago Rios and Julius Smith Absent : Dr. Joan Jackson-Johnson Staff: Dr . Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Police Liaison: Captain Chris Magnus (absent) APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Robert Egan moved that the minutes of December 3, 1998 be approved, supported by Board Members Santiago Rios and Roger Pohl . Motion carried unanimous . THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSON' S REPORT Melvin Jones introduced Bernard Brantley, Chief Investigator, to the board. Mr. Brantley spoke briefly about his position informing the board that he will not be involved in criminal investigations against the Lansing Police Department until after internal investigations have been completed by the Prosecutor and Internal Affairs . Melvin Jones stated that Mr. Brantley' s position was created out of community concern over what they saw as a criminal act committed by police in the death of Mr . Swans . He stated that the community' s perception of Mr . Brantley' s position is that he would provide an independent evaluation of police criminal investigations . Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 2 Melvin Jones stated that the board needs to make clear to the community that the Chief Investigator is responsible for investigating only non-criminal complaints against police personnel . Robert Egan said that he would love to see the board reach out more to the community. He stated that he felt the board had "missed the boat" again in regards to the McKinstry shooting. Melvin Jones felt that the board should work towards problem solving and include Mayor Hollister. He stated that the problem should be identified, refined, alternatives be sought, and a solution selected and, tried it . Robert Egan stated that he would like to see the Mayor, the Human Relations and Community Services Advisory Board, Police/Community Relations Committee and the Board of Police Commissioners come together to go out into the community and hold five to six public forums . Robert felt that this would be an opportunity for the citizens of Lansing to talk with fellow citizens who serve on boards who are part of the overall discussion of the challenges that this city faces . He stated that the longer it takes to accomplish this, the smaller the window of opportunity becomes and the more likely a negative and explosive circumstance will occur. Melvin Jones stated that recommendations should be obtained from the Mayor before moving forward with Robert' s suggestion. Genice informed the board that she had learned prior to the meeting that a community forum was being planned for March 2 by the Lansing State Journal and News Center 6 . Melvin Jones stated that he met with a group of pastors prior to the news release by Ingham County Prosecutor Stuart Dunnings regarding the McKinstry incident . Melvin Jones stated that he regreted that this forum was not an initiative of the Human Relations and Community Services Advisory Board and/or the Human Relations and Community Services Advisory Board jointly with the Board of Police Commissioners rather than responding to a forum created by the media . Melvin stated that it was his hope that the outcome of a collaborative meeting would allow the board to set an agenda. 4 Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 3 Robert Egan encouraged the board to hold a community forum in each of the four (4) wards every other week. Robert encouraged the board to set dates for the meetings and although it was preferable for all board members to attend them, he said he hoped for that least two or three would commit to attending each of the forums . He said that he would like for these forums to include the Mayor, members of the Board of Police Commissioners and the Police/Community Relations Committee . Roger Pohl stated that the forums should be publicized on Channels 28, 6 and 10, radio stations, and in the Lansing State Journal . Melvin Jones stated that he felt the City should express its grief. He stated that a statement should be made by the Mayor. Roger Pohl suggested that a statement expressing grief be prepared by the Board, Department and the Mayor. Melvin Jones reported that there is no Chairperson for the Community and Police Relations Conference Committee. However, the place and time have been confirmed. The conference is scheduled for Saturday, May 8 at the Lansing Center from 8 : 30 a.m-3 : 00 p.m. Melvin Jones stated that he recommended to the committee that the conference move away from the theoretical base of discussion and involve the community in viewing or participating in activities that allow them "to get behind the badge" to experience some of the split-second decisions that Police Officers must make and to see how they would fare in making those decisions . Genice informed the board that the theme selected for the conference was "Moving From Crisis to Consensus . " She asked board members to help in identifying new members to assist in planning the conference. She said it was critical that the planning committee be broadly representative of our community. DIRECTOR' S REPORT Genice presented the department' s FY 1999/2000 budget . She indicated that the budget reflected decreases from the previous year because of low growth rates . She explained that the City Charter required that the Board review the budget prior to submission to the City Council . She said the budget had been presented to the Mayor and budget staff that morning and that the Mayor would make his recommendations on Saturday, February 27 . The Board was requested to provide their recommendations prior to that Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 4 time . She also highlighted key aspects of the budget proposal . Melvin Jones said that he would like for the budget committee to review the budget and make recommendations it to the board for approval . Santiago Rios expressed his concerns about department budget cuts stating that the department is underrepresented budget wise, given the extent of their responsibility. He said that even if funding constraints prevent the department from obtaining the amount of funding requested, the board should formally offer comment on their concerns and what they feel is necessary for the department to function efficiently. MOTION Board member Robert Egan moved that the budget committee be phoned and/or encouraged to meet within the next ten (10) days on the budget and be prepared to submit their report to the full board with their recommendations and he suggested that the board meet again no later than February 25th and put two things on its agenda, the budget and the upcoming meeting on March 2 for the community forum, supported by Santiago Rios . Motion carried unanimous . The Human Relations and Community Services Advisory Board agreed to hold a special meeting on Thursday, February 25, 1999 from 11 : 30 a.m.-1 : 30 p.m. , 9th Floor, City Clerk' s Conference Room to discuss the budget . Genice informed the board that she had scheduled a meeting regarding minority hiring and vendor representation with key city staff. She stated that city staff would work to identify general strategies initially. Later, representatives of protected groups would be recruited to participate in this planning process . Genice informed the board that it was necessary for the department to complete the process of self examination begun at a two day retreat held in December. She stated that department staff clearly define themselves in terms of two functionally discrete components . She stated that she would meet with staff to identify points of convergence and recommendations for how work might be more equitably distributed given legal mandates and the need for increased departmental efficiency. f Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 5 Genice reminded the board about the Race Conference being held April 7-10 at Michigan State University. She encouraged them to help get the word out to ensure broad-based community support . The registration fee is $50 . 00 and $10 . 00 for low income individuals . Genice reminded board members of the two vacant board seats . One is in the 2nd Ward and one is At-Large. She encouraged the board to work towards getting those seats filled to make sure the board has a monthly quorum and is able to be more proactive. COMMUNICATIONS None REPORTS SUBCOMMITTEE REPORTS : A. Program Committee No report B. Budget Committee No report C. Policy Committee Roger Pohl, Chair of the Policy Committee, stated that he and Melvin Jones met with Kip Gomoll, staff liaison to the committee, and Genice on January 21, 1999 . Summary of the meeting is attached. Melvin Jones asked Roger Pohl to contact Pete Canady and Robert Kennon to arrange a joint meeting with the Board of Police Commissioners and the Police/Community Relations Committee . D. Complaint Committee No report E . Ad hoc Committee (photos Mr. Letts and Mrs . Warr) No report Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 6 PETITIONS None OLD BUSINESS Fair housing testing NEW BUSINESS Julius Smith commended the Lansing Police Department' s professionalism at the Sexton High School Fashion Show incident . ADJOURNMENT The meeting adjourned at 8 : 07 p .m. Re p ctfully submitted, �r`ol4Le. Walton, Administrative Secretary PROCEEDINGS OF THE CITY OF LANSING HUMAN RELATIONS AND COMMUNITY SERVICES BOARD' The February meeting of the Human Relations and Communi't DI54 `r, �cQSL{�{ Advisory Board was called to order by Chairperson Rev. Melvin Jones at 6: 22 p.m. on Thursday, February 18, 1999 in the Conference Room, 9th Floor, City Hall . CALL TO ORDER Present : Robert Egan, Rev. Melvin Jones, Rev. Roger Pohl, Santiago Rios and Julius Smith Absent: Dr. Joan Jackson-Johnson Staff: Dr. Genice Rhodes-Reed, Director, Bernard Brantley and Carol Walton, Administrative Secretary Police Liaison: Captain Chris Magnus (absent) APPROVAL OF MINUTES Minutes were approved after a quorum was obtained. MOTION Board Member Robert Egan moved that the minutes of December 3, 1998 be approved, supported by Board Members Santiago Rios and Roger Pohl . Motion carried unanimous. THE PUBLIC MAY ADDRESS THE BOARD ON ANY ISSUE None CHAIRPERSON' S REPORT Melvin Jones introduced Bernard Brantley, Chief Investigator, to the board. Mr. Brantley spoke briefly about his position informing the board that he will not be involved in criminal investigations against the Lansing Police Department until after the internal investigation has been completed by the Prosecutor and Internal Affairs . Melvin Jones stated that Mr. Brantley' s position was created out of the community concern over what they saw as a criminal act committed by Police in the death of Mr . Swans . He stated that the community' s perception of Mr . Brantley' s role/position would be representative of their community' s interest seeking an independent evaluation of police criminal investigations . Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 2 Melvin Jones stated that the board needs to make clear to the community that the Chief Investigator is responsible for investigating only non-criminal issues . Robert Egan said that he would love to see the board reach out more to the community. He stated that he feels the board has "missed the boat" again in regards to the McKinstry shooting. Melvin Jones felt that the board should work towards problem solving and include Mayor Hollister . He stated that the problem should be identified, refined, alternatives be sought, selecting a solution and finally, trying it . Robert Egan stated that he would like to see the Mayor, the Human Relations and Community Services Advisory Board, Police Community Relations Committee and the Board of Police Commissioners come together to go out into the community and hold five to six public forums . Robert felt that this would be an opportunity for the citizens of Lansing to talk with fellow citizens who serve on boards who are part of the overall discussion of the challenges that this city faces . He stated that the longer it takes to accomplish this, the smaller the window of opportunity becomes and the more likely a negative and explosive circumstance will occur. Melvin Jones stated that recommendations should be obtained from the Mayor before moving forward with Robert' s suggestion. Genice informed the board that she had learned prior to the meeting that a community forum was being planned for March 2 by the Lansing State Journal and News Center 6 . Melvin Jones stated that he met with a group of Pastor' s prior to the news release by Ingham County Prosecutor Stuart Dunnings regarding the McKinstry incident . Melvin Jones stated that he regrets that this forum was not an initiative of the Human Relations and Community Services Advisory Board and/or the Human Relations and Community Services Advisory Board jointly with the Board of Police Commissioners rather than responding to a forum created by the media. Melvin stated that it was his hope that the outcome of a collaborative meeting would allow the board to set an agenda . Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 3 Robert Egan encouraged the board to hold a community forum in each of the four (4) wards every other week. Robert encouraged the board to get on the phone to get board members to commit to setting some dates for the meetings . He said that he would like for these forums to include the Mayor, members of the Board of Police Commissioners and the Police/Community Relations Committee . Roger Pohl stated that the forums should be publicized on Channel 28, 6 and 10, radio stations, and the Lansing State Journal . Melvin Jones stated that he felt the City should express its grief. He stated that a statement should be made by the Mayor. Roger Pohl suggested that a statement be prepared by the Board, Department and the Mayor. Melvin Jones reported that there is no Chairperson for the Community and Police Relations Conference Committee . However, the place and time have been confirmed. Saturday, May 8 at the Lansing Center from 8 : 30 a.m-3 : 00 p.m. Genice informed the board that the theme selected for the conference was "Moving From Crisis to Consensus . " Melvin Jones stated that he suggested to the committee that the conference move away from the theoretical base of discussion and involve the community in viewing or participating in activities that allow them "to get behind the badge" to experience some of the split-second decisions that Police Officers must make and to see how they would fare in making those decisions . Genice asked the board members to help in finding new committee members and also to submit names of individuals to sit on the Community and Police Relations Committee. DIRECTOR' S REPORT Genice addressed the department budget . Melvin Jones said that he would like for the budget committee to review the budget and present it to the board for approval . Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 4 Santiago Rios expressed his concerns about department budget cuts stating that the department is underrepresented budget wise, given the extent of their responsibility. He felt that even if the department does not get what it asks for, the board should offer comments as to their concerns and what they feel is necessary for the department to function efficiently. MOTION Board member Robert Egan moved that the budget committee be phoned and/or encouraged to meet within the next ten (10) days on the budget and be prepared to submit their report to the full board with their recommendations and he suggested that the board meet again no later than February 25th and put two things on its agenda, the budget and the upcoming meeting on March 2 for the community forum, supported by Santiago Rios . Motion carried unanimous . The Human Relations and Community Services Advisory Board will have a special meeting on Thursday, February 25, 1999 from 11 : 30 a.m. - 1 : 30 p .m. , 9th Floor, City Clerk' s Conference Room to discuss the budget . Genice informed the board that she had a meeting regarding minority hiring and vendor representation for the city government . She stated that general strategies are being worked on to increase minority representation and also to identify members of the community to work with city government to accomplish this goal . Genice informed the board of the department' s two day retreat held in December. She stated that the department staff clearly defined themselves in discreet functions within one unit . She stated that the staff will meet to discuss points of convergence to see how the work can be more equitably distributed, given their legal mandate and the need for increased departmental efficiency. Genice reminded the board about the Race Conference being held April 7-10 at Michigan State University. She encouraged them to help get the word out to ensure broad-based community support . The registration fee is $50 . 00 and $10 . 00 for low income individuals . Genice reminded board members of the two vacant board seats . One is in the 2nd Ward and one At-Large, and to work towards getting those seats filled to make sure the board has a monthly quorum and is able to be more proactive . Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 5 COMMUNICATIONS None REPORTS SUBCOMMITTEE REPORTS: A. Program Committee No report B. Budget Committee No report C. Policy Committee Roger Pohl stated that he and Melvin Jones met with Kip and Genice (summary of meeting is attached) . Melvin Jones asked Roger Pohl to contact Pete Canady and Robert Kennon to arrange a joint meeting with the Board of Police Commissioners and the Police Community Relations Committee . D. Complaint Committee No report E . Ad hoc Committee (photos Mr. Letts and Mrs . Warr) No report PETITIONS None OLD BUSINESS Fair housing testing Proceedings of the Human Relations and Community Services Board February 18, 1999 Page 6 NEW BUSINESS Julius Smith commended to the Lansing Police Department' s professionalism at the Sexton High School Fashion Show incident. ADJOURNMENT The meeting adjourned at 8 : 07 p.m. Respectfully submitted, Carol L. Walton, Administrative Secretary POLICY COMMITTEE January 21, 1999 Present: Melvin Jones,Roger Pohl, Genice Rhodes-Reed,Kip Gomel;Not Present: Bob Egan I] Review & evaluate Department Policy: Kip is assembling a packet of department policies that have been passed over the years. Many need review, clarification, and in some cases change or re-affirmation. We will begin a month-by-month review of policies, and bring needed actions to the Board. Some new policies are needed too - like regarding ethnic intimidation. 2] Make recommendations to the Mayor and City Council assessing the viability of policy relative to the quality of programs. We need new policy or guidelines about how to more fairly distribute discretionary funds. We need to find ways to assess the effectiveness of programs and develop process with staff regarding the accountability of programs. We need input from the other Board committees in this regard. 3] Write and submit to the full Board for their consideration and transmittal to the Mayor and City Council an annual evaluation of the Department's effectiveness. We determined that we would work with the Department's fiscal year, July 1 to June 30. Therefore, we would write our annual evaluation between July 1 and September 15 each year. This gets our work into the process as the City Council sets its budget priorities each Fall, and as the Department makes budget requests in Nov-Dec-Jan, before the Mayor then presents the proposed City budget in March. We need to ask the other committees of the Board to begin to collect data and help us evaluate programs in an on-going way, so all the work is not left for July 1 each year. Also, we need to work with staff to determine a format for our annual report and evaluation. Staff will see if there are previous reports- and reports from other parts of City government that might serve as models. 41 Work with other city boards on issues common to the mission and interest of the Human Relations and Community Services Advisory Board. Minutes by, Roger N. Pohl