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HomeMy WebLinkAboutMinutes 2006EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, March 22, 2006 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Schona Buranda-Chair; Larry Ruffolo-Vice-Chair, Janet Sullivan; Cherylette Hilton; Marvin Green; Alan Gitelson and Samuel Thomas STAFF PRESENT: Paula A. Haynes and Dorothy Thrower 1. CALL TO ORDER— DECLARATION OF A QUORU;11 Vice -Chair called the meeting to order at 7:13 p.m. and declared there was a quorum; Chair Buranda called Vice -Chair Ruffolo and informed him that she would be a few minutes late for the meeting. Ms. Thrower stated that Commissioner Thomas called earlier in the day to say that he would be late for the meeting because he had to work. II. INTRODUCTION OFNEW COMMISSIONERS A. Cherylette Hilton B. Alan Gitelson C. Marvin Green Vice -Chair welcomed the new Commissioners and asked them to introduce themselves and provide a brief bio. -Commissioner Hilton stated that she is a realtor and has lived in the Evanston community for thirty- two years and is very involved in many ways. -Commissioner Green is employed at Evanston Township High School and is involved with the Project Excel Program which works with incoming freshmen through their junior year, in preparation for the Curry State Exams. He is also a barber and owner of a shop in the community; he is very active with Prince Hall ,Masonry, a local organization which helps Evanston youth throughout the year. Commissioner Green is currently working on getting a Master's Degree in Education Leadership while aspiring to obtain a principal/deanship within the next five years. -Commissioner Gitelson is a faculty member at Loyola in Chicago and has lived in Evanston for twenty years. He previously served as Chair of the Housing Commission from 1996-2000. Vice -Chair Ruffolo asked uht current Commissioners to also introduce themselves and also provide a brief bio for the new Commissioners. -Commissioner Sullivan has been a school social worker for thirty-two years and is preparing to retire; she is very interested in,., ork- that involves race relations and is currently on the board of National Presbyterian Churches. -Vice-Chair Rut3olo is entering his third year with the Commission: his work history has been that of a social Worker and he is currently employed as an assistant director of the graduate program in public administration for five vears with IIT on their main campus in Chicago. fie still does counseling on the side and training for work sites and he has lived in Evanston for sixteen years. III. APPROVAL OF MI-N TES — November 29, 2005 Vice -Chair Ruffolo stated that the Commission has not met since November 2005; he did not recall having any corrections for those minutes, nor did Commissioner Sullivan and he called for their approval. Commissioner Sullivan moved to accept the November 29, 2005 minutes as submitted. The motion was seconded by Commissioner Hilton and unanimously approved. The minutes for January and February could not be approved due to the lack of a quorum. Human Relations Commission Minutes March 22, 2006 Page 2 of 3 IV. INFORMATION 1TE31S A. New Commissioner Orientation Historical overview, resiew of the responsibilities of the HRC and staff, enforcement, activities, programs, etc. Due to equipment operation problems, there was a brief delay with Ms. Haynes' power point presentation. Vice -Chair Ruffolo moved to the next agenda item: V. ACTION ITEMS Election of Officers for Jgnuary 2006 through December 2006 This item was tabled until the January 2006 meeting. Nominations for officers will be made and voted upon. (The Commission did not meet in January or February). Vice -Chair Ruffolo stated his reluctance to act on this item since Chair Buranda and Commissioner Thomas were not in attendance. He moved to the next agenda item. VI. ONGOING BUSINESS Enabling Ordinance Status and future direction relative to amending this document Vice -Chair Ruffolo stated that the Commission is attempting to accomplish a major rye -write of the current Enabling Ordinance, bringing it into the twenty-first century which will include input from the new Commissioners. He explained that an attempt is being made to g.t Commissioner to volunteer and form a committee to work with Ms. Haynes in re -writing those sections of the Ordinance that require revising. Chair Buranda arrived at the meeting. At this juncture of the meeting, Ms. Haynes indicated that she was ready to proceed with presentation. During the presentation she responded to questions/comments from the Commissioners. The presentation concluded at 5:35 p.m. and Chair Buranda called for a brief recess and reconvened the meeting at 8:50 p.m. VII. NEW BUSINESS Ms. Haynes stated that in January, Ms. Thrower and Mr. Robinson mailed approximately two thousand packets of information to property owners which included a letter explaining their obligations as landlords with supporting documents. She stated that the department now has a current data base of the all multi -unit property owners in Evanston. Commissioner Thomas arrived at the meeting. Chair Buranda reminded the new Commissioners that if they have information which is not discussed under the general agenda it can be discussed under New Business. The minutes shall reflect that a brief discussion took place regarding the election of officers and forming a Nominating Committee. Members of that committer are: Commissioners Sullivan, Thomas and Gitelson, who will present a slate at the March meeting. Commissioner Gitleson stated that he will not be at the March meeting due to prior commitments. VIIi. COMMUNICATIONS A. Executive Director's Monthly Report Human Relations Commission Minutes March 22, 2006 Page 3 of 3 1. November 2005 2. December 2005 I January 2006 a. February 2006 Ms. Haynes stated that she e-mailed the Commissioners her reports for November and December on Tuesday 21", she is still working on January and February because she has been extremely busy. Commissioner Sullivan stated that she believes she made a motion at one of the meetings for Ms. Haynes to provide quarterly reports rather than monthly if this is a burden and affects her serving the community. Chair Buranda agreed. Ms. Haynes indicated that she would make that determination based on her workload. Chair Buranda im7ted the Commissioners to attend the Dorsey vs. Wesley hearing tomorrow night at the Civic Center, 7:00 p.m. in room 2200, since the entire Commission will make the final decision once the case is heard in its entirety. Commissioner Sullivan suggested that a notice be sent to thew in advance of upcoming hearings. Chair Buranda reminded the Commissioners of the Summer Youth Employment Program Job Fair that will take place on Saturday, April 22'd at the Ci%ic Center. VIII. AD.IOUR\MENT There being no further business, Chair Buranda adjourned the meeting at 9:55 p.m- with no objections. Respectfully submitted by: Date: Executive Secretary EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE - EVANSTON, IL. 60201 Wednesday, June 28, 2006 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Chair Buranda; Vice -Chair Ruffolo; Alan Giteison, Sam Thomas, and Marvin Green COMMISSIONER(S) EXCUSED: Janet Sullivan COMMISSIONERi[,_S) ABSENT: Cherylette Hilton STAFF SENT: Paula A. HavnL-q and Dorothv Thmwpr I. CALL TO ORDER — DECLARATION OF A QUORUM Chair Buranda called the meeting to order at 7:30 p.m. and declared there was not a quorum, however, she proceeded to review the agenda to determine what items could be addressed without some action that would require voting by the Commission. II. INTRODUCTION OF GUESTS & VISITORS Ms. Lisa H. Robinson introduced herself as a resident of Evanston since 1999. She has noticed several changes In the city and is interested in learning more about it as well as the other Commissioners and Committees and what their functions. III. APPROVAL OF MINUTES — March 22, 2006 The minutes could not be approved due to the lack of a quorum and were tabled for the next meeting. IV. INFORMATION ITEMS A. Summer Youth EmQlgvment Proor M Brief update Chair Buranda asked Ms. Haynes to provide information regarding this item. Ms. Haynes stated that the Summer Youth Employment Program (SYEP) has begun, with one hundred and seven participants employed by the city and eighty-three hired with the private sector through the 50J50 program by the public sector. The community dean -up participants started working a week late because a week and a half training is conducted for the supervisors the last week in May and the first week of June; many of the supervisors hired are educators and they were still in school. The supervisors were not hired until June 12'' which was the same time that the participants who works for city departments began. Ms. Haynes stated that she had her monthly meeting with the City manager last week and was instructed by her, to design a year around program which will be submitted with the Human Relations budget this fall. Her plans are to meet with the Chamber of Commerce and some of the local businesses and Individuals within the community to get some feedback regarding the skills which they believe are important in order for them to hire a youth year around. Ms. Haynes stated that the Parent Orientation for the SYEP took place on Wednesday, June 21r- and the turn out was tremendous. Some of the parent expressed a desire to chaperone the participants on their field trip to the Cook County Jail this year. Ms. Haynes stated that a new component was added to the program this year which requires a supervisor and a group of participants to conduct surveys In the Fifth Ward, to determine who has computers, who has access to the internet, etc.; and, whether the Individuals have caba iV. and how many listen to the city's radio station. Chair Buranda moved to item D. and again Ms. Haynes to provide information regarding this topic. Commissioner Thomas arrived at the meeting. Since five of the seven seated Commissioners were present, the question arose, whether this qualified the Commission as having a quorum? A brief discussion took place regarding the explanation/information that Herb Hill (COE Corporate Council — Legal Department), provided Ms. Haynes last year when the same issue arose. Human Relations Commission Miinutes June 28, 2005 Page 2 of 4 A 2004 copy of the Illinois Open Meetings Act (IOMA), relative to this issued, was reviewed and briefly discussed by the Commissioners and staff. ACTION: Chair Buranda and Vice -Chair Ruffolo reqUego Ms. HavnQ$ _to act Herb Hill and ask him tQ provide clarification and a statement regardino what constitutes a quorum orior to the next meetina. Ms. IAvnes stated that she would do so, It was determined that the Commission did not have a quorum present to act/vote on specific agenda items, according to the interpretation of the IMOA and what was communicated from Mr. Hill of the legal Department. D. 2005 CommUNriY Picniq Ms. Haynes stated that the reason this item was placed on the agenda was because the Commissioners indicated last year that they would take a more active role in trying to solicit businesses to donate towards the picnic, which requires as a vote from them. The picnic begins from 12 Noon to 5:00 p.m. She provided Information regarding the agencies who have been involved In this effort during the past years to assist the Human Relations Commission and Police Department for putting on this function. After some discussion it was decided that staff would provide the Commissioner with a list of restaurants to contact who have not responded in the past and ask for their participation In this year's event. Ms. Haynes stated that the businesses/individuals that make contributions, Le., monetary, food, or gift certificates are listed on the brochures that are available to everyone at the picnic. Ms. Haynes stated that she would provide a list of restaurants and community groups to the Commissioners who have not make a contribution during the past few years for them to contact Ms. Haynes staged that the picnic will take place on Sunday. August 27th from 12 Noon to 5:00 p.m. It was determined that the Commission could not vote to follow through on contacting specific business/organizations based on the question of what constitutes a quorum. Chair Buranda deferred the request of Ms. Haynes as it stands. V. DICUSSION ITEMS A. Evanston Police Den�rtment- Offire of Professional Standards — 2005 Annual ReQ=i Ms. Haynes stated that she e-mailed police incident reports to the Commissioners, which some of there stated OW were unable to open or were not sure they had received all of them. Ms. Haynes stated that all of the incidents occurred on June 6-, i.e., satanic,/graffiti signs placed on churches around the community and she wanted to know does the Commission wants to do anything about the damage? The graffiti contained messages, such as: "I hate Nigs"; "I hate geezers" (specifically in the areas where the Mather and Georgian are located). Again, the issue arose regarding the Commissioners being unable to vote on this matter due to the lack of a quorum. Vice -Chair Ruffolo stated that having a quorum was not the only concern but also having the other Commissioners present to participate in the discussion. Chair Buranda asked Ms. Haynes if she was aware of any other organizations or EAAC has responded to the reports. Ms. Haynes responded that she did nct know, however, the incidents were reported in The Evanston Revieiv, but the Police Department would not have sent those reports to other organizations. Chair Buranda stated that in the past, the Commission's response to matters such as the ones Ms. Haynes informed them of, was to write letters and sew them to all of the Evanston media and the Pastor of the churches targeted, expressing their outrage and disappointment in the individuals who committed the acts. Further discussion took place regarding this matter and since it was a time sensitive issue, the Commission Human Relations Commission Minutes June 28, 2005 Page 3 of 4 would have to determine whether they want to publicly state their position regarding such behaviors or begin putting together training programs, etc., In the community, to send the message that such acts are unacceptable. Ms. Haynes stated that the Commission has a "Hate Crime Policy" and it has to determine whether a hate crime was committed, they do not have to have the City Council's approval to act on them. Chair Suranda wanted to know if they had to have Human Services approval to take some type of action. Ms. Haynes explained that Human Services approval is required when the Commission wants to pass laws and discrimination laws already exists In Evanston. It was finally determined that Ms. Haynes would apply the "Hate Crimes Policy" in the correspondence that she would develop to the Pastors and other individuals mentioned in the police reports. The correspondence would acknowledge that the Commission Is aware of the damages that occurred and invite them the July meeting to share their concerns. Commissioner Green stated that the Issue of a quorum being available at the July meeting could still affect the Commission's ability to vote or act on any decisions made. Until a statement has been received from the legal Department regarding quorums, this should be taken into consideration. Commissioner Gitelson stated that by putting the matter on the July agenda for discussion, the individuals affected In the police reports could attend the meeting if they choose to and the Commission could take whatever action it deems. He stated that he would feel comfortable deferring any discussion regarding this matter until the July meeting and, that Ms. Haynes could make it known to Interested parties that the matter will be on the agenda therefore a vote would not be required from the Commission. ,ACTION: Chair Suranda directed Ms. Haynes to look into the in ation thus far relating to the crimes and aossibly contact the individuals involved and reoort back to the Commissioners, VI. NEW BUSINESS Ms. Haynes gave the Commissioners some communication regarding boards and commission from the League of Women's Voters who are collecting Information. A questionnaire will be utilized and interviews from focus groups will be conducted. She also gave them a copy of an article ►%elcoming people to Hevanston. Chair Buranda stated that she still had concerns regarding the crimes directed at some of the churches. would it preclude anyone of the Commissioners from calling a church to express their regrets and concems as individual Commissioners or citizens? Ms. Haynes stated that if the Commiss4ners are comfortable with Chair Buranda's comments, she does not believe she has a right to comment on their decision. Chair Buranda stated that she serves as the Vice -President of EAAC (who presides over ail the religious facilities in Evanston), and wondered if she call (not representing the Commission), as a member of the Commissioner to express her sentiments. Vlc—. Chair Ruffolo and Ms. Haynes explained to Chair Suranda that until the Commission votes on the action it wishes to take as a body, she would have to call as a citizen only or as an EAAC member. Chair Buranda stated that she had mentioned to Ms. Haynes that she knows some college students who are Interested in volunteering their services for the summer and wondered if this is something the Human Relations Department could undertake? Ms. Haynes stated that the department has limited space and currently there two SYEP participants including a national honor society high school student who is volunteering a number of hours per week. Chair Suranda was also informed that since the city departments have already hired their workers she did not believe there would be a need for the college student volunteers but she would ask around to make sure. Ms. Haynes asked Chair Buranda if the Commission wanted to convene to Executive Session. Chair Buranda's responded "no" and that the topics selected on the agenda were the only one that would be discussed. Ms. Baynes stated that the Commission would not have to vote but simply be brought up to date regarding the current fair housing case, including something that took place this evening regarding the case, which was anticipated but did not happen. Chair Buranda stated that she never had an opportunity to confer with legal Human Relations Commission Minutes .dune 28, 2005 Page 4 of 4 Counsel regarding how the matter should be addressed at this point. Ms. Haynes stated that is the reason the Executive Session Item was placed on the agenda. Commissioner Thomas stated that he thought the Commissioners were suppose to receive minutes from the hearing as it proceeded or be kept informed as to what was happening. Ms. Haynes stated that the Fair Mousing Ordinance does not preclude the Chair and Vice -Chair from sharing information with the Commissioners because they are the body that has to approve the final decision. Chair Buranda informed Ms. Haynes that she put the agenda together without discussing it with Vice -Chair Ruffolo's or her and getting their consent. Ms. Haynes responded that she communicated with Vice -Chair Ruffolo by e-mail regarding the agenda. Chair Buranda stated that when she talked to Vice -Chair Ruffolo earlier he did not seem to remember seeing the agenda. Vice -Chair Ruffolo stated that an e-mail was received but he did not see the agenda to be able to tell if something had been added. Ms. Haynes stated that she sent an e- mail to the Chair and Vice -Chair and listed what needed to be on the agenda because she had not heard from them. Ms. Haynes stated that Vice -Chair Ruffolo then sent her an e-mail telling her to put it together and send It out. Vice -Chair Ruffolo stated that Ms. Haynes might have put the item on the agenda but he does not recall. Chair Buranda stated that she would like the Executive Committee to discuss the issue before it is presented to the entire Commission. IX. ADJOURNMENT There being no further business, Chair Buranda adjourned the meeting at 8:50 P.M. with no objections. Respectfully submitted by; Executive Secretary Date: EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE - EVANSTON, IL. 60201 Wednesday, July 26, 2006 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Vice -Chair Ruffolo; Cherylette Hilton; Alan Gitelson, Janet Sullivan and Sam Thomas COMMISSIONERt`,Sl ABSENT: Marvin Green STAFF PRESENT: Paula A. Haynes and Dorothy Thrower GUESTS/VISITORS: Schona Buranda-resident/former Human Relations Commission Chair, Michael Rice -re Ident and Tanta F3ahirh-NI I Me dill Graduate St ident I. CALL TO ORDER — DECLARATION OF A QUORUM Vice -Chair Ruffolo, acting as the Chair, called the meeting to order at 7:31 p.m. and declared a quorum was not present. II. INTRODUCTION OF GUESTS & VISITORS Michael Rice, an Evanston resident, stated that Ms. Haynes invited him to the meeting to address some concerns that he had, regarding the owner of a store In Evanston. In summary, last Saturday his son and some of his friends went into the store in question, which they have frequented in the past. When his son and his friends attempted to leave the store, the owner locked the door and would not allow them to leave and asked to search their bags. Since the youth did not allow him to do so, he alknved them to leave and called his son an inappropriate name; however, as they were leaving the store, one the youth made a comment to the owner and he kicked the youth. The youth told the owner not to kick him again, which he did and the youth fought back and was picked up by the Police. As a result of this incident Mr. Rice contacted the Police and the officer who was investigating this matter, told him to contact the Human Relations Commission. Mr. Rice stated that this is not the first time his son has complained about the owner's treatment towards him and felt the matter reeds to be addressed. For several minutes the Commissioners asked Mr. Rice questions regarding this matter. When the questioning was concluded, Ms. Haynes asked him when he could come to the office to file a formal complaint. Mr. Rice stated that he could come into the office the next day. At this time in the meeting, acting Chair Ruffolo declared that a quorum w.as present and the Commission could vote as to its intent regarding this matter. ACTION/MOTION: Commissioner Gitelson moved that the Executive Director follow uo on this complaint and report bark to the todv at the September meeting with the appraoriate documentation for further deliberati Commissioner Huron seconded the motion which was unanimously aoorotit-d. Tanja Babich, a gradiate student at NU Medill school of Journalism, attended the meeting because she was interested in the ager4a items and might report some as possible news information. M. APPROVAL OF MINUTES — March 22, 2006 and June 29, 2006 Acting Chair Ruffolo called for approval of the March 22n4 minutes. There were no corrections or objections to approving the minutes, he declared that the minutes were approved as submitted. He called for approval of the June 29P minutes and since there were no corrections or objections he declared the minutes approved as submitted. IV. INFORMATION ITEMS A. Schona Buranda Acting Chair Ruffolo introduced Schona Buranda, former Chair of the Commission for almost the past two years. Ms. Suranda stated that she attended the meeting to bid farewell and express gratitude to the Commissioners Human Relations Commission Minutes July 26, 2006 Page 2 of 5 and staff during her tenure on the Commission. She has decided to pursue her personal business venture and elected not to accept re -appointment to the Commission by the Mayor. Acting Chair Ruffolo expressed his appreciation to Ms. 5uranda and presented a plaque to her on behalf of the Commissioners and staff, in recognition of her dedication and service to the community. a. DorseVy. Wesiev Realty— 2 HRC 0S Sty Acting Chair Ruffolo reported that the pre -hearing motions regarding Dorsey v. Wesley Realty, concluded one month ago. In summation, the complaint of discrimination was withdrawn, the parties negotiated a settlement between themselves and the Commission is not entitled to the details. V. ACTION ITEMS A. Election of Officers for June 2006 through becember 2006 Acting Chair Ruffolo re -confirmed that a quorum was present therefore the Commission could elect officers for the period of June through December 2006. The nomination and election of new officers will take place in November who will be seated in January, 2007. The Nominating Committee members were requested to present a state of officers a few months ago however and due to the lack of a quorum, voting could not take place. The Nominating Committee determined that In keeping consistent with the By-laws, co-chairs would be beneficial to the Commission and the two individuals would share the responsibilities based on their availability at the meetings. The nominees, Commissioners Hilton and Ruffolo, agreed to take on the responsibilities of Co- chairs for the remainder of the year. There were no other nominations or objections from the Floor, MOTION: rmissioner Sullivan moved that ng? Canmissl n acteot_ [he nominecE b,L acL-1 ' n. tissiawr Giteisgn,=nded dw motion which ners unanimously an rayed. B. B-Law Rgy1glon Review [Reauirrs not less than_ -two thirds vote of the du v doted Commissioners) Co -Chair Ruffolo stated that this agenda item, according to the By-laws, require not less than two-thirds vote of the duty appointed Commissioners, which would be six members. Since the number of Commissioner seated would not allow such a vote, Commissioner Sullivan requested and was allowed by acting Chair Ruffolo to present some concerns that she had and the item w;:s discussed. Commissioner Sullivan commented on the revision relative to: (Article I1, Amendment to Section 1, b (3) regarding the evaluation of the Executive Director)„ prepared by Ms. Haynes and its intended placement in the By -Laws. She stated that in examining the By-lavns, there is no section outlining the responsibilities of the Commissloners under which the proposed revision should be placed and re -iterated there should be an added section of the By-laws indicating the role of the Ccrnrnissioners, unless the body wants it placed under the role of Executive Committee. The way the proposed reesion is written, it does not Indicate that this is the Executive Committee responsibility but ratter, the Commission members and the Executive Director. She further stated that this may have contributed to past confusion reprding the Commission's role. Ms. Haynes stated that an amendment to the By-laws was proposed while she was recuperating from surgery In the year 2004, and believes the ooal at that time was to eliminate current language in the By-laws relative to the Commission being responsitr for evaluating tie Executive Director and management of staff. The current City Manager has also re -stated that she is responsible for evaluating Ms. Haynes — not the Commission. Ms. Haynes stated that since a two-thirds vote from t, ta_ Commission was not possible at this time, the Commission could determine whether the proposal in que5lion could be eliminated and add another section (as Commissioner Sullivan suggested), that talks abosit the Commission's responsibilities, however, the question becomes, where in the By-laws should It be placed? Human Relations Commission Minutes July 26, 2006 Page 3 of S An In-depth discussion took place regarding the proposed language that Ms. Haynes prepared which included clarification and the placement of that language, adding additional language or, eliminating existing language From the By-laws. The discussion resulted in the following options which were summarized by Commissioner Gitelson: ACTION: C,l Provided there is a ouorum 4t the next meeting. the- Commission should take some immediatg action to remove that section of the By-laws regarding the evaluation of the Executive Director_ Z) by the next meeting. review recommended or replacement language from one or more Commissioners: and. (3) review other ordinances/bv-laws from other Human Relations Commissions in surroundina communities includinq_ft Chicago Human Relations Commission. Commissioner Gitelson stated that he was not willing to extend this matter beyond the August meeting. Co - Chair Ruffolo stated that two more members will be coming aboard the Commission at the August meeting. Ms. Haynes stated that historically, the Commission does not meet in August. Co -Chair Ruffolo stated that he is in agreement for the Commission to move ahead with the elimination of Article II, which addresses evaluating the Executive Director at the September meeting and, the Commission should review other commission by-laws and begin discussing what kind of language could be incorporated into its By-laws. MOTION: Co -Chair Ruti=alo moved that by the September meeting the Cnmmisslon ►vl11 vote on the eliminaban of ArWy Il. Amendment to Section 1, b t3� reaarri�a the evaluadvn o/the Exe�rtive Dlterr. f&W-mi-Woner Sullivan secondedd &,- motion which was unanimou,5& &- rived. This item will appear on the September agenda for action. MOTION: Commissioner Gitelson moved that at the September meetina. a schedule rs set up far the Commission &obtain revisions to rev ecv bused on the languagg tn�rrr the other {,'armmissloners_tc g�p/ete the Mark. Commissioner Sullivan .seconded the motion. Co -Chair Ruffolo called for darificabon of the motion, i.e., whether Commissioner Gitelson is requesting that the entire Commission responds to his motion or just a couple of people. Commissioner Gitelson responded that at the September meeting, a decision should be made whether one or more committees are formed to address one or more of the sections to be re%-ised; discussion could then take place in October. AMENDED MOTION: Commissioner Gitelson amended his ptyviots motion as follows., A* the September meeting, the Commissonr will sec vp a schedule and the press for the revisions, l.e., a tammigga-Qr committees established by this b, z, to examine ccm2QiMnts of the by-la►vs for reviety and also establish gkgdline as to when this worlr ivi11 be can_pleted The motion was anon=»ously aPprove+d. Ms. Haynes stated that she will contact some of the other surrounding Human Relations Commissions and request copies of their ordinances/tat-laws. She will provide copies to the Commissioners as soon as she receives them. COMMENT/MOTION: Co -Chair Ru`moio stated that the other item re•ztive to voting on the definition of a quorum could not take place due to the lack of a quorum and moved that the matter be tabkd until the September meehna. Commissoner Sullivan seconded the motion which n as unanimously ap2OLMI C. 666 Police Reoorts & Graffiti to review and discussion reaardina Dossible action] Co -Chair Ruffolo asked Ms. Haynes if s.'l►e had received any responses from the letters of invitation to attend this meeting that she sent to the affected parties. Ms. Haynes responded that she had not heard from anyone. Commissioner Sullivan thanked Ms. Hzynes for sending such nice letters to the affected parties regarding the complaints. Co -Chair Ruffolo stated thzt since it has only been a week since the letters were sent, perhaps the Commission should keep the door open for any further action and see what responses it may receive and offer another Invitation to attend a meeting to address this matter. Ms. Haynes stated that she does not think the Human Relations Commission Minutes July 26, 2006 Page 4of5 Commission/staff should be driven by whether someone comes to a meeting but rather, find ways to address Issues such as this and to promote programs to educate people. There was some discussion regarding ways to inform the community that the Commission does not tolerate acts of discrimination or hate crimes such as the ones that Ms. Haynes brought to the Commission's attention at the June 29`" meeting. COMMENT/MOTION: Co -Chair Ruffoio stated that once the Commission is fully seated specific Issues can be assigned to the appropriate committees that currently exist and moved that thls discussion is tab/ecf until t&- hart_ meePna and designate committ,=Jo war* on rssues s&rh as this to generate ideas as to what floe Lii mission can do t"ddress hate crimes and discrimination. The mofion w E Feconded by Commiss+ianer Gitelson and unammous/y Mngked. D. UNITY Month Ms. Haynes stated that in 1995 or 1966, the Human Relations Commission requested that the City Council declare that September as UNrTY Month, which was approved and the department began sending letters to various organizations and religious institutions to become in this effort. She asked if the Commission wanted to continue in this effort. Action: Staff was retested, as in the oast. to send iemers to the various organizations reminding them of this effort. VI. DISCUSSION ITEMS A. RECRUITMENT FOR POLICE CHIEF (OoDotWnity to identify desired characteristic. qualities, skills. badtaround,1c. of new Chiefl Ms. Haynes stated that the process to replace the outgoing Police Chief, Frank Kaminiski, Is underway, a search firm Is In place and the City Manager has asked each Department Directors to meet and share with them, issues they feel are important In selecting his replacement. She stated that this Is a great opportunity for the Commissioner to be involved In this effort and asked for their Input. She also extended an Invitation to of the Co-chairs to accompany her to the meeting which will take place next week providing their schedules would allow such; if this is not possible, perhaps one of the other Commissioners could accompany her. Fallowing are several characteristics/qualities the Commissioners would desire of the next Police Chief: ►Experience in working with a diverse communities, Le., racial, ethnic, African Americans and also socio-economic; ►Special training In crossing cultures/culturally sensitive; ►Experience in police discrimination issues; ►Has individual ever worked with a civilian police review board? The Commission would be interested In a candidate who would be open to the idea of adopting one in this community; ►Inquire about experience with creative community projects where the Individual has done unique or, creative projects with a high rate of success; ►Someone who has been involved in establishing youth programs (all aspects), to work with the Police department; experience with early intervention programs; ►Someone who would support/sponsor youth athietic programs; so -What are the candidate's views on conducting community/neighborhood policing, 1.e., bicycles or on foot? And, ►Someone who has training in cross-cultural relationships. Ms. Haynes will confirm date and time that meeting will take place and notify the Commissioners. B. Police Civilian review Board fTo brine new Commissioner Current relative to the work that is/has been done relative to this Issuel In summary, Co-chair Ruffolo stated that based on a well publicized incident that occurred approximately two years ago, prompted the Commissioners to look at the issue regarding police brutality and how can the police Human Relations Commission Minutes July 26, 2006 Page 5 of 5 be more responsive to misconduct by police officers and to complaints received by the Commission from citizens alleging harassment behaviors by the police, mostly towards African American youth and some racial profiling. Co -Chair Ruffolo and Commissioner Sullivan began looking at some viable models of civilian review boards around the country that could fit this community's demographic and size and started doing some research on them, which Included written information or interviewing current directors or heads of particular cM]Ian review boards. They prepared a survey document and divided the police civilian review boards and maybe four or five people called and made written documents of the interviews and complied them and that information was reported back to the enure body but a decision had not been made as to what they felt would work for this community. He stated that the idea was to move ahead and present their information to the Human Services Committee and possibly have a public hearing. Ms. Haynes stated that during the time the Police and the Commission was discussing this matter, she recalls that Chief Kaminiski stated that he would select some people who had attended the police academy and the clergy board and, he offered a seat to one of the Human Relations Commissioners and have this group also review the same complaints that the Human Services Committee receive for their feedback. She stated that the Idea was not embraced by the Commission and the Chief was not contacted. The process that he proposed is still functioning. She stated that she will attempt to find out if the Interim Police Chief plans on continuing with the current process and let them know so that Commission can decide if they want someone from this body on that panel to critique the program but, not rule out the idea of having an Independent review board. VII. UNFINISHED BUSINESS A. 2L006 CommUNITY PICNIC (identification of asslgnments and solidtatlon of $gsta u rants / b us i n esIC11 Ms. Haynes stated that the solicitation letters were mailed to all of the businesses yesterday regarding the CommUNITY Picnic that will take place on Sunday, August 2r. She reviewed several areas where activities will take place and stated that volunteers are needed to monitor several of them. It was determined that people would work wherever they are needed. VIU. NEW BUSINESS A. ARpointment of New Memb&M COMMENTS/ACTION: Ms. Havnes stated that two new oeoole were aoDo€nted to the Commission at the City Council meeting on Julv 24"'. She sated that a orocess needs to be develooing_new members to educate them. Co -Chair Ruffolo stated that he theunht that ore -orientation about the department would be more beneficial to the individuals rather than conducyma the Dower mint omsentation at their first meetino. Ms. Havnes stated that she would make some tyDe of zrrancement to do this and will be in touch with the Co -Chairs to determine p time and place to do this before tr+e next meetino on Wednesday. September 27'. Ms. Haynes stated that since the Ccrnmission is almost fully staffed, they need to start thinking about having a retreat. Chair Ruffolo suggest that people bring ideas to the September meeting regarding things they would like the retreat to include. IX. ADJOURNMENT There being no further business, Commissioner Gitelson moved to adjourn the meeting at 9:38 p.m. with no objections. Respectfully submitted by: Dorothy Thrower, Executive Secretary Date: EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE - EVANSTON, IL. 60201 Wednesday, September 27, 2006 7:00 P.M. - Room 2402 APPROVED COMMISSIONERS PRESENT: Janet Sullivan; Alan Gitelson, Betsy Katten; Phu Pham; and Marvin Green CO MISSSIONERfSI EXCUSED: Larry Ruffolo and Cheryiette Hilton COMMISSIONERSr I ABSENT: Sam Thomas 2EAFF PRESENT: Paula A. Haynes, Rafael Molinary and Cam Herth STAFF EXCUSED: Dorothy Thrower I. CALL TO ORDER — DECLARATION OF A QUORUM Since Co-chair Ruffolo was unable to attend the meeting because he was out of the country and Co -Chair Hilton was unable to attend the meeting, Ms. Haynes asked Commissioner Sullivan as the senior member of the Commission to chair the meeting. A quorum was not present. Ms. Haynes introduced Mr. Molinary and Mr. Herth as the Human Relations Specialist for the department Mr. Molinary has been employed with the city for also eight years and Mr. Herth was hired In August of 2006 in his current position that has been vacant for almost four years. She stated that Mr. Herth's responsibilities would also Include the youth employment activities of the departrnent. Mr. Herth provided some personal and employment information about himself which Included his last job In Jackson, Michigan as a Multi -cultural Relations Director for Jackson Community College and also responsible for their college incentive program which works with youth from grade 6 through college. Most of his background is In the area of education. Mr. Molinary provided some personal information ivhich includes obtaining a Master's Degree in Public Administration and a JD Degree. He has worked in a number of positions which includes that of a social worker, a divorce attomey, a tabor and fair housing attorney for HUD, a staff attorney and chief legal officer with the Illinois Department of Human Rights for several years, and Finally his employment with the Human Relations Department. II. INTRODUCTION OF GUESTS & VISITORS Acting Chair, Sullivan asked the newly seated and current commissioners to Introduce themselves. Newly appointed Commissioner, Betsy Katten, stated that she currently works as an attorney with a law firm and has worked with employment and labor issues for the past ten years and, she is currently focusing mainly on training and attomey/professional and business development. She has worked with a number of charitable organizations and agencies which includes a public interest fellowship and created her own fellowship; she was an ADA case manager of the Legal Clinic for the Disabled, now the Center for Elder and Disability Law; and, she worked extensively with litigation and education under the American's with Disability Act. Newly appointed Commissioner, Phu Pham, stated that he is from Vietnam and was a pastor there for many years in an underground church. He moved to the United States in 2002 and for the first nine months was in Phoenix, Arizona and in May, 2003, his family moved to Evanston. He is currently the pastor of a church in Chicago. He stated that since he lives in Evanston he ~~ranted to make a contribution to the city and decided to apply as a Commissioner at the urging of his friend. The current seated Commissioners in attendance introduced themselves. Human Relations Commission Minutes September 27, 2006 Page 2 of g Commissioner Gitelson talked briefly about his previous work history. Currently he Is a Professor of Political Science at Loyola University and assistant provost for academic advising and services which includes overview of the disability service for the university. Commissioner Sullivan is a recently retired school social worker after more than thirty years in schools. She started her career In Cabrini (Chicago), and have worked in race relations all of her life. Since she and her husband have retirement, they have been very active in work with the Democratic Republic of the Congo in building relations and trying to build a fund that will support the schools there and help them develop a strong educational system in order to emerge from a period of dictatorship. She stated that Senators Obama and Durbin have sponsored a bill which is on the verge of passing the House and being completed within the next week, that would benefit the Congolese by establishing polices between the US and the Congo and establishing an embassy. III. APPROVAL OF MINUTES — July 26, 2006 The minutes for July 26, 2006 were unanimously approved by the Commissioners as submitted. IV. ACTION ITEMS A. By -Law Revision/Review Due to the lack of a quorum, this Item could not be acted on. Acting Co -Chair Sullivan requested that Ms. Haynes provide for the benefit of the new Commissioners, an update of the Commission's activities. Ms. Haynes provided the following information: (A) The Human Relations Commission has been responsible for the administration of the Summer Youth Employment Program (SYEP) for the past fifteen years, which was implemented by the then City Manager, to address the issues of recreation and employment which are still in effect. SYEP Initially started with youth cleaning alleys but has evolved into various aspects and positions. An annual Job Fair is held for Evanston youth to participate and compete for various jobs. For the past couple of years the Mayor has offered a 50/50 program to the private sector and community groups and organizations, which means that the city will pay fifty percent of the minimum wage or salaries earned. Ms. Haynes stated that the budget submitted for the coming year includes a year around program for youth; she talked briefly about some of the integral components of the program; (B) Due to the 2.9 million dollar budget deficit, discussions have involved cutting a specific number of staff from all departments. She will keep the Commissioners updated regarding this issue; and, (C) The Human Relations Commission partnered with the Police Department nine years ago In hosting an annual CommUNiN Picnic which takes place the last Sunday in August, to celebrate Evanstcn's diversity. It is a kick-off to UNITY Month which Is in September and, it is also a send off for students to return to school. Approximately two thousand or more people attend the picnic. She stated that in January 2007, perhaps the Commissioners can discuss their roles in helping with the picnic. Acting -Chair Sullivan again salted that since a quorum was not available to vote on the By-laws revisions, she called for a motion to table tt'e item until the next meeting. MOTION: Commissioner Gttnbon moved that the item reoardino the By -Jaws revisions be tabled until the next, ino. The motion was sanded by Commissioner Kassen but cold unot bea proved due to the lack of d Commissioner Green entered the meeting at this time. N. DISCUSSION ITEMS A. Role of the Commission Ms. Haynes stated that the purpose of this agenda item was to discuss the Commission's role and future goals. She believes one of its responsibilities should be re -writing the Enabling Ordinance and that a retreat would be a viable means of achieving their goals. Human Relations Commission Minutes September 27, 2006 Page 3 of 4 Acting Chair Sullivan told Ms. Haynes that she could give her the name of an Individual at a later date, which facilitated and helped a group that she is a part of, through a facilitation process. The individual helped the group develop its vision statement, establish long/short range objectives and think through the vision, how they could Implement it and, a time line for accomplishing their objectives. This process took approximately one and a half days. At this time in the meeting Acting Chair Sullivan stated a quavm was available and called for a motion to have a retreat MOTION: Commissioner Kassen moved that the Commis haves a re t. 715e motion was d by Commissioner Gitelson and tk nation was unanimogEfZ After some discussion it was determined that some possible dates to have a retreat are: October 270/28t'; November Td/4m; and December 8-'/9=1. Ms. Haynes stated that she will e-mail all of the possible dates to the Commissioners. She stated that she would like for the retreat to take place outside of the Civic Center once a date is confirmed. It was also determined that having a facilitator would be beneficial. MOTION: Commissioner Gruen moved that the Commissdom' fl' locate an outside facilitator to be rxesent durina the retreat. 7herwt)onivas--wcondedkvComm&siorwGite1 n unanimously a Ms. Haynes asked if the Commissioners had any objection to the past facilitator, John Fontana, coming back again? Acting Chair Sullivan stated that she would be inclined to have someone else and asked If names could be submitted to Ms. Haynes by other Commissioners and, if someone cannot be located within the date agreed upon to have the retreat, should the retreat continue without a facilitator? Ms. Haynes stated that Co -Chair Ruffolo feels very strongly that the facilitator should work with the Commission in the area of team building. She stated that perhaps some agencies could be contacted to see what they have to offer such as The Kalekbscape Group (in Chicago), who conducted diversity training for the city a few months ago. Acting Chair Sullivan stated that she feels it is important for the Commission to discuss what outcomes they are searching for, i.e., clarity of role and direction of objectives and, what projects they want to undertake. Commissioner Kassen agreed with Acting Chair Sullivan; she feels team building is worthwhile but does not want to spend a half day on it. Commissioner Gitelson stated that he believes the Commission has to figure out where they are going and what is their role and would like the retreat to be based on Ms. Haynes initial comments when she addressed this item. He suggested that this item be placed on Octobees agenda for further discussion so that the Commissioners who are absent from this meeting can participate in the discussion. It was agreed that the Commission would look at the weekend of December 8t' and 90 to have the retreat which would give them more time to discuss their needs and direction. Ms. Haynes stated that it might be helpful for the Commissicners to come up with a few questions at this meeting that could be the guide regarding what they want to a=mplish by having a retreat; the questions could be forwarded to the other Commissioners before the next. meeting. Commissioner Kassen's present the following question: "In what ways has the Commission served tt-4 community in the past and, in what ways do we want it to serve the community in the future?" Acting Cl-zir Sullivan stated that it is an encompassing question which would require action relative to timelines based an objectives outlined for an entire year. Commissioner Gitelson stated that one of the proposals the Commission is being asked to vote on at this meeting is under Article II (a By-law revision), however, the outcome may determine how the Commission will function, i.e., setting goals and a time frame to accomplish theirs. Since there are two proposals under Article II, he is not sure the Commission wants to or should wait until Lhe retreat takes place to make their decision. However, the Commission could act on Article I (Commission Proceedings, Section 4. Quorum). Acting Chair Sullivan stated that she is inclined to wait until after the retreat to vote due to the time frames Involved relative to their goals. Human Relations Commission Minutes September 27, 2006 Rage 4 of 4 Ms. Haynes suggested that the Commission at least amend the existing Bylaws by eliminating the verbiage regarding the Commission's responsibility for performing evaluations on Commission staff and the Executive Director, which is not the role of the Commission. Acting Chair Sullivan stated that the current City Manager has already established that she is responsible for evaluating the Executive Director and not the Commission. She stated that neither Artide I or II could voted on because two-thirds of the Commission is required. Commissioner Gitelson stated that he thinks the Commission should still consider a self evaluation whether its every six months or once a year. As a means of clarification relative to the question that she presented earlier, Commissioner Kassen wanted to know if the roles of the Commission and staff are two different acting bodies. Ms. Haynes responded that the Commission and staff are not two separate and distinct bodies, however, the power point presentation that she conducted a few months ago for the Commission, delineates staffs role versus the Commission's role, based on the ordinances that they are responsible for administering and enforcing. Acting Chair Sullivan stated that role clarification would be an important issue to discuss at the retreat. VI. UNFINISHED BUSINESS A. Accommodation Complaint Ms. Haynes stated that Mr. Rice, an Evanston resident:, presented his concerns to the Commission at the July meeting that related to some difficulties that his son and some of his friends had experienced with a local merchant In Evanston. Mr. Rice believes his son and friends were treated In a discriminatory manner because they are Black. The complaint has not been completely addressed but the findings and recommendations shouid be available at the next meeting. She stated that this is a difficult matter to investigate because it might require some testing since Evanston does not have a Public Accommodation Ordinance. She stated that in addition to getting some youth of a particular race and age to conduct such a test, parental consent would have to be obtained by staff. In the past with cases such as this one, staff has worked with the Complainant and Respondent to resolve their Issues or negotiated settlements. Ms. Haynes stated that Mr. Rice is not seeking any specific remedies but he wants the ownees behavior to cease. VIZ. NEW BUSINESS There was no new business. IX. ADJOURNMENT There being no further business, Commissioner Gitelson moved to adjourn the meeting at 9:00 p.m. The motion was seconded by Commissioner Kassen, with no objections. Respectfully submitted by: Dorothy Thrower, Executive Secretary Date: EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE - EVANSTON, IL. 60201 Wednesday, October 25, 2006 7:00 P.M. - Room 2402 COMMISSIONERS PRESEN . Larry Ruffolo, Co -Chair; Cherylette Hilton, Co -Chair; ]anet Sullivan; Alan Gitelson, Betsy Katten; Phu Pham; Samuel Thomas and Marvin Green STAFF PRESENT: Paula A. Haynes and Dorottry Thrower APPROVED I. CALL TO ORDER - DECLARATION OF A QUORUM Ca -Chair Ruffolo called the meeting to order at 7:12 p.m. A quorum was present. Commissioner stated that he would have to leave the meeting early. II. INTRODUCTION OF GUESTS & VISITORS There were no guests or visitors. M. INTRODUCTION AND WELCOME- NEW COMMISSIONER Commissioner Levin did not attend the meeting. IV. APPROVAL OF MINUTES - September 27, 2006 Co -Chair Ruffolo stated that the September 27L' minutes should reflect that the minutes for July 26, 2006 were approved by the Commission as submitted. He called for approval of the September 271 minutes and corrections if there were any. Commissioner Sullivan requested the following correction: Page 2, 2nd para., 6d' line should read: "... Durbin have sponsored a senate bill which is on the....." Commissioner Katten requested that the spelling of her Last name should be corrected on the first page, following COMMISSIONERS PRESENT, and, also on page 1 where she provided a brief bio of herself, the V line should read: "...case manager of the Legal Clinic for the Disabled, now the Center for Elder and Disability Law"; Co -Chair Ruffolo asked Commissioner Gitelson if on page 2, 1' para., 3'd line, should the sentence read: ".... overview of the disability services for the university." Commissioner Gitelson indicated that was correct Comissioner Gitelson moved that the minutes be accepted with the noted correctlons. The motion was seconded by Commissioner Sullivan and unanimously approved. Co -[hair Ruffolo referred to item VI. ACTION ITEMS, on the agenda. VI. ACTION ITEMS A. By -Law Revision/Review (Requires not less than two-thirds vote of the duly appointed Commissioners) Co -Chair Ruffolo referred to Article II, Amendment to Section 1, b (3) of the By -Laws regarding the evaluation of the Executive Director, stating Lnat the agenda item could not be voted on at the September 27t' meeting due to the lack of a two-thirds vote of the Commission. At the meeting, eight comrnssianers were in attendance and a vote could be taken. After several minutes of discussing Proposals A, B and C that Ms. Haynes presented regarding this matter and, reviewing the matter as it is cvrrentty written in the By -Law, the follcw ing action was taken. ACTION/MOTION: Comm-sbner Sullivan moved that sections b end c be deleted from the Bv-Laivs, which refers /o the orocess of evaluating the ssiDrk of the tkecuthe Director and Ve deDartrnent's staff. The motion was seconded by Co -hair Hilton and unar,:- nous4, aDoro ved. Commissioner Pham left the meeting at 7AS p.m. Co -Chair Ruffolo referred to Article I, Commission Proceedings, Section 4. Quorum Proposals A, B and C were discussed to determine their preference based on the language and considering that a quorum might not always be present at meetings. The following action was taken: Human Relations Commission Minutes October 25, 2006 Page 2 of 4 ACTION/MOTION: Commissioner Kaften moved that the Commission adoct ProaosaLC. Tire motion was seaanded by Co -Chair Hilton and carried six to one, Further discussion determined that other officers or senior staff (providing an officer did not attend the meeting), should be included in Proposal C. The motion was amended to include:... "the Chair/Cn-Chaim,) orAc na Chair will detemrine ....." B. Appointment of Nominating Committee Co -Chair Ruffolo asked for volunteers to conduct this task and asked if any one was interested In a Chalrmanshlp's position? Commissioners Sullivan, Gitelson and Katten volunteered as the Committee to solicit Commissioners who might be interested in being officers. Co -Chair Hilton stated that she would be Interested in serving as Co -Chair again. At this time in the meeting, Co -Chair Ruffolo informed the Commissioners that he was not going to accept re- appointment to the Commission by the Mayor. He stated there are some personal things he wants to commit himself to. Commissioner Green stated that due to his school schedule, he will be late for meetings for at least thirty or forty minutes until March, 2007. The Nominating Committee stated that they would begin soliciting individuals for Chairmanships positions for the election in November. The new officers will be seated in January 2007. C. Appointment/Election of a Commissioner to serve on the Public Place names Committee Ms. Haynes stated that former Commissioner Hagemann was a member of this Committee and asked if anyone else was interested In sitting on this Committee? Go -Chair Hilton volunteered to act as a representative for the Commission. Co -Chair Ruffolo referred to agenda item V. INFORMATION n-EMS. V. INFORMATION ITEMS A. Larry Ruffolo. As he stated earlier, Co -Chair Ruffolo will not accept re -appointment to the Commission for a second terse. S. American Legion Pancake Breakfast Ms. Haynes informed the Commissioners that for the past sixteen years, the Evanston American Legion has donated some of its proceeds to the Human Relations Commission as a result of an annual breakfast it sponsors. The breakfast will take place on Saturday, November 4, at the American Legion on Central Street, from 7:00 a.m. to 1:00 p.m. Tickets are $7.00 each. Each year the department is given at least one hundred tickets to sell to people who want to attend the breakfast. The proceeds that the department receives are used to purchase gifts for children of less fortunate families. For the past several years, staff has selected various organizations, schools or day cares to solicit children. She suggested that staff and Commissioners meet at the facility at a specific time if their schedules will allow them to do so. Most of the Commissioners stated that they would have to attend the function earlier rather than later in the morning. Co -Chair Hilton left the meeting at 8:05 p.m. C. FY 2007-2008 Budget At the September meeting Ms. Haynes Informed the Commissioners that budget discussion are continuing and reiterated that each department has been requested to cut a specific number of their staff based on the overall employees in each department. She stated that cutting the required number of staff from her department would leave it totally understaffed. She stated that one of the Human Relations Specialist positions is funded with CDBG monies and the other position is funded half Administration and half SYEP which are city monies; Ms. Thrower position is Human Relations Commission Minutes October 25, 2006 Page 3 of 4 funded with half Administration and half CDBG monies; and her salary are funded with city monies. Ms. Haynes stated that she will keep the Commissioners informed as the process continues, VII. UNFINISHED BUSINESS The Commission resumed the discussion of having a retreat within the next few months, perhaps some time in January or February 2007. November 15--' will be the last time the Commission meets this year because it does not have a meeting in December. At the September meeting, Ms. Haynes requested that the Commissioners provide her with the names of individuals who are facilitators and with whom they have participated In their workshops. Ms. Haynes stated that since the September meeting, she did receive the name of an individual from Commissioner Katten. Commissioner Sullivan apologized for not giving the name of the individual she holds in high esteem and whose workshop she has attended and, will get the name to Ms. Haynes right away. The discussion revolved around having someone that will help direct the Commiss�n towards achieving its goals and objectives. The consensus was that the Commission does not too much time spent in the area of team building. It was mentioned that perhaps a sub -committee could be selected to assist in planning the retreat. Co -Chair Ruffolo stated that this would be a good time in the meeting to eipress some of his concerns and suggestions regarding the retreat Following are his comments: "During my tenure of the past 3 years on the Human Relations Commission (HRC), 1t has been a difficult time for the HRC to transact much meaningful business, due to a number of factors - the most important, in my opinion, being that the commission has always seemed in transition, with no consistent, stable and adequate membership. From Paula's illness and long absence to the 'revolving door" of members entering and leaving prematurely, there has not been a consistent and cohesive membership of sufficient numbers to set goals and work on accomplishing them, during the past 3 years. This has been reflected this past year In not having a sufficient number of commissioners be present to constitute a quorum to transact business. I don't believe that a "team" has ever been present long enough during this time period for the commissioners to work together to accomplish much. This has often felt frustrating to me and other commissioners and not very rewarding, despite our efforts. As a result of this, I recommend to the commissioners that they spend some time in their upcoming retreat to work on teambuilding to develop a sense of Identity as a team, a commitment to each other to attend meetings regularly and fallow -through with assigned tasks and to be very dear on what each member's roles, responsibilities are and what the norms and procedures of the team of commissioners are to be. If people dedde to be on the commission, they need to be sure that that they can commit to attending on a regular basis. despite one's best intentions, if there are too many personal or work conflicts to be able to attend the meetings requiarty, wib i minimal absences, members neec to decide if it is feasible for them to be part of the commission. Frequent absences are disruptive and detrimental to the group's process and work. In past retreats, I believe that the commission was inadvertently "putting the cart before the horse", by not working on group formation and development, and instead, creating a long and grandiose list cf goals to accomplish, before even knowing and feeling that there is trust and commitment between the commissioners as a team to agree on goals and work together on accomplishing them. This is jai my recommendation of how to spend some of the time during the upcoming retreat - the commissioners can and w-11 decide for them how they want to spend this time. I would also like to suggest that that the ccr.=mission is more realistic in dete-7nining what they would like to accomplish, as a group. It seemed to me that tt-re commission consistently "put toc much on their plate", in terms of setting -goals; and, as a result, failed to accomplish much of what they wanted to do. I suggest setting smaller agendas, and a smaller number of clear, simple, attainable goals - short range, as .%ell as long range ones. By having some easier -attainable goals and actually achie.-ing them, the commission can ge, a good feeling and a sense of accomplishment, which will be self -reinforcing and motivating -- something this commission has not experienced for a long time. And since we don't all have a lot of free time to work on things between meetings, simple goals will Maximize the use of our time and colk�ive energies. These goals should be not only what the commission wants to do, but also what tt�e community needs. To that end, we need to find a way to more easily and directtf "check the pulse' of the community, to see what they would want the commission to be doing for them. We need to find a way to develop into an entity that the community sees as valuable and necessary to them. Our goal -setting should have that in mind." Human Relations Commission Minutes October 25, 2006 Page 4 of 4 MOTION: Commissioner Katten moved that Ms. Haynes W& to Avo passible Mdfilat r�to cvndurUhe retreat,• that she will pr1?yrde based on her conversation with the individuals, an u to regardina dates: times and a Dro�Osed agenda for the Commissioners at the November meeting. AdditionalAv_the Commissioners should sand send sues they would like discussed at the retreat, to the Executive committee. so tha thev can be discussed a h Atwember meeting. The meeting should also determine si ether a sub -committee will be selected. The rn ion was tended by Co -Chair Rulf'olo and unanimously approved Commissioner Sullivan asked Ms. Haynes what was the status of the Rice complaint that was brought before the Commission at the July meeting? Ms. Haynes stated that she is still investigating Mr. Rice's complaint and should have some information to report at the November meeting. Commissioner Sullivan asked if she could give the Commission an update regarding her investigation thus far. Ms. Haynes stated that she did not want to provide any details regarding the Rice complaint since this is a public meeting and since she has not concluded her investigation. She did state that some of the information that Mr. Rice provided, appears to be incorrect relative to his son being the primary victim who was initially confronted by the store owner on Davis Street. She stated that the primary victim was one of the youths along with Mr. Rice's son; however, the youth's mother does not want to rile a complaint. Commissioner Gitelson stated that he did not understand why Ms. Haynes did not want to share and information regarding her investigation with them. Ms. Haynes stated that she was not willing to share information with the Commission because they could be the body that ends up hearing the case if it comes to that end. Commissioner Gitelson stated that he would like this matter to be place on the November agenda for further discussion. VMa. NEW BUSINESS Ms. Haynes talked briefly about a year around youth program that staff is developing. The Summer Youth Employment Program has been renamed the "Youth Employment Program" bemuse It will no longer be a summer jobs program but consist of year around employment. She passed out a draft proposal that staff prepared for the Commissioners to review to determine whether they would like to be involved in this effort. She asked If they would give her their thoughts at the November meeting. There being no further business, Commissioner Gitelson moved that the meeting be adjourned at 8:45 p.m. Commissioner Katten seconded the motion without any objections. Respectfully submitted by: Date: Dorothy Thrower, Executive Secretary EVANSTON HUMAN RELATIONS COMMISSION MINUTES 2100 RIDGE AVENUE, EVANSTON, IL. 60201 Wednesday, November I5, 2006 7:00 p.m. — Room 2402 APPROVED COMMISSIONERS PRESENT: Co -Betsy Katten; Co-Chair-Cheryiette Hilton; Alan Gitelson; Phu Hong Pham; Marvin Green; Katherine Levin; Katherine Levin; and William Logan COMNIISSIONERS EXCUSED: Samuel Thomas STAFF PRESENT': Paula A. Haynes and Dorothy Thrower I. Call To Order — Declaration of A Quorum Co -Chair Ruffol called the meeting to order at 7:10 p.m. and declared a quorum was present. II. Introduction of Guests & Visitors There were no guests or visitors present. 111. Introduction and Welcome— New Commissioner Commissioner Levin introduced herself and apologized for not attending previous meeting since her appointment to the Commission. She has been an Evannston resident for eighteen years and became interested in the Commission because of a dispute she encountered with her tenant last year and the Human Relations staff was able to assist her with that matter. Commissioner Levin is an attorney and works for the State Educational Labor Board which enforces an anti -discrimination statue that protects employees of public schools against discrimination based on union activity. For the record, Nis. Haynes stated that she would not be able to be present for the meeting because she had to attend the CDBG meeting which was taking place to approve funds including those for the Housing Advocacy budget and monies to pay for the SYEP supervisors and support personnel to help administer the program during the summer; this meeting was taking place at the sarm time as the Commission meeting. She stated that if her presence was required relative to any one of the agenda items, Nis. Thrower could let her know. She welcomed Commissioner Levin and stated that the Commission and staff should get together for a holiday eathcring. She stated that Co -Chair Ruffolo could share information that he had regarding the upcoming retreat. She instructed Nis. Thrower to conduct the ballot/voting process for the election o►fofticer•s. Co -Chair Ruffolo stated that Ms. Haynes informed him earlier that the next new Commissioner, Bill Logan, is going to be introduced and approved by the City Council at next week's meeting. Since the Commission does not meet in December, the next meeting will take place on January 24. 2007 and he should be seated at that time. 1V. approval of Minutes —October 24, 2006 Co -Chair RuffoIo called for approval of tl•t minutes. Other than correcting the spelling of Commissioner's Katten's last name, there were no corrections. Commissioner Gitelson moved that the minutes be accepted as submitted. The motion was seconded and unanimously appnoved. �'. Information Items A. Chc r•lette Hilton — Confer •nce on Race Update Co -Chair Hilton reported that Rafael Molinary, Cam Herth and she, attended a seminar entitled: "Bigotry Hate and Terrorism in .-lmerica ", in Bloomington, Illinois on November e. It was a great seminar and some of the issues discussed are concerns that she has for the City of Evanston and its diversity. She passed around some of the literature that she gathered from the seminar for the Commissioners to review and provided and overview on each brochure'pamphlet that was discussed by the guest speakers. Commissioner Hilton stated that she believes the Commission should start having discussion mgarding the topics presented at the seminar and invite individuals from the surrounding communities. She stated that college and high school students attended the seminar and one segment Human Relations Commission Minutes November 15, 2006 Page 2 of explained what their rights are and what they should do if they are stopped by a Police Officer. She stated that this would be a great fort..,--n to bring into the schools to educate students regarding race relations and hate. Co -Chair Ruffolo suggested that the Commissioners consider this topic as one of their goals for the year and how to sponsor some type o4 program for adults and youth. B. American Legion Pancake Breakfast Ms. Thrower stated that the Evanston American Legion once again donated monies (52500.00), to the Human Relations Commission for the purpose of purchasing gibs for children of less fortunate families. She stated that staff has not determined %fiat agencies will be identified to pro%ide names of families; this should take place within the next two weeks and :shopping can begin towards the end of November or the first of December. She stated that if any of the Commissioners wanted to participate or donate a few hours to assist in shopping for families, their efforts would be greatly appccciated and that she would ask Ms. Haynes to send out an a -mail as a reminder. VI. Action Items A. Elecdon of Officers 1. Presentation of slate of candidates by the Nominating Committee Co -Chair Ruffolo shoed that the officers elected will serve for the period beginning January 1 through December 31. 2007. He requested the presentation of the slate from the Nominating Committee. Commissioner Gitel-s;on stated that Commissioner Sullivan chaired the Nominating Committee and in her absence she asked him to pres= the slate. The Nominating Committee unanimously nominated Cherylette Hilton and Betsy Katten as Co -Chairs. 2. Nominations from the floor There were no nomi=tions from the floor. 3. Election (secret ballot)/Proclamation Commissioners Hiltcm and Katten accepted the nomination as submitted. Commissioner Gite',:son moved that the nominees be accepted by proclamation. The motion was seconded by Commissioner Lcs and unanimously approved. VII. Unfinished Business A. Re —„at Co -Chair Ruffolo szfited that Commissioner Katten had submitted some topics to Ms. Ha-mes in October which she wished to be disctised at the upcoming retreat and also a facilitator. Commissioner Sullivan had also mentioned a facilitator but that pr=son's name had not yet been given to Ms. Haynes for her to contact. He stated that Ms. Haynes informed him that inn has not contacted the individual that Commissioner Katten suggested because she is not sure funds will be to conduct a future retreat as planned. another reason why she did not contact the individual is because she had ernly rneivcd Commissioner Katten's suggested topics and the other Commissioners did present a list to her to reprc-sent the Commission therefore it would be hard to discuss and negotiate an amount 'Mth a facilitator. his. Ha.:nes stated that the new budget year starts March 1, 2007 and suggested that the Commission think about having a retreat after that time. Co -Chair Ruffolo stated that the planning of topics should continue and it will give the Conu=rsion time to think about who and what they are looking for in a facilitator. The Commissioners agreed that the January 24, 2007 meeting should be devoted to discussing and planning the upcoming retreat w:ach they would like to take place ,larch. It was also agreed that the retreat does not have to be one of significant cxpense but more importantly that they meet and discuss what the Commission has achieved in the past and reflect on ta: it future goals and objectives. ACTION: Cnmm�.csinner batten moped that Als. [Im-nes contact the facilitator that she recnnrrnended tirho is an Human Relations Commission Minutes November 15, 2006 Page 3 of 4 F.ranston resident. This person it -as mine to recommend sorreone it-ho is currenth' an maternity, leave whom he thoueht would conduct the seminar nro bond to refresh her skills. The Commission would like for dls. Hai-nes to contact a facilitator. find nut what the fee will be. it -hen that person & availahle and communicate a date or dates so that the Commissioners can set the date(s) aside on their calendars. The motion was seconded hi, Co -Chair Ruffolo. Co -Chair Ruffolo requested that Commissioner Katten e-mail her questions/topics to all of the Commissioners for their information. She took a few minutes to review her topics with the Commissioners. There was a brief discussion to determine if e-mailing topics to each other without further communication would violate the Open Meetings Act. Co -Chair Ruffolo stated that as a precaution, each Commissioner should e-mail their topics to Ms. Haynes so that she could distribute them to everyone and have that list available at the January 20 meeting The motion was :unanimously annroved. VIII. New Business A. Holidays 1. Gift giving. Recipients of the donation from the American Legion. Ms. Thrower discussed this item under item V. (B). 2. Holiday gathering for Commission Co -Chair Ruffolo stated that Nis. Haynes asked the Commissioners to discuss whether they would like to get together with staff' during the holiday and if so identify a couple of days for staff to work with. After some discussion it was determined that the Prairie Aioon Restaurant was the place of choice; December 146 was the primary date of choice and the 21' was the alternate date.. Ms. Thrower stated that Ms. Haynes would e-mail the dates to all of the Commissioners since everyone wms not in attendance and confirm the selected date once she receives a response from everyone. Ms. Ha)mes prepared a memorandum for the Commissioners explaining the amendment to the By -Laws, i.e., evaluating the Executive Dimcior, which was discussed at the October meeting. The memo stated that an amendment cannot be voted on unless it appears on the agenda. ACTION: Cnnnnnissinner barren moved that the amendment is n1aced on the Januan, 4" agenda for annroval. The rnntion uav seconded by Co-Ch.rirHilton and uninimoush-approved. At the October meeting. Ms. Haynes submitted information regarding Technology and Teens (TT), to the Commissioner for them to review and determine if they wanted to Let involved in this youth program that is currently being developed by the Human Relations staff and for discussion at the January 2007 meeting. Co -Chair Ruffolo suggested th. z when the Co -Chairs meet with Ms. Haynes to discuss and put together the agenda for January 2007, it should be determine if this item should he included. I,\. Communications A. Memorandum regarding Mr_ Rice's complaint Co -Chair Ruffolo referred to the memorandum that Ms. Ha)mcs e-mailed to all the Commissioners regarding the Rice complaint. Ms. Haynes explained to him that the Commission is not empowered to investigate or have enforcement powers regarding this complaint (public accommodation), because it is not included in the Enabling Ordinance. However, if the Commission would like to have the authority to address this type of complaint, they need to amend the Enabling Ordinar e which has to have the approval of the City Council. A discussion ensued regarding this matter relative to the preliminary investigation that Ms. Haynes conducted and the Human Relations Commission Minutes November 15, 2006 Page 4 of 4 infoimation that she received but explained she could not share with the Commissioners because they could possibly end up hearing the complaint If the Complainant did not want the Commission to hear the complaint the matter could be presented to the Chicago Department of Human Rights. The issue of mediation w-as discussed as an alternate remedy and Co -Chair Ruffolo cited the procedural matters of the Commission's role in hearing the Dorsey vs. Wesley Realty complaint which %%as brought before the Commission to hear in 2006, however, the matter was resolved through mediation which was agreed upon by all parties without litigation. if the matter had not been settled the hearing body could have levied fines and if the parties had not been satisfied with the outcome of this matter they could have appealed the matter in civil court. Commissioner Gitelson requested that the Ordinance empowering the Commission to hear cases and impose penalties be available for them to review at the next meeting. Co -Chair Ruffolo stated that the Commission needs to discuss this matter further to determine if they want to take on additional responsibilities in adjudicating complaints. He stated that Ms. Haynes' memo suggests that the Commission might want to write a letter to the proprietor letting him know that he has possibly violated the public accommodations 13w of the state. ACTION: Commissioner Katien moved that Al s. Hm-nes submit a letter to the nronrietor of the store on behalf of the Commission. with the nronosed latimane stating " ... that alleeations hair been made by 31r. Rice re sardine the treatment of his son and the other mouth" and. "altltnurih there ltrlc been no rndine by the Commission or the F_recuthw Director. however. he is heine reminded that his alley=ed behavior is not tolerated. etc ...,. " The Motion was seconded hi, Commissioner Gitelson and unartimoush- annroved. Commissioner Gitelson stated that this matter does not have to be placed on the January 2007 but it should be revisited at some point in the near future and possibly at the retreat. VII. Adjournment There being no further business Co -Chair Ruffolo adjourned the meeting at 8:55 p.m., with no objections. Respectfully submitted by: Secretary Date: Dorothy Thrower VIII. Next meeting —January 24, 2007